UNITe IP i.Picasso User manual

i.Picasso
IP Business Telephone
USER GUIDE
Issue 1
IPicUGIss1.book Page 0 Monday, January 5, 2004 4:26 PM

i.Picasso
IP Business Telephone
USER GUIDE
Telrad Connegy, Inc.,
Farmingdale, New York
IPicUGIss1.book Page i Monday, January 5, 2004 4:26 PM

ii
NOTICE
This publication refers to Telrad Connegy's i.Picasso Station
connected to Telrad Conegy's Unite IP system, Release
e2e-1.12, as of January, 2004. Reproduction and/or distri-
bution of this publication or parts thereof, without written
permission from Telrad Connegy, Inc., is strictly prohibited.
Telrad Connegy, Inc., reserves the right to modify the
equipment and the software described herein without
prior notice. However, changes made to the equipment or
to the software described herein do not necessarily render
this publication invalid.
© 2004 Telrad Connegy Inc.
Farmingdale, New York
IPicUGIss1.book Page ii Monday, January 5, 2004 4:26 PM

iii
CONTENTS
1. INTRODUCING I.PICASSO .................................................... 1
Read this first ............................................................................................2
About the i.Picasso IP telephone ..............................................................3
Conventions used in this Guide ................................................................3
Description of i.Picasso .............................................................................5
Buttons .....................................................................................................6
Light indicators .........................................................................................8
The i.Picasso display ..................................................................................9
Soft buttons ............................................................................................10
Soft button state: the color principle ......................................................11
The touchscreen .....................................................................................12
Screen Standby Mode .....................................................................12
The stylus pointer ............................................................................12
Calibrating the touchscreen ............................................................13
Programmable memory soft buttons: BLF, SPD, Feat .............................13
The screen in four tabs ...................................................................14
QWERTY Pop-up Soft Keyboard ......................................................15
Soft button states ...........................................................................15
Overlapping pages ..................................................................................16
2. OPERATING YOUR I.PICASSO ............................................. 18
Muting the microphone .........................................................................19
Allowing other people to hear your conversation ...................................19
Making internal calls ...............................................................................19
To place a ringing call .....................................................................19
To place a non-ringing call ..............................................................19
If the extension you called is busy (Callback) ..................................20
To cancel Callback ..........................................................................20
To barge into a conversation ..................................................................20
Paging calls .............................................................................................21
Answering calls .......................................................................................21
To answer an intercom call .....................................................................21
To answer a ringing or flashing call .........................................................22
To answer a second call ..........................................................................22
IPicUGIss1.book Page iii Monday, January 5, 2004 4:26 PM

CONTENTS
iv
Pickup .....................................................................................................23
To pick up a call at another extension ............................................23
To pick up a call ringing in your pickup group ................................24
To view details of a call ...........................................................................24
Making outside calls ...............................................................................25
To place an outside call ..................................................................25
To redial the last outside number you dialed ..........................................25
Correcting dialing mistakes (Delete) ........................................................25
Disconnecting calls .................................................................................26
Automatic redial ......................................................................................26
When you hear an external busy tone ............................................27
To temporarily deactivate or reactivate ARD ...................................27
Waiting for an available outside line (Trunk Queue) ...............................27
To cancel trunk queue ....................................................................28
Hold ........................................................................................................28
To pick up a call from hold ..............................................................29
Manual hold ...........................................................................................29
To place a call on exclusive hold manually ......................................29
To place a call on inclusive hold manually .......................................30
Transferring calls .....................................................................................30
To retrieve a transferred call ............................................................31
Other transferring options: .............................................................31
Conference calls ......................................................................................32
To establish a conference ...............................................................32
To add a new party to a conference ...............................................33
To drop the last party to join the conference .................................33
To remove a party from the conference .........................................33
To consult privately with a conference member .............................34
To return to the conference call
together with the conference member ....................................34
To exit a conference ........................................................................34
Do Not Disturb (DND) ............................................................................34
To place your telephone in Do Not Disturb mode .........................35
To cancel DND mode .....................................................................35
DND messages .......................................................................................35
To program a DND message ..........................................................35
IPicUGIss1.book Page iv Monday, January 5, 2004 4:26 PM

CONTENTS
v
To view more DND messages ........................................................35
To select a DND message ..............................................................36
To cancel your DND message ........................................................36
Forwarding calls ......................................................................................36
To program call forwarding .............................................................36
Canceling Call Forward To Me ................................................................37
To cancel Call Forward To Me ........................................................38
Speed Dial ...............................................................................................38
To speed dial an outside number ...................................................39
To program a speed dial button .....................................................39
To program a system speed dial code
(for authorized stations) ...........................................................40
emaGEN Voice Mail ................................................................................41
What is emaGEN? ..........................................................................41
Basic concepts of emaGEN .............................................................42
What can you do with emaGEN .....................................................43
Accessing emaGEN ........................................................................44
Entering your mailbox .....................................................................44
Recording your name and personal greetings ........................................46
To record your name ......................................................................46
To record your personal greetings ..................................................47
Changing your password .......................................................................48
To change your password ..............................................................48
Leaving voice mail messages ..................................................................49
To leave a message .........................................................................49
Leaving special types of messages ..................................................51
To tag a message with a special attribute ......................................52
Receiving messages ................................................................................53
Listening to your messages ............................................................53
To listen to your messages .............................................................53
Viewing the contents of your mailbox ....................................................55
To review your messages on the telephone display .......................56
Browsing through history (Call Log) ........................................................56
The Address Book ...................................................................................57
Using the Address Book .................................................................59
To make a call directly from the Address Book ...............................60
IPicUGIss1.book Page v Monday, January 5, 2004 4:26 PM

CONTENTS
vi
Creating New Contacts ..........................................................................60
To add a contact to the Address Book: ..........................................60
To update information of a contact ................................................62
To delete a contact from the Address Book ...................................63
Using the company extension list ...........................................................64
To access the Company Extension List ...........................................64
To sort the Company Extension List by name or extension ............64
To navigate through the Company Extension List ..........................64
To make a call from the Company Extension List ...........................65
Messages ................................................................................................65
Sending messages ..................................................................................65
To send a basic text message .........................................................65
To select and send a predefined message ......................................66
To view more messages ..................................................................66
To select a message ........................................................................66
To send the message to the called extension .................................66
To cancel the message process ......................................................67
Receiving messages ................................................................................67
To review your messages ................................................................67
To call the message sender .............................................................67
To delete a message .......................................................................67
Alarm ......................................................................................................67
To program an alarm time ..............................................................67
To cancel the alarm setting .............................................................68
To stop the alarm ring ....................................................................68
Telephone lock ........................................................................................68
To lock your telephone ...................................................................68
To unlock your telephone ...............................................................68
To bypass extension restrictions .............................................................69
Traveling Class of Service .................................................................69
Recording conversations .........................................................................69
To record a conversation ................................................................70
Screening incoming calls .........................................................................70
To screen your calls .........................................................................71
To reject the call ..............................................................................71
To stop screening your calls ............................................................72
IPicUGIss1.book Page vi Monday, January 5, 2004 4:26 PM

CONTENTS
vii
Message Monitoring and Call Interception .............................................72
To monitor your messages .............................................................73
To intercept the call ........................................................................73
To reject the call ..............................................................................73
To stop monitoring your calls .........................................................73
Accessing special services (Centrex or PBX) .............................................73
To access services while connected to an outside line ...................74
Advanced features ..................................................................................74
Feature codes .........................................................................................75
3. CUSTOMIZING YOUR I.PICASSO........................................... 80
Setting user preferences ..........................................................................81
Turning your i.Picasso into another extension ........................................84
To take ownership of an extension: ...............................................84
Forwarding Calls .....................................................................................85
To define forwarding calls rules from the web: ..............................86
Changing your password .......................................................................87
To change your password: .............................................................87
Information .............................................................................................87
Volumes ..................................................................................................88
To set the volume: ..........................................................................88
Sounds ....................................................................................................89
To select the tune of an incoming call:............................................89
To enable or disable the key click or touch screen sound: .............89
To calibrate your display .........................................................................90
Setting the default Speed Dial screen tab ...............................................91
The UNITe Web Portal ............................................................................92
To access the UNITe Web Portal .....................................................93
Web Interface Settings ....................................................................94
4. WORKING WITH CUSTOM APPLICATIONS .............................. 96
Custom applications ...............................................................................97
To access i.Picasso’s web applications: ...................................................97
3.1 VIP List – Selective DND ............................................................98
3.2 Conference ...............................................................................99
3.3 Page List ....................................................................................99
3.4 View News ................................................................................99
IPicUGIss1.book Page vii Monday, January 5, 2004 4:26 PM

CONTENTS
viii
5. HARDWARE ISSUES ........................................................ 100
Installing i.Picasso .................................................................................101
Unpacking and Inspection ............................................................101
Cautions .......................................................................................101
Connections .........................................................................................102
Back Panel indicators ....................................................................102
Left Side Panel ...............................................................................104
Connection to the Office Ethernet Local Area Network (LAN) .............104
To connect to the office LAN: ......................................................104
Connecting to a PC ..............................................................................105
To connect to a PC ......................................................................105
Connecting the Handset ......................................................................105
To connect the headset: ..............................................................105
Connecting the Headset ......................................................................105
Connection to a power source .............................................................106
To connect the power supply: .....................................................106
Adjusting the lateral tilt .........................................................................106
To connect the tilt adjuster ...........................................................106
Power-On Self Test ...............................................................................107
Adjusting the brightness of your i.Picasso screen .................................108
IPicUGIss1.book Page viii Monday, January 5, 2004 4:26 PM

1Introducing
i.Picasso
IPicUGIss1.book Page 0 Monday, January 5, 2004 4:26 PM

i.Picasso User Guide - Issue 1
1
READ THIS FIRST
This Guide contains information about your i.Picasso telephone. In it
you will find the following information:
SECTION CONTENTS
1Introducing i.Picasso Includes basic information about the
operating principles of your i.Picasso:
the i.Picasso buttons and light
indicators, the microphone, the
display, the meaning of the icons
and sofkeys, etc.
2Operating
instructions
Contains instructions for making,
receiving and transfering calls,
establishing conferences, getting
and leaving messages, and many
other advanced telephony
functions.
3Customizing
your i.Picasso
Explains how to tailor the i.Picasso
operation to suit your preferences,
add entries to your personal Address
Book and Personal Speed Dial List,
program memory buttons, change
your password and more.
4Working with Web
applications
Tells you about the i.Picasso’s ability
to display and operate web
applications and how to manage
them.
IPicUGIss1.book Page 1 Monday, January 5, 2004 4:26 PM

Introducing i.Picasso
2
ABOUT THE I.PICASSO IP TELEPHONE
The Telrad Connegy i.Picasso is the first fully featured and complete
IP telephone of its kind.
i .Picasso features a VGA LCD and a touch screen, high quality IP
audio, multi-line appearances and handsfree operation. Its
advanced telephone features include graphical call transfer, for-
warding and recording. Its integrated HTML capabilities allow direct
access and viewing of content from web sites.
The Telrad Connegy i .Picasso combines the power of the UNITe
business system with the latest developments in web and Internet
based communications.
CONVENTIONS USED IN THIS GUIDE
Throughout this Guide, the following conventions have been used:
Bolded capitals, as in SPEAKER, indicate an i.Picasso button.
Italic text denotes a keyboard button as on a PC, such as
Enter .
5Hardware issues Describes the main physical
components of the i.Picasso and
instructs you about connecting it to
the power and data networks, as
well as for regulating its operation.
SECTION CONTENTS
IPicUGIss1.book Page 2 Monday, January 5, 2004 4:26 PM

i.Picasso User Guide - Issue 1
3
Bolded numbers in square brackets indicate i.Picasso dialpad but-
tons, such as [1], [#].
Text inside a box indicates an i.Picasso screen textual soft button.
For example - . Icon soft buttons are either shown, as in
, or referenced in plain text.
The Letter Gothic Italic font indicates text you enter through the
dialpad or the display keyboard, as in Yes.
Text in Courier New font, as in IP Address, stands for text dis-
played on the i.Picasso screen.
Feat
IPicUGIss1.book Page 3 Monday, January 5, 2004 4:26 PM

Introducing i.Picasso
4
DESCRIPTION OF I.PICASSO
Figure 1.1 i.Picasso telephone faceplate layout
IPicUGIss1.book Page 4 Monday, January 5, 2004 4:26 PM

i.Picasso User Guide - Issue 1
5
BUTTONS
Figure 1.1, above, shows the buttons on the i .Picasso. These are
listed below:
BUTTON FUNCTION
MUTE This button disables and enables your telephone
microphone. While having a conversation, press
MUTE when you do not want to be heard by
the other party. Press MUTE again to enable the
microphone.
VOLUME Controls the volume of the currently active device.
For example, if you are listening to a voice mail
message through the speaker, pressing the
VOLUME button will affect the volume of the
speaker.
SPEAKER Turns the speaker On/Off. If you were engaged in
handsfree dialing or a handsfree conversation,
pressing SPEAKER will be the same as hanging
up.
SHOW CALLS Displays the i.Picasso Calls Screen.
TRANSFER Used to transfer the call to another extension and
to establish conference calls.
REDIAL Redials the last number that you have dialed.
HOLD Places the current call on hold.
IPicUGIss1.book Page 5 Monday, January 5, 2004 4:26 PM

Introducing i.Picasso
6
BUTTON FUNCTION
MESSAGE CENTER Press to display current voice mail and text
messages.You can press the MESSAGE
CENTER button at any time, but the telephone
must be idle for you to be able to answer
messages.
APPLICATIONS Displays your customized web applications.
ADDRESS BOOK Opens the Address Book screen.
SPEED DIAL Displays the i.Picasso All screen. [>>>> Need
a better name for this screen
<<<<]. In idle state, all four tabs (All, BLF, SPD
and FEAT) are displayed, with all their soft
buttons in reduced state (see below, page
page 1-14).
SETTINGS Displays the Configuration menu for customizing
your extension and displaying information about
it.
NAVIGATION
BUTTONS:
UP/DOWN
BACK, FWD
These buttons serve a variety of purposes:
Functions as the
PgUp and PgDn buttons on a
PC keyboard. It also scrolls along a textual
configuration screen.
Enable you to navigate between fields in
application screens.
CLEAR Erases the last digit or character that you have
typed.
IPicUGIss1.book Page 6 Monday, January 5, 2004 4:26 PM

i.Picasso User Guide - Issue 1
7
LIGHT INDICATORS
The red indicators that appear on the top of i .Picasso notify you of
the following:
OK The OK button is equivalent to the keyboard’s
Enter key on a PC.
Indicator Function
SPEAKER This green light indicates that the speaker is
on.
MUTE A green steady Mute light indicates that the
telephone speaker has been disabled. You
can activate the Mute feature, for example,
during a handsfree call; this will enable you
to talk to someone in the room without the
other party to the call hearing you.
The green Mute light starts blinking when
the i.Picasso screen goes into Standby
mode (see also “Screen Standby Mode” on
page 11).
When the Speaker and the Mute indicators
blink, this means the telephone is in Do Not
Disturb or in Follow Me state.
IPicUGIss1.book Page 7 Monday, January 5, 2004 4:26 PM

Introducing i.Picasso
8
THE i.Picasso DISPLAY
The i .Picasso display is divided into three main areas:
1. Top zone – Displays the user’s name, extension number, day of
week, date and time.
2. Main zone – Displays the currently active screen. Speed Dial is
i.Picasso’s default screen.
3. Hot zone – The hot Zone is the bottom area of the i.Picasso
display. It shows two groups of functional soft buttons. The
actual soft buttons contained in the Hot Zone depend upon
system programming.
The Hot Zone is visible at all times, independently of
which display pages shown (see below, Overlapping
pages, on page 1-15). iOnly one group of soft but-
tons is displayed at each time. You can switch between them by
pressing the More soft button. Once you press the More soft
button, the second set of Hot Zone soft buttons is displayed,
and More changes to Prev. The second Hot Zone soft button
group is displayed for about one minute, then it returns to the
Voice Mail This lets you know when you have new
text or voice mail or messages waiting for
you. The number under the icon indicates
how many new messages you have. If the
Unified Message feature is enabled in your
system, this indicator will alert you to e-mail
messages too.
More
IPicUGIss1.book Page 8 Monday, January 5, 2004 4:26 PM

i.Picasso User Guide - Issue 1
9
default state, with More and the first group of soft buttons dis-
played.
The Top Zone The Active Zone The Hot Zone
SOFT BUTTONS
Soft buttons are the software-enabled touchscreen icons that
appear on the display, in the dynamic Hot Bar. Five buttons appear
on each Hot Bar screen at any given time. Press the soft
button to display the second set of buttons.
The actual soft buttons displayed on your i.Picasso screen depend
on system programming. Your system administrator should be able
to provide more information regarding the possibilities of your i.Pic-
asso display.
More
IPicUGIss1.book Page 9 Monday, January 5, 2004 4:26 PM

Introducing i.Picasso
10
SOFT BUTTON STATE: THE COLOR PRINCIPLE
Some soft buttons on the i.Picasso screen change their background
or foreground color depending of the state of their associated func-
tion. The general principle is as follows:
• A green background or icon indicates that the associated exten-
sion/line number or feature are in use;
• A red background or icon indicates that the associated exten-
sion/number or feature cannot be activated presently, either
because it is already active, or because it cannot be accessed for
other reason.
The following soft buttons have different states:
Table 1.1: Soft button state indicators
Extension programed
in Busy Lamp Field
(BLF) soft button
Flashing red:
extension ringing.
Steady red: extension
busy
Do Not Disturb (DND) Steady red: DND
mode is On.
Flashing red: Follow
Me is activated.
Automatic redial (ARD) Green when active.
Music on Hold Green when active.
Call Record Green when active.
IPicUGIss1.book Page 10 Monday, January 5, 2004 4:26 PM