System 412 (430-0460A) Operation Faxback Doc. # 7465 CHECKING THE LINE STATUS You can check the status of each line by glancing at the line status indicators, located above each LINE button. Each indicator shows the condition of the corresponding line, as follows: Line Status Indicators Line Condition Not lighted Not in use Lighted* In use Blinking rapidly Ringing Blinking slowly On hold * When someone is using the line from another extension, the indicator lights steadily. If you are using the line yourself, the indicator blinks twice in regular intervals so that you can easily identify the line you are using. LIFTING THE HANDSET VERSUS USING THE SPEAKERPHONE You can talk with your caller either using handset or the speakerphone. The speakerphone lets you answer and place calls without lifting the handset. Whenever you press a line button, the speakerphone turns on. To change a speakerphone call to a handset call, just lift the handset. The speaker- phone feature automatically turns off. Also, you can switch back and forth from the handset to the speakerphone during a call. To activate the speakerphone when you are using the hand- set, first press SPEAKERPHONE, then replace the handset in the cradle. Note: Be sure to press SPEAKERPHONE before replacing the handset, or the call disconnects. When you use the speakerphone, simply talk in a normal tone of voice. Note that only one person can speak at a time when you use the speakerphone. The person who speaks first has priority. ADJUSTING THE SPEAKERPHONE'S VOLUME The VOLUME control on the right side of your telephone controls the sound you hear from the speaker while you are using the speakerphone. Slide it toward the back of your telephone to increase the volume, or toward the front of your telephone to decrease the volume. USING PRIVACY If you do not want the person you called to hear you (if you are talking with someone else at your location while talking on the telephone), press PRIVACY. The PRIVACY indicator lights. This turns off the microphone without ending the call. Press PRIVACY again to resume your conversation. You can still hear the other person when you have turned on PRIVACY. This is useful if you are talking on the speakerphone from a noisy area, because the noise is not picked up by the telephone when the other person is talking. MAKING A CALL 1. Check the line status indicators and press an unused line's LINE button. The speakerphone activates and you hear a dial tone. Or, lift the handset and then press a LINE button. 2. Dial a number. You can hear the line through the speakerphone. If no one answers the phone, or if you get a busy signal, press SPEAKER- PHONE to release the line. 3. When the other person answers, either pick up the handset or converse using the speakerphone. 4. When the call is over, hang up the handset or press SPEAKERPHONE to disconnect the call. USING TONE SERVICES WITH A PULSE LINE Some special services, such as alternate long-distance and bank-by-phone, require tone signals for communication. If you have pulse service, you can still use special tone services by following these steps: 1. Connect to the special service using pulse dialing. 2. When the special service answers, move the TONE/PULSE switch to TONE. 3. Follow the normal procedure for the special service you are using. Any additional numbers you dial are sent as touch-tone. 4. When you complete your call, move the TONE/PULSE switch back to PULSE, then hang up. The TONE/PULSE mode change counts as one digit in memory. ANSWERING A CALL To answer an incoming call, pick up the handset and press the line button with the rapidly blinking line status indicator. Or, press the line button without picking up the handset to use the speakerphone. If you are using a line when another line rings, your telephone reduces the ringer volume. USING HOLD You use the HOLD/TRANSFER button to place a line on hold. When you answer or make another call during a telephone conversation, use this button to place the original line on hold. Simply pressing the other line button using the HOLD/TRANSFER button disconnects the first call. For example, if you are having a conversation on Line 1 and Line 2 rings, put Line 1 on hold and take the incoming call as follows: 1. Press HOLD/TRANSFER to place the current line on hold. 2. Press LINE 2 to answer the ringing line. You can place multiple lines on hold. To return to the original call, press the line button that you placed on hold previously. The current line is released from hold. If you do not want to disconnect the current call, place it on hold, too, before pressing any LINE button. About 3 minutes after you place a call on hold, your telephone begins to sound a single tone at 15-second intervals. About 5 minutes after you place the call on hold, your telephone sounds three tones at 4-second intervals. If you leave a call on hold for more than 6 minutes, your telephone releases the line. This helps to remind you that you have placed a call on hold. You can also use the HOLD/TRANSFER button to transfer a call to another extension. See "Transferring Calls." If someone at another station picks up a call that you placed on hold, your station automatically releases its hold. USING THE * and # BUTTONS You use the * and # buttons in tone mode with some special services. Check with your telephone company or any special service, such as bank-by- phone, for the functions of these buttons. Note: The * and # buttons have no function in the pulse mode. USING THE INTERCOM Before you use the intercom, check its status indicator to be sure no one else is using the intercom. You cannot use the intercom when someone else is using it. Intercom Indicator Intercom Status Not lighted Not in use Lighted In use Blinking rapidly Someone at another extension is calling you Blinking slowly Someone is paging all stations Making an Intercom Call 1. Press INTERCOM. The speakerphone activates automatically and your telephone sounds a steady intercom tone. Or, to use the intercom with the handset, simply lift the handset and then press INTERCOM. 2. Press the number of the extension (0 to 9) you want to talk to. The called telephone's INTERCOM indicator blinks rapidly and the telephone begins to sound an intermittent intercom tone. Your telephone's intercom tone changes to intermittent. If someone else is using the intercom, or if the called extension's DND (do not disturb) feature has been activated, your telephone sounds an intercom busy signal. 3. When the person answers, either talk using the speakerphone or pick up the handset. 4. To end an intercom call press INTERCOM, SPEAKERPHONE, or hang up. Answering an Internal Call 1. When someone intercom calls your extension, the telephone sounds an intercom tone and the intercom indicator begins to blink rapidly. If you are on the phone, the telephone reduces the tone's volume. 2. To answer the intercom call, either press INTERCOM or lift the handset. 3. To release the intercom call, press INTERCOM, SPEAKERPHONE, or hang up. Paging All Stations 1. Press INTERCOM, and then press #. 2. Begin speaking. Your voice sounds from the speakers on all extensions. Note: If someone is using their telephone's speakerphone they do not hear the page. Their telephone sounds a double beep to indicate a page is in progress. 3. When you complete the announcement, either release the intercom line by pressing INTERCOM, SPEAKERPHONE, or wait until the paged person answers. To Answer a Page 1. Press INTERCOM or lift the handset. 2. When you finish your conversation, press INTERCOM, SPEAKERPHONE, or hang up. Answering a Page While Talking on the Phone You can still hear you are talking on the phone's handset. To answer a page during a telephone conversation: 1. Press HOLD/TRANSFER to put the current call on hold. 2. Press INTERCOM to answer the page. Or, if you were paged to pick up the other line, press the line button. 3. To go back to your phone call after talking to the person who paged you or to the person on the other line, press the original line button. Note: If you are using the speakerphone during a page, you hear two short tones. To hear the page, press HOLD/TRANSFER. This puts the current line on hold and enables you to hear the page through the speaker. Transferring a Call If a caller asks to speak to someone at another extension, transfer the call either using the intercom, paging, or direct transfer, depending on the situation. 1. Press HOLD/TRANSFER to place the call on hold. 2. To transfer the call: a. Using the intercom: Press INTERCOM and the extension number (0-9). When the person at the extension answers, tell the person which line to pick up. b. Using paging: If you cannot find the person at the specific extension, use paging. Press INTERCOM and # and page for the person to pick up the line. c. Directly to an extension: If someone is using the intercom line, you can transfer the call directly to the extension. In this case, press the number for the desired extension (0-9). The transfer ringer sounds on the extension telephone being called, and the line indicator of the hold line begins to double- blink. 3. If no one picks up the line, return to the line by pressing its line button. USING PAUSE Pause is used with memory or redial dialing only. In some telephone systems, you must dial an access code (9, for example) and wait for a second dial tone before you dial an outside number. When you manually dial a number, or when you store a number in memory, you can have your telephone pause anywhere during the dialing sequence. Simply press PAUSE/REDIAL at the desired location. When you redial or memory dial a number, the telephone pauses for about 2 seconds where you pressed pause. For longer pauses, press PAUSE/REDIAL more than once. (For instance, if you press PAUSE/REDIAL twice, the telephone pauses for about 4 seconds.) Each pause entry counts as one digit in memory. USING FLASH Many special telephone services require a 0.7 second switchhook signal. The FLASH button provides the electronic equivalent of a switchhook operation. You must use your telephone's FLASH button, since pressing down on the switchhook disconnects the call. For example, if you have call waiting (a special service available from some telephone companies), you can put a call on hold and take a second incoming call on the same line by pressing FLASH. Pressing FLASH again would allow you to alternate between the two calls. Neither the Flash entry nor any digits you dial after you press FLASH are stored in redial memory. You cannot store a flash entry within a memory dialing sequence. Note: If you do not subscribe to a special service that uses the switchhook signal, do not press FLASH during a call. The line might be disconnected when you press FLASH. USING REDIAL You can dial the last number called by pressing REDIAL. The redial memory holds up to 32 digits, so it saves long-distance numbers, as well as local numbers. If you dial more than 32 digits, the telephone does not store any of the digits in redial memory, because it holds the initial 32 digits only. If you redial a number that contains a pause entry, the telephone pauses for 2 seconds at the entry. If you redial a number that has a pulse-to- tone mode change, the telephone switches from pulse mode to touch-tone at that entry, pause about 2 seconds, and then continues dialing. USING AUTO REDIAL Use AUTO REDIAL to redial the last dialed number automatically until someone answers. When you press AUTO REDIAL, your telephone redials the number automatically up to ten times. With this feature, you can concentrate on your desk work without worrying about when to redial the number each time you get a busy tone or no answer. 1. After you received a busy signal or get no answer, hang up the call. 2. Press AUTO REDIAL. Your telephone automatically selects the first available line and starts dialing. The telephone turns on its speaker so you can monitor the line condition. It activates the LINE LOCK and PRIVACY as well. 3. When the person answers, pick up the handset or press PRIVACY. This cancels the auto redial function and you can start your conversation. Your telephone automatically disconnects from the line when it receives a busy signal or if no one answers at the number within 30 seconds. Your telephone dials the number again again 30 seconds later. It repeats this process ten times. To abort auto redial before someone answers the call or before your telephone completes ten redial attempts, press AUTO REDIAL again. Note: Be sure to cancel auto redial if you leave the area of your telephone. If you are not there to lift the handset when the called person answers, your telephone hangs up, and then calls again 30 seconds later. The telephone repeats this process ten times. This could be annoying to the called person and, if you are calling a long-distance number, you are changed for each call. The auto redial function cancels when you press INTERCOM or one of the other LINE buttons. Your telephone activates the privacy feature during auto redial and also activates line lock so that someone at another extension cannot accidentally break into the auto redial attempt. USING THE MEMORY DIALER Storing a Number in Memory You can store up to 20 telephone numbers in your telephone's memory. Each number can have up to 32 digits. Pressing PAUSE counts as one digit in memory. Dialing mode changes also count as one digit in memory. 1. Be sure you have set the TONE/PULSE switch to the correct position, and leave the handset in the cradle. 2. Move the NORM/STORE switch on the back of the telephone to STORE. 3. Enter the number you want to store. The telephone sounds a beep each time you press a button. Include any pause entries or dialing mode changes. 4. Press MEMORY 5. Enter a two-digit memory location number (01-20). 6. To store additional numbers, repeat Steps 3-5. 7. When you have finished storing numbers in memory, return the NORM/STORE switch to the NORM position. To delete a number from memory, follow the above steps, press PAUSE/REDIAL instead of the telephone number in step 3. When PROGRAMMING EMERGENCY NUMBERS AND/OR MAKING TEST CALLS TO EMERGENCY NUMBERS: Remain on the line and briefly explain to the dispatcher the reason for the call before you hang up. Perform such activities in the off-peak hours, such as early morning hours or late evenings. Note: If you try to enter more than 32 digits in memory, you hear a warning tone. Using the Memory Index As you store numbers in memory, make a note (person's name, for example) on the memory index next to the memory location number. The memory index is located on the pull-out card on the bottom of the telephone. Use a pencil for these entries just in case you change the numbers. Dialing a Number from Memory 1. Lift the handset or press SPEAKERPHONE, and then press a LINE button. 2. Press MEMORY. 3. Enter the two-digit memory location number for the number you wish to dial. Chain-Dialing Memory Numbers When using special services, such as alternate long-distance or bank-by- phone, you must dial the telephone number of the service and wait for the computer to answer before continuing. The length of time before the computer answers varies, so we suggest you do not use a preprogrammed pause after a service number. However, you can store the phone number of the special service in the memory location and the rest of the information, such as a long-distance number, in another memory location. Memory dial the service number first. Then, when the computer answers, memory dial the other information. We call this procedure chain-dialing. If you have pulse-dialing service, be sure to include a pulse-to-tone mode change in front of the numbers that you want to memory dial after the computer service answers. For example, if you store your long-distance carrier's number in one memory location and a long-distance number in another memory location, follow these steps to dial the number: 1. Lift the handset or press SPEAKERPHONE, and then press a LINE button. 2. Press MEMORY. Then, enter the first memory location number to dial the long-distance carrier's number. 3. When the service answers, switch from pulse mode to tone mode (if necessary), and enter your personal identification number. We recommend you do not store this number in a memory location, but you can if you wish. 4. Press MEMORY. Then, enter the second memory location number for the long-distance number. USING LINE LOCK This button allows you to prevent other extensions from interrupting (barging into) your telephone conversation. To use this feature, simply press LINE LOCK at any time during a call. If someone is monitoring the call from another extension, their extension is disconnected when you press LINE LOCK. USING DO NOT DISTURB (DND) Use the DND (do not disturb) button when you do not want to be disturbed with any incoming calls or paging. When you press DND, the DND indicator turns on and your telephone does not accept any incoming calls, including intercom calls. Also, you do not hear paging announcements or ringing lines. You can still make and receive calls and use the intercom from your telephone. To release DND, press the DND button again. The indicator turns off and you can receive calls or hear paging normally. (LB/all-08/30/94)