TIPTEL 545 SD User manual

Manual (en)
Call Manager with automatic attendant
and Music-On-Hold for PABXs
tiptel 545 SD
tiptel

Safety instructions
3
Safety instructions
The device may not be installed or operated in the following environments:
oin the open
oin damp or wet rooms (bathroom, shower, swimming pool ...)
oat locations with direct sunlight
oin explosive areas
owith ambient temperatures below 0 °C or above 40 °C
owith strong concussions or vibrations
oin dusty environment
During a thunderstorm you should neither use the phone nor connect or disconnect
any cables (Danger of an electric shock when a lightning hits the telephone net-
work).
Unauthorized removal of the telephone system's cover or inappropriate repairs may
result in hazard for the user.
When disposing of the device all applicable national laws and regulations must be
obeyed.
The socket outlet must be near this facility and be easily accessible.
Install all connection cables with care so that no tripping hazards result from the in-
stallation. Connection cables may not be bent excessively, pulled, or stressed me-
chanically. Connection cables may only be installed inside of buildings.
ISDN connections, data and audio ports are SELV circuits and may only be con-
nected to circuits which are also SELV themselves.
With any malfunction the power cord must be removed from the wall outlet and all
telecommunication cables must be disconnected.
You may only use and connect headsets that meet the safety requirements of IEC
60950 item 6.2 (connection to TNV 3 circuits). For more information please contact
your specialist dealer or the headset manufacturer.
Installations must be carried out by persons having the appropriate technical train-
ing and experience necessary to be aware of the hazards to which they are exposed
in performing a task and of measures to minimise the danger to themselves or other
persons.
Applicable regulations in accordance with IEC60950 and IEC60364 have to be ob-
served.
Equipment with connection to AC supply circuits may lead to an accumulation of
contact currents at the telephone system. The service personnel must make sure
that the touch current (leakage current) at no time will exceed 3.5 mA.
Devices with protective earth plugs (safety plugs) may only be connected to wall
outlets with protective earth contact.
Before opening the cabinet the system must be disconnected from mains (remove
power cord) and from any telecommunication cables
Power supplies may only be used if approved by the manufacturer

Button allocation
4
Button allocation
Playback: Starts playback of incoming messages that have not yet been
listened to. If pressed during playback lets you repeat the last 3 seconds.
Stop: Ends the current function; is used to close open menus.
Answering mode: Switches answering mode on or off.
Menu: Opens the menu. For text entries is used as the entry button for
letters and numbers.
Message: When pressed briefly starts playing current message back. When
pressed and held starts recording the current message. For text entries is
used as the entry button for letters and numbers.
Message transfer: Switches message transfer on or off. For text entries is
used as the entry button for letters and numbers.
Timer: Switches timer on or off. For text entries is used as the entry button
for letters and numbers.
Secondary function: Enables a secondary function. For text entries is used
as the entry button for letters and numbers.
Control button (up): Opens the call list, is used to navigate through and
make settings in the menus.
Control button (down): Opens the telephone book, is used to navigate
t
hrough and make settings in the menus.
or Control buttons (left/right): changes the volume, is used to navigate through
and make settings in the menus.

Button allocation
5
Selection button: Used to select from menus, entry fields and functions that
are displayed next to the corresponding button.
and
Secondary function and playback can be pressed in succession: Starts
playback for all incoming messages. Playback starts with the oldest and
ends with the newest recording.
and
Secondary function and control key (down) pressed in succession: Opens
t
he entry field for the telephone book.
and
Secondary function and control key (up) pressed consecutively: Message
list will be opened
and
Secondary function followed by pressing and holding message: Starts
recording the outgoing message via the audio input.
and
Secondary function and Answering mode pressed in succession: opens the
settings and activates the absence manager.

User elements
6
User elements
SMS-LED Flashes when there are new, unread short messages. Flashes quickly if
t
he mail inbox is full and there is no more memory for new short mes-
sages.
LED in the answering
mode button
Is lit when answering mode is switched on (answering machine active).
LED in the playback
button
Flashes when there are new, unread incoming messages.

Contents
7
Contents
Safety instructions
......................................................................................................................... Fehler
! Textmarke nicht definiert.
Button allocation.............................................................................................4
User elements .................................................................................................6
Contents ..........................................................................................................7
Display symbols..............................................................................................11
Getting started ................................................................................................13
Parts supplied .............................................................................................13
Installation ...................................................................................................13
Connecting..................................................................................................13
Notes on memory cards .............................................................................14
Outgoing messages........................................................................................16
General........................................................................................................16
Sample outgoing messages.......................................................................16
Recording an outgoing message ...............................................................17
Recording OGMs from an external signal source ......................................18
Notes for sound studios..............................................................................19
Checking OGMs..........................................................................................19
Deleting OGMs............................................................................................20
Answering mode .............................................................................................21
Playing back and deleting incoming messages............................................23
Playing back new incoming messages ......................................................23
Playing back all incoming messages .........................................................23
Play back of individual messages ..............................................................24
Repeating....................................................................................................24
Pausing playback........................................................................................24
Skip .............................................................................................................24
Fast forward and rewind .............................................................................25
Deleting individual incoming messages.....................................................25
Deleting all incoming messages.................................................................25
Dialling the caller directly............................................................................25
Monitoring/Personal info (memo)..................................................................27
Monitoring telephone calls .........................................................................27
Personal info ...............................................................................................28

Contents
8
Absence manager ...........................................................................................29
Call list.............................................................................................................31
Telephone book ..............................................................................................33
General........................................................................................................33
Entering and saving entries ........................................................................33
Summary of possible characters................................................................36
Search entries .............................................................................................36
Checking and changing entries..................................................................37
Personal OGM (call filter)............................................................................38
Vocal Clip ....................................................................................................39
Dialling from the telephone book ...............................................................40
Automatic redialling /Automatic call back when engaged (CCBS) ...........41
Message function............................................................................................42
Remote access................................................................................................43
Remote access ...........................................................................................43
Remote access functions............................................................................44
Remote activation of the answer mode ......................................................47
Short messages (SMS)..................................................................................48
Configuring the telephone connection.......................................................48
Registering and de-registering with your message centre ........................48
Entry options for short messages...............................................................49
Inbox ...........................................................................................................50
Outbox.........................................................................................................52
Sending a message (SMS).........................................................................54
Templates....................................................................................................56
Message centre...........................................................................................57
Timer................................................................................................................58
Setting options for timer .............................................................................58
Programming timer .....................................................................................59
Sample programming for timer ..................................................................60
Switching on timer ......................................................................................61
Message transfer ............................................................................................62
Setting options for message transfer .........................................................62
Settings for message transfer.....................................................................63
Message transfer by SMS...........................................................................65
Sample call number entries........................................................................66
Switching on message transfer ..................................................................66
Individual ringing tone....................................................................................67

Contents
9
Call forwarding................................................................................................69
Setting options for call forwarding..............................................................69
Settings for call forwarding .........................................................................70
Sample call forwarding entries ...................................................................72
Automatic monitoring .....................................................................................73
Setting options for automatic monitoring ...................................................73
Settings for automatic monitoring ..............................................................74
Security lock....................................................................................................75
Locking the device/Changing PIN..............................................................75
Unlocking device ........................................................................................76
Welcoming and connecting callers................................................................77
Setting options for welcoming and connecting callers..............................77
Settings for welcoming and connecting callers .........................................78
Answering mode with a welcome message and call transfer....................81
Examples of use..........................................................................................81
Music-on-hold for PABXs ...............................................................................91
Setting options for the on-hold music ........................................................91
Music-on-hold settings................................................................................92
Answering mode with music-on-hold .........................................................93
Mailboxes ........................................................................................................94
General........................................................................................................94
Setting options for mailboxes .....................................................................94
Setting up mailboxes ..................................................................................95
Using the mailboxes ...................................................................................97
Remote access to mailboxes......................................................................98
Automatic call forwarding to the mailbox ...................................................98
Settings............................................................................................................99
Setting options............................................................................................99
Settings menu .............................................................................................102
Adjusting the volume ..................................................................................103
Service menu ..................................................................................................104

Contents
10
Appendix .........................................................................................................105
Service ........................................................................................................105
Guarantee ...................................................................................................105
CE symbol...................................................................................................107
Troubleshooting..........................................................................................108
Firmware-Update ........................................................................................109
Delivery status.............................................................................................110
Technical data.............................................................................................112
Index ................................................................................................................113
Brief instructions.............................................................................................117

Display symbols
11
Display symbols
Answering mode switched on.

Answering mode switched on,
new incoming messages
available.

Playback

Caller's number, telephone
answering mode.

Recording taking place,
microphone on.

Call forwarding

Monitoring active

Volume
General recording

Remaining incoming message
capacity
Timer on, switching time, time

Secondary function
Message transfer switched on  Enter a call number from the
t
elephone book
 Selected outgoing message.

Delete
Search forwards

Automatic call back
Search backwards

Redial
Call unsuccessful

Call successful
 Branch to a sub-menu

Mailbox 1 set up, new incoming
messages available
Device locked

Mailbox 1 set up
Ongoing recording via audio
input Delete
 Inbox old, old message,
already listened to

Inbox new, new message, not
yet listened to





Display symbols
12
 Entry (text) possible

Notes on errors and operation
 Send/receive short message 

Switch on/off basic settings,
software update, call forwarding
 Automatic answering, line busy 

Transfer telephone book to a
second device
Ringing signal for incoming
calls  Data exchange with PC.
Outgoing call







Answering mode with music on
hold.
Appointment, absence
manager active



Answering mode with automatic
attendant.

Getting started
13
Getting started
Parts supplied
Your tiptel 545 SD package contains:
tiptel 545 SD
Telephone connection cable
Mains plug 11.5V / 350 mA / 50 Hz
USB cable for connecting to a PC
CD-ROM with drivers and application software
2 transfer cables pin/pin and pin/cinch
Operating instructions
Memory card
Installation
Your tiptel 545 SD has been produced for normal operating conditions. Solutions in
furniture varnish, cleaning oils or paint cleaners can loosen the base. Bases that
have been altered in this way may leave tracks behind on the furniture.
Therefore use a non-slip underlay especially for new or freshly treated furniture.
Connecting
Before you can use your tiptel 545 SD you first need to connect all the necessary
cables.
1Fit the small connector of the mains plug into the "POWER" jack and the plug
into a 230 V socket outlet.
2Fit the small connector of the telephone connection cable into the "LINE" jack
and the telephone plug into the telephone socket (Socket for auxiliary device).
3 Insert memory card to dead stop into corresponding slot (see picture).
4If you want to transfer incoming messages to an external medium fit the trans-
fer cable with the jack plug to the "OUT" socket and the cinch plug to the au-
dio input on the external device (audio system, cassette recorder etc.). You
may also connect PC loudspeakers (active speakers) to the "OUT" connector.

Getting started
14
5If you want to record outgoing messages from an external source fit the trans-
fer cable with the jack plug to the "IN" socket and the cinch plug to the audio
output on the external device (audio system, cassette recorder etc.).
6If you want to transfer the telephone book from one different tiptel 545 SD to
another use the transfer cable with two jack plugs. Fit the plugs to the "OUT"
socket on one device and the "IN" socket on the other.
7 If you want to configure the device via the PC fit the USB cable with the square
plug into the device and the flat plug into the PC.
8After the first start-up the device will ask you to select the language you wish
to use. Use the control keys (up and down) to select the desired language.
Then exit the menu by pressing the stop key.
Notes on memory cards
Your tiptel 545 SD supports all standard SD (Secure Digital) and MMC (Multi Media
Card) memory cards with a capacity between 32 MB and 2 GB. Memory cards are
offered by many manufacturers with different grades of quality, so that we cannot
recommend a special card or manufacturer.
If the device reports a memory card error or you observe gaps in your recordings
you should use a memory card of another manufacturer.
Memory use is - depending on the recording quality selected - between one and
two minutes per MByte. With a 512 MByte memory card this will result in some 8.5
or 17 hours.
Once you insert a new memory card a directory call "TIPTEL" will be created. This
directory can contain up to 999 recordings. In case you have set up mailboxes the
device will create sub-directories (MBX1, MBX2, etc.). Each mailbox directory can
contain up to 99 recordings.
The memory card must be formatted the FAT16 file system. In case there is an error
message upon inserting the card you can re-format it in the device. All data on the
card, however, will get lost this way.
If you wish to use memory cards with more than 2 GByte (e.g. 4 GByte) the card
must be formatted once in your tiptel 545 SD. The device will partition the card in
such a way that there is only one partition with the size of 2 GByte is available. This
operation cannot be undone.
A standard card reader in your computer can be used to read out the memory card,
so that you can archive recordings to your computer or just play them back on your

Getting started
15
computer. Recordings that have been edited or renamed by your computer can no
longer be played back with your tiptel 545 SD.
Only replace the memory card in the devices basic mode. Never replace or
pull the card during play back or recording.

Outgoing messages
16
Outgoing messages
General
Your tiptel 545 SD has 14 individual outgoing messages (OGM 1-14) and one pre-
configured outgoing message (OGM 15). You can select the OGMs via the selection
button next to the OGM symbol. OGM 15 can not be personalised. A distinction is
made between two types of outgoing message: OGMs with and without the option
to record an incoming message. For OGMs that can record an incoming message
the caller can leave a message after the OGM. For OGMs that cannot record an in-
coming message (OGM only) the caller is given information but cannot leave a
message.
Sample outgoing messages
Outgoing message with incoming message option
Hello, this is the connection for Peter Miller from … I am currently away from the of-
fice and expect to return by [time]. You can reach me in person between [time] and
[time] or call me on … Alternatively, you can leave your name and number and I will
call you back. Please speak after the beep.
Outgoing message without incoming message
Hello, this is John Smith, sales representative for … in … My office is temporarily
closed due to illness (annual holidays etc.). Please call Mr. …, in … on … He will be
happy to assist you. Thank you for your call. Goodbye.

Outgoing messages
17
Recording an outgoing message
Select the desired OGM using the
selection button next to the OGM
symbol. Prior pressing of
allows you to browse in reverse.
The selected OGM is displayed next to
t
he symbol on the bottom right of the
display.
Press and hold OGM. Wait, you will hear a short tone, a micro-
phone is displayed to signal ongoing in-
coming message.
Start speaking (maintain approx. 15
cm distance from the microphone).
The display shows the time that you have
been speaking.
Release OGM to interrupt recording. "With incoming message" and "Without
incoming message" is displayed.
To continue the recording press and
hold OGM again.
The recording continues.
To cancel the recording press stop. The recording is cancelled.
Using the selection button next to
t
he relevant line select whether the
OGM should provide the option of
leaving an incoming message or
not.
The OGM is completed and is played
back for verification purposes. If the
OGM gives the option of recording and
ICM you will hear a beep at the end. If the
OGM does not give the option of record-
ing you will hear two beeps at the end.
If you record OGM 14 without the option to record (OGM only) when the
incoming message memory is full your tiptel 545 SD switches to this OGM
automatically.

Outgoing messages
18
Recording OGMs from an external signal source
You can also record professional outgoing messages via the audio input from an
external signal source (e.g. cassette recorder).
Select the desired OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to
t
he symbol on the bottom right of the
display.
Press secondary function The secondary function symbol is dis-
played.
Press and hold OGM. Wait, you will hear a short tone, a cas-
sette is displayed to signal an ongoing
recording.
Start the playback for the external
signal source.
Y
ou can follow the ongoing recording via
t
he loudspeaker. The display shows the
t
ime that you have already been record-
ed.
To end the recording release OGM. "With incoming message" and "Without
incoming message" is displayed.
Using the selection button next to
t
he relevant line select whether the
OGM should provide the option of
leaving an incoming message or
not.
The recording is completed and is played
back for verification purposes. If the
OGM gives the option of recording an
ICM you will hear a beep at the end. If the
OGM does not give the option of record-
ing you will hear two beeps at the end.

Outgoing messages
19
Notes for sound studios
Professionally produced announcements can also be directly transferred to the de-
vice by using the memory card. In order to do so copy your announcements with
your computer to the directory "TIPTEL". In case mailboxes have been set up copy
these announcements to the corresponding sub-directories (MBX1, MBX2, etc.).
You have to use the following file names: For announcement 1 "OGM1.WAV", for
announcement 2 "OGM2.WAV", for announcement 3 "OGM3.WAV", etc.. Since mail-
boxes only have one single announcement each of these are named "OGM.WAV".
For announcements without recording (Announcement only) instead of "OGM"
please use "OGO" as file name. The device detects the required type of announce-
ment by the file name.
Following audio formats are being supported:
8 kHz, 8 Bit, A-Law, Mono
16 kHz, 8 Bit, A-Law, Mono
8 kHz, 16 Bit, PCM, Mono
16 kHz, 16 Bit, PCM, Mono
As soon as the device detects the memory card the announcements will automati-
cally be saved to the internal memory.
Checking OGMs
Select the desired OGM using the
selection button next to the OGM
symbol.
The selected OGM is displayed next to
t
he symbol at the bottom right of the dis-
play.

Outgoing messages
20
Press OGM briefly. The OGM is played back. The playback
symbol, the time that you have already
heard and the number of the current
OGM are displayed.
The volume can be set using the
control buttons (left/right).
Deleting OGMs
Press the selection button next to
t
he delete symbol speed during
playback.
The current OGM is deleted.