Swyx SwyxPhone L420 Operator's manual

SwyxPhone L4xx/5xx
User Documentation
SwyxPhone L420 - SwyxPhone L440 - SwyxPhone L520 - SwyxPhone L540
SwyxPhone - The comfortable IP Desktop Phone
As of: September 2008

© 2000-2008 Swyx. All rights reserved.
Legal Information
Whilst Swyx attempt to convey accurate and current information relative to the creation of
SwyxWare and this documentation, the information provided in this user guide may contain
typographical or technical errors.
This documentation, including all information contained herein is provided “as is”, without
any warranty of any kind, whether expressed or implied, including, but not restricted to, any
implied warranties of merchantability or fitness for a particular purpose or non-
infringement. This documentation, including all information contained herein is provided
“as is”, without any warranty of any kind, whether express or implied, including, but not
restricted to any implied warranties of merchantability or fitness for a particular purpose.
Trademark: Swyx, SwyxIt! and “Click. Phone. Smile.“ are registered trademarks of Swyx.
All other trademarks and product names are trademarks or registered trademarks of the
respective owners. This documentation is proprietary intellectual property of Swyx.
Reproduction, adaptation, or translation of this documentation without the express written
consent of Swyx is prohibited and will be prosecuted as a violation of intellectual property
rights.
Swyx Solutions AG
Joseph-von-Fraunhofer-Str. 13a
D-44227 Dortmund
www.swyx.com

Table of Contents 3
Table of Contents
New Functions........................................................................................................ 7
Preface .................................................................................................................... 9
What is meant by… ? .............................................................................................. 19
1.1 Subscriber ............................................................................................... 19
1.2 Group ...................................................................................................... 19
1.3 Call Signaling .......................................................................................... 19
1.4 Status Signaling ...................................................................................... 20
1.5 Number ( Telephone Number) ................................................................ 20
1.6 Call permissions ...................................................................................... 21
1.7 Line.......................................................................................................... 21
1.8 Trunk and Trunk Groups ......................................................................... 21
1.9 User......................................................................................................... 21
1.10 Active Connection ................................................................................... 22
1.11 Connection on Hold................................................................................. 22
1.12 Call waiting .............................................................................................. 22
1.13 Conference.............................................................................................. 22
1.14 Call Swap ................................................................................................ 23
1.15 Incognito.................................................................................................. 23
1.16 Logoff ...................................................................................................... 23
1.17 Telephone States .................................................................................... 23
1.18 LED Displays........................................................................................... 25
1.19 Acoustic Signals ...................................................................................... 26
1.20 Call Routing............................................................................................. 27
1.21 Voicemail................................................................................................. 27
1.22 Remote Inquiry ........................................................................................ 28
1.23 CTI........................................................................................................... 28
1.24 Callback request..................................................................................... 28
1.25 Wrap Up Time ........................................................................................ 28
1.26 Intercom Connection ............................................................................... 28
Set It Up & Log On................................................................................................... 29
2.1 Scope of supply....................................................................................... 29
2.2 System Requirements ............................................................................. 29
2.3 Connect SwyxPhone ............................................................................... 29
2.4 Connecting a Key Module ....................................................................... 33
2.5 Logging on to SwyxServer ...................................................................... 34

Table of Contents4
How does SwyxPhone work?................................................................................. 35
Basic Functions....................................................................................................... 43
4.1 Function Keys - Overview........................................................................ 43
4.2 Defined Function Keys ............................................................................ 44
4.2.1 Numeric Keypad ................................................................................. 44
4.2.2 Arrow Buttons .................................................................................... 44
4.2.3 +/- Buttons ........................................................................................ 45
4.3 Configurable Function Keys (Default Setting) ......................................... 45
4.3.1 Call Forwarding .................................................................................. 45
4.3.2 Call transfer ....................................................................................... 45
4.3.3 Redial .............................................................................................. 45
4.3.4 Speaker............................................................................................ 45
4.3.5 Lines................................................................................................ 46
4.3.6 Speed Dials ....................................................................................... 46
4.3.7 Voicemail .......................................................................................... 46
4.3.8 Pickup call......................................................................................... 46
4.3.9 Callback request ................................................................................. 46
4.3.10 Caller List.......................................................................................... 47
4.3.11 Conference........................................................................................ 47
4.3.12 Phonebook ........................................................................................ 47
Telephoning with SwyxPhone................................................................................ 49
5.1 How do I call a subscriber? ..................................................................... 49
5.2 Other Options for Calling a Number ........................................................ 51
5.3 Other Menu Options During a Call .......................................................... 52
5.4 How do I answer a call? .......................................................................... 53
5.5 How do I pick up a call?........................................................................... 54
5.6 How do I end a call? ................................................................................ 55
5.7 How do I telephone with a headset? ....................................................... 56
5.8 How do I start an inquiry call? ................................................................. 56
5.9 How do I switch between several subscribers (Call Swap)? ................... 57
5.10 How do I connect two subscribers to one another?................................. 58
5.11 Configuring Transfer When Placing Handset on Hook........................... 59
5.12 How do I transfer a call without Inquiry?.................................................. 59
5.13 How do I directly forward a call?.............................................................. 60
5.14 The Secondary Call ................................................................................. 61
5.15 How do I forward a call? .......................................................................... 61
5.15.1 Call Forwarding Unconditional ................................................................ 61
5.15.2 Call Forwarding Busy ........................................................................... 63
5.15.3 Call Forwarding No Reply...................................................................... 64
5.15.4 The “Forwarding” Button ....................................................................... 65
5.15.5 Signaling a Forwarding ......................................................................... 65
5.16 How do I use the Phonebook? ................................................................ 65
5.17 Speaker and Handsfree Telephone......................................................... 66
5.17.1 Activating the Speaker During a Call ........................................................ 67
5.17.2 Deactivating the Speaker During a Call ..................................................... 67

Table of Contents 5
5.17.3 Deactivation/activation of the microphone during a call ................................. 67
5.17.4 Activating the Handsfree Telephone During a Call ....................................... 67
5.17.5 Deactivating the Handsfree Telephone During a Call.................................... 67
5.17.6 Activating the Handsfree Telephone for an Outgoing Call .............................. 68
5.17.7 Activating the Handsfree Telephone for an Incoming Call .............................. 68
5.17.8 Regulating the Volume ......................................................................... 68
5.18 Configuring the ringing tone .................................................................... 68
5.19 Charging info ........................................................................................... 69
5.20 Sequence of the Display Entries While Idle ............................................ 70
SwyxPhone for Experts ......................................................................................... 71
6.1 Disabling Lines (Wrap-up Time).............................................................. 71
6.2 Voicemail inquiry ..................................................................................... 73
6.3 Remote Inquiry ........................................................................................ 74
6.3.1 Change Forwarding Unconditional........................................................... 77
6.4 Project Codes.......................................................................................... 78
6.5 Note......................................................................................................... 79
6.6 Callback request...................................................................................... 80
6.6.1 Callback on busy................................................................................ 80
6.6.2 Callback if idle.................................................................................... 82
6.7 Conference.............................................................................................. 85
6.7.1 Starting a Conference .......................................................................... 86
6.7.2 Inquiry Calls and Add ........................................................................... 86
6.7.3 Leaving or Ending a Conference ............................................................. 87
6.7.4 Conference Rooms ............................................................................. 88
6.8 Using a headset ...................................................................................... 90
6.8.1 Combination options of telephones and headsets ........................................ 90
6.8.2 Connecting a headset to SwyxPhone L420e .............................................. 90
6.8.3 Connecting a headset to SwyxPhone L420p / SwyxPhone L420s /
SwyxPhone L440 / SwyxPhone L520p / SwyxPhone L520s / SwyxPhone L540 .. 92
6.8.4 Connecting an Acoustic Adapter ............................................................. 93
6.9 Log On/Off............................................................................................... 93
6.10 Call Swap as a Substitute for Line Buttons ............................................. 94
6.11 Call Intrusion ........................................................................................... 94
6.11.1 Multiple Call Intrusions ......................................................................... 95
6.11.2 Configuration of a Speed Dial for the Call Intrusion ...................................... 95
SwyxPhone Settings ............................................................................................... 99
7.1 User Settings........................................................................................... 99
7.2 Settings in the Main Menu..................................................................... 100
7.2.1 Forwardings .................................................................................... 100
7.2.2 Do Not Disturb ................................................................................. 100
7.2.3 Secondary call................................................................................. 100
7.3 Settings in the Configuration Menu ....................................................... 101
7.3.1 Quick access to configuration............................................................... 101
7.3.2 Ringing .......................................................................................... 101
7.3.3 Call Signaling................................................................................... 102
7.3.4 Lines ............................................................................................. 102
7.3.5 Function Keys .................................................................................. 103

Table of Contents6
7.3.6 Speed Dials ..................................................................................... 103
7.3.7 Incognito......................................................................................... 103
7.3.8 About ............................................................................................. 104
7.3.9 Contrast.......................................................................................... 105
7.3.10 Transfer on Hookon ........................................................................... 105
7.4 Lists ....................................................................................................... 105
7.4.1 Menu Mode in Lists ........................................................................... 106
7.4.2 Editing Telephone Numbers and List Entries ............................................ 106
7.4.3 Phonebooks.................................................................................... 106
7.4.4 Caller List........................................................................................ 109
7.4.5 Redial List ....................................................................................... 112
7.4.6 Lists for Callback Requests, My Callback Requests and Missed Callbacks....... 114
7.5 Configuration of Line Buttons ................................................................ 114
7.6 Configuration of Function Keys ............................................................. 117
7.7 Configuration of Speed Dials................................................................. 122
7.7.1 “Dial immediately”, “Successive dial” or “Intercom Connection”? .................... 124
Interaction with SwyxIt! ........................................................................................ 127
8.1 General.................................................................................................. 127
8.2 Configuration of SwyxPhone in SwyxIt! ................................................. 128
8.3 Settings Which Can Only Be Made in SwyxIt!....................................... 130
8.3.1 Length of the Caller List and the Redial List ............................................. 130
8.3.2 Rulebook of the Call Routing Manager.................................................... 131
8.3.3 Voicemail ........................................................................................ 131
8.3.4 Remote Inquiry ................................................................................. 131
8.4 Settings Which Are Simultaneously Valid for SwyxIt! and SwyxPhone . 131
8.4.1 Phonebooks .................................................................................... 131
8.4.2 “Mutual Ringing” for SwyxPhone and SwyxIt! ........................................... 131
8.4.3 Speed Dials ..................................................................................... 132
8.4.4 Lines and Line Buttons ....................................................................... 132
8.4.5 Call Forwarding ................................................................................ 132
8.4.6 Lists............................................................................................... 132
8.5 Settings Which Are Individually Valid for SwyxIt! and SwyxPhone........ 132
8.6 PC Operation of a SwyxPhone or SwyxIt! (CTI).................................... 133
Call Management: What do I do, if…?.................................................. 137
Technical Details ................................................................................................... 141
B.1 Care Instructions ................................................................................... 141
B.2 Technical Data....................................................................................... 141
B.3 Updating the Firmware .......................................................................... 143
B.3.1 Automatic Update.............................................................................. 143
Technical Terms .................................................................................................... 145
Function codes...................................................................................................... 155
Index ....................................................................................................................... 159

7
New Functions
This section gives you a summary of the of the most important new functions in the latest
SwyxWare versions.
SwyxWare v6.xx
Function Explanation
Support for new
telephones
Swyx offers a range of new telephones:
• SwyxPhone L420p and SwyxPhone L520p to supplement
the IP telephone portfolio,
• the SwyxPhone L6xx series with extensive functionalities,
• SwyxPhone S315 as SIP telephone,
• SwyxPhone D200 and SwyxPhone D300 as wireless DECT
telephones.
In this documentation, the term SwyxPhone is used for the
telephones described here from the SwyxPhone L4xx and
SwyxPhone L5xx series. Where other supported telephones (e.g.
SwyxPhone L6xx) are referenced this is stated explicitly.
SwyxWare-Option packs With various SwyxWare option packs, Swyx now offers a sophis-
ticated product range. You can structure the SwyxWare function-
ality footprint by selection of the option packs. For further
information, please refer to the SwyxWare Administrator
documentation.
Parallel Call Signaling In the case of parallel call signalling, incoming calls are also
signalled on one or more external devices (e.g. ISDN telephone or
cell phone) and can be picked up there as well. This function
cannot be configured with SwyxPhone, only with SwyxIt! or by
the administrator.
Call differentiation with
additional public line
accesses
Your administrator can now define multiple public line accesses.
This makes it possible e.g. to bill private calls separately or assign
related call permissions. For further information, please refer to
the SwyxWare Administrator documentation.
Quick access to
configuration
Long pressure on certain buttons will take you directly to the
configuration.
Call Forwarding button: Configure the Immediate Redirection
Line button: Disable/Clear Line
Speed Dial: reassign
For further information please refer to chapter 7.3.1, Quick access
to configuration, page 101.
Silent conference
participation
Conference rooms can now also be used in "Listening only"
mode. For further information please refer to chapter 6.7.4.1,
Silent conference participation,page89.

New Functions8
Improvements to the
Voicemail functions
Voicemails sent as e-mail attachments now contain the number or
name of the caller in the filename. The subject line of the e-mail
also contains this information, along with the length of the
recorded voicemail. The e-mail contains links which offer further
options. For further information please refer to chapter 6.2, Voice-
mail inquiry,page73.
Call Intrusion The "SwyxMonitor" option pack enables, in addition to perma-
nent call recording (only for the administrator), intrusion into
another user's conversation. A supervisor (e.g. in a call center) can
listen in on an ongoing conversation ("Listening only" mode),
give directions to the speaking agent (e.g. advice on presenting
the case) or even actively join in the call (speaking modes). For
further information please refer to chapter 6.11, Call
Intrusion,page94.
Enhancement of the
Feature Codes
Since SwyxWare v6.10 it has been possible to call certain
functions directly by dialing a code (e.g. direct access to remote
inquiry and call intrusion). The possibilities have been expanded:
feature codes are now also available for intercom, for example.
For further information please refer to App. D: Function
codes, page 155.
SwyxWare Web
Administration
The SwyxWare Web Administration is a web-based application
for configuring SwyxWare. It also enables you to configure your
user profile, for example, and thus certain SwyxPhone functions.
This includes, for example, Call Forwarding, Speed Dials or the
Personal Phonebook. For further information, please refer to the
SwyxWare Administrator documentation.
Function Explanation

9
Preface
Your SwyxPhone L4xx/5xx is a modern system telephone for a new generation of telephone
exchanges, which no longer require a separate, inhouse telephone network with complicated
switching technology. Now your PC network (LAN) also serves as an inhouse telephone
network. The sophisticated software operating on your network server provides a much more
powerful connection management, with far more extensive telephony functions than have
previously been available.
SwyxWare provides you with all of these new telephone exchange functions! In addition to the
PC phone SwyxIt!, your system telephone SwyxPhone is a second highly comfortable telephone
device which allows you to use all classic system telephone functions (and many more) in an IP
environment, even without a PC.
This manual will familiarize you with all details of the SwyxPhone. In this documentation, the
term SwyxPhone is used for the telephones described here from the SwyxPhone L4xx and
SwyxPhone L5xx series. Swyx also offers further SwyxPhone models, which are described in
separate manuals. A brief overview of the various system phones and key modules now follows,
and subsequent chapters give detailed descriptions of the functions for the SwyxPhone L4xx
and SwyxPhone L5xx series.

Preface10
SwyxPhone L420 with a Brief Description of the Buttons
The SwyxPhone L420 is available in different versions: SwyxPhone L420e, SwyxPhone L420p
and SwyxPhone L420s. You will find a more detailed description of the equipment features of
the individual SwyxPhone models in App. B: Technical Details, page 143. All LED buttons can
be configured. All of the descriptions listed in this manual are based on the default button
assignments present at the time of delivery.
Figure Preface-1 The Buttons of SwyxPhone L420
Call Forwarding
OK Button
Arrow Buttons
Speed Dials
Lines
Call Transfer
Redial
Speaker
Volume Adjustment