Snom 320 User manual

Updated: February 8 2011 /CC Page 1
All efforts have been made to offer adequate information. However, the author of this guide can not guarantee complete accuracy or
omissions that might result from the use of this information, but invites you to submit all information to improve or complete this
document.
No part of this publication may be reproduced, stored or transmitted in any form or by any means, electronic, photographic or otherwise
to someone outside the Brunet Concrete Group without the permission from the administration or its representatives.
The electronic form of this user manual in the folder: K:\Communication\Informatique\Téléphone SNOM Phone\.
Prepared by Sonya Therrien and review by Christian Chevrier, on February 8th 2011, for the Brunet concrete Group
Translation from the French version on may 2011
User manual
SNOM PHONES -MODEL 300, 320, 370
Please read this document. This IP telephony system provides many features not usually found on traditional phone
systems. Understanding and using these features is the key to a successful deployment.

Updated: February 8 2011 /CC Page 2
Contents
First step to do with the new phone....................................................................................................................................... 3
WHAT IS?................................................................................................................................................................................. 4
IP Technology:..................................................................................................................................................................... 4
3CX Assistant*:.................................................................................................................................................................... 4
MyPhone portal*: ............................................................................................................................................................... 4
VISUAL PRESENTATION OF THE PHONE.................................................................................................................................. 5
DIRECTORY ......................................................................................................................................Erreur ! Signet non défini.
CALL HISTORY (received, missed or outbound calls) .............................................................................................................. 6
CALL RECORD .......................................................................................................................................................................... 6
CALL ON HOLD ........................................................................................................................................................................ 6
CHAT (by 3CX Assistant only) .................................................................................................................................................. 6
FONCTIONS SUMMARY........................................................................................................................................................... 6
TRANSFERT ONE OR ALL CALLS AUTOMATICALLY .................................................................................................................. 7
REDIRECT CALL DURING RINGING........................................................................................................................................... 7
TRANSFERT CALL WITH NOTIFICATION (talk to the person before transfering the call)........................................................ 7
TRANSFERT CALL WITHOUT NOTIFICATION............................................................................................................................ 7
TRANSFERT CALL IN YOUR VOICE MAIL DURING THE CONVERSATION.................................................................................. 8
VOICEMAIL SETUP................................................................................................................................................................... 8
VOICEMAIL SETTINGS WITH MYPHONE.................................................................................................................................. 8
RECUPERATE MESSAGE IN YOUR VOICE MAIL........................................................................................................................ 9
RECUPERATE YOUR VOICEMAIL OUT OF THE OFFICE.....................................................................Erreur ! Signet non défini.
VOICE MAIL OPTIONS (when your press the 9)....................................................................................................................... 9
CONFERENCE PHONE............................................................................................................................................................ 10
DEFINE YOUR PROFILES ........................................................................................................................................................ 10
DEFINITION OF THE PROFILE................................................................................................................................................. 11
MODIFY YOUR PROFILE (available, away, out of office…) .................................................................................................... 11
COLOUR CODE IN THE 3CX ASSISTANT ................................................................................................................................. 12
PARK FONCTION.................................................................................................................................................................... 12
PLACE A CALL IN PARK .......................................................................................................................................................... 12

Updated: February 8th 2011 /CC Page 3
First step to do with the new phone
1. READ THIS DOCUMENT.
2. LEARN:
YOUR EXTENSION: ___________
YOUR PIN CODE (PASSWORD): ___________
3. CONFIGURE YOUR VOICE MAIL (INCLUDES TWO (2) DIFFERENTS MESSAGES):
a. Configure your identification message (refer to the section: Setting your mailbox)
b. Configure your personal message (refer to the section: Setting your mailbox)
4. UPDATE ALL PERTINENT DOCUMENTS AND FILES WITH YOUR NEW EXTENSION
Examples: Business card
Advertising document
Fax document (if applicable)
5. DEFINE YOUR FORWARDING RULES ASSOCIATED WITH THE DIFFERENT PROFILES
(AVAILABLE, AWAY, OUT OF OFFICE) USING THE “MYPHONE” PORTAL
IMPORTANT:
THE DEFINITION OF YOUR FORWARDING RULES IS THE KEY TO THE SUCCESS OF THIS SYSTEM.
After full implementation of the IP telephone system, receptionist staff will no longer transfer calls
to cell phones, because it is the responsibility of each user to set his own forwarding rules. By
choosing the appropriate profile, one can choose how to be reached.
(Example: if you are at your office, away, on the road, etc).
AFTERWARDS, KEEP UP TO DATE YOUR PROFILE USING THE 3CX ASSISTANT. THIS ACTION WILL IMPROVE THE
EFFICACITY OF THE SYSTEM AND ALSO THE COMMUNICATION INSIDE THE BRUNET CONCRETE GROUP.
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Updated: February 8th 2011 /CC Page 4
WHAT IS?
IP Telephony:
The voice over IP, or « VoIP », is a technology to transmit voice signal over a computer network.
3CX Assistant*:
3CX Assistant runs under Windows. It helps users to easily manage their extension by a few mouse clicks,
compared to the limited interface of a regular phone. The assistant is not a phone, but it works in tandem with a
physical phone. For example, calls can be made or transferred from the assistant.
The assistant contains 4 sections:
Active call
Extensions
Queues
Call history
MyPhone portal*:
It is mainly used to configure the forwarding rules, email and different settings. The interface is easily accessible
via 3CX Assistant: click the MyPhone menu and choose any sub-menu.
In this portal, you can consult many options related to your extension:
Extension Settings (name, email, pin code, mobile number, etc.)
Voice mail settings (include caller ID, time and date call, etc.)
Your voice mail
Call history (Missed calls, Received calls, Outbound calls, etc.)
Other users status (available, away, calling, on a call, etc.)
Your personal phone book
* Available only outside of the Brunet remote session.

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VISUAL PRESENTATION OF THE PHONE
1. Screen
2. a) Navigation keys
2. b) Alphanumeric keys
2. c) Audio control buttons
2. d) Speed dial buttons + LEDs
2. e) Pre-programmed function keys
2. f) The function keys contextual
3. The various speakers and microphones.
Volume
Increase or decrease the volume.
Mute
Enable or disable the microphone.
Speaker
Enable or disable the speaker.
Headphone
Enable or disable the headphones (It must be connected first).
Redial
Redial the last dialled numbers, the most recent listed first.
Directory
Display the directory.
Menu and Snom
Not programmed.
Third person conference
Add a third person to the communication.
Hold
Put on hold a call in progress.
Settings
Enable or disable call forwarding / Set phone settings or reboot it.
Phone information
Show information about the phone.
Transfer
Transfer call to another person.
Do not disturb
Enable or disable the “Do not disturb” mode.
Record
Record the call in progress.
Voice mail
Access mailbox.

Validate or confirm
X
Cancel
Line 1 and 2
Speed Dial keys
The first two buttons on the left are line 1 and line 2.
The speed dial keys are managed centrally by the IT team. A separate
procedure and a template file will be provided.
DIRECTORY
Phone:
To access the internal directory, press the “Directory” buttons and use navigation keys to scroll and
navigate.
3CX Assistant:
Under the “Extensions”section of the assistant, you can consult the list of all users of the system.
MyPhone (F11):
This section allows you to manage your personal contacts. Select “Phone book” under the “MyPhone” menu in
the 3CX assistant.
Line 1
Line 2

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CALL HISTORY (received, missed or outbound calls)
Phone:
Press the “List”button under the display and then select the desired type of call.
3CX Assistant:
Located under the “Call History” section of the 3CX assistant (fourth section).
MyPhone:
Select the “MyPhone” menu in the 3CX assistant and choose between “Inbound calls”, “Outbound calls” or
“Missed calls”.
CALL RECORD
Phone:
During a call, press the “Record”button.
3CX Assistant:
Click on the “Record” icon (red circle) on the top of the 3CX Assistant during a conversation.
Important: Recordings will be saved under T:\”Extension number” e.g.: T:\1081. The folder will be accessible only by the
owner of the extension.
CALL ON HOLD
Phone:
Press the hold button OR press on the active line button.
CHAT (by 3CX Assistant only)
This function is available to you only as a working tool and should be used for messages of a professional nature.
Email is the preferred way to communicate.
Step 1: Select a user
Step 2: Right click on it and choose the “Chat” function.
Warning: Chat messages do not appear above the remote session.
A sound will be played (only if you have speakers).
It is not possible to view previously sent messages if the chat window has been closed.
FONCTIONS SUMMARY
Shortcut
Function
Information
*4+extension+
Direct access to the mailbox of a user
*20*+extension+
Intercept a call ringing on another phone.
Warning, communication will begin
immediately.
*9+extension+
Starts an interphone communication.
Warning, there will be only one “beep”
before the communication begins.
F11 (keyboard)
Search your personal phone book OR enter (or
paste) a phone number to call.
Warning, only outside the Brunet remote
session.

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TRANSFER ONE OR ALL CALLS AUTOMATICALLY
Phone:
Automatic call transfer can be set from the phone, but it is better to set the appropriate profile (associated to
forwarding rules) using the 3CX assistant to activate automatic call forwarding.
The four (4) automatic transfer modes available are:
Off
Call transfer is disabled (default option).
Always
Incoming calls are immediately transferred.
Busy
Incoming calls are immediately transferred if the phone is busy.
Time
Calls are transferred when the time (in seconds) has elapsed.
Press the “Settings”button and navigate until the option « CFWD » appears and select one of the transfer mode
mentioned above.
3CX Assistant:
Use your profile and forwading rules. You can even make exceptions to these rules.
REDIRECT A CALL WHILE RINGING
Phone:
Press the "xfer" button (under the display), enter the extension (or phone number) that you want to redirect the
call to and confirm with the hook button.
3CX Assistant:
Step 1: When the window (bottom right) appears on your screen, click on the third icon.
Step 2: Enter the extension or telephone number to redirect the call to.
TRANSFER CALL WITH NOTIFICATION (talk to the person before transferring the call)
Phone:
Step 1: Press the line 2 button to call the required person OR press a speed dial button (the person on the
line will be put on hold).
Step 2: When you are ready, press two times the “Transfer”button.
TRANSFER CALL WITHOUT NOTIFICATION
Phone:
Step 1: Press “Transfer”(the line will be on hold).
Step 2: Press a speed dial button or enter an extension number and confirm with the hook.
3CX Assistant:
Step 1: Click on the “Transfer” icon OR right click on the call and select “Transfer”.
Step 2: Enter the extension or phone number.

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TRANSFER CALL TO YOUR VOICE MAIL DURING THE CONVERSATION
3CX Assistant:
Right click on the call and select "Voicemail" OR
Click the purple icon on top of the screen.
VOICEMAIL SETUP
There are two (2) messages to be recorded, a presentation message and a personal message.
Both are important for the system to perform properly!
Phone:
1. Presentation message (necessary for proper operation of the automated corporate directory)
Example: Sonya Therrien, extension 1-0-8-5 (suggestion: enumerate the numbers)
Step 1: Press the “Retrieve”button or dial 9999 and your pin, followed by the #;
Step 2: Press 9 for options, then press 5
Step 3: Press 0 to record
Step 4: Record your message and press # when finished
Step 5: Press 0 to save your recording.
2. Personal message
Example: HI,
You have reached Sonya Therrien’s voicemail at extension 1-0-8-5. I cannot take your call at the
moment. Please leave me a short message with your name and phone number. I will call you
back as soon as possible. Thank you and have a nice day.
Step 1: Press on the “Retrieve”button or dial 9999 and your pin, followed by the #;
Step 2: Press 9 for the options, followed by 8
Step 3: Press 0 to record
Step 4: Record your message and press # when finished
Step 5: Press 0 to save your recording
Each message above has a particular function.
It is important to record both messages to ensure that the system works properly.
VOICEMAIL SETTINGS WITH MYPHONE
You can modify the following options:
Play the caller ID
Play date and time of the message
Email options (an email informs you if you have a new voice mail):
No email notification
Send email notification only
Send voice mail as attachment (Warning: the file can be voluminous)
Send as attachment and delete from mailbox
Step 1: Go to MyPhone in 3CX assistant
Step 2: Select the tab “Extension Settings”followed by “Voice Mail Settings”.

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ACCESS TO VOICEMAIL
Phone:
Step 1: Press on “Retrieve”button or dial 9999 and your pin, followed by the # key
When you listen to your voicemail, the following options are available:
0 Play next message
1 Play previous message
2 Replay the current message
3 Delete this message and listen to the next message (confirm with the *)
4 Recall the person who left the message
5 Transfer voicemail to another extension
VOICEMAIL OPTIONS (when your press 9)
* Play the message(s)
1 Change your profile (available, away, out of office, etc.)
3 Dial a phone number (this functions is not activated)
4 Delete all read messages
5 Change presentation message
0 Record your presentation message
1 Restore the standard message
2 Check current message
6 Mailbox information (e.g.: number of messages)
7 Change your pin code (password) Warning: Never use your extension as a password.
8 Change your greeting message
0 Record a greeting message
1 Restore the standard message
2 Check current message
9 Repeat these options
# Exit

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CONFERENCE CALL
There are two types of conference calls: open and closed. A closed conference, when started, cannot be joined
by other participants, but an open conference can be joined by as many participants as there are lines
available.
Phone:
Start a closed conference (3 participants)
Step 1: Call the first person and put the call on hold
Step 2: Call the second person
Step 3: Press the “Conference”button .
Start an open conference
Step 1: Dial 7000
Step 2: Dial an identification number of the conference (example: 1). You must communicate this
conference ID to all participants.
Step 3: Follow the instructions
Join an open conference
Step 1: Dial 7000
Step 2: Dial the conference ID you received
Step 3: Follow the instructions
3CX Assistant:
Start a closed conference
Step 1: Right click on a participant and select “Create conference call”
Step 2: Add all desired participants from the extensions list and/or enter external number
Step 3: Once all participants are selected, click OK
All participant’s phones will ring simultaneously. When a participant picks the phone, he joins the
conference automatically.
DEFINE YOUR PROFILES
MyPhone:
Step 1: Using the 3CX assistant, go to Transfer rules under the MyPhone menu
Step 2: Read carefully all options available under each profile
It is preferable to not redirect calls to the reception.
It is possible to apply different rules depending on the type of call: internal or external.

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DEFINITION OF THE PROFILE
Profile
Definition
Example
Available
You are at your office.
1. Regular work day
Away
You are at work, but not at your office.
1. Traveling on the road
2. In the plant
3. Attending a meeting.
Out of office
Outside office hours *
1. At the end of the day
2. During weekend or holiday
3. For dinner
Custom 1 and 2
You can define a new profile.
1. Particular situation
*Office hours not including the lunch hour were defined in the system. Each user can customize his office hours.
CHANGE YOUR PROFILE (available, away, out of office…)
By default, your profile is “Available”. When you leave the office or you are away, try to use the right
profile. This way, the system will handle calls based on the rules that you have previously set.
Phone: (Use 3CX Assistant when you are at your desk).
With another phone
Step 1: Dial 9999
Step 2: Press # then dial your extension number, followed by your pin and #
Step 3: Press 9 to go in the option menu
Step 4: Press 1 to change your profile
Select: 1 Available
2 Away
3 Out of office
4 Custom 1
5 Custom 2
Outside of the enterprise
Step 1: Call at the office and ask to be transferred at 9999
Step 2: Dial your extension followed by your pin and #
Step 3: Press 9 to go in the option menu
Step 4: Press 1 to change your profile
Select: 1 Available
2 Away
3 Out of office
4 Custom 1
5 Custom 2
3CX Assistant:
Select the appropriate profile using the drop-down
menu in the 3CX Assistant’s toolbar.

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COLOUR CODE IN THE 3CX ASSISTANT
Colour
Profile
Description
Green
Available
The user is not online and is available
Gray
Not registered
The user is not connected to the system or he doesn’t have a desk phone.
Red
Away
The user is working, but unable to take calls at his desk.
Orange
Outside the office
The user is not present at work.
Yellow
Ringing / Call
The user is dialling a number or his phone is ringing.
Violet
Internal communication
The user communicates with an internal extension (someone inside the Group).
Blue
External communication
or voice mail
The user communicates with someone outside the company or
The user is connected to his extension (example : voicemail)
PARK FONCTION
There are several methods to park a call. The procedure explained below is not definitive and may be
subject to revision.
This function allows a call to be placed on hold and be picked up from any phone.
PARKING A CALL
Phone:
Step 1: During the call, press the "Park" on the lower right section of the speed-dial keys
Step 2: Press the same button to pick up the call (from any phone).
3CX Assistant:
If you use the assistant to park a call, you will have to use the assistant to pickup the call
Step 1: Click on the blue Park button “P”in the 3CX Assistant
Or right click on the call and select “Park”.
Step 2: Click again on this function to pick up the call
Note: When a call is parked, the 3CX Assistant assigns it a number, showed between parentheses. This number allows
you to pick up the call from another phone if preceded by *1 + (number associated with the call) followed by the hook.
Calls parked using the 3CX Assistant will not appear on the speed-dial keys defined on the phones.