Splicecom PCS 542 User manual

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PCS 542
User Manual
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Version 3.3/0714/1
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Version 3.3/0714/1

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PCS 542 User Manual
Document No. 2.0
Version 3.3/0714/1
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© Copyright SpliceCom Ltd
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SpliceCom Ltd
The Hall Business Centre, Berry Lane
Chorleywood, Herts WD3 5EX
Tel: [phone]
Website: www.splicecom.com
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PCS 542 User Manual
Contents
PCS 542 User Manual
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Contents
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Introduction 1.............................................................................................................................................................
About this manual 1...................................................................................................................................................
How your PCS 542 will operate 1..............................................................................................................................
Feature Highlights 7...................................................................................................................................................
The PCS range 9.........................................................................................................................................................
Basic Call Handling 10................................................................................................................................................
Making a Call 10.........................................................................................................................................................
Alternatively, 10...........................................................................................................................................................
Answer a call 11..........................................................................................................................................................
Dial Ahead 12..............................................................................................................................................................
Mute a call 13.............................................................................................................................................................
Pause a call 13............................................................................................................................................................
Place a call on hold 13...............................................................................................................................................
Transferring a call 14...................................................................................................................................................
Parking a call 15..........................................................................................................................................................
Conference Call 17.....................................................................................................................................................
Call Waiting 18............................................................................................................................................................
Switch to Hands Free 19............................................................................................................................................
Changing the volume 19..........................................................................................................................................
Calls History 21...........................................................................................................................................................
View the contents of your Calls History 21...............................................................................................................
Identifying the type of call 21....................................................................................................................................
Viewing the details of a call 22..................................................................................................................................
Missed Calls 23...........................................................................................................................................................
Redial a number 23....................................................................................................................................................
Ring back a caller 24...................................................................................................................................................
Select an alternative number to dial 24....................................................................................................................
Delete a call 25...........................................................................................................................................................
Contacts Directory 26.................................................................................................................................................
View the Directory 26.................................................................................................................................................
Make a call via the Directory 28................................................................................................................................
Transfer a call via the Directory 28............................................................................................................................
Alternative method to view the directory 29............................................................................................................
Departments 31..........................................................................................................................................................
Working as a member of a Department 31.............................................................................................................
Receiving a Department call 31................................................................................................................................
Make a call to a Department 32................................................................................................................................
Transfer a call to a Department 32............................................................................................................................
Calls History 32...........................................................................................................................................................
Settings 33..................................................................................................................................................................
Quick Settings 37........................................................................................................................................................
Call Divert/Follow Me 37............................................................................................................................................
Status Message 39.....................................................................................................................................................
Extension Anywhere 40..............................................................................................................................................
Do Not Disturb 41.......................................................................................................................................................
Voicemail 42...............................................................................................................................................................
Receiving a message 42............................................................................................................................................
Listen to a message 42..............................................................................................................................................
Message Handling 43................................................................................................................................................
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Contents
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Delete a message 44.................................................................................................................................................
Ring back a caller 44..................................................................................................................................................
Ring back the caller on an Alternative number 44..................................................................................................
Record a Greeting 45.................................................................................................................................................
Listen to a message while on a call 45.....................................................................................................................
Leave a message for a colleague 46.......................................................................................................................
Leave a message for a colleague using Dial Ahead 46..........................................................................................
Leave a message for a colleague using the Contacts directory 46........................................................................
Transfer a call to a colleague’s voicemail 46............................................................................................................
Transfer a call to a colleague’s voicemail using the Contacts directory 47............................................................
Record a call (Personal) 47.........................................................................................................................................
Record a call (Department) 47...................................................................................................................................
Voicemail for Departments 48..................................................................................................................................
Leave a message for a Department 48....................................................................................................................
Leave a message for a Department using the Contacts directory 48....................................................................
Transfer a call to a Department’s voicemail 49........................................................................................................
Transfer a call to a Department’s voicemail using the Contacts directory 49........................................................
Call Centre Working 50..............................................................................................................................................
The PCS 542 in a call centre environment 50...........................................................................................................
Call Centre Feature comparison chart 51..................................................................................................................
PCS 542 Administration 52.........................................................................................................................................
Hot Desking/Log In 52...............................................................................................................................................
Partnering your PCS 542 with your PC or laptop 53.................................................................................................
Using SSL on your PCS542 54....................................................................................................................................
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PCS 542 User Manual

Introduction
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Introduction
About this manual
This manual contains all that you need to know to operate your PCS!542 connected to a SpliceCom
maximiser operating system 3.3 software. This manual assumes that the PCS!542 telephone has
been connected and configured by your System Administrator, and is ready for use. If this is not the
case please refer to your System Administrator for further assistance.
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How your PCS 542 will operate
Your User Account
You are a “User” of the SpliceCom maximiser telephone system and as such you have a User
account on the system. Your User name will be used to identify you as you make, receive and
transfer calls. Each of your colleagues will also have a User account and will be identified in the
same way, by their User name. A list of the Users of your telephone system can be viewed via the
Directory as explained in the Contacts Directory section from page 26.
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As a User on the system you will be given an extension number, eg 2021, and possibly a DDI
number, eg 01632 563862. So that when a colleague rings your extension number or an external
contact rings your DDI number these will be routed to your User account.
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Your User account will store all of your User settings (as described in the User Settings section from
page 33) so that when you login to another handset (as described in the Hot Desking/Log In section
from page 50) these settings will be available to you and your calls will be routed to whichever
phone you are logged on to.
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Logging On
In most implementations the PCS 542 will be your permanent desktop phone and as such it will have
been automatically allocated to you by your System Administrator therefore there will be no need for
you to log in or log out. However, if you are a Hot Desk User, in other words a User who has been
given the ability to log in to any phone on the system because, for example, you need to move
around the building or you are rarely in the office and do not need a permanent telephone please
refer to the Hot Desking/Log In section from page 50 for further information.
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Hands free Operation
Hands free operation of the PCS 542 enables you to have a telephone conversation via the phone’s
speakers. This is done by pressing the Speaker button rather than lifting the handset. You can
switch between hands free and handset during a call as described in the Switch to Hands Free
section from page!19.
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If you connect a headset to the headset port on the PCS 542 your hands free conversation will be via
the headset and not through the phone’s speaker. You can configure your phone so that the ringing
tone will only be heard via your headset, please refer to the Headset Ringing section from page 33
for further details.
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Your phone can be configured so that your calls can only be handled hands free, when using a
headset in most cases, and the handset will become inoperable. This may have already been
configured for you. Please refer to your System Administrator for further details.
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Home Page
The default display on your telephone when idle will display your extension number, User Name,
Company Name and the current date and time.
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Screen Saver Mode
Your PCS!542 may be configured so that the display will dim after your phone has been idle for a
certain amount of time. If this feature has been configured on your phone as soon as you use your
PCS!542 again the display will return to full brightness. Your PCS!542 may also be configured so that
a screen saver (blank screen) will appear either at a set time (usually during the night) or when your
phone has been idle for a certain amount of time. If this feature has been configured on your
phone as soon as you use your PCS!542 again the display will return to normal. Please refer to your
System Administrator for further information.
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Alan Banks -3374!
SpliceCom Ltd!
Fri, 14 Mar 09:12
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Introduction
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Control Buttons
The PCS 542 has many built features that can be accessed via either a single key press or via the
Quick-settings or Settings functions.
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PCS 542 User Manual
Display
Alpha-Numeric
Keypad
Feature Keys
Do Not
Disturb
Select
Key
Message
Waiting &
DND
Indicator
Phone
Settings
Menu Navigation
Buttons
Quick
Settings
Conference
Key
Switch
Call Key
Hold
Transfer
Directory
Search
Mute
Handsfree
Headset
Ringing and Missed
call indicator

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Feature Keys
The 10 Feature Keys on the right hand side of the allow you to quickly access some of the most
common phone features via a single button press. Pressing the button again returns you to the PCS
542’s home screen.
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Volume Up Control.
Volume Down Control
Messages.
Pressing this shows you your voicemail messages, pressing this again reverts
you back to the home page.
History.
Pressing this shows you your call history, see page 21 for details on call history.
Call Park.
Pressing this displays the 4 configured park-slots on your system, these may not
be available on your system. Please see you system administrator for further
details.
Record a daily greeting,
Pressing this allows you to record a daily greeting, please refer to page 45 for
further details.
Record a permanent greeting,
Pressing this allows you to record a permanent greeting, please refer to page 45
for further details.
Pause a call.
You may wish to Pause a call when you need to look up information for the
caller, please refer to page 13 for further information.
Record a call.
During any call (internal or external or conference call) you can record the
conversation. The resulting recording will become a new voicemail message
and can be accessed in the usual way. Refer to page 47 for further details.
Backspace.
Pressing this key removes the last entered character from the screen.
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Control Buttons (Continued)
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The PCS 542 has 8 grey Function buttons that allow you to perform in call actions such as hold,
conference and Divert and Status functions as well as directory searching.
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Handsfree
The Speaker button will place your phone off-hook and enable you to use hands
free mode. This also allows you to toggle between handset and headset mode.
Please refer to the Changing the volume section from page 16 for further details
Mute
The Mute button will enable you to turn on off the microphone so the calling
party cannot hear you. Please refer to the Mute a call section from page 13 for
further details.
Directory
The Contacts button is used to search for an entry on the system database and
dial a number stored for the relevant contact. Please refer to the Contacts
Directory section from page 26 for further details.
Hold
The Hold button is used place a call on hold. Please refer to the Place a call on
hold section from page 13 for further details.
Switch
Switch allows you to toggle between the two calls. The call you are currently
connected to will be displayed in Call Status. Each call can be transferred or
ended in the normal way.
Conference
This button allows you to create a 3 way conference, please see xxx for further
details
Quick Settings
This allows you quickly setup diverts, Extn Anywhere and change your status for
your user. See page 37 for further information.
Do Not Disturbe
This allows you to place yourself into DND so that you do not receive calls, other
than those setup in your DND exceptions.
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Control Buttons (Continued)
Under your PCS 542’s screen there are 4 buttons, these are used to navigate, select and change your
phones settings.
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Navigating the PC542 Menus
Using the Navigation keys to move around the menus to make changes to the phones settings or to
make selections whilst making or receiving call there could be times where more than one option is
available. To show this down arrow at the end of a highlighted line is displayed to inform you that
there are more options available to choose from.!
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Settings
Menu Navigation Up
Menu Navigation Down
Accept/Select
Settings
This enters into the PCS 542’s main settings and allows you to change defaults,
Contrast and shows the PCS 542’s setup information.
Move Up
Allows you to navigate the screen in an upwards direction.
Move Down
Allows you to navigate the screen in a downwards direction.
Select/Accept
This is the PCS 542’s enter key, and allows you select or accept entries displayed
on the screen
PCS 542 User Manual
If you see an arrow at the end of a line this
means that extra options are available, use the
navigate keys to see the extra options
Available.
Dial!
17:59 16/3/2014 Extn10134!
Watford!
01923287719

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Your phone off hook
When your phone is off hook, i.e. when you lift the handset or press the Speaker button, the screen
will display Hang Up, pressing accept will enable you to cancel a call you are starting to make. If
your phone is off hook because you have lifted your handset, If your phone is off hook because
you have pressed the Speaker button or are using hands free, when you press this key your home
page will be displayed.
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Feature Highlights
Access to the System Database
Your PCS!542 gives you access to a database of information stored on your maximiser system that
provides directories of telephone numbers (internal and external) to help you to quickly and easily
make and transfer calls.
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Dial Ahead
The Dial Ahead facility allows you to enter a number on the keypad before actually dialling the
number. This is useful if you have, for example, a long international number to enter. If you enter
an internal number, Dial Ahead will check the status of the colleague’s extension; whether the User
is free, busy, ringing or has do not disturb set. You can then choose to ring your colleague, leave a
voicemail message (if enabled) or ring back later.
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Parking a Call
All calls received can be put on hold and the call remains in your control. However another way to
place a call on hold is to park the call into a system area that allows your colleagues to easily pick up
the call when they are ready and in the meantime you are able to continue with other calls.
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Favourites
The PCS 542 is unable to display favourites, however to use this facility you can useNavigate (Please
see your system administrator for further details).
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Call Recording
Your PCS 542 gives you the ability to manually instigate personal call recording allowing you to
record your calls as and when required. Each call recording can be saved as a voicemail message
and therefore easily accessed or saved in a centralised file. Please note that feature is controlled by
your system administrator; please contact your system administrator for further details.
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Voicemail
The SpliceCom maximiser system provides standard voicemail functionality allowing your callers to
leave a message and your PCS!542 allows you to easily manage these messages. Please note that
this feature is controlled by your system administrator; please contact your system administrator for
further details.
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Viewing Notes during a call
During the process of a call you can view notes related to that call or to the contact the call was
made to or received from. The note might have been added when the call was originally received
by, for example, the receptionist before transferring the call to you and may give details of the
nature of the call helping you to deal with the call proficiently. If the call is received from or made to
an external number stored on the central database you can view the notes previously saved with this
contact.
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Note: This facility is only available on the PCS 542 by using Navigate to partner your phone.
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Hot Desking
If you share your PCS!542 with other colleagues you can log in using your own extension number
and access code so that you can use your own settings and be identified with your name when you
make and receive calls.
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The PCS range
To further enhance maximiser's advanced capabilities SpliceCom offer a wide range of Proactive
Communication Stations (PCS), to deliver the ultimate in desktop productivity. Designed to
complement other market leading and stylish, high-end IT equipment on the desktop, SpliceCom's
PCS 560 & PCS 570G IP Phones combine, looks intelligence and desirability in equal measure. The
world's slimmest desktop IP Phones provide easy access to!the wide range of benefits delivered by
maximiser - SpliceCom's innovative and award-winning portfolio of IP-PBX/Unified Communication/
Business Telephony platforms. The top of the range PCS 580G is the latest version of the world’s first
“keyless” IP Phone, featuring a wide-screen, full-colour, LCD touch display, to provide context
sensitive displays, information & web based content. The IP!530 is SpliceCom's entry-level IP Phone,
designed to work with maximiser to address everyday business telephony needs. The PCS 520 is a
analogue display phone with pre-configured system access keys, desktop paging and combined Do
No Disturb/Message Waiting LED, with the entry-level PCS 505 completing the range.
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Navigate is the latest PC software development by SpliceCom, delivering powerful personal
call management features via your Windows PC for users of SpliceCom's broad range of PCS
IP Phones, or existing 3rd party analogue telephones.!Providing point and click access to
both commonly used and advanced Maximiser OS telephony features, Navigate provides a
single intuitive interface to manage business communications for all employees across a
business, irrespective of!their role.
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Available as standard for every SpliceCom user, Navigate delivers ALL of the benefits
associated with SpliceCom's top of the range IP Phones. Calls can be dialled as normal from
the IP or analogue phone's keypad, or alternatively via your!Windows PC, with the same
choice being available for call handling (answer, hold, transfer, park, pick-up, conference,
etc.) as well.
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PCS 542 User Manual

Basic Call Handling
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Basic Call Handling
Making a Call
Alternatively,
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If you have started to make a call, have changed your mind and wish to stop the call press
navigation down arrow to select hangup and then press Accept or replace your handset.
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if you have entered and incorrect digit use the backspace key to delete this.
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If you are required to enter further digits once the call has been made, for example, when presented
with an auto attendant use the alpha- numeric key pad to enter the digits.
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Call Status
Call Status will display the number you have dialled or the name of the person you have called (if
known by the system), your name, and length of time of the call.!
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Account Codes
Accounts codes can be used on your telephone system to analyse outgoing external calls when, for
example, you wish to bill a customer for your time or you wish to keep a track of the cost of a
project. If your User account has been configured so that you are required to enter an Account
Code before making an external call the Account Code screen will be displayed after you have
dialled the external number.
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For further information on using Account Codes on your telephone system please refer to your
System Administrator.
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Lift the handset or press the Speaker button. You will hear the dial tone.
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Using the key pad, dial the number (internal or external) required
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The call will be made and Call Status will display the details of the number you are
ringing your name, and the time on the call.
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Manning Grove!
John Haswell!
09:12
Enter Account Code!
Cancel!
PCS 542 User Manual
1
Using the key pad, dial the number (internal or external) required
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Press Accept to Dial or lift your handset
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Call Status will display the details of the call

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Answer a call
On receiving a call your handset will ring and Call Status will display the details of the call:
Example Internal call
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Example External call
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This information enables you to answer the call in the required manner.
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Reject a call
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The call will be passed to your Forward on Busy number (if set) or passed to voicemail (if enabled) or
cancelled. (Please refer to your System Administrator for further information on your Forward on
Busy number.)
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End a Call
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Please note:
•The Speaker button will only end the call if used in hands free mode otherwise this button will
switch from handset to hands free mode.
•If a call is made or answered using the handset, when the distant end clears the call Call Status
will remain allowing you to pick up a parked call (see the Parking a call section from page 15 for
further details). Replace your handset if this is not required.
To answer the call lift your handset or press the Speaker button.
Reject
If you do not wish to answer a call press the Accept key to Reject the call.
Replace your handset or press the Speaker button.
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07515354222!
John Haswell!
09:12
PCS 542 User Manual
Manning Grove!
John Haswell!
09:12
First line
The caller’s name (if recognised by the system) or the caller’s number
Second line
Who the call is for. This will either be your name, the name of the colleague
who has diverted their calls to you or a Department name.
Third line
Third line - the duration of the call

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Dial Ahead
The Dial Ahead facility allows you to enter a number on the keypad first before actually dialling the
number. This means you can check you have entered the correct number, which is useful when
dialling long international numbers, for example. Dial Ahead will also enable you to check the
availability of a colleague before making the call.
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Entering an internal extension number
If you enter an internal extension number on the keypad Dial Ahead will check the status of your
colleague’s extension as follows:
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You can then choose whether to dial the number, leave a voicemail message (if configured), enter
another number or ring back another time using the following options:
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Entering an external number
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The DND symbol will be displayed if the extension has Do Not Disturb set and is
permanently busy.
The busy symbol will be displayed if the extension is busy; otherwise your
colleague’s extension is free.
PCS 542 User Manual
If you enter an external number on the keypad the following options are then available:
Press backspace key on the direct access panel to edit the number entered on the
keypad
Hang up
Use the Navigation keys to select Hang Up to cancel the Dial Ahead.
Dial
Press the accept key to ring your colleague’s extension,or lift your handset,or press
the Speaker button. The call will be automatically made.
Press backspace key on the direct access panel to edit the number entered on the
keypad
Voicemail
Use the navigation keys to select Voicemail, to connect directly to your colleague’s
voicemail. Please note that this option will not be available if voicemail has not been
enabled for your colleague. (Please refer to the Voicemail section from page 45 for
further information.)
Dial
Press the accept key to ring your colleague’s extension,or lift your handset,or press the
Speaker button. The call will be automatically made.
Hang up
Use the Navigation keys to select Hang Up to cancel the Dial Ahead.
Choose
Use the Navigation keys to select Choose to display the list of numbers stored for this
user, and dial your colleague’s mobile number, for example.
If you enter an external number that is recognised by the system, in other words stored on the
telephone system’s Contacts database, the contact’s name will be displayed and the following
additional option will be available:
Choose
Use the Navigation keys to select Choose to display the list of numbers stored for this
user, and dial your colleague’s mobile number, for example.
The Bell symbol will be displayed if the extension is ringing.

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Please note that if the Overlap Dial feature has been disabled on your handset Dial Ahead will be
the only method of making a call. Please refer to the Overlap Dial section from page 33 for further
details.
Mute a call
The Mute facility will allow you to prevent a caller from hearing, for example, your conversation with
another colleague. You will be able to hear the caller but they will not be able to hear you.
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Pause a call
You may wish to Pause a call when you need to look up information for the caller, for example. The
caller will be placed on hold and played the hold music (if configured). However, dial tone is not
given, which is useful when you are using a headset, for example, as no sound is heard. (Please
note that this feature cannot be used to make a new call when transferring a call or creating a
conference, for example.)
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Place a call on hold
When you put a call on hold the caller is played “music on hold”, if configured, and you will be given
the dial tone. This facility is used when you wish to make a new call when transferring a call or
creating a conference call, for example.
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Press the Mute button to mute your call.
2
The Muted symbol will appear within Call Status
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Press the Mute button again to turn this feature off.
Pause
1
Press the Pause button on the direct access panel.
2
The pause icon will displayed to indicate that the call is Paused
3
External callers will be played “music on hold” if configured. (Please refer to your
System Administrator for further details.)
4
To retrieve the call press the pause key on the direct access panel and the icon will
disappear.
1
Press the Recall button
2
External callers will be played “music on hold” if configured. (Please refer to your
System Administrator for further details.)
3
To retrieve the call press the Recall button
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Transferring a call
Announced Transfer
Alternatively,
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Please note that you will only lose the caller if you or the caller hang up. Use the Recall button to
return to the caller.
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Alternatively,
Alternatively,
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Unannounced Transfer (Blind Transfer)
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Place the call on hold by pressing the Recall button
2
Enter the number to be dialled (internal or external number).
(If, for example, you enter the wrong number and wish to return to the caller, either
press the Recall button or use the navigation keys to Hang Up.)
3
Wait for the call to be answered and announce the caller
4
To transfer the call, replace your handset or press the Speaker button (if using hands
free). You will no longer have control of the call.
4
To clear the call that you are currently connected to and return to the original call
press the Recall button, or wait for the other end to hang up.
4
To return to the original call and place the second call on hold, press the Switch key.
5
Use the Switch key to toggle between the two calls.
6
Finally, to connect the two calls (regardless of which call you are currently connected
to) replace your handset or press the Speaker button (if using hands free).
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To clear the call you are currently connected to and return to the other call press the
Recall button or wait for the other end to hang up.
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Place the call on hold by pressing the Recall button
2
Enter the number to be dialled (internal or external number).
(If, for example, you enter the wrong number and wish to return to the caller, either
press the Recall button or use the navigation keys to select Hang Up.)
3
Once the ringing tone is heard replace your handset or press the Speaker button (if
using hands free). You will no longer have control of the call.
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Parking a call
The Park facility allows you to put a call on hold in a system area so that the call can be picked up by
another User on the system. By default, your User account will give you access to Park slots 1, 2, 3
and 4. If you park a call, all users of a PCS 570, 562, 560, 552, 542, 410 and 100, Navigate with access
to the same park slot will see the call parked, and can retrieve the call if required. Colleagues with
analogue handsets will be able to retrieve a parked call via a short code (please refer to your system
administrator for further details).
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The following describes the Park facility assuming your User account is using the default set up. If
this is not the case please refer to your system administrator for further details.
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Parking a call
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Pressing the Park key in the System Feature Keys area during a call displays the
available park slots assigned to your user.
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You can see if a park slot is being used by the park system being inverse and you will see the callers
details against the park slot being used.
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To park you call use the navigation keys to select the park slot you wish to use, Press accept
to use the selected park slot for your call. The details of the caller will be displayed against the
relevant Park slot.
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Park 1!
Park 2!
Park 3!
Park 4
Main Reception!
Park 2!
Park 3!
Park 4
PCS 542 User Manual

Basic Call Handling
PCS 542 User Manual Version 3.3/0714/1
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Pick up a parked call
To pick up a call parked by another user, press the Park key in the Special function
keys area,
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you will be presented with all the available park slots, the callers details are displayed by each park
slot.
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Use the navigation keys to select the required park slot and then press accept The call will
then be presented to you.
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Please note:
•If you pick up a parked call while in the progress of another call, this call will be automatically
parked in the next available slot.
•Calls can be parked via a short code. This is useful if you wish to park a call into a park slot not
displayed on your PCS 542. Please refer to your System Administrator for the relevant short
code.
•Calls can be picked up via a short code. This is useful if you wish to pick up a call parked in a
slot not displayed on your PCS 542. Colleagues who are using an analogue handset may also
need to use a short code to pick up a call. Please refer to your System Administrator for the
relevant short code.
•If a parked call is not picked up within 5 minutes (the default Park Timeout) the call will be
represented back to you and can be answered in the normal way.
•If the Companies feature is being used on your telephone system and
•you are unable to pick up a call parked by a colleague you may be operating within a
different “Company” to your colleague. Please refer to your System Administrator for
further details.
•you belong to a “Company” this Company may be configured with a different Park
Timeout to the default 5 minutes described above. Please refer to your System
Administrator for further details.
•By default your User account will give you access to Park slots 1, 2, 3 and 4. However if you
wish to access alternative Park slots in order to create either group or “private” park slots or
you wish to remove them altogether please refer to your System Administrator for further
assistance.
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Main Reception!
Park 2!
Park 3!
Park 4
PCS 542 User Manual