Mitel OfficeConnect 5340 Product information sheet

© 2004-2009 Broadview Networks & Natural Convergence Inc. All rights reserved.
OfficeSuite
Mitel IP Phone User Reference Guide
Release 4.1

Mitel IP Phone User Reference Guide Release 4.1
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Table of Contents
TABLE OF CONTENTS..............................................................................................I
INTRODUCTION........................................................................................................4
WHAT'S NEW IN RELEASE 4.1 ...............................................................................4
USING THE PHONE SYSTEM ..................................................................................5
Using Mitel 5340 IP phones.................................................................................................5
Mitel 5330 IP phone.........................................................................................................................5
Mitel 5340 IP phone.........................................................................................................................6
Initial setup for 5340 phone service.................................................................................................7
Answering a call on the 5340 phone................................................................................................8
Making a call on the 5340 phone...................................................................................................10
Using features via the 5340 phone................................................................................................11
Voice mail on the 5340 phone.......................................................................................................26
Volume control on the 5340 phone................................................................................................26
Using the Mitel 5224/5324 IP phone..................................................................................27
Mitel 5224/5324 IP Phone .............................................................................................................27
Initial set-up for 5224/5324 phone service.....................................................................................28
Answering a call on the 5224/5324 phone ....................................................................................29
Making a call on the 5224/5324 phone..........................................................................................31
Using features via the 5224/5324 phone.......................................................................................33
Voice mail on the 5224/5324 phone..............................................................................................51
Volume control on the 5224/5324 phone.......................................................................................52
Using the Mitel 5212/5312 IP Phone.................................................................................52
Mitel 5212/5312 IP phone..............................................................................................................53
Initial set-up for Mitel 5212/5312 IP phone service........................................................................53
Answering a call on the 5212/5312 IP phone................................................................................54
Making a call on the 5212/5312 IP phone.....................................................................................56
Using features via the 5212/5312 IP phone ..................................................................................57
Voice mail on 5212/5312 IP phone................................................................................................73
Volume control on the 5212/5312 IP phone..................................................................................73
Using Mitel 5304 phones...................................................................................................74
Mitel 5304 IP phone.......................................................................................................................74
Initial setup for 5304 phone service...............................................................................................75
Answering a call on the 5304 phone..............................................................................................76
Making a call on the 5304 phone...................................................................................................77
Using features via the 5304 phone................................................................................................79
Voice mail on the 5304 phone.......................................................................................................94
Volume control on the 5304 phone................................................................................................95
Using a headset.................................................................................................................95
Connect and configure the headset...............................................................................................96
Answer a Call with the headset .....................................................................................................96
End a Call with the headset...........................................................................................................96
Mute the headset...........................................................................................................................96
Make a call with the headset .........................................................................................................96
Switch to the handset ....................................................................................................................96

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Using a Programmable Key Module..................................................................................96
Using other phones..............................................................Error! Bookmark not defined.
Compatible peripherals matrix...........................................................................................97
PERSONALIZING PHONE USAGE VIA THE WEB................................................97
Web login...........................................................................................................................98
To stop the security alert at log in..................................................................................................98
Forgotten PIN.................................................................................................................................99
Change PIN ...................................................................................................................................99
Web logout.......................................................................................................................100
Quick set-up.....................................................................................................................100
Change user details.........................................................................................................101
Record your name for the Auto Attendant.......................................................................101
Permissions.....................................................................................................................102
Permission types..........................................................................................................................102
Configure phone..............................................................................................................103
Program memory keys.................................................................................................................104
Program memory keys on PKM...................................................................................................104
Programmable memory key features...........................................................................................105
Select key mapping profile...........................................................................................................114
Print phone labels........................................................................................................................114
Call Coverage..................................................................................................................115
Twinning ..........................................................................................................................115
Call groups.......................................................................................................................116
Join/leave call groups ..................................................................................................................116
Directories........................................................................................................................117
View the internal directory ...........................................................................................................117
View the external directory ..........................................................................................................117
Sort directory list..........................................................................................................................117
Find a person in the internal directory .........................................................................................117
Find an entry in the external directory .........................................................................................117
Click to Call..................................................................................................................................118
Print a directory............................................................................................................................118
Voice Mail........................................................................................................................118
Enable Message Waiting Indicator..............................................................................................119
Configure email notification of voice messages ..........................................................................119
Configure email forwarding of voice messages...........................................................................119
Configure dial-0 destination.........................................................................................................120
Configure timezone for voice mail ...............................................................................................120
Reset voice mail PIN ...................................................................................................................121
Web pages.......................................................................................................................121
My settings...................................................................................................................................121
Company directories....................................................................................................................123

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GETTING MORE HELP.........................................................................................123
PHONE MESSAGES.............................................................................................123
GLOSSARY...........................................................................................................126
INDEX............................................................ERROR! BOOKMARK NOT DEFINED.

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Introduction
This document is provided as a reference guide for the use and configuration of
your Mitel 5212/5312 IP Phone, Mitel 5224/5324 IP phone, Mitel 5340 IP phone,
and Mitel 5304 IP phone and the phone system features. The document has two
main sections:
1. “Using the phone system” on page 5provides information on
• The phones and their features
• Making and answering calls
• Using the phones’ features
2. “Personalizing phone usage via the web” on page 97 provides information on
customizing your phone based on your personal preference. Information
includes how to
• Set up your call coverage
• Program your memory keys
• Change your PIN
• Record your name announcement for the auto attendant
• View your personal information
Customizations are performed using a web interface.
NOTE: The information in this document is also accessible online in the web
interface by selecting the Help button at the top or bottom of any page.
Context-sensitive help is available by selecting the icon on any page.
What's new in Release 4.1
The following changes between Release 4.0 and Release 4.1 are visible to the
telephone end users:
• Mitel 5330 IP Phone - The telephone users can now use the Mitel 5330
IP phone. See “Mitel 5330 IP phone” on page 5.
• Mitel 5312 IP Phone - The telephone users can now use the Mitel 5312
IP phone. This is a replacement for the Mitel 5212 IP Phone but is
identical in functionality to the Mitel 5212 IP phone. See “Using Mitel
5212/5312 IP phones” on page 52.
• Mitel 5324 IP Phone - The telephone users can now use the Mitel 5324
IP phone. This is a replacement for the Mitel 5224 IP Phone but is
identical in functionality to the Mitel 5224 IP phone. See “Using the Mitel
5224/5324 IP phone” on page 27.
• Mitel 5304 IP Phone - The telephone users can now use the Mitel 5304
IP phone. See “Using Mitel 5304 IP phones” on page 74.
• Voice Mail control - The telephone users can now control many of the
voice mail settings through the web interface. See “Voice Mail” on page
118.
• Call Pickup Groups - If provisioned by the administrator, telephone
users can use call pickup groups. See “Call pickup on the 5212/5312
phone” on page 62, “Call pickup on the 5224/5324 phone” on page 38,

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“Call pickup on the 5340 phone” on page 15, and “Call pickup on the
5304 phone” on page 83.
• Twinning on/off key - Telephone users can now program a memory key
as a toggle to activate or deactivate their twinning. See “Twinned Calls
on the 5212/5312 phone” on page 72, “Twinned Calls on the 5224/5324
phone” on page 51, “Twinned calls on the 5340 phone” on page 25, and
“Twinned Calls on the 5304 phone” on page 94.
Using the phone system
This section explains your phone features and how to use them after they have
been enabled through the web interface.
The Mitel 5330 and 5340 IP phones provide support for all the user functionality.
The phones also include Memory key label LCD display. The setup and
operation of this phone is described in “Using Mitel 5340 IP phones” on page 5.
The Mitel 5224/5324 IP Phone has the same functionality without the Memory
key label LCD display. The setup and operation of this phone is described in
“Using the Mitel 5224/5324 IP phone” on page 27.
The Mitel 5212/5312 IP Phone has a smaller set of memory and feature keys
than the others. This phone’s setup and operation are described in “Using the
Mitel 5212/5312 IP Phone” on page 52.
The Mitel 5304 IP Phone is similar to the 5212/5312 IP phone but with less
memory keys and less LEDs. This phone's setup and operation are described in
“Using Mitel 5304 IP phones” on page 74.
Programmable Key Modules (PKMs) can be added to the Mitel 5224/5324 IP
phones to provide additional programmable memory keys - see Using a
Programmable Key Module on page 96.
Using Mitel 5340 IP phones
This section describes the Mitel 5330 and 5340 IP phones. To set up your new
phone service, see “Initial setup for 5340 phone service” on page 7. For a
description of the Mitel 5330 IP phone, see “Mitel 5330 IP phone” on page 5. For
a description of the Mitel 5340 IP phone, see “Mitel 5340 IP phone” on page 6.
Other than the different number of programmable memory keys, the functionality
of the Mitel 5330 and 5340 IP phones are the same.
Other topics covered in this section are: “Answering a call on the 5340 phone” on
page 8, “Making a call on the 5340 phone” on page 10, “Using features via the
5340 phone” on page 11, “Volume control on the 5340 phone” on page 26, and
“Voice mail on the 5340 phone” on page 26.
Mitel 5330 IP phone
The Mitel 5330 IP phone has the following features:
• Handsfree speakerphone
• Date/Time Display
• 2-line 20-character backlit Information Area Display
• 3 pages of 8 (total 24) multi-function memory keys with color LEDs

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• Memory key label LCD display
• Fixed function keys
• Mute and Speaker keys
• Message Waiting Lamp
• Dedicated headset jack
• Wall mountable
Figure 1: Mitel 5330 IP Phone
The Information Area Display shows information about the current telephone call
(such as name and number).
There are three softkeys. The meaning of each softkey is displayed directly
beside the key.
There are three pages of 8 memory keys. The icons at the bottom of the phone
indicate which page is current. The page navigation buttons can be used to
switch pages. The memory key labels are also displayed beside each one.
Mitel 5340 IP phone
The Mitel 5340 IP phone has the following features:
Handsfree speakerphone
• Date/Time Display
• 2-line 20-character backlit Information Area Display
• 3 pages of 16 (total 48) multi-function memory keys with color LEDs
• Memory key label LCD display
• 6 Fixed function keys
• Mute and Speaker keys

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• Message Waiting Lamp
• Dedicated headset jack
• Wall mountable
Figure 2: Mitel 5340 IP Phone
The Information Area Display shows information about the current telephone call
(such as name and number).
There are six softkeys (the three on the right are currently not used). The
meaning of each softkey is displayed directly beside the key.
There are three pages of 16 memory keys. The icons at the bottom of the phone
indicate which page is current. The page navigation buttons can be used to
switch pages. The memory key labels are also displayed beside each one
Initial setup for 5340 phone service
To set up your new phone service, follow these steps:
1. Activate your phone. See “Activating a 5340 phone” on page 7.
2. Perform a Quick Set-up. See “Quick set-up” on page 100.
Activating a 5340 phone
To activate a phone you need (1) an extension, (2) a phone, and (3) a PIN. The
administrator can provide you with an extension and an initial PIN.
To activate your phone, follow these steps:
1. Disconnect your computer from the network.
2. Plug the phone into the network.

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3. Plug the computer into the phone at the port marked PC.
4. Connect one end of the phone power pack into your phone and the other end
into a power outlet.
NOTE: Note: If your network is configured with Power Over Ethernet (POE), the
above step is not necessary.
5. Wait for the Information Display Area to show "Logged Out" (this may take 30
seconds or more).
6. Press the ACTIVATE softkey.
The Information Display Area will prompt you for your "Extension:"
7. Enter your extension.
8. If you have login/logout privileges, the Information Display Area will prompt
you for your "PIN:"
Enter your PIN, then press the ENTER softkey.
9. If you do not have login/logout privileges, the Information Area Display will
show your extension
Press the YES softkey.
You have now successfully activated the phone, and can make calls.
See “Quick set-up” on page 100 for information about initial settings you should
configure through the web interface.
Answering a call on the 5340 phone
When an incoming call is received on a phone, several things happen: (1) the
phone rings, (2) a Line Appearance flashes, and (3) the Information Area Display
shows the phone number of the caller and, if known, the name of the caller.
You can answer an incoming call by picking up the handset, pressing the flashing
Line Appearance key, pressing the ANSWER softkey, or by pressing the
key.
Because the Mitel 5340 IP phone has multiple pages of programmable memory
keys, it is possible that the call could appear on a Line Appearance key located
on a different page from the one being displayed. In this case, you can still
answer the call by picking up the handset, pressing the ANSWER softkey, or by
pressing the key.
You can pull back a call that has been answered by a twinned target phone by
pressing the corresponding Line Appearance key. See “Twinned calls on the
5340 phone” on page 25
Using the 5340 handset
To answer your phone using the handset, follow these steps:
1. Lift the handset.
NOTE: Note: If you choose to ignore the incoming call and select a different line
appearance, the line appearance continues to flash but the phone stops
ringing.

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To end the call while using the handset, choose one of the following:
• Press the END softkey.
• Replace the handset.
Using the 5340 speakerphone
To switch from the handset to the speakerphone during a call, follow these steps:
1. Press the key.
2. Replace the handset.
To end a call while using the speakerphone, choose one of the following:
• Press the END softkey.
• Press the key.
Switch from speakerphone to handset on the 5340 phone
To switch from the speakerphone to the handset during a call, pick up the
handset.
To end the call while using the handset, choose one of the following:
• Press the END softkey.
• Replace the handset.
Answering a second call on the 5340 phone
A second incoming call causes three things to happen: (1) the phone rings once
(only if you are using the handset), (2) a line appearance flashes, and (3) the
Information Area Display shows the number and name of the caller, if known. If
the name of the caller is unknown, either the phone number or "Unknown Caller"
is displayed.
To answer a second call, choose one of the following:
• Press the flashing Line Appearance key. This puts the active call on hold
and answers the second call.
• End the first call by replacing the handset. The phone will start ringing.
Pick up the handset again to answer the second call.
To switch between two active calls, press the flashing Line Appearance key. This
puts the active call on hold, and activates the other call.
NOTE: Note: If the display shows )) prior to the number calling, this indicates
that it is a second call.
Answering a call group call on the 5340 phone
When an incoming call to a call group is received on a phone, the second line of
the Information Display Area shows the name of the group that was called. The
first line continues to display the number and name of the caller, if known.
321: Robin Jones

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For: Sales Group
You can answer an incoming call group call by using the handset or the
speakerphone.
Making a call on the 5340 phone
To make a call, follow these steps:
1. Lift the handset. This will select the next available Line Appearance. You
can also start dialing the number without lifting the handset. This will
automatically select the next available Line Appearance and operate in
speakerphone mode.
2. To make an internal call, dial the extension. To make an external call, dial the
prefix required for external dialing (usually 9) followed by the number you
want to call.
When you finish dialing the number the call is placed. If you place an internal
call, the Information Area Display shows the extension and name of the
connected party once the call is answered. If you place an external call, the
Information Area Display shows the name of the connected party, or if the name
is unknown, the phone number.
3. To end the call, choose one of the following:
• Press the END softkey.
• Replace the handset.
NOTE: Note: To use the speakerphone for step 1, press an available Line
Appearance key or the key instead of lifting the handset.
4. To end the call before you have completed dialing, choose one of the
following:
• Replace the handset if using the handset.
• Select the key if using the speakerphone.
• Press the END softkey.
Making a second call on the 5340 phone
To make a second call while on an active call, follow these steps:
1. Press any available Line Appearance key. This puts the active call on hold,
and provides dial tone for a second call.
2. To make an internal call, dial the extension. To make an external call, dial the
prefix required for external dialing (usually 9) followed by the number you
want to call.
3. When you finish dialing the number the call is placed.
4. If you place an internal call, the Information Area Display shows the
extension and name of the connected party once the call is answered. If you

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place an external call, the Information Area Display shows the name of the
connected party, or if the name is unknown, just the phone number.
5. To switch between two active calls, press the flashing Line Appearance key.
This puts the active call on hold, and activates the other call.
Ending one call keeps the second call on hold. To reconnect to the second call,
press the flashing Line Appearance key.
Using features via the 5340 phone
This section explains the features available from your phone. Some of these
features must be pre-programmed in order to be available. To learn how to
program features to keys see “Program memory keys” on page 104.
3-way call on the 5340 phone
Using 3-Way Call, you can set up a phone call among three separate parties.
To activate 3-Way Call, follow these steps:
1. While on an active call, press the CONF softkey. This places the first call on
hold, and selects an available Line Appearance. The Information Area
Display prompts you to enter who to "Conf with:"
2. Enter the phone number of the third party.
3. The system dials the number and displays a "Calling" message along with
the caller ID.
4. When the third party answers the call, the Information Area Display updates
with the caller ID.
5. Press the CONF softkey again. The 3-Way Call is now activated.
NOTE: Notes: Until the CONF softkey is pressed a second time, the first party
will remain on hold and you can talk with the second party privately.
By putting a 3-Way Call on hold, the other parties can continue talking.
You can use the key instead of the CONF softkey. When using this
key you must press twice to activate a 3-way call or you will initiate a transfer
instead.
If you want the option to leave the conference and leave the two parties
connected (when both parties are external), you must have the permission
Redirect Inbound Call to External Number enabled.
Once the 3-Way Call is established, you can use the transfer feature to
transfer both parties to another party.
Joining two calls on the 5340 phone
The 3-way call feature allows you to conference together two calls on your
phone's Line appearances. To activate a 3-way call in these circumstances,
follow these steps:
1. While on an active call, press the CONF softkey.
2. Select the Line Appearance of the person on hold that is to be connected.
3. Press the CONF softkey again. The 3-Way Call is now activated.

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Account codes on the 5340 phone
Users can enter account codes against incoming and outgoing calls to associate
those calls with a particular client or account. Once entered, account codes are
logged in the call records kept by Broadview Networks and can be provided to
you on request. Your administrator can enable and disable the Account Code
feature for your business and specify the minimum and maximum valid account
code length.
NOTE: To use the Account Code feature, a user must have a memory key
programmed with the Account Code feature or be using a phone key profile
that has been programmed with the Account Code feature.
Account code entry on the 5340 phone
Account codes can be entered against incoming and outgoing calls to associate
those calls with a particular client or account. Account code entry is accepted
before a call is placed or during a call.
To enter an account code before you place a call, follow these steps:
1. Select the Account Code key.
2. Enter the account number using the phone keypad.
3. Press the CALL softkey to start your call. The next available line appearance
is selected, dialtone is heard and your phone display updates.
4. Proceed with making your call.
To enter an account code during a call, follow these steps:
1. Select the Account Code key.
2. Enter the account number using the phone keypad. You hear a tone as you
press the phone keys, but the person on the other end does not. The
Information Area Display shows the account code entered.
3. Press the ENTER softkey when you have finished entering the account code.
NOTE: Notes: You can re-enter an account code for a call multiple times. The
last account code entered is the account code that will be assigned to the
call.
To cancel the account code entry, press the QUIT softkey.
If you enter an account code with an invalid length, the Information Area
Display briefly shows "Invalid Account Code". Contact your system
administrator to determine the valid account code length for your business.
You cannot assign an account code to a call once it has been completed.
Account code speed entry on the 5340 phone
Account code entry is accepted before a call is placed or during a call. To use
this feature, it must be enabled for your business and you must have a memory
key programmed with Account Code and a pre-programmed account code. See
“Program memory keys” on page 104.

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To enter a pre-programmed account code before you place a call, follow these
steps:
1. Select the Account Code key. The Information Area Display briefly shows
the account code that has been pre-programmed.
2. The next available line appearance is selected, dialtone is heard and your
phone display updates.
3. Proceed with making your call.
To enter a pre-programmed account code during a call, follow these steps:
1. Select the Account Code key. The Information Area Display briefly shows
the account code that has been pre-programmed.
NOTE: You can re-enter an account code for a call multiple times. The last
account code entered is the account code that will be assigned to the call.
To cancel account code entry before the call is placed, replace the handset
(or, if using the speakerphone, press the key). Account code speed
entry during a call cannot be cancelled.
If the pre-programmed account code has an invalid length, the phone
LCD briefly displays "Invalid Account Code". Contact your system
administrator to determine the valid account code length for your business.
You cannot assign an account code to a call once it has been completed.
Call Lists on the 5340 phone
Call list on the 5340 phone
Call list keeps a list of the calls that you make and receive. The call list is
accessible from your phone. You can redial any calls that you made from the call
list. See “Redial on the 5340 phone” on page 14. You may be able to dial a
number from your incoming call list if it is supported by Broadview Networks.
To view the list of incoming calls received, follow these steps:
1. Press the CALLS softkey on your phone. If you have programmed one of
your programmable keys as Incoming Calls List, you can press this key
instead.
The caller's name of the most recent call that you received is displayed. If the
name of the caller is not known, the number will be displayed.
2. Use the keys to navigate the list.
3. Press the TIME softkey if you wish to display the time and date of the call.
4. Press the NUMBER softkey if you wish to display the number of the caller.
5. Press the NAME softkey if you wish to display the name of the caller again. If
the name is not known, this option is not available.
6. Press the QUIT softkey to exit from the call list.
To call a number from your incoming calls list (only available if dialing from the
incoming call list is supported by Broadview Networks):

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1. Press the CALLS softkey on your phone (or the Incoming Calls List
programmed key). The caller's name of the most recent call that you
received is displayed.
2. Use the keys to navigate the list.
3. Press the DIAL softkey to make a call to the displayed number.
The next available Line Appearance is selected and the system will attempt
to dial the displayed number by prefixing it with the appropriate digits for
external dialing (usually "9" or "91" depending on configuration). If the
number can be dialed as such, you will hear ringing once the call has been
placed. If the number cannot be dialed as such, the call will fail and you will
have to dial the number manually remembering to include the proper prefix
digits.
NOTE: Notes: The position of the call in the call list is displayed in front of the
phone number.
The *symbol beside the position of the call means that the call was not
answered.
If the call was answered by a member of your call pickup group, then the call
will show as unanswered (with a *) on your phone and answered (without a *)
on the call pickup group member's phone that answered the call.
*CALLS means that there has been at least one unanswered call since the
last time you viewed the list of calls you received.
Redial on the 5340 phone
Using Redial you can view a list of calls that were made and also redial a number
in that list without using the keypad. The maximum amount of numbers in your
redial list is typically ten but is dependant on Broadview Networks.
To use Redial, follow these steps:
1. Press the REDIAL softkey or the key.
The number that you most recently dialed is displayed.
2. Use the keys to navigate the list (if required).
3. Press the TIME softkey if you wish to display the time and date of the call.
4. Press the NUMBER softkey if you wish to display the number dialed.
5. Once the required number is displayed, press the DIAL softkey to make the
call. The next available Line Appearance is selected and you will hear ringing
once the number has been dialed.
NOTE: Notes: The * symbol beside the position number means that the call was
not answered.
The position of the call in the call list is displayed in front of the phone
number.
Press the QUIT softkey or the key to exit from the call list.

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Call pickup on the 5340 phone
Using the call pickup feature, you can answer incoming calls for other members
of your call pickup group.
To use this feature, you must be a member of a call pickup group and have a
memory key programmed as Pickup. See “Program memory keys” on page 104.
When a call comes into any member of your call pickup group, their phone will
ring and your Pickup key will flash. To answer the call, follow these steps:
1. Lift the handset.
2. Press the Pickup key.
or
1. Press the Pickup key to answer the call in speaker mode.
You can also join and leave your pickup group with a Join/Leave group key or via
the web interface. When you leave the group, this disables other group
members from picking up your calls; however, you can still pickup other
members' calls.
NOTE: You cannot pick up calls to a member of your call pickup group if the call
does not result in the member phone ringing. For example, if the called
member is either logged out or has no available Line Appearances, then you
cannot pick up the call.
Company speed dial on the 5340 phone
Using Company Speed Dial, you can call a number from the External Directory
by pressing a single memory key on your phone. To use this feature, you must
have a phone key programmed with Company Speed Dial. See “Program
memory keys” on page 104.
To make a call using the company speed dial, choose one of the following:
• Press the Company Speed Dial key for the number you want to call.
The system will select the next available Line Appearance for you and
activate the speakerphone.
• Activate the speakerphone and press the Company Speed Dial key.
• Select an available Line Appearance. This will activate the
speakerphone. Press the Company Speed Dial key
• Lift the handset and press the Company Speed Dial key for the number
you want to call.
Directory on the 5340 phone
Using the Directory, you can view the Internal Directory on your phone's LCD
screen and make calls.
You can access the directory with the phone on-hook or off-hook. To view the
directory, follow these steps:
1. Press the MENU softkey.
The phone displays the menu options.

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2. Press the DIR softkey.
The system displays the first name in the directory on the first line of the
Information Area Display.
3. Use one of the following options to locate the person that you would like to
call:
• Press the number on the keypad for the appropriate first letter of the
person's last name. For example, press "5" twice for "K".
• Scroll down or up, using the keys to find the name you want.
4. Once the correct name is displayed, press the DIAL softkey.
Forwarding your 5340 phone
Using the forwarding features, you can forward your phone by following the
procedures described in the following sections:
• “Forwarding your 5340 phone to auto attendant” on page 16
• “Forwarding your 5340 phone to co-worker” on page 16
• “Forwarding your 5340 phone to coverage” on page 16
• “Forwarding your 5340 phone to number” on page 17
• “Forwarding your 5340 phone to prompt” on page 17.
Forwarding your 5340 phone to auto attendant
Using Forward to Auto Attendant, you can send all incoming calls to a selected
auto attendant. Press the Forward to AA key once to turn the feature on. Press
the key a second time to turn the feature off. The LED on the programmed key
indicates when the phone is being forwarded.
To use this feature, you must have a key programmed with Forward to Auto
Attendant. See “Program memory keys” on page 104.
NOTE: Note: If you have this feature turned on when you log out of your phone
all your calls will be forwarded to the auto attendant.
Forwarding your 5340 phone to co-worker
Using Forward to Co-worker, you can send all incoming calls to a selected co-
worker. Press the Forward to Co-worker key once to turn the feature on. Press
the key a second time to turn the feature off. The LED on the programmed key
indicates when the phone is being forwarded.
To use this feature, you must have a key programmed with Forward to Co-
worker. See “Program memory keys” on page 104.
NOTE: Note: If you have this feature turned on when you log out of your phone
all your calls will be forwarded to your co-worker.
Forwarding your 5340 phone to coverage
Using Forward to Coverage, you can send all incoming calls to the option you
selected from My Call Coverage. Press the Forward to Coverage key once to

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turn the feature on. Press the key a second time to turn the feature off. The LED
on the programmed key indicates when the phone is being forwarded.
To use this feature, you must have a key programmed with Forward to
Coverage. See “Program memory keys” on page 104.
NOTE: Note: If you have this feature turned on when you log out of your phone
all your calls will be forwarded to coverage.
Forwarding your 5340 phone to number
Using Forward to Number, you can send all incoming calls to a preset phone
number. Press the Forward to Number key once to turn the feature on. Press
the key a second time to turn the feature off. The LED on the programmed key
indicates when the phone is being forwarded.
To use this feature, you must have a key programmed with Forward to Number.
See “Program memory keys” on page 104.
NOTE: Note: If you forward your phone to an external phone number, you must
have permission to make that external call and Redirect Inbound Call to
External Number permission. See “Permissions“ on page 102 for instructions
on how to view your call permissions.
If you have this feature turned on when you log out of your phone all your
calls will be forwarded to the number defined.
Forwarding your 5340 phone to prompt
Using Forward to Prompt, you can send all incoming calls to a phone number
that you have entered via your phone. The LED on the programmed key
indicates when the phone is being forwarded.
To forward to prompt, follow these steps:
1. Press the Forward to Prompt key on your phone. The system will ask you to
enter a phone number.
2. Enter the phone number on the phone keypad.
3. Press the ENTER softkey.
To change the phone number for the forward to prompt, repeat the above three
steps.
To turn forward to prompt off, follow these steps:
1. Press the Forward to Prompt key.
2. Press the FWDOFF softkey.
NOTE: Notes: To use this feature, you must have a key programmed with
Forward to Prompt. See “Program memory keys” on page 104.
The system stores internal extensions, therefore you do not need to press
the ENTER softkey.
If you forward your phone to an external phone number, you must have
permission to make that external call and Redirect Inbound Call to External
Number permission. See “Permissions” on page 102 for instructions on how
to view your call permissions.

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If you have this feature turned on when you log out of your phone all your
calls will be forwarded to the prompt defined.
Handsfree answerback on the 5340 phone
Using Handsfree answerback, you can have intercom calls automatically
answered so that you have a two-way speech connection. See “Intercom to co-
worker on the 5340 phone” on page 18.
Press the Handsfree answerback key to turn the feature on. Press the key a
second time to turn the feature off. The LED on the programmed key indicates
when the Handsfree answerback feature is turned on.
To be able to activate and deactivate this feature with a key, you must have a
key programmed with Handsfree answerback. See “Program memory keys” on
page 104.
You can also enable the feature without a key by checking the box for Handsfree
Answerback on your Personal Details page (see “Change user details” on page
101).
Hold on the 5340 phone
Using Hold, you can put an active call on hold, and make other calls. The LED of
the Line Appearance key flashes to indicate the call is on hold.
To place a call on hold, follow these steps:
1. While on an active call, press the key.
2. The indicator light next to the active Line Appearance changes from green
to red and flashes slowly.
3. To remove the call from hold, press the Line Appearance key.
Intercom calls on the 5340 phone
Using the intercom features, you can make a page to a selected co-worker that is
broadcast through the speaker on your co-worker's phone.
Intercom to co-worker on the 5340 phone
Using Intercom to Co-worker, you can make a page to a selected co-worker that
is broadcast through the speaker on your co-worker's phone. Pick up the
handset or select a Line Appearance key, then press the Intercom to Co-
worker key to start the page to your co-worker. If you press the Intercom to Co-
worker key with no line active, the next available line appearance key will
automatically be selected. Note that if your phone is active on a call or in a
ringing state, you must select an available line appearance key before pressing
the Intercom to Co-worker key.
If your co-worker has the Handsfree Answerback feature configured and
activated, then you will also be able to hear your co-worker speak. (See
“Handsfree answerback on the 5340 phone” on page 18)
To use this feature, you must have a key programmed with Intercom to Co-
worker. See “Program memory keys” on page 104.