Retell MailBox & Multi Function Answering Machine with Flexi... User manual

MailBox & Multi Function Answering Machine with Flexi speech

Safety information
II
Safety information
When installing, connecting and operating the Retell 340, please follow the safety information below:
•Connect the connecting cables only into the correct sockets.
•Please ensure that cables do not lead to any danger of stumbling and avoid folding, pulling and pinching of the cables.
•Avoid installing near sources of electrical interference.
•Only connect approved accessories to the device.
•Never open the device. Do not touch the plug contacts with sharp or metal objects.
•Only use a soft, slightly moist cloth to clean your Retell 340. Do not use chemicals or abrasive cleaning products.
•Avoid operating your Retell 340 in damp or dusty rooms and keep it away from liquids, steam or smoke.
•Do not install the device where it is exposed to direct sunlight.
•Do not operate the device in areas with danger of explosions.
•Only use the supplied AC adapter.

Key assignment
III
Key assignment
Playback: Starts the playback of new and not yet played back incoming messages. Allows the repetition of the last 3
seconds when being pressed during playback.
Stop: Stops a function that is currently being executed and also exits an open menu.
Answering mode: Activates or deactivates the answering mode.
Menu: Opens the menu. Serves as an entry key for letters and numbers within the electronic telephone book.
Outgoing message: When pressed briefly, starts the playback of the current outgoing message. When you press
the button and keep it pressed, you can start the recording of the currently set outgoing message. In the electronic
telephone book, the button serves to enter letters and numbers.
Message transfer: Activates or deactivates the message transfer function. In the electronic telephone book, the
button serves to enter letters and numbers
Time control: Activates or deactivates the time control. In the electronic telephone book, the button serves to enter
letters and numbers
Secondary function: Allows the use of a second function. In the electronic telephone book, the button serves to
enter letters and numbers.
or
Control or arrow buttons (up/down): To open the electronic telephone book to navigate and make settings in the
menus. When pressed during playback, the playback speed is changed.
or
Control or arrow buttons (left/right): Are used to change the display contrast, to move the cursor to the left or right
side and to change the volume when being pressed during playback.
Select button: This button serves to select menus, entry fields and functions that are shown in the display next to
the corresponding button.
and
Secondary function and playback pressed consecutively: Starts the playback of all incoming messages. The
playback begins with the oldest incoming message and ends with the latest incoming message.
and
Secondary function and control or arrow button (up) or (down) pressed consecutively: Opens the entry field for
the electronic telephone book.
and
Press and keep pressed secondary function followed by outgoing message: Is the button combination used to
start the recording of the outgoing message via the audio input.
and
Secondary function and control or arrow button (left/right) pressed consecutively: Changes the brightness of the
display.

Operating elements
IV
Operating elements

Table of contents
1
Table of contents
Safety information ............................................................................................ II
Key assignment ................................................................................................ III
Operating elements .......................................................................................... IV
Table of contents .............................................................................................. 1
Display symbols................................................................................................ 3
Initial operation ................................................................................................. 4
Scope of supply ......................................................................................... 4
Installation.................................................................................................. 4
Connection................................................................................................. 4
Settings.............................................................................................................. 6
Programmable parameters ........................................................................ 6
Set-up menu .............................................................................................. 8
Contrast adjustment................................................................................... 9
Brightness adjustment ............................................................................... 9
Outgoing messages.......................................................................................... 10
General information ................................................................................... 10
Examples of outgoing messages ............................................................... 10
Recording outgoing messages................................................................... 11
Recording OGMs from an external signal source ...................................... 12
Testing the outgoing messages ................................................................. 13
Erasing outgoing messages (OGMs) ......................................................... 13
Answering mode ............................................................................................... 14
Play back and erase incoming messages (ICMs)........................................... 15
Playback of new incoming messages ........................................................ 15
Playback of all incoming messages ........................................................... 15
Repetition................................................................................................... 15
Interrupting the playback............................................................................ 15
Search (Skip) ............................................................................................. 16
Scan function (Flexi-Speech)..................................................................... 16
Direct connection to the caller.................................................................... 16
Erasing individual incoming messages ...................................................... 16
Erasing all incoming messages.................................................................. 16
Two-way conversation recording/Personal information (dictate) ................ 17
Two-way conversation recording (telephone calls) .................................... 17
Personal information (dictate) .................................................................... 18
Time control ...................................................................................................... 19
Programmable parameters for the time control.......................................... 19
Programming the time control .................................................................... 20
Example of time control settings ................................................................ 21
Activate the time control............................................................................. 22
Message transfer .............................................................................................. 23
Programmable parameters for the message transfer................................. 23
Message transfer settings.......................................................................... 23
Example on how to enter the destination number ...................................... 25
Activating the message transfer................................................................. 26
Call forwarding.................................................................................................. 27
Programmable parameters for the call forwarding function........................ 27
Call forwarding settings.............................................................................. 27

Table of contents
2
Example on how to enter the call forwarding function................................ 29
Individual ringing tone ..................................................................................... 30
Automatic two-way conversation recording................................................... 32
Programmable parameters for the automatic two-way conversation recording 32
Settings for the automatic two-way conversation recording ....................... 32
Electronic telephone book ............................................................................... 33
General information ................................................................................... 33
Editing and storing entries ......................................................................... 33
Overview of possible characters and numbers .......................................... 35
Searching for entries.................................................................................. 35
Checking and changing entries.................................................................. 36
Dialling via the electronic telephone book.................................................. 36
Automatic redialling/Call-back on busy ...................................................... 37
Code lock........................................................................................................... 38
Locking the device/change PIN.................................................................. 38
Unlock the device....................................................................................... 39
Message and VIP function ............................................................................... 40
Message function....................................................................................... 40
VIP function ............................................................................................... 41
Remote control.................................................................................................. 42
Remote operation ...................................................................................... 42
Remote control functions ........................................................................... 42
Remote activation of the answering mode ................................................. 44
Mailboxes .......................................................................................................... 45
General information ................................................................................... 45
Setting parameters for the mailboxes ........................................................ 45
Mailbox set-up............................................................................................ 45
Mailbox handling ........................................................................................ 46
Remote control of the mailboxes................................................................ 47
Service menu..................................................................................................... 48
Appendix ........................................................................................................... 49
General information ................................................................................... 49
Troubleshooting ......................................................................................... 50
Factory pre-set........................................................................................... 52
Technical data............................................................................................ 53
Index .................................................................................................................. 54
Other Products Available ................................................................................. 55
Retell 953 Professional Telephone Answering Machine ............................ 55
Brief operating instructions............................................................................. 56

Display symbols
3
07
Display symbols
Answering mode is active, new messages
exist.
Answering mode is active, no new messages
exist.
Playback
Telephone number of the calling party
Message recording in process, microphone is
active Call forwarding
2-way conversation recording is active Volume
Recording (general). Remaining recording capacity
Time control is active, switching times. Secondary function
Message transfer is active.
Inserting a telephone number from the
electronic telephone book
Selected outgoing message Erase
Search (skip) forwards. Automatic call-back
Search (skip) backwards. Redialling
Unsuccessful call
Playback speed
Branching to a sub-menu. Successful call
Device locked Mailbox 1 set up, new messages exist.
Current recording via the audio input Mailbox 1 set up, no new messages

Initial operation
4
Initial operation
Scope of supply
In the packaging carton of your Retell 340, you will find:
•Retell 340
•Telephone connecting cable
•AC adapter 11.5V/ 500mA
•Operating instructions
•Cable for input/output (copying lead)
Installation
Your Retell 340 was designed for normal use conditions. Solvents in some furniture lacquers or furniture cleaning products may
attack the rubber at the feet of the device and thus cause patches. In such cases please use a non-slip pad under the device.
Connection
Before you can take your Retell 340 into operation, you need to connect all necessary cables.
1Plug the small plug of the AC adapter in the “POWER” jack and plug the AC adapter into a 230V power outlet.
2Plug the clear plug of the telephone connecting cable in the “LINE” jack. Plug the BT style telephone plug in the telephone
wall socket.
3If you want to copy any recordings to an external medium, plug the jack plug of the copying lead in the “OUT” jack. Then,
plug the phono plug into the AUDIO input of the external device (tape recorder, audio device).

Initial operation
5
4If you want to record outgoing messages from an external source, plug the jack plug of the copying lead in the “IN” jack and
plug the phono plug in the audio output of the external device (tape recorder, audio device).
5If you want to copy the electronic telephone book of your Retell 340 to another Retell 340, use a copying lead with two jack
plugs (accessory). Plug one end of the copying lead into the “OUT” jack and plug the other end of the copying lead into the
“IN” jack of the second Retell 340.

Settings
6
Settings
Programmable parameters
Language .............................. German or English.
Time ...................................... Here, you can set the time if necessary.
Date ....................................... Here, you can set the date if necessary.
Summer (daylight saving
time)/winter ........................... Yes or no. If you set “yes”, the summer time (daylight saving time) will be set automatically on the
last Sunday in March. Winter time, i. e. the end of the daylight saving time will be set automatically
on the last Sunday in October.
Voice time stamp ................. >>
Voice time stamp ...... Yes or no. Here, you can decide, whether you want to have a voice time stamp after each incom-
ing message or not.
Voice date stamp ...... Yes or no. Here, you can decide, whether you want to have a voice date stamp after each incom-
ing message or not.
Announcement
at the device .............. No or yes. Here, you can determine whether the “speaking clock” shall be turned ON or OFF at
the device directly when you play back your messages locally.
Recording quality ................. Level 1 to 4, whereas level 4 has the highest recording quality. Please bear in mind that an in-
creasing recording quality also means a decrease of available recording time. Level 1 corre-
sponds to about 60 minutes, level 2 is about 35 minutes, level 3 about 25 minutes and level 4 only
provides about 4 minutes. As an example, you could set level 4 before recording an outgoing
message with background music. In order to maximise the recording capacity for incoming mes-
sages, you should set the device back to level 1 afterwards.
Length of inc. recordings .... 1 to 12 minutes. Here, you can limit the time a caller has at disposal to speak a message.
Call screening ...................... Yes or no. Here, you can select whether you want to allow call screening during incoming mes-
sage recording or not.
Ringing tones ....................... 2 to 9 ringing tones. This is to set up the number of ringing tones until the answering machine
picks up.
Own telephone number ....... >>
Own number .............. If you enter your own telephone number, your Retell 340 will play this number back within the in-
ternal announcement text (by synthesised voice)
Remote control code ........... The remote control code consists of 1 to 4 digits ranging from 0 to 9999. If you set “–” as remote
control code, the remote control is deactivated.
Remote pre-interrogation .... Yes or no. If you selected “yes”, and new incoming messages exist, your Retell 340 will pick-up af-
ter 2 ringing tones (not depending on the settings for the number of ringing tones). If no new in-
coming messages exist, the device picks up after the number of ringing tones from the settings. In
this way, you can identify whether new messages have been recorded or not and whether a re-
mote interrogation needs to be performed or not.
Remote ON ........................... Yes or no. Here, you can decide whether the function “remote ON” or “OFF” shall be possible or
not.
Remote erase ....................... Yes or no. Here, you can decide whether the function “remote erase” shall be possible or not.
Room monitoring ................. Yes or no. Here, you can decide whether the function “room monitoring” shall be possible or not.
Message code ...................... The message code is a 1 to 4 digit number ranging from 0 to 9999. The code “-” is used to turn
the message function off.
VIP code ................................ The VIP code is a 1 to 4 digit number ranging from 0 to 9999. The code “-” is used to turn the VIP
function off.

Settings
7
Redialling .............................. Every 5 to 60 seconds. Here, you can define the pause to be made between the individual dialling
attempts during the automatic redialling process.
Call-back code ...................... Here, you enter the call-back code of your telecommunications provider (eg H*37#). The “H”
stands for the hook flash-function. Up to 6 digits are at your disposal for entries.
Telephone systems .............. >>
Exchange
identification code .... Here, you enter the identification code to access the public exchange (e. g. 0). This number will
then always be dialled automatically before the telephone number apart from cases where a tele-
phone number is marked by “i” which stands for an internal extension of the telephone system.
Internal call-back
code ............................ Here, you can enter the call-back code of your telephone system (e. g. 79). Up to 6 digits are
available for your entry.
Dialling mode ............ DTMF (dual tone multi frequency also known as tone dialling) or the pulse dialling method. If your
telephone access does not support the customary tone dialling method yet, you have the option to
switch to the old pulse dialling method.
Special information tone ..... You can either set the information tone volume to level 1 to 4 or you can set it OFF. If you activate
the information tone by setting the volume, a new incoming message will be indicated by an in-
formation tone given every 10 seconds.
Display light .......................... Automatically or ON. As for the parameter “automatically”, the display will no longer be lit after 10
seconds. Shall the display be lit permanently, select “ON” here.

Settings
8
Set-up menu
Press the menu button. The display shows the main menu.
Press the select button next to the corresponding menu
item.
The set-up menu is shown in the display.
Use the arrow buttons (up/down) to view the available set-
ting parameters.
All available parameters for the function in question are shown in
the display.
Press the select button located next to the setting to be
changed until the desired setting option is being dis-
played.
The display shows the current setting.
or
When entering numbers, press the select button next to
the corresponding line.
The cursor blinks.
Use the arrow buttons (up/down) to change the settings. The display counts up or down.
As for settings with more than one digit or character, you
can move the cursor by pressing the arrow buttons
(left/right).
The selected cursor position blinks.
To complete the entry of numbers, press the select button
next to the corresponding line again.
The selected cursor position stops blinking.
To complete the entry, press the stop button several
times.
The display resumes the initial state.

Settings
9
Contrast adjustment
You can adjust the display contrast when the device is in the idle state.
Adjust the contrast by pressing the arrow buttons
(left/right).
The display contrast is being changed.
Brightness adjustment
The brightness of the display light can be adjusted when the device is in the idle state.
Press the button for the secondary function. The display shows the symbol for the secondary function.
Adjust the brightness by pressing the arrow buttons
(left/right).
The brightness of the display light is being changed.
Press the stop button to complete the entry. The symbol indicating the secondary function is no longer dis-
played.

Outgoing messages
10
Outgoing messages
General information
Your Retell 340 provides 5 individual outgoing messages (OGM 1-5) and one pre-recorded outgoing message (OGM 6). You can
exchange the outgoing messages by pressing the function key next to the outgoing message symbol. You cannot alter OGM 6.
The duration of an OGM can be between 3 seconds and 3 minutes. Generally, two different kinds of outgoing messages are dis-
tinguished, i. e. outgoing message with incoming recording and outgoing message without incoming recording. In the case of an
OGM with incoming recording, the caller has the option to leave a message after the outgoing message. An OGM without incom-
ing recording (announcement only) is just used for information purposes – without giving the caller the option to leave a message.
Examples of outgoing messages
OGM with incoming recording
Hello, this is the answering machine of ........ (name) in ........ I am currently out for seeing customers and will be available in the of-
fice at approx. ..........o’clock. You can call me between ....... o’clock and ...... o’clock under the telephone number ....... If you pre-
fer, you can leave your name and number. I will ring you as soon as I am back. Please speak after the beep.
OGM without incoming recording (announcement only)
Hello, this is ........(name), Sales Representative of ........... (name of the company). My office is temporarily closed due to illness
(holidays etc.). Please call my deputy, Mr. ......... in ......... . His telephone number is .......... He will assist you. Many thanks for your
call.

Outgoing messages
11
Recording outgoing messages
For high quality recordings (e. g. outgoing messages with background music), we recommend to set the highest recording
quality temporarily (see “settings”).
Select the desired OGM by pressing the select button next
to the OGM symbol.
The selected OGM is displayed next to the symbol at the bottom
right side.

Press OGM and keep pressed. Wait, you will hear a brief tone, the display shows a microphone
symbol to indicate the readiness for recording.
Start speaking your outgoing message (keep a distance of
about 25 cm from the microphone)
The display shows the current duration of your recording in min-
utes and seconds.

Release the OGM button to interrupt the recording The display shows “with incoming recording” and “without incom-
ing recording”.

To continue recording your outgoing message, press the
OGM button again and keep it pressed (which is not pos-
sible for recordings with quality level 4).
The recording is being continued.
To stop the recording, without saving, press the stop but-
ton.
The OGM recording is stopped.
Use the select button next to the corresponding line, to de-
termine whether the OGM shall be available with or with-
out an option for an incoming message recording.
The recording is complete and it will be played back for test pur-
poses. An OGM without incoming recording is indicated by just 1
signal tone. An OGM with incoming recording option is indicated
by 2 signal tones.
If you record OGM 5 as outgoing message without incoming recording (announcement only), your Retell 340 will automati-
cally switch to this OGM as soon as the recording capacity for the current OGM with incoming recording should be ex-
hausted.

Outgoing messages
12
Recording OGMs from an external signal source
Professional OGMs can also be recorded from external signal sources (e. g. tape deck) - via the audio input.
Select the desired OGM by pressing the select button next
to the OGM symbol.
The selected OGM is displayed next to the symbol at the bottom
right side.
Press the button for the secondary function. The display shows the symbol for the secondary function.

Press OGM and keep pressed. Wait, you hear a brief tone, the display shows a cassette symbol
that indicates the readiness to record via the audio input.
Start the playback function at the external signal source. The display shows the duration of the current recording in min-
utes and seconds.

To stop the recording, release the OGM button. The display shows “with incoming recording” and “without incom-
ing recording”.
Use the select button next to the corresponding line, to de-
termine whether the OGM shall be available with or with-
out an option for an incoming recording.
The recording is complete and it will be played back for test pur-
poses. An OGM without incoming recording is indicated by just 1
signal tone. An OGM with incoming recording option is indicated
by 2 signal tones.
For high quality recordings (e. g. outgoing messages with background music), we recommend to set the highest recording
quality temporarily (see “settings”).

Outgoing messages
13
Testing the outgoing messages
Select the desired OGM by pressing the select button
next to the OGM symbol.
The selected OGM is displayed next to the symbol at the bot-
tom right side.
Press the OGM button briefly. The OGM is being played back. The display shows the play-
back symbol, the current duration and the OGM number.
You can adjust the volume by pressing the arrow buttons
(left/right).
Erasing outgoing messages (OGMs)
During the play back, press the select button next to the
“delete” symbol.
The currently played back outgoing message is erased.

Answering mode
14
Answering mode
Take care that you provide enough recording capacity for incoming messages. If required, you may erase individual recorded
messages or all incoming messages.
Select the desired OGM by pressing the select button next
to the OGM symbol.
The selected OGM is displayed next to the symbol at the bottom
right side.
Press the button for the answering mode. The answering mode button is lit. If you selected an OGM “with-
out incoming recording”, a handset symbol and the number of in-
coming calls will be displayed. As for a selected OGM “with in-
coming recording”, you will also see the number of recorded in-
coming messages at the right side of the displayed handset sym-
bol. The number of calls shown in the display blinks when the
answering module picks up an incoming call.
If the caller's telephone number is being displayed during a call,
the display will show this telephone number instead. If the tele-
phone number in question matches with one of the telephone
numbers of the electronic telephone book, also the correspond-
ing name will be displayed.
Use the arrow buttons to adjust the volume (left/right). Call screening is possible for incoming messages. If you decide
to answer the call personally, you can do so at any time, by just
picking up the handset. If new incoming messages exist, the an-
swering button will blink.
Press the answering mode button again to deactivate the
answering mode.
Further incoming calls are not answered. The display resumes
the initial state. The answering mode button blinks as long as the
recorded messages have not been played back.
If the recording capacity should be exhausted, your Retell 340 automatically switches to OGM 5, but only if OGM 5 is an
OGM without incoming recording. If OGM 5 is with incoming recording, the device will switch the answering mode off and no
further incoming calls will be answered.

Playback and erase incoming messages (ICMs=
15
Play back and erase incoming messages (ICMs)
Playback of new incoming messages
Press the playback button.
Use the arrow buttons to adjust the volume (left/right).
The playback of new and not yet played back incoming mes-
sages starts. The display shows the running number, the re-
maining playback duration as well as date and time of the re-
cording. If the caller's telephone number is being transferred, the
display will show it as additional information. If the telephone
number in question matches with one of the telephone numbers
of the electronic telephone book, also the corresponding name
will be displayed.
Playback of all incoming messages
Press the secondary function button. The symbol for the secondary function is shown in the display.
Press the playback button. The playback starts with the first incoming message.
Repetition
Press the playback button during playback. The last 3 seconds will be repeated.
Interrupting the playback
Press the stop button. The playback is stopped.
Press the playback button. The playback is continued.

Playback and erase incoming messages (ICMs=
16
Search (Skip)
Press the select button next to the FORWARD symbol or
the REWIND symbol.
The incoming message that is currently being played back is
skipped or repeated.
Scan function (Flexi-Speech)
Press the arrow buttons (up/down) during playback. The playback speed is either increased or decreased.
For the current or repeated playback, the normal playback
speed will be resumed automatically.
This function is not available for incoming messages that were recorded with the highest recording quality (level 4).
Direct connection to the caller
During playback, press the select button next to the tele-
phone number or name.
The telephone number is being dialled directly. The call can be
taken over by picking up the handset.
Erasing individual incoming messages
During playback, press the select button next to the “de-
lete” symbol.
The current incoming message is erased. All remaining incom-
ing message to follow the erased one will get a new number.
Erasing all incoming messages
Press the stop button. The display shows either the initial state or the answering mode
state.
2s
Press the select button next to the “delete” symbol for 2
seconds.
All incoming messages are erased.
Via the audio output, you also have the option to copy your incoming messages to an external device (e. g. tape deck).