Octopus F620 HFA User manual

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Octopus F270 IT
Octopus F100/200/400/650
Octopus F IP-Netpackage
Octopus F470 UC
Octophon F620 HFA
Operating Instructions

Important information
2
Important information
Trademarks
For safety reasons, the telephone should only be supplied with power:
• using the original power supply unit.
Part number: L30250-F600-C14x (x: 1=EU, 2=UK, 3=US) or
• in a LAN with PoE (Power over Ethernet), which complies with the IEEE 802.3af standard.
Never open the telephone or a key module. Should you encounter any problems, contact the
responsible service personnel.
Use only original accessories. The use of other accessories may be hazardous and will render
the warranty, extended manufacturer’s liability and the CE marking invalid.
The device conforms to the EU directive 1999/5/EC as attested by the CE marking.
All electrical and electronic products should be disposed of separately from the municipal
waste stream via designated collection facilities appointed by the government or the local au-
thorities.
Proper disposal and separate collection of your old appliance will help prevent potential dam-
age to the environment and human health. It is a prerequisite for reuse and recycling of used
electrical and electronic equipment.
For more detailed information about disposal of your old appliance, please contact your city
office, waste disposal service, the shop where you purchased the product or your sales repre-
sentative.
The statements quoted above are only fully valid for equipment which is installed and sold in
the countries of the European Union and is covered by the directive 2002/96/EC. Countries
outside the European Union may impose other regulations regarding the disposal of electrical
and electronic equipment.
Q

Important information
3
Location of the telephone
• The telephone should be operated in a controlled environment with an ambient temperature between 5°C
and 40°C.
• To ensure good speakerphone quality, the area in front of the microphone (front right) should be kept clear.
The optimum speakerphone distance is 50 cm.
• Do not install the telephone in a room where large quantities of dust accumulate; this can considerably re-
duce the service life of the telephone.
• Do not expose the telephone to direct sunlight or any other source of heat, as this is liable to damage the
electronic components and the plastic casing.
• Do not operate the telephone in damp environments, such as bathrooms.
Software update
Documentation
These operating instructions can be found on CD-ROM (ask the service personnel) in HTML and PDF format.
To view or print the operating manual in PDF format, you need a computer on which the free Adobe Acrobat
Reader program is installed.
To view the operating manual in HTML format, you need a computer with a Web browser, forexample, Microsoft
Internet Explorer.
During a software update, the phone must not be disconnected from the power supply unit, the LAN line
or the phone line.
An update action is indicated by messages on the display and/or by flashing LEDs.

4
Contents
Contents
Important information . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Trademarks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2
Location of the telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Software update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Documentation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
General information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
About this manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Intended use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Telephone type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Speakerphone quality and display legibility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Voice encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Getting to know your Octophon F620 phone . . . . . . . 11
The user interface of your Octophon F620 HFA. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Ports on the underside of the phone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Using network ports more efficiently . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Function keys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Mailbox key and Menu key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Audio keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
3-way navigator . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Keypad . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Display. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Idle mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Mailbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Caller list . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Program/Service menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Control and monitoring function . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Contents
5
Basic functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Answering a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Answering a call via the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Answering a call via the loudspeaker (speakerphone mode). . . . . . . . . . . . . . . . . . . . . . 23
Switching to speakerphone mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Switching to the handset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Open listening in the room during a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Off-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
On-hook dialing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Redialing a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Ending a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Rejecting calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Turning the microphone on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Calling a second party (consultation) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Switching to the held party (alternating) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Call forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using variable call forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Using call forwarding no reply (CFNR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Call forwarding in the event of telephone failure (CFSS). . . . . . . . . . . . . . . . . . . . . . . . . . 32
Call forwarding in the carrier network and forwarding
multiple subscriber numbers (MSN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Using callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Storing a callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Accepting a callback. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Viewing and deleting a stored callback . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Enhanced phone functions . . . . . . . . . . . . . . . . . . . . . 36
Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Accepting a specific call for your colleague. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Using the speakerphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
Answering calls from the entrance telephone and opening the door. . . . . . . . . . . . . . . 37
Making calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
En-bloc sending/correcting numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Using the caller list. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Dialing a number from the internal directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Using the LDAP directory . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .42
Making calls using system speed-dial numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Dialing with speed-dial keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Talking to your colleague with a speaker call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45
Talking to your colleague with discreet calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Automatic connection setup (hotline) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Assigning a station number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Associated dialing/dialing aid. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

6
Contents
During a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Using call waiting (second call) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Preventing and allowing call waiting (automatic camp-on) . . . . . . . . . . . . . . . . . . . . . . . 49
Turning the call waiting tone on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Saving a number . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Parking a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Conducting a conference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Activating tone dialing/DTMF suffix-dialing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
Transferring a call after a speaker call announcement in a group . . . . . . . . . . . . . . . . . 53
Sending a trunk flash . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
If you cannot reach a destination. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Call waiting (camp-on) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Busy override – joining a call in progress. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Using night answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Displaying and assigning call charges . . . . . . . . . . . . 56
Displaying call charges . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Dialing with call charge assignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
Privacy/security. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Voice encryption . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Displaying status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
Notes on voice encryption. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Turning ringer cutoff on and off . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Activating/deactivating "Do not disturb". . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Caller ID suppression . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Monitoring a room. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Trace call: identifying anonymous callers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Locking the telephone to prevent unauthorized use . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Locking another telephone to prevent unauthorized use. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
Saving your PIN . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63
More functions/services . . . . . . . . . . . . . . . . . . . . . . . . 64
Appointments function. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Saving appointments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Using timed reminders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Sending a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Creating and sending a message . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65
Viewing and editing incoming messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66
Leaving an advisory message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Deleting advisory messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67
Using another telephone like your own for a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Contents
7
Using a mobile phone number at a random phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Logging on to the "guest telephone" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Moving the connection to the next telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Logging off the "guest telephone" . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .69
Resetting services and functions (system-wide cancellation for a telephone) . . . . . . . . . . 70
Activating functions for another telephone. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
Using system functions from outside DISA (direct inward system access) . . . . . . . . . . . . . 72
Using functions in ISDN via code dialing (keypad dialing) . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Controlling connected computers/programs/telephone data service . . . . . . . . . . . . . . . . . 74
Communicating with PC applications over a CSTA interface. . . . . . . . . . . . . . . . . . . . . . . . . 75
Controlling relays (only for Octopus F100/200/400/650) . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Sensors (Octopus F100/200/400 only) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Radio paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Using team functions . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Activating/deactivating a group call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78
Accepting a call for another member of your team. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Ringing group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Uniform Call Distribution (UCD) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Special functions in the LAN . . . . . . . . . . . . . . . . . . . . 83
Leaving hunt group/group call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
Setting up "follow me" call forwarding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Using night answer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Ringing group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Controlling relays (only for Octopus F100/200/400/650) . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Opening a door . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Individual phone configuration . . . . . . . . . . . . . . . . . . 89
Adjusting display settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Adjusting the display to a comfortable reading angle . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Setting contrast . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Adjusting audio settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Adjusting the receiving volume during a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Adjusting the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .89
Adjusting the ring tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Adjusting the speakerphone to the room acoustics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Activating/deactivating the ringer . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .90
Language for system functions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Testing the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Phone functions, testing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

8
Contents
Differing display view in a
Octopus F900 environment . . . . . . . . . . . . . . . . . . . . . 92
Fixing problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Responding to error messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Contact partner in the case of problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Troubleshooting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Caring for your telephone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Overview of functions and codes . . . . . . . . . . . . . . . . . 99

General information
9
General information
About this manual
This document contains general descriptions of the technical options, which may not always
be available in individual cases. The respective features must therefore be individually de-
fined in the terms of the contract.
If a particular function on your phone is not available to you, this may be due to one of the
following reasons:
• The function is not configured for you or your telephone. Please contact your system
support representative.
• Your communications platform does not feature this function. Please contact your sales
partner for information on how to upgrade.
This user guide is intended to help you familiarize yourself with Octophon F620 and all of its
functions. It contains important information on the safe and proper operation of your
Octophon F620 phone. These instructions should be strictly complied with to avoid operat-
ing errors and ensure optimum use of your multifunctional telephone in the network.
These instructions should be read and followed by every person installing, operating or pro-
gramming an Octophon F620 phone.
This user guide is designed to be simple and easy to understand, providing clear step-by-
step instructions for operating your Octophon F620 phone.
Administrative tasks are dealt with in a separate manual. The Quick Reference Guide con-
tains quick and reliable explanations of frequently used functions.
Service
If you experience problems or defects with the phone, please dial the service number for
your country.
For your own protection, please read the section dealing with safety in detail. Follow
the safety instructions carefully in order to avoid endangering yourself or other per-
sons and to prevent damage to the unit.
The service personnel can only help you if you experience problems or defects with
the phone.
Should you have any questions regarding operation, your specialist retailer or net-
work administrator will gladly help you.
For queries regarding connection of the telephone, please contact your network pro-
vider.

General information
10
Intended use
The Octophon F620 phone is a desktop or wall-mounted unit designed for speech transmis-
sion and for connection to the LAN. Any other use is regarded as unauthorized.
Telephone type
The identification details (exact product designation and serial number) of your telephone
can be found on the nameplate on the underside of the base unit. Specific details concern-
ing your communications platform can be obtained from your service technician.
Please have this information ready when you contact our service department regarding
faults or problems with the product.
Speakerphone quality and display legibility
• To ensure good speakerphone quality, the area in front of the microphone (front right)
should be kept clear. The optimum speakerphone distance is 50 cm.
• Proceed as follows to optimize display legibility:
– Turn the phone to tilt the display. This ensures you have a frontal view of the display
while eliminating light reflexes.
– Adjust the contrast as required ÆPage 89.
Voice encryption
Your Octophon F620, software release 2 (V1 R2.xxxx) and later, supports voice encryption
on Octopus F100/200/400/650/IP-Netpackage (R 4 and later) and Octopus F470 UC. This
allows you to use your Octophon F620 to perform tap-proof calls. Voice transmission is en-
crypted and data is decrypted at the other call party’s phone and vice versa.
If "Secure Mode" is enabled on your phone, and a connection is established to a phone that
does not support voice encryption, the call is not encrypted and thus unsecured.
Your service personnel can define on the communications system whether you are notified
of unencrypted calls and how. In idle mode you can view which security mode is acticated
on your Octophon F620 ÆPage 59.

Getting to know your Octophon F620 phone
11
Getting to know your Octophon F620 phone
The following sections describe the most frequently used operating elements and the dis-
plays on your Octophon F620 phone.
The user interface of your Octophon F620 HFA
1 You can make and receive calls as normal using the handset.
2Thedisplay permits intuitive operation of the phone ÆPage 17.
3Thefunction keys allow you to call up the most frequently used functions during a call
(e.g. Disconnect) ÆPage 14.
4Omailbox key and Nmenu key.
5Audio keys are also available, allowing you to optimally configure the audio features on
your telephone ÆPage 14.
6The3-way navigator is a convenient navigation tool ÆPage 15.
7Thekeypad is provided for input of phone numbers/codes.
7
1
6
2
3
45

Getting to know your Octophon F620 phone
12
Ports on the underside of the phone
Properties of your Octophon F620 HFA
Display type LCD, 24 x 2 characters
Full-duplex speakerphone function ;
10/100 Mbps Ethernet switch ÆPage 13 ;
Wall mounting ;
Network
PC
Power supply unit
Handset
Local
cable type

Getting to know your Octophon F620 phone
13
Using network ports more efficiently
Octophon F620 HFA has a built-in 10/100 Mbps Ethernet switch. This means that you can
connect a PC to the LAN directly via the phone. The telephone-PC connection option must
first be activated on the telephone by service personnel.
Using this connection option saves one network port for each switch used and requires few-
er or shorter network cables when arranged correctly.
Octophon F620 HFANetwork switch PC

Getting to know your Octophon F620 phone
14
Keys
Function keys
Mailbox key and Menu key
Audio keys
Key Function when key is pressed
sEnd (disconnect) call ÆPage 26.
,Redialing ÆPage 26.
rButton for call forwarding (with red LED key) ÆPage 30.
pActivate/deactivate microphone (also for speakerphone mode) ÆPage 27.
Key Function when key is pressed
OOpen mailbox (with red LED key) ÆPage 18.
NOpen Program/Service menu (with red LED key) ÆPage 20.
Key Function when key is pressed
-Reduce volume and set contrast brighter ÆPage 89.
nTurn speaker on/off (with red LED key) ÆPage 24.
+Increase volume and set contrast darker ÆPage 89.

Getting to know your Octophon F620 phone
15
3-way navigator
With this control, you can manage most of your phone’s functions, as well as its displays.
Keypad
In cases where text input is possible, you can use the keypad to input text, punctuation and spe-
cial characters in addition to the digits 0 to 9 and the hash and asterisk symbols. To do this,
press the numerical keys repeatedly.
Example: To enter the letter "h", press the number 4key on the keypad twice.
Alphabetic labeling of dial keys is also useful when entering vanity numbers (letters associ-
ated with the phone number’s digits as indicated on the telephone spell a name, e.g. 0700 -
PATTERN = 0700 - 7288376).
Multi-function keys
Remove the protective film from the ring around the 3-way navigator before using the
phone.
Operation Functions when key is pressed
Press the $key.
In idle mode:
• Open the idle menu ÆPage 17
In lists and menus:
• Scroll down
Press the %key.
In idle mode:
• Open the idle menu ÆPage 17
In lists and menus:
• Scroll up
Press the ikey.
Entry selected:
• Perform action
Function )(
Long press (key held down) Turn ringtone on/off
ÆPage 90.
Turn phone lock on/off
ÆPage 62.
Tex t i n p u t ÆPage 16 Next letter in upper case. Delete character.

Getting to know your Octophon F620 phone
16
Character overview
Text input
Enter the required characters via the keypad.
Select the functions using the keys %and $.
Confirm your entry with i.
Key 1x2x3x4x5x
1[1]
[1] Space
1
2abc2
3def 3
4gh i 4
5jkl5
6mn o 6
7pqr s7
8tuv8
9wx y z 9
0+. -0
)[2]
[2] Next letter in upper case
([3]
[3] Delete character

Getting to know your Octophon F620 phone
17
Display
Your Octophon F620 HFA comes with a tilt-and-swivel black-and-white LCD display. Adjust
the tilt and contrast to suit your needs ÆPage 89.
Idle mode
Your phone is in idle mode when there are no calls taking place or settings being made.
Example:
Idle menu
When in idle mode, press a key on the 3-way navigator ÆPage 15 to display the idle menu.
You can call up various functions here. The idle menu includes selected functions from the
Program/Service menu ÆPage 20.
It may contain the following entries:
• Caller list
• Forwarding on
•Lockphone
•DNDon
[1]
• Advisory msg. on
•Ringercutoffon
•Sendmessage
• View sent message[2]
• View callbacks[3]
•Directory
•HFanswerbackon
•SuppresscallID
•Waitingtoneoff
•DISAintern
[1] Must be activated by service personnel.
[2] Only appears when there are messages that the recipient has not yet viewed
[3] Only appears if callback requests are saved
220870 f
13:15 MON 02.03.07
Time
Date
Open the idle menu
Own phone number

Getting to know your Octophon F620 phone
18
Mailbox
Depending on the type and configuration of your communications platform (contact the rel-
evant service personnel), messages fromservices such as Unified Messaging System (UMS)
are displayed in this application in addition to messages received.
Messages
You can send short text messages to individual internal stations or groups.
In idle mode (ÆPage 17) the following signals alert you to the presence of new messages:
•Okey LED lights up
• Display "Messages received".
Press the mailbox key O.
Example:
Voicemail
If your telephone is connected to a voicemail system (such as Entry Voice Mail), the Mailbox
key will also light up to alert you to any messages that have arrived.
An appropriate message also appears on the display (for instance, in Entry Voice Mail: "<x>
new messages").
To play back your voicemail, follow the instructions on the display.
For a description of how to edit the entries ÆPage 66.
Message sent? f
Msg. from: Coco, Chanel
Display message
Caller ID
Function menu

Getting to know your Octophon F620 phone
19
Caller list
If you are unable to accept an external or internal call, the call attempt is stored in the caller
list.
You can also store external calls that you have answered in the caller list (contact your service
personnel).
Your telephone stores up to ten calls in chronological order. Each call is assigned a time
stamp. The most recent entry not yet answered in the list is displayed first. Multiple calls from
the same caller do not automatically generate new entries in the caller list. Instead, only the
most recent time stamp for this caller is updated and its number incremented.
The caller list is automatically displayed ÆPage 17 in the idle menu ÆPage 40.
Information is displayed regarding the caller and the time at which the call was placed.
Example:
Callers with suppressed numbers cannot be saved in the call log.
For a description of how to edit the call logs ÆPage 40.
Busy 21.02. 16:25 f
10168 PETER
Date
Telephone status during a call
attempt
Time
Caller ID
Function menu

Getting to know your Octophon F620 phone
20
Program/Service menu
Use the Nmenu key to reach the Program/Service menu for your communication system.
The menu key LED remains red as long as you are in this menu.
Example:
A double arrow next to an entry indicates the availability of additional options for this entry.
The menu structure comprises several levels. The first line in this structure shows the menu
currently selected while the second line shows an option from this menu.
Accessing the menu
There are three ways to open the Program/Service menu on your communication system:
1. Press the menu key N. Use the $or %keys to select an option and confirm with
the ikey.
2. Press $or %and select a function from the idle menu ÆPage 17.
3. In idle mode, press (or )and the code for the function you want.
For an overview of the maximum functions available, with corresponding codes, see
ÆPage 99.
*7=Use speed dialing? f
Program/Service:
Menu title
Further entries are available
Menu option