Mitel 6940 SIP User manual

MIVOICE OFFICE 400
MITEL 6940 SIP
USER GUIDE
eud-1765_en / 2.0 – R6.0 – 06.2018

2Mitel 6940 SIP
eud-1765/2.0 – R6.0 – 06.2018
NOTICE
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The information is subject to change without notice and should not be construed in any
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Please contact our legal department for additional information: [email protected].
For a list of the worldwide Mitel Networks Corporation registered trademarks, please refer
to the website: http://www.mitel.com/trademarks.
Mitel 6940 SIP
eud-1765/2.0 – 06.2018
®, ™ Trademark of Mitel Networks Corporation
© Copyright 2018 Mitel Networks Corporation
All rights reserved

Welcome...
Mitel 6940 SIP 3
eud-1765/2.0 – R6.0 – 06.2018
Welcome...
Welcome to the user guide for the desk phones Mitel 6940 SIP for MiVoice
Office 400 communication systems.
This user's guide will assist you with the use of your phone and introduce
you step by step to the functions and configuration. 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 document on
Mitel eDocs.
This user's guide is relevant only for Mitel SIP phones connected to a
MiVoice Office 400 communication system. Other user’s guides are avail-
able 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 available features and services in
the MiVoice Office 400 communication 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 communi-
cation system and locally from your Mitel SIP phone. Since the MiVoice
Office 400 communication system does not fully support local functions,
we recommend you to always have your system administrator do the
configuration work or use the Self Service Portal yourself (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 the mains power for the communication sys-
tem 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 anti static 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 anti static 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 moisture, excessive dust, corrosive liquids
and steam.
• Do not expose your device to electromagnetic fields (for example: electric
motors, household 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: 2.0
• Based on: MiVoice Office 400 R6.0
• Valid as of: MiVoice Office 400 R6.0
• Document date: 06.2018
• 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 center.
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 about 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. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Initiating calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using functions before/while in a call . . . . . . . . . . . . . . . . . . . . . 40
Using further functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Overview of available functions. . . . . . . . . . . . . . . . . . . . . . . . . . 58
Organizing absences from the desk . . . . . . . . . . . . . . . . . . . . . . 64
Operating call lists and voice messages. . . . . . . . . . . . . . . . . . . 69
Operating system events . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Organization within the team (busy lamp field) . . . . . . . . . . . . . . 73
Line keys on a key telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Using functions with Mitel OpenCount . . . . . . . . . . . . . . . . . . . . 77
Setting functions by remote control. . . . . . . . . . . . . . . . . . . . . . . 78
MobileLink. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79
Bluetooth. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Personalizing your phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Configuring the display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Configuring the audio properties. . . . . . . . . . . . . . . . . . . . . . . . . 88
Configuring general phone settings . . . . . . . . . . . . . . . . . . . . . . 92
Protecting yourself against calls . . . . . . . . . . . . . . . . . . . . . . . . . 96
Phone book management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Configuring voice mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Configuring presence profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99
Configuring keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101
Content

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Operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
Setting the operator phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Using an operator phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Reception phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Operating the reception phone . . . . . . . . . . . . . . . . . . . . . . . . . 117
Additional settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125
Product and safety information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 129
Safety information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Product information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130
Data protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

8Mitel 6940 SIP
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Information about the MiVoice Office 400 communication system
Information about the MiVoice
Office 400 communication system
One number user concept
Your system administrator can set up several phones for you, all of which
have 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 phones you use to make your calls.
The advantage is that callers can reach you by using the same phone
number, wherever you happen to be.
With personal call routing, you can define to which phone (or phones)
incoming calls must be routed (see the chapter "Activating personal call
routing", page 53).
Some of the benefits of the one number user concept are:
• With Ring Alone, you can choose on which phone calls are signaled
acoustically (see chapter "Activating Ring Alone", page 54).
• Your system administrator can set whether you are busy for further
incoming calls (indicate to the caller that you are busy if you are on
another call).
• You can make outgoing calls using the other terminals while you are
already on a call.
• Call lists and contacts stored on the MiVoice Office 400 communication
system are available on all your phones and are automatically synchro-
nized.
• An announcement is made on all phones that support announcements.
• Fast Take (*88) allows you to receive an incoming call on any of the
phones while you are already on a call on another phone.

Information about the MiVoice Office 400 communication system
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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 modify your personal phone settings (for example: key
configurations, labels for configurable keys, display language, and so on)
directly and autonomously using your PC.
After you receive your user account details for the Self Service Portal from
your system administrator and after you log on to the portal, the home
page displays an overview of all your phones. See the Self Service Portal
online help for further information about specific topics.
Contact your system administrator for the credentials for access to the Self
Service Portal.

10 Mitel 6940 SIP
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Keys, display, and menu guidance
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 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Keys, display, and menu guidance
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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 phone with regard to the fig-
ure:
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 Color 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 Color 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 color of the key indicates
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
sixth key is used to switch levels. The next levels
give access to functions or call numbers on keys
on or above key six. The color of the key indicates
the functional state.
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 settings menu (options list).
16 Voice mail Accessing your voice mail 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 bar
Missed calls
New voice message

14 Mitel 6940 SIP
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Keys, display, and menu guidance
Note: If there are more than nine missed calls, the number of missed calls are dis-
played as exclamation mark. The exclamation mark is also displayed in special
circumstances, for example, if there is a voice mail message or a notification /
call back request.
Headset connected
Unconditional call forwarding activated
Do not disturb (if busy)
Operator queue
Mobile phone connected
Handset paired
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 bar
Call connection states, information (main window)
Phone in dial mode
Incoming call

Keys, display, and menu guidance
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Call connected
Outgoing call
Call on hold
Active conference
More keys available
Voice message unread
Voice message retrieved
Mitel Hi-Q™ audio technology
Voice Mail mode: Recording allowed
• Data/voice encryption
• Voice Mail mode: Recording not allowed
Call connection states, information (main window)
Presence state
Available (default)
Meeting
Absent
Busy
Not available
Settings key
Language
Time and Date
• Settings
• Time Zone

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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.
• Set Date and Time
Directory
Lock
• Password
• Phone lock
Status
Audio
•AudioMode
• Headset
• Ring Tones
• Tone Set
Display
Live Dialpad
Restart
Note: Settings under the menu item Advanced are protected by a password and are
reserved for your system administrator.
Settings key

Keys, display, and menu guidance
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Using softkeys
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 than six softkeys are configured. 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 displayed softkey to
access the sub-menu or the selection of available editing options or to
carry out an 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.
MiVoice Office 400 System menu
1. Reception
2. System events
3. Call lists
4. Directory Lookup
5. Voice Mail
6. Call forwarding
7. Presence
8. Personal call routing
9. Lock / Unlock phone
10. Alarm melodies
11. Software Version
Note: •TheReception menu appears only when the hospitality (front
desk) functions are enabled by your system administrator.
•TheSystem events option appears only when there is a new sys-
tem events for your phone.
• Few options may or may not appear in the System menu depend-
ing on the configuration done by your system administrator in the
MiVoice Office 400 communication server.

18 Mitel 6940 SIP
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Keys, display, and menu guidance
• 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
levels.
Note: See the chapter "Safety information", page 4 for information about how to
care for your touch screen.
4
5
1
2
7
3
1
6
No
.
Description
1Line Display of the current line.
2 Top 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 color 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 color of the key indicates the functional
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 Displays information about the state of the phone;
for example, call forwarding, missed calls, voice
mail, and much more.

Keys, display, and menu guidance
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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. The KT
lines and the busy lamp fields can be configured only on the top softkeys
and the keys of an expansion key module.
As soon as you have configured more keys than can be displayed, the
More key ( ) will appear. The number of dots indicates the number of
levels as well as relative position. Press the More key in order to switch
from one level to another.
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 101.
Note: A key that you have configured locally on your phone can not be displayed
or overwritten in the Self Service Portal. Therefore, always configure your
keys using the Self Service Portal of the MiVoice Office 400 communica-
tion server.
Function key configuration (default key setting) -
Overview
The phone on the MiVoice Office 400 communication system is delivered
with the default function key configurations summarized in the following
table. Note that your system administrator might change the default config-
uration and your phone configuration might therefore differ from the default
configuration.

20 Mitel 6940 SIP
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Keys, display, and menu guidance
Overview alphanumeric keyboard
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.1)
The alphanumeric keypad is set to the characters listed in the following
table.2)
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
1) Please note that actual key configuration depends on which keypad is used.
2) Please note that the actual character selection is dependent on the language
selected.
Upper case Lower case
00
1 . : ; = _ , - ’ & ( ) [ ] $ ! 1 . : ; = _ , - ’ & ( ) [ ] $ !
A B C 2 Ä Á À Â Ã Æ Å Ç АБВГa b c 2 ä á à â ã æ å ç a бвг
D E F 3 É Ê ДЕЁЖЭd e f 3 é è ê Дe ë жз