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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PATENT NOTE ON POWER OVER ETHERNET
Mitel’s Power over Ethernet (PoE) Powered Device (PD) products are covered by one or
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For more information on the PD patents that are licensed, please refer to: www.cmspat-
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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
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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
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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

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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

Keys, Display, and Menu Guidance
Mitel 6940 SIP 11
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Key designations and sockets
The following figure shows the keys on the phone.
Mitel 6940 SIP Phone
The following table describes the keys on the Mitel 6940 SIP phone with
regard to the figure:
15
16
1112
20
19
13
14
17
18
10
9
6
8
2
1
4
5
T1...T48
S1...S30
3
7

12 Mitel 6940 SIP
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Keys, Display, and Menu Guidance
No
.
Key icon Key name Description and Usage
1 Bluetooth Handset
2Display Colour screen:
• top left: line number, name1)
• top right: status display (displays symbols)
• bottom right: status notifications
• Middle: Display, depends on phone status
3 Message LED Colour and status signal a specific event.
4 Left softkeys T1-T48
(touch screen)
Twelve freely configurable keys on which a total of
48 functions, or call numbers, or busy lamp fields
can be configured. The colour of the keys indi-
cates the functional state.
5 Lower softkeys S1-S30
(touch screen)
Six freely configurable keys on which a total of 30
functions or call numbers can be configured.
Default functions are automatically set by the
MiVoice Office 400 communication system. You
can configure additional functions. If more than
six functions or call numbers are configured, the
fifth key is used to switch levels. Every sixth func-
tion or call number is accessible at the next level.
The colour of the key indicates the functional
state.
Note: Default functions are not overridden by
user-configured functions.
6 End key
• Ending a call
• Back to display in idle state
• Exiting editor without changes
7 Redial key Calling up the list of last dialed numbers
8 Hold key • Holding an active call
• Taking back a call from hold
9 Mute key
Muting the microphone so that the caller cannot
hear you (the LED beside the key turns on when
the microphone is on mute).
10 Loudspeaker/headset
key with LED
• Activating/deactivating open listening
• Activating/deactivating handset microphone
• Activating/deactivating headset microphone
11 Hash key Entering # or special characters

Keys, Display, and Menu Guidance
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Display symbols
12 Alphanumeric keys (A-Z,
a-z, 0-9)
Entering characters and digits
13 Asterisk key Entering * or space
14 Volume keys Adjusting volume.
15 Settings key Calling up a local setting menu (options list)
16 Voicemail Accessing your voicemail service.
17 Call history • Calling up the call history menu:
– unanswered
– answered
– redial list
18 Directory lookup Calling up the directory lookup.
19 Speaker
20 Rear:
• Connection for power supply
• Connection for USB 2.0
• Integrated Bluetooth module 4.1
• Connection for expansion key module
• GigE dual connection for PC and LAN
• Connection for headset
• Connection for headset via USB or Bluetooth
• Connection for Power over Ethernet (PoE), class 3 (support for PoE + when
an expansion key module is connected).
1) depending on configuration
No
.
Key icon Key name Description and Usage
Status line
Missed calls
New voice message

14 Mitel 6940 SIP
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Keys, Display, and Menu Guidance
Note: Depending on the system configuration, the number of missed calls or new
voice messages is displayed as number or exclamation mark.
Headset connected
Handset paired
Unconditional call forwarding activated
Mobile phone connected
Do not disturb (if busy)
Bluetooth activated
USB deactivated
Note: The icon USB deactivated is displayed when the phone is powered using Power
over Ethernet or if one or more expansion key modules are connected. In order
to be able to use the USB connection, you must power your phone using PoE+
or the power supply available as an option.
Call recording activated
Presence state: Available (default)
Presence state: Meeting
Presence state: Absent
Presence state: Busy
Presence state: Not available
Phone locked
Status line
Call connection states, information (main window)
Phone in dial mode
Incoming call
Call connected

Keys, Display, and Menu Guidance
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Operator queue
Outgoing call
Call on hold
Active conference
More keys available
Voice message unread
Voice message retrieved
Voice Mail mode: Recording allowed
Voice Mail mode: Recording not allowed
Call connection states, information (main window)
Presence state
Available (default)
Meeting
Absent
Busy
Not available
Option keys
Language
Time and Date
Directory
Lock
Status
Bluetooth

16 Mitel 6940 SIP
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Keys, Display, and Menu Guidance
Operating your phone
Most keys and functions are described in the key legend. Other over-
views and operating aids can also be found here.
Overview system menu
The system menu is accessed using the softkey Menu. This contains the
following menu entries. Refer to the relevant chapters of this user’s guide
for further information on these menu entries.
Audio
Display
Live Dialpad
Restart
Note: Settings under the menu item Advanced are protected by a password and
reserved for your system administrator.
Option keys
MiVoice Office 400 System menu
1. Reception
2. Call lists
3. Directory Lookup
4. Voice Mail
5. Call forwarding
6. Presence
7. Personal call routing
8. Alarm melodies
9. Software Version
Note: The Reception menu appears only when the hospitality (front
desk) functions are enabled by your system administrator.

Keys, Display, and Menu Guidance
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Using the softkey
Softkeys are the keys that are automatically configured with context-
dependent functions by the MiVoice Office 400 communications system.
Keys are directly labelled with the function. The softkeys are set to the
most commonly used functions, with one softkey always being the More
key ( ) when more softkeys are configured than can be displayed. The
More key is needed to switch between the key levels. The number of dots
indicates the number of levels as well as on which level you currently are.
A menu can have several sub-menus. Press the suggested softkey to
access the sub-menu or the selection of available editing options or to
carry out the action.
Operating the touch screen
You operate the touch screen as follows:
• Press a softkey or function key to access a menu or to initiate an action.
• Move your finger up and down a list to view the full selection.
• Move your finger to the right or left on the touch screen to display all lev-
els.
Note: See chapter "Safety information", page 4 for information about how to care
for your touch screen.
4
5
1
2
7
3
1
6

18 Mitel 6940 SIP
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Keys, Display, and Menu Guidance
Free configurable keys
Your phone is equipped with freely configurable keys. Popular functions
are set for a specific configurable key by default by your system adminis-
trator (see "Function key configuration (default key setting) - Overview",
page 19). The remaining configurable keys can be configured with a spe-
cific action type: Call number, function, KT line, busy lamp field. A busy
lamp field can only be saved on function keys T1 to T48.
The key configuration is not made directly on the phone. Available settings
for the key configuration:
•MiVoice Office 400 communication system: The configuration is
made by your system administrator in the communication system.
•Self Service Portal: You can use the Self Service Portal (see chapter
"MiVoice Office 400 Self Service Portal", page 9) where you can config-
ure, change, or delete the keys.
For information about freely configurable keys, see the chapter, "Configur-
ing keys", page 96.
Note: A key that you have configured locally on your phone cannot be displayed
or overwritten using the Self Service Portal. Therefore, always configure
your keys through the Self Service Portal of the MiVoice Office 400 com-
munication server.
No
.
Description
1Line Display of the current line.
2 Left softkeys T1-T48 Twelve freely configurable keys that can be set to
a total of 48 functions, call numbers, operator
keys, room keys, or busy lamp fields. The colour
of the keys indicates the functional state.
3 Bottom softkeys S1-S30 Six freely configurable keys that can be set to a
total of 30 functions or call numbers, or which are
automatically set by the MiVoice Office 400 com-
munication system to context-dependent func-
tions. The colour of the key indicates the func-
tional state.
4Statusline Displays information about phone status.
5 Phone number/name Displays phone number and name.
6 Date/time Displays date and time.
7 Status notifications Display detailed information.

Keys, Display, and Menu Guidance
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Function key configuration (default key setting) -
Overview
The Mitel 6940 SIP phone on the MiVoice Office 400 communication sys-
tem are delivered with the default function key configurations summarized
in the following table. Note that your system administrator might change
the default configuration and your phone configuration might therefore dif-
fer from the default configuration.
Alphanumeric keyboard - Overview
The alphanumeric keyboard has a dialpad with digits from 0 through 9, a *
key, and a # key. Of these, keys 2 through 9 contain letters of the alphabet.
These dialpad keys can be used for entering digits, password, text, and
special characters, and also for quickdial. You can use the alphanumeric
keyboard to dial a phone number to make a call and to press keys as
required by an Interactive Voice Response (IVR) system. Press the rele-
vant key repeatedly until the character you want is displayed.
The alphanumeric keypad is set to the characters listed in the following
table.
Function key Mitel 6940 SIP Mitel 6940 SIP if defined as free seating
phone
Key T1 Personal Line 1 Personal Line 1
Key T2 Personal Line 2 Personal Line 2
Key T3-T48 Empty Empty
Key S1 System menu System menu
Key S2 Call forwarding menu Free seating: Log in/out
Key S3 Take (pick up own call) Request a callback
Key S4 Call routing menu Empty
Key S5 Phone lock on/off Empty
Key S6 Request a callback Empty
Key S7-S30 Empty Empty
Upper case Lower case
0 + 0 +
1 . : ; =_ , - ' & ( ) [ ] $ ! 1 . : ; =_ , - ' & ( ) [ ] $ !

20 Mitel 6940 SIP
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Keys, Display, and Menu Guidance
LED overview
The message LED signals different events and operating states with differ-
ent light statuses.
A B C 2 a b c 2
D E F 3 d e f 3
G H I 4 g h i 4
J K L 5 j k l 5
M N O 6 m n o 6
P Q R S 7 p q r s 7
T U V 8 t u v 8
W X Y Z 9 w x y z 9
* <Space> * <Space>
# / \ @ # / \ @
Upper case Lower case
Message LED:
State Description
Flashes fast Incoming call
Flashes slowly New voice message
Lit Phone locked