Mitel MIVOICE OFFICE 400 6940 SIP User manual

MIVOICE OFFICE 400
MITEL 6940 SIP
USER GUIDE
eud-1765_en / 1.0 – R5.0 HF1 – 08.2017

2Mitel 6940 SIP
eud-1765/1.0 – R5.0 HF1 – 08.2017
NOTICE
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Mitel 6940 SIP
eud-1765/1.0 – 08.2017
®, ™ Trademark of Mitel Networks Corporation
© Copyright 2017 Mitel Networks Corporation
All rights reserved

Mitel 6940 SIP 3
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Welcome...
Welcome to the user guide for the desk phones
Mitel 6940 SIP for MiVoice Office 400 communication sys-
tems.
This user's guide will assist you with the use of your phone
and introduce you step by step to the functions and configu-
ration. If you require further technical support or information
on other products of Mitel, please visit our website
www.mitel.com, use our Mitel DocFinder or find the docu-
ment on Mitel eDocs.
This user's guide is relevant only for Mitel SIP phones con-
nected to a MiVoice Office 400 communication system.
Other user’s guides are available for operation on other
communication systems or for direct operation via a SIP
provider. Consult your system administrator if you are
unsure whether you have the correct user’s guide for your
requirements.
Notes: • Not all listed functions are available by default. Contact
your system administrator to learn more about the availa-
ble features and services in the MiVoice Office 400 com-
munication system.
• Your system administrator has the option to individually
set some of the phone's features. In this case your
default values will differ from the default values
described in this user's guide.
• Some functions are offered both from the MiVoice
Office 400 communication system and locally from your
Mitel SIP phone. Since theMiVoice Office 400 communi-
cation system does not fully support local functions, we
recommend to always have your system administrator do
the configuration work or use the Self Service Portal (see
chapter "MiVoice Office 400 Self Service Portal",
page 9).

4Mitel 6940 SIP
eud-1765/1.0 – R5.0 HF1 – 08.2017
Welcome...
Safety information
Failure to observe this information can be hazardous and infringe existing
laws.
Connections
Always plug the phone cable connectors into the appropriate sockets. Do not
modify the connections in any way.
Power supply
Your phone can be supplied with power in various ways. Pay attention to the
information given by the system administrator.
Note: The device will be inoperable when mains power of the communication system
fails.
Metal objects
Telephone receivers produce magnetic fields that can attract small metallic
objects such as pins and staples. To avoid injury, do not place the handset
where such objects can be picked up.
Maintenance
• Make sure all installation and repair work is carried out by a specially qualified
technician.
• Always use a soft, moistened, or antistatic cloth to clean your device. Do not
use chemicals or other chemical products.
Touch screen
Please observe the following rules when you are cleaning the screen:
• Do not touch the screen with sharp or abrading objects (e.g. a pen or a screw-
driver).
• Always use a soft, moistened, or antistatic cloth to clean the screen. Do not
use chemicals or other chemical products.
• Avoid spilling fluid over the surface or seeping of fluid under the edges of the
touch screen.
Cost control and data protection
You should protect your phone with a PIN so that no-one can make phone calls
at your expense. A code will also protect your personal settings.
Ambient conditions
• Only operate the device in a temperature range of +5 °C to approx. +40 °C.
• Avoid direct sunlight and other sources of heat.
• Protect your device against the wet, excessive dust, corrosive liquids and
steam.
• Do not expose your device to electromagnetic fields (electric motors, house-
hold appliances). The speech quality could be affected.
120
5

Welcome...
Mitel 6940 SIP 5
eud-1765/1.0 – R5.0 HF1 – 08.2017
Document information
• Document number: eud-1765
• Document version: 1.0
• Based on: MiVoice Office 400 R5.0 HF1
• Valid as of: MiVoice Office 400 R5.0 HF1
• Document date: 08.2017
• In PDF Viewer, click on this link to download the latest version of this
document:
https://pbxweb.aastra.com/doc_finder/DocFinder/eud-1765_en.pdf?get&DNR=eud-1765
or find the document on: Mitel eDocs.
Disposal
Be sure to dispose of your device, batteries and its packaging in an environmen-
tally compatible way. Electrical equipment does not belong in domestic waste.
Deposit it at a return centre.
Accessories
Use original accessories or specifically approved accessories only. The use of
other accessories may decrease performance or pose a risk to your health or
safety.

6Mitel 6940 SIP
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Welcome... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Safety information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Document information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Information as to the MiVoice Office 400 communication system . . . . . . 8
Keys, Display, and Menu Guidance . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Key designations and sockets. . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Display symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Operating your phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Accessory support. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Initiating calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Using functions before/while in a call . . . . . . . . . . . . . . . . . . . . . 39
Using further functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Overview of available functions. . . . . . . . . . . . . . . . . . . . . . . . . . 58
Organising absences from the desk . . . . . . . . . . . . . . . . . . . . . . 63
Operating call lists and voice messages . . . . . . . . . . . . . . . . . . . 68
Organisation within the team (busy lamp field) . . . . . . . . . . . . . . 71
Line key on a key telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Using functions with Mitel OpenCount . . . . . . . . . . . . . . . . . . . . 74
MobileLink. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Bluetooth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Personalizing your phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Configuring the display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Configuring the audio properties. . . . . . . . . . . . . . . . . . . . . . . . . 83
Configuring general phone settings . . . . . . . . . . . . . . . . . . . . . . 87
Protecting yourself against calls . . . . . . . . . . . . . . . . . . . . . . . . . 91
Phone book management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
Configuring voice mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Configuring presence profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Configuring keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Operator phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Content

Mitel 6940 SIP 7
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Setting the operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Using an operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Operating the reception phone . . . . . . . . . . . . . . . . . . . . . . . . . 110
Additional settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Product and safety information, legal information . . . . . . . . . . . . . . . . 120
Safety information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
About Mitel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Product information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
Data protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123
Limited Warranties . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Regulatory notices . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135

8Mitel 6940 SIP
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Information as to the MiVoice
Office 400 communication
system
One number user concept
Your system administrator can set up several phones for
you that hold all the same phone number (one number user
concept). You have only one name and phone number with
which to identify yourself to your call partners, regardless of
which of the phone you make your calls. The advantage is
that you can always be reached under the same phone
number, regardless of where you happen to be.
With personal call routing, you can define to which
phone/phones incoming calls shall be routed (see chapter
"Activating personal call routing", page 52).
More benefits of the one number user concept:
• With Ring Alone, you can decide on which phone a call is
signalled acoustically (see chapter "Activating Ring
Alone", page 53).
• Your system administrator can set whether or not you are
busy for further incoming calls (busy if busy).
• You are still able to make further outgoing calls with the
other terminals.
• Call lists and contacts stored on the MiVoice Office 400
communication system are available on all your phones
and are automatically synchronised.
• An announcement will be indicated on all phones which
support announcements.
• Fast Take (*88) allows you to take an active connection
from one phone or an incoming call to another phone on
one of your phones.

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MiVoice Office 400 Self Service Portal
The Self Service Portal is a web-based application for
phones on a MiVoice Office 400 communication system.
The Self Service Portal helps you configure and adapt your
personal phone settings (i.e. key configuration, labels for
configurable keys, display language, etc.) directly and
autonomously on your PC.
As soon as you receive an user account for the Self Service
Portal from your assistant manager and after you have
logged in, you are taken to the home page with the overview
of all your phones. Refer to the Self Service Portal online
help for further information on a specific topic.
Contact your system administrator to access to the Self
Service Portal.

10 Mitel 6940 SIP
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Keys, Display, and Menu
Guidance
The following sections provide an overview of the keys
and sockets available on your phone and their usage.
Key designations and sockets . . . . . . . . . . . . . . . . . . . . . 11
Display symbols. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Operating your phone . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Accessory support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21