Aastra Telecom 1600IP manual Learn about the Media device Office

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Office 1600IP

Before you get started

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You use toolbar to activate a forwarding destination (see "Forward call (call forwar- ding)", Page 42) or open additional views of Office 1600/1600IP:

•Contacts opens your phone book (see "Maintain contacts", Page 63)

•Group opens key fields for Number keys, Team keys and Function keys (see "Use number keys", Page 45, "Use team keys", Page 47 and "Use function keys", Page 50). If you belong to workgroups, you also see the other group mem- bers and their current status here (see "Call within the group", Page 69). The keys used most frequently can be dragged from the group field into the desktop.

•Journal opens the log in which all incoming and outgoing calls and text mes- sages are entered (see "Learn about the journal", Page 33). If you belong to workgroups, you can also open and edit work tickets here (see "Call within the group", Page 69).

Learn about the Media device (Office 1600)

Your system administrator has coupled your Office 1600 softphone with a corded or mobile hardphone from the Office family. This means that calls are signalled acoustically on this device and that you can use the device as a receiver/speaker system.

You can initiate and answer your calls either on the PC using the mouse or key- board or with the hardphone.

While this User’s Guide describes the procedure for handling calls on the PC, it applies accordingly for the coupled hardphone, too. If you have questions about the operation of the hardphone, please refer to the relevant User’s Guide. The Guide can be downloaded from the internet from the Ascom Docfinder.

Familiarizing yourself with the media device (Office 1600IP)

Your system administrator has fitted your PC containing Office 1600IP with a media device. This could be a telephone handset, headset, or a Bluetooth device.

Depending on the type of system, operation of your Office 1600IP may differ slightly from these instructions. Ask your system administrator to explain the correct oper- ation in each case.

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Contents Ascotel IntelliGate Telecommunication Systems Make advanced media settings ContentSecurity information PurposeFunctional scope Availability Additional equipmentExclusion of liability Topics overview Before you get startedFlexible use of Office 1600/1600IP Use Office 1600/1600IP on an individual workstation Use of Office 1600/1600IP as a group tool Use Office 1600/1600IP on multiple workstations Use Office 1600IP on a portable PC Starting Office 1600/1600IP Operating Office 1600/1600IPLearn about the graphical user interface Familiarizing yourself with the media device Office 1600IP Learn about the Media device OfficeLearn about Operation keys/Foxkeys Key combination Learn about key combinationsSituation ActionAction Last-number redial selection list is opened Customise the phone to meet your needs Customise the phone to meet yourNeeds Change PIN Make general settingsDetermine view behaviour Open on startupChange user language Enter address of Internet phone bookEnter own email address Set volume Make media settings Office 1600IP onlySelect voice reproduction Select ring devicesMake media stack settings Make advanced media settings Office 1600IP onlyDeactivate Automatic Configuration Select bandwidth areaSet tones and melodies Office 1600IP only Activate / deactivate greeting Setting up the voice mailboxPlaying back a personal greeting Record personal greetingTelephony made simple You are receiving a call Suppress ringing signal discrete ringing Office 1600IP onlyEnd a call Adjust volume of voice reproduction Office 1600IP onlySave the callers name and call number Dial with the call number You want to place a callYour Office 1600/1600IP is idle See Maintain contacts, Dial from the phone book contactsDial from an external phone book See Make general settings,Dial from the journal Dial with a number keyRespond to unanswered calls Journal pushbuttonUnanswered calls and messages Office 1600IP Telephony made simple You want to place a call Set the call volume Office 1600IP only During the callMicrophone on/off Office 1600IP only Open listening mode Office 1600IP only Learn about the journal Understand journal entriesMeaning Double click entry Save a journal entry as private contact Sort journal entriesDelete journal entries manually Retain journal entriesUse the phone like a professional Use convenience functions Request a callbackAnswer callback request Reply or reject call waiting Send a call waiting signal to a subscriberUse functions during a call Enquiry calls during a callBroker between the enquiring party and the call party Transfer a call party without prior notification Transfer a call party with prior notificationMake a conference call Forward call call forwarding Manage absenceTake back call forwarding Provide information for initiator of call forwardingEnter your call log and click Send a message in the toolbar Deflect a call during the calling phase Activate/deactivate Dtmf mode tone selectionReject a call during the calling phase Cope with special situationsDefine and assign number keys Use number keysDelete number key Define and assign team keys Use team keysSymbol Status Delete team keyUnderstand team key status Pick up call for team partner Call team partnerDefine and assign function keys Use function keysUnderstand functions FunctionProperty Mcid Delete function key Use function keyAppointment reminder call Use function codesForward calls CFU Use the phone like a professionalFunction # procedure Function # procedure User group UG Use text messages Send text messages Use text messagesSend text messages to subscribers Send text messages as email Receive text messages Receive text messagesReply to text messages Forward text messagesRead unread text messages Maintain contacts Maintain contacts Create a new contactCreate a new contact Enter personal detailsEnter the address Enter phone numbers, email, and URLClick Address Save a private contact Edit a contact Edit a contactDelete a private contact External phone book Call within the group Member in a workgroup Call within the groupLog into a workgroup Understand call distribution Open the group overview busy lamp keyAnswer calls Activate / deactivate break Finish wrap up timeLog out of workgroup Dial from a workgroupEnter phone calls Create new ticketClick New work ticket Add call log to existing work ticket Create workgroup Manage workgroupsSetting Workgroup settingsMonitor status and log members in/out ExplanationDelete work ticket Index Office 1600IP