Mitel MiVOICE 5304 User manual

MiVoice Business
MiVOICE 5304 IP PHONE USER GUIDE

NOTICE
The information contained in this document is believed to be accurate in all respects but is not warranted
by Mitel Networks™ Corporation (MITEL®). Mitel makes no warranty of any kind with regards to this
material, including, but not limited to, the implied warranties of merchantability and fitness for a particular
purpose. The information is subject to change without notice and should not be construed in any way as a
commitment by Mitel or any of its affiliates or subsidiaries. Mitel and its affiliates and subsidiaries assume
no responsibility for any errors or omissions in this document. Revisions of this document or new editions
of it may be issued to incorporate such changes.
No part of this document can be reproduced or transmitted in any form or by any means - electronic or
mechanical - for any purpose without written permission from Mitel Networks Corporation.
TRADEMARKS
The trademarks, service marks, logos and graphics (collectively "Trademarks") appearing on Mitel's
Internet sites or in its publications are registered and unregistered trademarks of Mitel Networks
Corporation (MNC) or its subsidiaries (collectively "Mitel") or others. Use of the Trademarks is prohibited
without the express consent from Mitel. Please contact our legal department at [email protected] for
additional information. For a list of the worldwide Mitel Networks Corporation registered trademarks,
please refer to the website: http://www.mitel.com/trademarks.
© Copyright 2016, Mitel Networks Corporation
All rights reserved
MiVoice 5304 IP Phone User Guide
April 2016
IMPORTANT! THIS TELEPHONE IS NOT SUITABLE FOR DIRECT CONNECTION TO THE
PUBLIC-SWITCHED TELEPHONE NETWORK. CONNECT THE TELEPHONE TO A MITEL
NETWORKS SYSTEM ONLY.
ii

Table of Contents
About Your Phone........................................................................................................ 1
Ring/Message indicators ...........................................................................................................2
Function Keys............................................................................................................................3
Feature Keys .............................................................................................................................3
Superkey....................................................................................................................................3
Selecting Menu Options.............................................................................................................4
About Feature Access Codes....................................................................................................4
For Users on Resilient 3300 ICP Systems ................................................................................4
Tips for Your Comfort and Safety................................................................................. 5
Don't cradle the handset!...........................................................................................................5
Protect your hearing ..................................................................................................................5
Customizing Your 5304 IP Phone ................................................................................ 6
Ringer Control............................................................................................................................6
Handset Receiver Volume Control ............................................................................................6
Speaker Volume Control............................................................................................................6
Display Contrast Control............................................................................................................6
Feature Keys .............................................................................................................................7
Language Change.....................................................................................................................7
Making and Answering Calls........................................................................................8
Make a call.................................................................................................................................8
Answer a call .............................................................................................................................8
Emergency Calls........................................................................................................................8
Phonebook ................................................................................................................................8
Redial ........................................................................................................................................9
Redial – Saved Number.............................................................................................................9
Speed Call Keys......................................................................................................................10
Speed Call – Personal.............................................................................................................10
iii

MiVoice 5304 IP Phone User Guide
Call Handling.............................................................................................................. 11
Hold .........................................................................................................................................11
Transfer ...................................................................................................................................11
Conference..............................................................................................................................11
Conference Split......................................................................................................................12
Swap........................................................................................................................................12
Call Forward ............................................................................................................................12
Call Forward - Remote (I'm Here)............................................................................................13
Call Forward - End Chaining....................................................................................................14
Call Forward - Override ...........................................................................................................14
Messaging - Advisory ..............................................................................................................15
Messaging - Cancel Callback..................................................................................................15
Messaging - Cancel All Callbacks ...........................................................................................15
Using Advanced Features.......................................................................................... 16
Account Codes ........................................................................................................................16
Attendant Call Hold - Remote Retrieve....................................................................................16
Call Park..................................................................................................................................16
Call Pickup...............................................................................................................................17
Campon...................................................................................................................................17
Do Not Disturb.........................................................................................................................18
Override...................................................................................................................................18
Paging .....................................................................................................................................18
Direct Paging...........................................................................................................................19
Group Paging / Meet Me Answer.............................................................................................19
Phone Lock..............................................................................................................................20
Music .......................................................................................................................................21
Trunk Flash..............................................................................................................................21
Record a Call...........................................................................................................................21
Hot Desking.............................................................................................................................22
Hot Desk Log-In...................................................................................................................................22
iv

Table of Contents
Hot Desk Log-Out................................................................................................................................22
Hot Desk Remote Logout ....................................................................................................................23
Tag Call ...................................................................................................................................23
Call History ..............................................................................................................................24
Night Answer ...........................................................................................................................25
Release ...................................................................................................................................25
Handoff - Personal Ring Groups..............................................................................................25
Group Presence.......................................................................................................................26
Feature Access Codes............................................................................................... 27
v

MiVoice 5304 IP Phone User Guide
vi

MiVoice 5304 IP Phone User Guide
About Your Phone
The Mitel®5304 IP Phone is a two-line, dual port telephone that provides voice communication
over an IP network. It has a back-lit liquid crystal display (LCD) screen. The 5304 IP Phone offers
8 programmable keys for one-touch feature access and one prime line key. The personal key on
the bottom is always your Prime Line.
The 5304 IP Phone supports Mitel Call Control (MiNet) protocols and session initiated protocols
(SIP).
5304 IP Phone
1

MiVoice 5304 IP Phone User Guide
Elements of Your Phone
Feature Function
1) Display Provides a two–line, 20–character liquid crystal display (LCD) viewing area
that assists you in selecting and using phone features and identifying
callers. When you are using the Superkey feature, prompts and feature
information appear on the display screen.
2) Ring/Message Indicator Flashes to signal an incoming call and to indicate a message waiting in
your voice mailbox.
3) Speaker Provides sound for ringing and paging calls.
4) Programmable Keys Provides 8 keys that can be programmed as function or feature keys. Write
the name (speed call, feature) of the Personal keys programmed on the
designation card. Use the slot behind the plastic cover at the bottom of the
phone to remove/insert the designation card.
5) Line 2 key or
Programmable Key and LED Line 2 can be programmed as a secondary line or as a feature key that requires an indicator (See Feature Keys).
6) Line 1 key and LED The bottom personal key is always your Prime Line key.
7) Volume, Ringer, and
Contrast Controls (UP) and (DOWN) provide volume control for the ringer and
handset, and display contrast.
8) Keypad Use to dial.
9) Handset Use for handset calls.
Ring/Message indicators
When indicator is it means that
Flashing rapidly Your phone is ringing
Flashing slowly A message or callback message is waiting at your phone
On Your phone is ringing another phone
Off Your phone is idle, or you are on a call
2

MiVoice 5304 IP Phone User Guide
Function Keys
Your system administrator can program the following function keys on a personal key (PK):
Hold
Redial
Cancel
Transfer/Conference
Message Waiting
Note: Certain features as documented in this guide will only work if the associated function
key has been programmed. For example, the Conference feature makes use of the
Transfer/Conference function key.
Feature Keys
Your system administrator can program the following features, although with the exception of the
Handoff feature they are not recommended unless they can be programmed on a key with an
indicator:
Music, Do Not Disturb, Message Waiting, Night Answer, Make Busy, Phone Lock, Handoff
Superkey
With a pre-programmed Superkey, you can use these features:
Phone Book
Advisory Messages
Call Forwarding
Personal
Keys
Ringer Adjust
Language
Handoff
Note: For Ringer Adjust and Language, the handset must be on the cradle.
3

MiVoice 5304 IP Phone User Guide
Selecting Menu Options
To select menu items on the display, press *, 0 and # on the keypad. For example, if options
*=YES 0=DEFAULT #=NO appear and you want to select YES, press *.
About Feature Access Codes
Use of some features requires dialing access codes. Ask your Administrator for a list of codes
you should use.
For Users on Resilient 3300 ICP Systems
If during a call, you hear two beeps repeated every 20 seconds it means that your phone is
switching to a secondary 3300 ICP system. The call continues but some of the keys and features
on your phone function differently. The keys and most features begin working normally again after
you hang up. Normal operation resumes when your phone switches back to the primary system.
If your phone is idle and switched to the secondary system, you'll see a flashing rectangle on the
display. The rectangle remains until the switch to the primary system is complete.
4

MiVoice 5304 IP Phone User Guide
Tips for Your Comfort and Safety
Don't cradle the handset!
Prolonged use of the handset can lead to neck, shoulder, or back discomfort, especially if you
cradle the handset between your ear and shoulder.
Protect your hearing
Your phone has a control for adjusting the volume of the handset receiver. Because continuous
exposure to loud sounds can contribute to hearing loss, keep the volume at a moderate level.
5

MiVoice 5304 IP Phone User Guide
Customizing Your 5304 IP Phone
Ringer Control
To adjust the Ringer Volume while the set is ringing:
Press (UP) or (DOWN).
To adjust the Ringer Pitch while the set is idle:
1. Press the programmed Superkey.
2. Press #until "Ringer Adjust?" appears.
3. Press *twice.
4. Press (UP) or (DOWN).
5. Press the programmed Superkey.
Note: The handset must be in the cradle to access Ringer Adjust.
Handset Receiver Volume Control
To adjust the Handset Receiver Volume when you are using the handset:
Press (UP) or (DOWN).
Speaker Volume Control
To adjust the Speaker Volume when making an on–hook call or during a paging call:
Press (UP) or (DOWN).
Display Contrast Control
To adjust the Display Contrast while your set is idle:
Press (UP) or (DOWN).
6

MiVoice 5304 IP Phone User Guide
Feature Keys
You can use the programmed Superkey on your phone or the Desktop Tool to program the
personal keys as speed call keys. The Desktop Tool is a browser–based interface that makes
programming quick and easy. For more information on using the Desktop Tool, please contact
your System Administrator.
To display information about a personal key:
1. Press the programmed Superkey key.
2. Press a personal key that isn't a line key.
3. Press the programmed Superkey .
To program a personal key as a speed call key, see Speed Call Keys.
Language Change
To change the display language:
1. Press the programmed Superkey.
2. Press #until "Language?" appears.
3. Press * twice .
4. Press #until the desired language appears.
5. Press *.
Note: The handset must be in the cradle to access Language.
7

MiVoice 5304 IP Phone User Guide
Making and Answering Calls
Make a call
1. Lift the handset.
2. If you want to use the non-Prime line, press the other line key.
3. Do one of the following:
Dial the number
Press a programmed Speed Call key
Press the programmed Redial key.
Answer a call
Do one of the following:
Lift the handset.
Press the flashing line key and lift the handset.
Emergency Calls
Warning for emergency number dialing: Consult your local authorities for Emergency Numbers
and 911 or equivalent service availability in your area.
To make an Emergency Call:
1. Lift the handset.
2. Dial your Local Emergency Number (911 or equivalent).
Phonebook
To use Phonebook:
1. Press the programmed Superkey key.
2. Press * when "Phonebook?" appears.
3. Enter the name of the desired party, as follows:
For each letter in the name, press the appropriate key on the keypad until the letter is
shown in the display. For example, if the letter C is required, press the digit 2 three times.
Use * or # to correct errors.
If the next letter in the name is on the same digit key as the previous letter, press #
before proceeding.
If required, press # to add a space between the first and last name.
8

MiVoice 5304 IP Phone User Guide
4. Press 0 (Lookup).
If the “Phonebook Lookup – Default to User Location” option is enabled on the system for
your phone, the search is limited to names that share your location; otherwise, the entire
directory is searched.
If the “Phonebook Lookup – Display User Location” option is enabled, after the
phonebook search function displays the matching name and directory number, the user’s
location is displayed. The display alternates between the name/number and the location
every 2 seconds.
5. If no match exists, edit the original entry.
or
If the Phonebook with Location” option is enabled, press # (Retry). ALL LOCATIONS? Is
displayed. Press *to search the entire directory or press #to search for only names that
share your location. Edit the name and press 0 (Lookup).
6. If more than one match is found, press # (Next).
7. Do one of the following:
To make the call, press * (Call).
To edit the entry, press # (Retry).
To exit, press the programmed Superkey.
Redial
To redial the last number that you manually dialed:
1. Lift the handset.
2. Press the programmed Redial key.
Redial – Saved Number
To save the last number that you manually dialed:
Lift the handset, and then dial the appropriate feature access code.
To redial a saved number:
Lift the handset, and then dial the appropriate feature access code.
9

MiVoice 5304 IP Phone User Guide
Speed Call Keys
You may use Speed Call Keys to make a call or to send a string of digits during a call (press a
Speed Call Key during a call to send a multi–digit password, for instance).
To dial a stored Speed Call number:
1. Lift the handset.
2. Press a programmed Speed Call key.
To store a Speed Call number:
1. Press the programmed Superkey.
2. Press #until "Personal Keys?" appears.
3. Press *.
4. Press a personal key that isn't a line key.
5. Press *.
6. Enter the number.
7. Press the personal key again.
8. Do one of the following:
To make the number private, press *.
To keep the number visible, press #.
9. Press the programmed Superkey.
Speed Call – Personal
To dial a stored personal Speed Call number:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Enter an index number between 00 and 09.
To store a personal Speed Call number:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Enter an index number between 00 and 09.
4. Dial the number to be stored.
5. Hang up.
10

MiVoice 5304 IP Phone User Guide
Call Handling
Hold
To place a call on Hold:
Press the programmed Hold key.
To retrieve a call from Hold:
1. Lift the handset.
2. Press the flashing line key.
To retrieve a call from Hold at another phone, do one of the following:
Press the flashing line key.
Dial the appropriate feature access code and the number of the station that placed the call on
Hold.
Transfer
To Transfer an active call:
1. Press the programmed Transfer/Conference key.
2. Dial the number of the third party.
3. Do one of the following:
To complete the Transfer, hang up.
To announce the Transfer, wait for an answer, consult, and hang up.
To cancel the Transfer, press the programmed Cancel key.
Conference
To form a Conference when a two–party call is already in place, or to add another party to
an existing Conference:
1. Press the programmed Transfer/Conference key.
2. Dial the number of the next party.
3. Wait for an answer.
4. Press the programmed Transfer/Conference key.
11

MiVoice 5304 IP Phone User Guide
To leave a Conference:
Hang up or press the programmed Cancel key.
Conference Split
To Split a Conference and speak privately with the original party:
1. Press the programmed Transfer/Conference key.
2. Dial the appropriate feature access code.
Swap
To call another party when you are in an established two–party call:
1. Press the programmed Transfer/Conference key.
2. Dial the number.
To alternate between the two parties:
Press the programmed Swap feature key.
Call Forward
Call Forward lets you redirect incoming calls to an alternate number. You can select one of the
following forwarding options:
Always redirects all incoming calls regardless of the state of your telephone.
B–Int redirects internal calls when your telephone is busy.
B–Ext redirects external calls when your telephone is busy.
NA–Int redirects internal calls after several rings if you don't answer.
NA–Ext redirects external calls after several rings if you don't answer.
Note: For information about "I'm Here?", see Call Forward – Remote.
To program Call Forward:
1. Press the programmed Superkey.
2. Press #until "Call Forwarding?" appears.
3. Press *.
4. Press #until the type of Call Forward that you want to set up appears (see above).
5. If a number is already programmed, press *.
12

MiVoice 5304 IP Phone User Guide
6. Press *.
7. Dial the destination number.
If you make an error while dialing, press * to correct errors.
8. Press (DOWN).
To turn Call Forward on and off (once it has been programmed):
1. Press the programmed Superkey.
2. Press #until "Call Forwarding?" appears.
3. Press *.
4. Press #until the type of Call Forward appears.
5. Press *and then press #.
Call Forward - Remote (I'm Here)
To forward calls from a remote station to your current location:
1. Press the programmed Superkey.
2. Press #until "Call Forwarding?" appears.
3. Press *.
4. Press #until "I Am Here" appears.
5. Press *.
6. If a number is already programmed, press *twice.
7. Dial the extension of the remote station.
8. If you make an error while dialing, use the #to backspace and correct the number.
9. Press (DOWN).
To cancel Call Forward – Remote from the station that set the remote forwarding:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the extension of the remote station.
4. Hang up.
13

MiVoice 5304 IP Phone User Guide
To cancel Call Forward – Remote from the station that was forwarded:
1. Press the programmed Superkey.
2. Press #until "Call Forwarding?" appears.
3. Press * three times.
4. Press #.
5. Press the programmed Superkey.
Call Forward - End Chaining
To ensure that calls do not get forwarded again by the destination number:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Hang up.
To again allow calls to be forwarded by the destination number:
1. Lift the handset.
2. Dial the appropriate feature access code .
3. Hang up.
Call Forward - Override
To override Call Forward and ring a station:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the extension number.
4. Press *.
14