Snom Vodafone 821 User manual

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snom 821 manual
A. General information
1. Introduction
Welcome!
This manual helps you to optimize the usage of the IP telephone in combination with the PBX. Please
use this manual at initial operation. Some features differ from the features described in the
manufacturer's documentation.
The following pages describe the snom 821 system telephone.
We hope you enjoy using the telephones!
Subject to alterations
Version 1 / 10.2016 (en)
2. Used symbols
Type Icon Description
Notice Important information and notices that you
have to pay attention to.
Hint Useful hints that provide additional
information.
Action - is marked with a dash
Result of an
action ⇒ is marked with an arrow
List • is marked with a bullet point
B. Initial operation
1. Requirements
You merely require a sound broadband connection to use this snom IP telephone with your nfon
telephone system.

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2. Adding an extension
All telephones you receive are preconfigured and connected to the telephone system.
C. Notices
1. Encryption
You have the option of voice encrypting (SRTP) your telephone calls. You can activate this function
for your customer account via the administration portal at any time.
- Activate the function on the administration portal.
- Restart all telephones. Restarting may take a few minutes. During a conversation a lock icon on the
telephone display indicates encryption is activated.
⇒ The active call is now encrypted.
2. "Hot desking"
The basic function of “Hot desking” allows cancelling the registration of existing users and
registering new users to your snom end device.This is useful when employees frequently change
their workstation but do not take along their end devices.After completing the registration process,
your configuration is automatically transferred to the new telephone.
1st step: Cancelling the registration of the current extension
Menu Telephone settings Cancel registration of an extension Confirm
Now, the registration of the extension is cancelled and the telephone restarted. This can take some

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time.
2nd step: Registering the new extension
Menu Enter extension number Confirm Enter voicemail PIN Confirm
The new extension is now registered. This can take some time.
D. Operation
1. Basic functions
1.1. Overview of keys
AFreely programmable function keys
with LEDs 13 DnD key (do not disturb)
BMenu and function keys 14 Phone book key
1Display 15 Menu key
2LED call indicator 16 Transfer key
3Line keys 1 -4 (if not programmed
as BFL) 17 Hold key
4View call lists 18 Mute key with LED
5Virtual keys (function keys) 19 Volume key
6not assigned 20 Speaker key with LED
7not assigned 21 Headset key with LED

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8Confirm key 22 Microphone for speaker
function
9Navigation key 23 Speaker
10 End key 24 Receiver speaker
11 Voicemail key with LED 25 Receiver microphone
12 Alphanumeric keypad
1.2. Keys in detail
Use the toggle key
to browse through
the display
(on the home
screen:
Down: Call lists;
Up: Settings)
Access voicemail
Confirms an action,
selection or entry
Do not Disturb
mode on / off.
Extension works as
in “Delayed call
forwarding”.
Cancels an action,
selection or entry
Phone book (Set up
via the
administration
portal)
Mutes the
microphone during a
call
Menu
Adjusts the receiver
volume or the ring
tone volume
Transfer call
Hands-free mode
(answering possible) Hold call
Headset mode
LED indicators
1. Call LED:
Rapidly flashes red with an incoming call.
Continuous, bright red while dialling, during a call and when a call is placed on hold.
Continuous somewhat less intensive red indicates a missed call.

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2. Function key LEDs:
These keys are equal to the first four virtual function keys. The standard setting is “Line”. I.e., if the
first four freely programmable function keys are not programmed, the function keys with LEDs can
be used as line keys. To find out how these keys are programmed for your extension, refer to the
configuration of the administration portal or of your telephone.
Rapidly flashing green when the respective line has an incoming call.
Continuous green when the line is in use.
Slowly flashing green when the line has a call on hold.
3. Voicemail LED:
A continuous red light indicates a new message has been saved in voicemail.
1.3. Outgoing call
Note:
When dialling an internal telephone number, only the extension needs to be entered.
When dialling external telephone numbers, you must first dial ‘0’, then enter the external
number.
1.) Receiver
- Pick up receiver, enter number and press .
- Enter number and pick up receiver.
2.) Headset
- Enter number and press .
3.) Speaker / microphone
- Press the speaker key to activate the speaker or the microphone respectively. Enter the
number and press .
Dialling a number from the call lists
- Go to “Lists” and select the respective list. Press to open the desired list.

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- Select the number you would like to phone and confirm with .
Calling from the phone book
- Press the phone book key.
- Enter the initial letter of the name or additional letters as necessary. You can also use the arrow
keys.
- Press to select the respective number.
1.4. Incoming call
There are various options for answering an incoming call:
1.) With the receiver
Pick up the receiver.
2.) With the headset
Press .
3.) With the speaker / microphone
Press the speaker key to activate the speaker / microphone and answer the call.
1.5. Hold
- Press the hold key / (on snom D735 and D785) to place the active call on hold.
Calls on hold are indicated in three ways:
by the display text
the slowly flashing green/red line LED (i.e., when the first four freely programmable function
keys are not programmed; on snom D735 and D785 the LED flashes red only
and with the continuous red call LED.
Calls on hold can now be transferred or other calls can be made or put on hold.
- Press the hold key / (on snom D735 and D785) or the respective line key, to

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return to the call on hold. If the party on hold hangs up while on hold, the connection is terminated.
1.6. Call waiting and toggling calls
If a call comes in while you are on a call, the display shows an icon with a ringing receiver and a
double call waiting tone (double beep) can be heard.
Options
You can answer the incoming call, which automatically places the active call on hold.
Ignore the incoming call with . The caller hears a busy tone.
You can also transfer the incoming call without announcing it.
If another call comes in during an active call, you can ignore it by pressing and holding
the X key for several seconds. To end the active call first, briefly press the X key. You can
then answer the incoming call.
1.7. Call transfer
There are two options for transferring a call:
Attended call transfer
- Press the hold key , on snom D735 and D785 the hold key is different and looks like this
.
- Dial the number of the other extension
- Confirm with .
When the call is answered, announce the call being transferred.
- Press the transfer key .
Unattended call transfer
- Press the transfer key .
- Dial the number to which you are transferring the call.

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- Confirm with .
1.8. 3-way calls
In order to start a three way conference, proceed as follows:
- Place the two other parties on hold.
- Next, press the “Conf. on” button to initiate a 3-way call. On snom D735 and D785 confirm with
the soft key "Conference On" .
- To hold a 3-way call, press the "Hold" button , on snom D735 and D785 press the key
.
- To end a 3-way call, press the softkey button „Conf. on“, on snom D735 and D785 press the key
.
Both parties are then placed on “hold” and you can decide whether you wish to continue speaking
with a single party or hang up.
1.9. Accessing voicemail
Proceed as follows to retrieve the messages on your mailbox:
- Press the voicemail key / . It lights up, when you have received a new message.
- Enter your voicemail PIN.
- Then press 1 to listen to messages. After listening to the message press:
7 to delete
5 to replay the message
6 to go to the next message
- To end, hang up or press the Cancel key .
1.10. Call forwarding
You can configure various call forwarding scenarios. For this purpose you can use the call
forwarding profiles.
Under the telephone menu you can only edit the default profle (catch all / always) to be found under

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the call forwarding profiles. You can edit the remaining call forwarding profiles via Ncontrol or via
the administration portal. For more information, refer to the administration portal manual and the
Ncontrol manual.
The following call forwarding options are available. You can activate or deactivate call forwardings
via the telephone menu's call settings.
Permanent call forwarding (always)
All incoming calls will be forwarded directly to the predefined telephone number.
Forward if busy (busy)
New calls will be forwarded immediately, when coming in during an active call. This call forwarding
option functions only, if the Call Waiting function is deactivated.
Delayed call forwarding (no answer)
Call forwarding condition: You do not answer the incoming call within a defined time period
(timeout). The timeout can be set to 5, 10, 15 or 20 seconds. Where should the incoming call be
forwarded after the specified time has elapsed? The caller receives a call waiting signal and is then
forwarded to the defined destination.
If unavailable (not registered)
The option functions only if the end device is not registered to the telephone system:
When the Internet connection fails or there is no LAN connection.
and
If “call forwarding …if unavailable” is programmed for a direct extension (e.g. extension 123 -
John Doe) and a caller calls the direct dial number for the extension directly, call forwarding
applies. If the extension is a member of a queue or a group and the queue or group receives a
call, call forwarding for the individual extension no longer applies! In general, the destination
should always be an available destination number. I.e., make sure that no voicemail or
announcement comes on.
The display on your telephone indicates whether or not call forwarding is active.
Call forwardings can alternatively be activated through *-Codes:
*10

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Activation of the call forwarding profile
*11 + destination
Permanent call forwarding to telephone number
**11
Cancel permanent call forwarding
*12 + destination
If no answer after a specific time, delayed call forward to telephone number
**12
Cancel delayed call forwarding
*13 + destination
If busy, forward to telephone number
**13
Cancel call forwarding if busy
*14 + destination
Call forwarding if unavailable
**14
Cancel call forwarding if unavailable
When disconnecting the connection between the end device and the telephone system, it
can take up to 60 seconds for the call forwarding to work. Once the end device is
reconnected to the telephone system, it can take up to 60 seconds for it to register.
2. Advanced telephone functions
2.1. Overview
Basic settings for the snom telephone can also be configured using the menu key .
After pressing the key you can choose from the following functions.
Call settings
Call waiting indication: define whether this function should be activated.

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(optional, depending on settings on the administration portal) Timeout: set the ringing
time.
(optional, depending on settings on the administration portal) Intercom: the intercom
function enables speaking directly to a linked extension through the system, without dial tone
and ring tone.
Caller ID block: set your entire number to be shown to the party being called, the
switchboard number to be displayed or all caller ID information to be blocked.
Call forwarding: activate the function Call forwarding
Parallel call: configure another telephone or your mobile phone to ring in addition to your
telephone when a call comes in. You can then answer the call with one of the two telephones.
Call forwarding: profiles
Here you can select your preconfigured call forwarding profiles.
For details, please refer to the Ncontrol manual.
You can edit the default profile directly via your device.
For details, please click here.
Telephone settings
Automatic redialling
Suggests number (if necessary, remove function)
Ring tone
Define as primary device
Logoff
Queues
Queues can be enabled or disabled; for set-up see administration portal manual)
2.2. Function keys & codes
Assigning the 4 keys shown above with LED corresponds to the first 4 assigned function
keys configured via the service site. If none of the first four function keys are assigned,
they can be used as line keys. I.e. pressing the key will open a new line.

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The service site (also refer to service site manual) allows you to program function keys for the
following functions:
Assignment of the function keys
Standard settings (i.e. no programming): Local Loop
Incoming calls are indicated respectively by the first LED (set to local loop) flashing.
When the call is answered the LED stays lit.
If a second call comes in during this call, the second LED flashes.
By pressing the key next to the flashing LED, the first call is automatically placed on hold and
the second call answered.
You can now toggle between the calls by pressing the key next to the flashing or steady lit
LED. In this manner, you can make a total of five calls at the same time.
Extension / telephone number
You can add any extension or telephone number to the busy lamp field.
- You can start a call by pressing the respective busy lamp key. If an internal extension is
programmed, you can see whether that extension is currently busy:
If the LED next to the key flashes, the party receives a call.
If the LED is consistently lit, the party has answered a call and is currently busy.
If the LED next to the respective key flashes, you can take the call by pressing the respective
key next to the flashing LED.

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Intercom
You can add any extension in the PBX system and then use this function key to directly communicate
with this extension through the intercom. The other party must have the intercom activated on their
device. Intercom refers to a conventional intercom system (similar to walkie-talkies) directly
connecting you to the other party’s speaker by pressing the assigned function key.
Additional functions via * codes
Entering various codes (as listed on the following page) allows you to additionally program functions
such as call transfer to the keys.To do so, simply enter the code with the desired number in the entry
field.
Control codes allow direct access to the telephone system’s functions. The following codes apply:
Code Description
**## Restart devices, only for snom devices!
#+n
Use outside line "n" to call the telephone number
("n" replaces the “0” otherwise required to access
an outside line)
*1 Start and end voice recording (if this function is
enabled for the extension)
*10+profile
number Activation of the call forwarding profile
*11+TN Permanent call forwarding to telephone number
(TN)
**11 Cancel permanent call forwarding
*12+TN If not available, forward to telephone number (TN)
**12 Cancel call forwarding if no answer
*13+TN If busy, forward call to telephone number (TN)
**13 Cancel call forwarding if busy
*14+TN If not registered, forward to telephone number
(TN)
**14 Cancel forward if unregistered
*2+Speed dial Directly dial the extension/telephone number via
speed dial
*3 Pick up the last call ringing in the pick-up group
*3+EXT Pick up call coming in to the extension (EXT)
*490 Activate call waiting
**490 Deactivate call waiting
*5 If busy, automatic callback activated
**5 If busy, automatic callback deactivated
*55 Specify primary device within a premium extension
(Premium Package)

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*72+nnnn1Call skill service nnnn
*73+nnnn1Call eFax additional costs will occur
*74+nnnn1Call time control nnnn
*75+nnnn1Call group nnnn
*76+nnnn1Call announcement nnnn
*77+nnnn1Call queue nnnn
*78+nnnn1Call conference service nnnn
*791
*791 Access voice mail for this extension with
password
*791158 Access voice mail for extension 158, with
the password for 158!
*11*791 Transfer your calls to your voice mail
*11*791158 Transfer your calls to the voice mail
of the extension 158
*792 Access voice mail entering extension number, e.g.
for remote enquiry
*80 Activate intercom
**80 Deactivate intercom
*80+NST Intercom to extension (EXT)
*84+nnnn1Become member of the queue with service ID nnnn
**84+nnnn1Leave queue with service ID nnnn
*85 Echo extension
*86 Block caller ID (CLIR)
*860 Show main number as telephone number
**86 Show telephone number incl.direct dial (CLIP)
*87 Subscribe to Skill-set
**87 Unsubscribe to Skill-set
*9+Project
Number
Define a project number for outbound calls. (Note:
The project number is only valid for the very next
outbound call)
Function codes for conference rooms during an active conference.
** Help
*2 Activate or deactivate mute.
*3 Express your needs.
*5 Activate or deactivate mute of all participant.
*6 Lock the conference.
1) nnnn is the four digit Service ID with leading zeros (0). For example,
in a callgroup, IVR, eFax, etc. This means: is the Service ID "1", "0001"
must be entered when entering the function code.
Example:
Call forwarding to your mobile device number 0171 12345 with the function key 1
Push the Add-symbol.1.
Select function-key 1.2.
Enter *110017112345. (*11 for call forward, then 0 or 9 depending on the call number for3.

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external calls!).
Then confirm the line with the function-symbol.4.
Push the Confirm-symbol.5.
You can set another function key with *11 to deactivate the call forward.
2.3. Telephone lock
You have the option to protect your telephone from improper use by locking its keypad. I.e. with the
keypad locked, no outgoing calls can be dialed. However, the keypad lock can be deactivated at any
time.
To lock your snom telephone, press and hold the key for several seconds. A “lock icon” in
the display of your snom telephone indicates the telephone is locked.
To deactivate the keypad lock, press and hold the key again for several seconds. By
default the keypad lock does require the VoiceMail-PIN.
To set a PIN for unlocking, please go to the web interface for your end device and enter your
personal PIN under:
Settings Preferences Keypad Lock
There, you can also change or deactivate your PIN.
3. Voicemail
3.1. Initial set-up
When accessing the voice menu of your VoiceMail system for the first time
you should also set up your personal voicemail.
For more detailed information, please refer to the voicemail leaflet.
1.) Press the voicemail key on the snom telephone, to access the voicemail system’s voice
menu.
2.) Then dial “0 Mailbox Options”, to set up your voice mailbox
3.) Now, dial “1” to record an announcement should you be unavailable.
4.) Record your message, then press “#” to end the recording.
5.) Press “1” to accept the recording, “2” to replay the recording and “3” to rerecord.
The administration portal allows you to set up custom voicemail announcements for each
extension. However, they must be in .mp3 or .wav format.
3.2. Accessing voicemail

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1.) By selecting the voicemail key on the device.
2.) By dialling the extension, assigned on the service site for accessing voicemail.
On the administration portal, you can also set up for voicemail messages to be emailed to
you; please refer to the administration portal manual.
4. IP address
4.1. How can I find the telephone’s IP address?
1.) Press the navigation button downwards, to access the settings.
2.) Using the navigation keys, under item 3 select “Maintenance”.
3.) Under item 1, select “System information” and the telephone’s IP and MAC address are
displayed.
The telephone’s IP address is required to configure the CTI client for example.
E. Where can you find help with your telephone system?
You can use various sources for help concerning your issues. Please use them in the order suggested
here:
Telefónica Germany
GmbH & Co. OHG
Georg-Brauchle-Ring 50
80992 München
24h-Hotline: [phone]
o2online.de/business
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admin.digitalphone.o2business.de
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(e.g. conference rooms). Also you can create new devices and
edit existing ones.
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