Swissvoice IP-10 User manual

Swiss Voice IP-10
Telephone User Guide
621-00000121

VocalData, Inc.
3001 E. President George Bush Highway, Suite 150
Richardson, TX 75082
© 2000-2003 VocalData, Inc. All rights reserved.
VocalData has used its best efforts in preparing this manual and the procedures contained in it.
However, this manual may include technical or typographical errors despite the publisher's best
efforts. Information in this manual is subject to change with these changes to be incorporated in new
editions of the manual. VocalData may add features or enhancements to the product described in this
manual at any time.
VocalData welcomes comments about this manual. Comments may be sent as email or regular mail.
Email should be sent to [email protected]
Regular mail should be sent to:
VocalData, Inc., Technical Publications Manager
3001 E. President George Bush Highway, Suite 150
Richardson, TX 75082
VocalData may use or distribute any information you supply in any way it believes appropriate without
incurring any obligation to you.
Trademarks and Acknowledgments
The VocalData logo, Voice Over IP Softswitch, VOISS and We Talk Data are trademarks of
VocalData.
All products, names and services are trademarks and registered trademarks of their respective
companies.
Music: [BG_EASY.WAV, BG_LIGHT.WAV, BG_JAZZ.WAV, IRELAND.WAV, JAPAN.WAV,
LITLLITE.WAV, TRANCE.WAV]
© and (P) Copyright 1989-1997
Romeo Music International
ALL RIGHTS RESERVED
621-00000121
To order a PDF version of this document use 620-00000121

i
Table of Contents
1 Your SwissVoice Telephone
Introduction ...................................................................................... 1
Accessing Phone Features........................................................................ 1
In This Manual ........................................................................................... 1
Telephone Description .................................................................... 1
SwissVoice IP 10 Features Table.................................................... 2
Moving Your Telephone .................................................................. 3
2 Basic Phone Features
Adjusting the Volume ...................................................................... 5
Answering a Call .............................................................................. 5
Displaying Line Button Layout ....................................................... 5
Making a Call .................................................................................... 5
…using the Handset .................................................................................. 6
…using the Loudspeaker........................................................................... 6
…using the Keypad ................................................................................... 6
Making a Second Call ...................................................................... 7
Phone Configuration........................................................................ 7
Admin settings Menu ................................................................................. 8
User settings Menu.................................................................................... 8
Alarm ................................................................................................... 8
Date Setting......................................................................................... 8
Display Contrast .................................................................................. 8
Headset Enable/Disable ...................................................................... 9
Idle Display Text .................................................................................. 9
Language............................................................................................. 9
Password............................................................................................. 9
Personal Voice Mail Number ............................................................... 9
Reset ................................................................................................. 10

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Ringing Tones ................................................................................... 10
Username and Password .............................................................. 11
Using a Headset ............................................................................. 11
Using the Loudspeaker ................................................................. 12
Loudspeaker Troubleshooting ................................................................. 12
3 System Telephone Features
Feature Activation Digit................................................................. 13
Abbreviated Dial............................................................................. 13
Creating an Abbreviated Dial Code ......................................................... 13
Using an Abbreviated Dial Code ............................................................. 14
Modifying an Abbreviated Dial Code ....................................................... 14
Deleting an Abbreviated Dial Code ......................................................... 14
Verifying an Abbreviated Dial Number .................................................... 15
Anonymous Call Rejection............................................................ 15
Enabling Anonymous Call Rejection ....................................................... 15
Disabling Anonymous Call Rejection....................................................... 15
Authorization Code Calling ........................................................... 15
Billing Codes .................................................................................. 16
Blind Transfer................................................................................. 16
Call Back Queuing ......................................................................... 16
Call Block (Selective Call Rejection) ............................................ 17
Enabling/Disabling Call Block.................................................................. 17
Blocking Number of Last Call Received .................................................. 17
Adding Numbers to Call Block List .......................................................... 18
Listing Blocked Numbers......................................................................... 18
Deleting Numbers from Call Block........................................................... 18
Call Forward (All Calls).................................................................. 20
Enabling Call Forward (All)...................................................................... 20
…using the Phone ............................................................................. 20
…using Star Codes ........................................................................... 20
Disabling Call Forward (All) ..................................................................... 21
…using the Phone ............................................................................. 21
…using Star Codes ........................................................................... 21
Call Forward (Busy) ....................................................................... 22
Enabling Call Forward (Busy).................................................................. 22
Disabling Call Forward (Busy) ................................................................. 23

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Call Forward (No Answer) ............................................................. 23
Enabling Call Forward (No Answer) ........................................................ 24
Disabling Call Forward (No Answer) ....................................................... 25
Call Forward (Out of Service)........................................................ 25
Enabling Call Forward (Out of Service)................................................... 25
Disabling Call Forward (Out of Service) .................................................. 26
Call Pickup...................................................................................... 26
Directed Call Pickup ................................................................................ 26
…using the Phone ............................................................................. 26
…using Star Codes ........................................................................... 26
Group Call Pickup.................................................................................... 27
…using the Phone ............................................................................. 27
…using Star Codes ........................................................................... 27
Call Return ...................................................................................... 27
Call Trace ........................................................................................ 27
Call Waiting..................................................................................... 28
Answering the Second Call ..................................................................... 28
Switching Between Held Calls................................................................. 28
Call Waiting with Caller ID............................................................. 28
Call Waiting with ID Manager ........................................................ 28
Caller ID Block................................................................................ 29
Conference ..................................................................................... 29
Conference Call Tips ............................................................................... 29
Dial Tone and Ringer Patterns...................................................... 30
Direct Extension Assignment ....................................................... 30
Programming a Guest Phone .................................................................. 30
Re-establishing the Guest Phone............................................................ 31
Re-establishing Your Old Phone ............................................................. 31
Do Not Disturb................................................................................ 31
Tips for using Do Not Disturb .................................................................. 31
Enabling/Disabling Do Not Disturb .......................................................... 32
…using the Phone ............................................................................. 32
…using Star Codes ........................................................................... 32
Group Speed Dial ........................................................................... 32
Hold ................................................................................................. 32
Hold-on Queuing ............................................................................ 33
Hunt Groups ................................................................................... 33

iv
Intercom .......................................................................................... 33
Making an Intercom Call.......................................................................... 33
Receiving an Intercom Call...................................................................... 33
Notes on Intercom Calls .......................................................................... 34
Meet-Me Conference ...................................................................... 34
Joining a Meet-Me Conference ............................................................... 35
To join a Meet-Me Conference .......................................................... 35
Dialing In Too Early........................................................................ 36
Entering an Incorrect ID..................................................................... 36
Extending the Conference Duration .................................................. 36
Roll Call ............................................................................................. 36
Adding More Ports to an Active Meet-Me Conference ...................... 36
Dropping a Conference Call .............................................................. 37
Muting a Conference Call .................................................................. 37
Locking a Conference Call ................................................................ 37
Raising/Lowering Hands in a Conference Call .................................. 38
Scheduling a Meet-Me Conference......................................................... 38
Canceling a Meet-Me Conference........................................................... 39
Modifying a Meet-Me Conference ........................................................... 39
Getting a List of Meet-Me Conferences................................................... 40
MultiCall Park ................................................................................. 41
Parking a Call .......................................................................................... 41
Retrieving a Parked Call.......................................................................... 41
Music on Hold................................................................................. 41
Mute................................................................................................. 41
Night ................................................................................................ 42
On-hook Dialing ............................................................................. 43
One-Touch Transfer....................................................................... 43
Permanent Caller ID Block Release.............................................. 44
Phone Configurator ....................................................................... 44
Assigning Your Phone Number to Your Phone ....................................... 45
IP Address/Phone Number Announcement............................................. 45
Changing the Extension Number............................................................. 45
Unassigning the Extension Number ........................................................ 46
Priority Call ..................................................................................... 46
Enabling/Disabling Priority Call ............................................................... 46
Adding Members to the Priority Call List ................................................. 46
Listing Priority Call Members................................................................... 47

v
Deleting Priority Call Members ................................................................ 47
Privacy Guard................................................................................. 49
Access Codes.......................................................................................... 49
Caller Actions .......................................................................................... 49
Entering an Access Code .................................................................. 50
Recording a Name............................................................................. 50
Answering Privacy Guard Call................................................................. 50
Enabling/Disabling Privacy Guard ........................................................... 51
Managing the Access Code..................................................................... 51
Changing the Access Code ............................................................... 51
Listening to Access Code .................................................................. 51
Managing the Selective Caller List .......................................................... 52
Adding to the List............................................................................... 52
Listening to the List............................................................................ 52
Deleting from the List......................................................................... 53
Queue/ACD (Automatic Call Distribution) ................................... 53
Finding Your Queues............................................................................... 54
Logging Into/Out of Queues .................................................................... 54
Answering Calls from Queues ................................................................. 54
Viewing Calls-in-queue Information......................................................... 54
Redial .............................................................................................. 55
…using the Phone ................................................................................... 55
…using Star Codes ................................................................................. 55
Remote Access to Call Forwarding.............................................. 55
Setting or Changing Remote Forwarding ................................................ 55
Canceling Remote Forwarding ................................................................ 55
Remote Phone ................................................................................ 56
Dial-in Setup of Remote Phone ............................................................... 56
Deactivating Dial-up Remote Phone ....................................................... 57
Web Portal Setup of Remote Phone ....................................................... 57
Deactivating Remote Phone via Web Portal ........................................... 58
Selective Call Forward................................................................... 58
Enabling/Disabling Selective Call Forward.............................................. 58
Entering the Forwarding Destination Number ......................................... 59
Identifying the Forwarding Destination Number ...................................... 59
Adding Forwarded Phone Numbers ........................................................ 59
Listing Forwarded Phone Numbers ......................................................... 59
Deleting Forwarded Phone Numbers ...................................................... 60
Speaker ........................................................................................... 61

vi
Speed Dial....................................................................................... 61
Programming a Speed Dial Button .......................................................... 61
Using a Speed Dial Button ...................................................................... 61
Identifying the Number Assigned to a Speed Dial Button........................ 61
Modifying a Speed Dial Number.............................................................. 62
Deleting a Speed Dial Number ................................................................ 62
Star Codes ...................................................................................... 62
4 Voice Mail Features (Default Menu)
Menus and Commands.................................................................. 65
Accessing Your Voice Mail ........................................................... 68
…from your phone................................................................................... 68
…from any other internal phone.............................................................. 69
…from any outside touchtone phone....................................................... 69
Dialing Main Number ......................................................................... 69
Dialing Your Telephone ..................................................................... 70
…from the email program on your PC..................................................... 70
Using Controls While Playing Messages..................................... 71
Rewind/Fast Forward .............................................................................. 71
Rewind to the Beginning of a Message................................................... 71
Fast Forward to the End of a Message ................................................... 71
Pause Play of a Message........................................................................ 71
Composing Messages before Sending ........................................ 71
Compose and Send a Message .............................................................. 71
Marking a Message as Urgent....................................................... 72
Changing Your Password ............................................................. 73
Returning to the Auto Attendant or Operator.............................. 73
Zeroing Out to a Custom Operator............................................... 73
Replaying a Message..................................................................... 74
Saving a Message .......................................................................... 74
Skipping to the Next Message ...................................................... 74
Deleting a Message........................................................................ 75
Forwarding a Message to Another Mailbox................................. 75
Replying to a Message .................................................................. 75
Dialing Back a Caller...................................................................... 76
Sending a Message Directly to an Extension.............................. 76

vii
Personal Greetings ........................................................................ 76
Recording Personalized Mailbox Greetings ............................................ 77
Listening to Your Greetings ..................................................................... 78
Receiving Pager Notification ........................................................ 78
What You Receive on Your Pager/Cell Phone ........................................ 78
Managing Distribution Groups ..................................................... 79
Creating a New Group............................................................................. 79
Editing or Modifying a Group................................................................... 80
Listing All Group Members ................................................................ 80
Adding a Member to the Group ......................................................... 81
Deleting a Group Member ................................................................. 81
Playing the Group Name ................................................................... 81
Changing the Group Name................................................................ 81
Deleting a Group ..................................................................................... 82
Listening to a List of Distribution Groups:................................................ 82
Exiting the Voice Mail System ...................................................... 83
5 Voice Mail Features (Option A Menu)
Menus and Commands.................................................................. 85
Accessing Your Voice Mail ........................................................... 88
…from your phone................................................................................... 88
…from any other internal phone.............................................................. 89
…from any outside touchtone phone....................................................... 89
Dialing Main Number ......................................................................... 89
Dialing Your Telephone ..................................................................... 89
…from the email program on your PC..................................................... 90
Using Controls While Playing Messages..................................... 90
Rewind/Fast Forward .............................................................................. 91
Rewind to the Beginning of a Message................................................... 91
Fast Forward to the End of a Message ................................................... 91
Pause Play of a Message........................................................................ 91
Composing Messages before Sending ........................................ 91
Compose and Send a Message .............................................................. 91
Marking a Message as Urgent....................................................... 92
Changing Your Password ............................................................. 92
Skipping the Mail Menu to Hear Messages.................................. 93
Returning to the Auto Attendant or Operator.............................. 93

viii
Zeroing Out to a Custom Operator............................................... 93
Replaying a Message..................................................................... 94
Saving a Message .......................................................................... 94
Skipping to the Next Message ...................................................... 94
Deleting a Message........................................................................ 95
Forwarding a Message to Another Mailbox................................. 95
Replying to a Message .................................................................. 95
Dialing Back a Caller...................................................................... 96
Sending a Message Directly to an Extension.............................. 96
Personal Greetings ........................................................................ 96
Recording Personalized Mailbox Greetings ............................................ 97
Listening to Your Greetings ..................................................................... 97
Receiving Pager Notification ........................................................ 97
What You Receive on Your Pager/Cell Phone ........................................ 98
Managing Distribution Groups ..................................................... 98
Creating a New Group............................................................................. 99
Editing or Modifying a Group................................................................... 99
Listing All Group Members .............................................................. 100
Adding a Member to the Group ....................................................... 100
Deleting a Group Member ............................................................... 100
Playing the Group Name ................................................................. 101
Changing the Group Name.............................................................. 101
Deleting a Group ................................................................................... 101
Listening to a List of Distribution Groups:.............................................. 102
Exiting the Voice Mail System .................................................... 102
6 Voice Mail Features (Option B Menu)
Menus and Commands................................................................ 103
Accessing Your Voice Mail ......................................................... 106
…from your phone................................................................................. 106
…from any other internal phone............................................................ 106
…from any outside touchtone phone..................................................... 107
Dialing Main Number ....................................................................... 107
Dialing Your Telephone ................................................................... 107
…from the email program on your PC................................................... 108
Using Controls While Playing Messages................................... 108
Rewind/Fast Forward ............................................................................ 108

ix
Rewind to the Beginning of a Message................................................. 109
Fast Forward to the End of a Message ................................................. 109
Pause Play of a Message...................................................................... 109
Composing Messages before Sending ...................................... 109
Compose and Send a Message ............................................................ 109
Marking a Message as Urgent..................................................... 110
Changing Your Password ........................................................... 110
Skipping the Mail Menu to Hear Messages................................ 111
Returning to the Auto Attendant or Operator............................ 111
Zeroing Out to a Custom Operator............................................. 111
Replaying a Message................................................................... 112
Saving a Message ........................................................................ 112
Skipping to the Next Message .................................................... 112
Deleting a Message...................................................................... 112
Forwarding a Message to Another Mailbox............................... 112
Replying to a Message ................................................................ 113
Dialing Back a Caller.................................................................... 113
Sending a Message Directly to an Extension............................ 114
Personal Greetings ...................................................................... 114
Recording Personalized Mailbox Greetings .......................................... 114
Listening to Your Greetings ................................................................... 115
Receiving Pager Notification ...................................................... 116
What You Receive on Your Pager/Cell Phone ...................................... 116
Managing Distribution Groups ................................................... 117
Creating a New Group........................................................................... 117
Editing or Modifying a Group................................................................. 118
Listing All Group Members .............................................................. 118
Adding a Member to the Group ....................................................... 118
Deleting a Group Member ............................................................... 119
Playing the Group Name ................................................................. 119
Changing the Group Name.............................................................. 119
Deleting a Group ................................................................................... 120
Listening to a List of Distribution Groups:.............................................. 120
Exiting the Voice Mail System .................................................... 120

x
7 Set Up Outlook for TAPI
Using TAPI to Call from Outlook ................................................ 121
Installing the TAPI Support Software......................................... 123
Configuring Windows for TAPI ................................................... 129
Configuring Outlook to Use TAPI ............................................... 137
Index ................................................................................ I-1

Swiss Voice Telephone User Guide Your SwissVoice Telephone 1
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Chapter 1
Your SwissVoice Telephone
Introduction
This guide describes how to use all of the features that are provided by your
VocalData telephone system on your SwissVoice IP 10 telephone.
Accessing Phone Features
Some features require you to dial an activating digit followed by a numeric code.
The default value for this activating digit is 5and it is used throughout this guide.
However, your system administrator may choose to use another digit for this
function. In that case, substitute your activating digit for the default. All feature
operation will be exactly the same.
In This Manual
•Chapter 1 discusses the telephone hardware
•Chapter 2 contains an alphabetical summary of each telephone feature
•Chapter 3 contains an alphabetical summary of the VocalData telephone
features
•Chapter 4 discusses voice mail features (default menu).
•Chapter 5 discusses voice mail features (Option A menu).
•Chapter 6 discusses voice mail features (Option B menu).
•Chapter 7 discusses setting up Outlook for TAPI.
Telephone Description
The SwissVoice phone is a full-featured telephone that provides voice
communication over an IP network. The phone functions much like a traditional
analog phone, allowing you to place and receive telephone calls. The phone also
supports features such as call forwarding, redialing, speed dialing, transferring
calls, conference calls, and accessing voice mail. The SwissVoice telephone has
several key components, which are shown in the following figure.

2Your SwissVoice Telephone Swiss Voice Telephone User Guide
621-00000121
Figure 1: SwissVoice IP 10
SwissVoice IP 10 Features Table
}
Programmable
Function Keys
Scrolls through
Directory
When no active call,
shows most recently
called numbers
Services (short click) or
Memory keys (long click)
OK - Menu access in
standby, sets options,
service, call
C - Clear, exits
to menu or to
standby display
(long click)
Volume Up
Volume
Down
Speaker
Mute (Press and hold)
Features Descriptions
Confirmation In standby mode, when pressed for more
than 3 seconds, enables access to the
phone menus. When pressed for less than 3
seconds in standby mode, this key allows
the phone number to be reassigned (see
“Phone Configurator” on page 44). If in an
active call, this key sets an option, a service
or a call.
Clear Exits to higher-level menu (short click) or to
standby display (long click). When entering
a phone number, Clear deletes the last
character in editing mode. Hold down to
delete all entered characters.
Phone Book This feature is not available on the
VocalData system.
ServiceS Offers a list of available services (short
click) or gives access to Memory keys menu
(long click).
Upper/Lower case When entering names in the Phone Book,
the pound (#) key can be used to switch
between upper and lower case character
input.

Swiss Voice Telephone User Guide Your SwissVoice Telephone 3
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Moving Your Telephone
Before moving your telephone, you should check with your system administrator to
make sure that there is power for the telephone at the new location. You need a
power adapter for your phone at the new location as well.
To move your phone, follow these steps:
1. Unplug the telephone from the LAN connection jack and the power adapter
from the wall.
2. Take the telephone to the new location.
3. Plug the telephone into the LAN connection jack and the power adapter into a
wall outlet.
4. Watch to ensure that the phone registers and boots up properly. If it does not,
contact your system administrator.
Scrolling keys Enable browsing through menus and setting
options.
In standby mode, shows the most
recently called numbers.
Scrolls in the phone books.
Loudspeaker Activates loudspeaker and hands-free
functions.
Volume Keys Increase or decrease volume for the
handset.
Dial pad Is used to key in numbers and letters.
Pressing and holding one key calls the pre-
programmed number or function.
F1- F4 Function Keys Programmable backlighted keys used for
voice mail (F4) and line appearances (F1-
F3). These keys are accompanied by labels
that indicate the key functions. If you press
and hold any of these keys for more than 2
seconds, the LCD will show the layout of the
four keys. Press OK to reset the display.
Mute When pressed for more than 2 seconds,
mutes the call so that the called party
cannot hear you speak. You will still be able
to hear the called party.
Features Descriptions
Mute

4Your SwissVoice Telephone Swiss Voice Telephone User Guide
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Swiss Voice Telephone User Guide Basic Phone Features 5
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Chapter 2
Basic Phone Features
Adjusting the Volume
You can adjust the ringer volume while the phone is ringing by pressing the volume
up or down keys.
The loudspeaker volume or handset volume can be adjusted during a conversation
by pressing the volume up or down keys.
Answering a Call
When a call is received on your phone, the display will show the Caller ID number
and name of the caller, if it is available.
Lift the handset or
Press the Loudspeaker key.
NOTE: To answer using a headset, you must first enable the headset feature.
See “Using a Headset” on page 11.
Displaying Line Button Layout
The four function keys on the right side of the phone labeled F1 - F4 are
programmable feature keys. If you press and hold any of these keys for more than
2 seconds, the LCD will show the layout of the four line keys. Press OK to reset the
display to the normal state.
Making a Call
Several options exist for you to make a call from your telephone. You may use any
of the following options: the handset (traditional), the loudspeaker, or the keypad
(direct dialing). See also the Intercom feature, described on page 33.
NOTE: When entering a number, you can press the Clear key to
backspace over mistakes and retype the number. If you press and hold the
Clear key, it deletes all of the input.

6Basic Phone Features Swiss Voice Telephone User Guide
621-00000121
…using the Handset
1. Lift the handset. The first available line is selected. If desired, press a Line key
(F1-F3 by default) to select a different line.
2. If you have speed dial numbers set up, press to access the desired
speed dial number. Press OK to dial.
NOTE: Refer to “Speed Dial” on page 61.
3. For an internal call, dial the extension of the party you wish to call.
4. For an external call:
•Press 9(or the digit that is required to access an outside line on your
specific system).
•For long distance, dial 1before dialing the number.
5. To end the call, press the Line key that is lit or press Loudspeaker key
again.
…using the Loudspeaker
1. Press the Loudspeaker key .
The first available line is automatically selected and you will hear a dial tone
over the loudspeaker.
2. If you have speed dial numbers set up, press to access the desired
speed dial number. Press OK to dial.
NOTE: Refer to “Speed Dial” on page 61.
3. For an internal call, dial the extension of the party you wish to call.
4. For an external call:
•Press 9(or the digit that is required to access an outside line on your
specific system).
•For long distance, dial 1before dialing the number.
5. To end the call, press the Line key that is lit or press Loudspeaker key
again.
…using the Keypad
1. Do one of the following:
•For speed dial numbers, press to access the desired speed dial
number.
NOTE: Refer to “Speed Dial” on page 61.
•For an internal call, dial the extension.