KWS 500. Model 3040/4040 Wireless Handset User Guide

Transcription

1 KWS 500 Model 3040/4040 Wireless Handset User Guide

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3 Quick Reference Guide KWS 500 Model 3040/4040 Wireless Handset This guide provides basic instructions for frequently used system features. Refer to the user guide for more information about these and other features. Powering the Handset On or Off To power on the handset: Press. When the handset is powered on, the symbol appears in the lower-left corner of the display indicating that the handset is connected to the server. Contact your system administrator if the symbol does not appear after powering on the handset. To power off the handset: Press for 3 seconds. Charging the Battery NOTE For correct charging, make sure the room temperature is between 32 F and 77 F (0 C and 25 C). Do not place the handset in direct sunlight. The battery has a built-in heat sensor and stops charging if the battery temperature is too high. The following are guidelines for charging the battery: Charge the battery for approximately 16 hours before using the handset for the first time. Recharge the battery when the display shows BATTERY LOW, or if the handset cannot be powered on. During normal operation, it takes approximately 3½ hours to charge the handset from fully discharged to full capacity. The LED flashes while charging and is constantly lit when fully charged. The display returns to idle mode when fully charged. To charge the battery: Place the handset in the charger. When the handset is powered on, the display shows the charging status, as shown below. Inter-Tel (Delaware), Inc. July 2007 printed in U.S. Part number

4 Replacing the Battery 1. Use a small Phillips screwdriver to unscrew the plate on the rear of the handset to access the battery compartment (Model 4040 only the Model 3040 clips on and does not have a screw holding the plate in place). 2. Remove the battery cover as shown below, and then pry the cover away from the handset. 3. Replace the battery, and then replace the battery cover. Answering Calls Model 4040 Model 3040 To answer (or hang up) a call: Press. INCOMING CALL appears while the call is active. To answer a waiting call: Hang up on the first call, and then answer the waiting call. To mute the ringer without answering the call: While the handset is on-hook, press MUTE (Mute/Unmute toggle). Transferring Calls 1. While on the call, press R. 2. Dial the extension number. 3. Do one the following: Wait for the call to be answered, announce the call, and then press to complete the transfer. Press to complete the transfer and hang up without announcing the call. Viewing Missed Calls Press <. The last call received is the first displayed. 2

5 Placing Calls WARNING Before using your handset, contact your system administrator to make sure your system is correctly configured for emergency service. To place an emergency call: Dial the appropriate emergency service number ( United States or / Europe). To place a call: Do one of the following: Press, and then dial the number to immediately place the call. Predial the number, and then press when you are ready to place the call. The icon appears until the call is disconnected. To place a call from the phone book: 1. Press > (BOOK). 2. To search for the contact, press < or > or enter the first letter of the name using the dialpad buttons. 3. Press. The icon appears until the call is disconnected. Redialing a Number To redial the last number called: 1. Press < (REDIAL) to display the Redial/CLIP stack. 2. Press < or > to search for the number. 3. Press to place the call. The icon appears until the call is disconnected. To delete a call from the redial/clip stack: 1. Press < (REDIAL) to display the redial/clip stack. 2. Press < or > to search for the number (newest to oldest). 3. Press. DELETE appears on the display. 4. Do one of the following: Press again to delete the entry. Press < or > to view DELETE ALL or STORE NO.? options. 3

6 Placing a Call on Hold While on the call, press R. You hear dial tone while the call is on hold. Press R again to return to the caller. Muting the Microphone While on an active call, press MUTE (Mute/Unmute toggle). Placing a Conference Call 1. While on the first call, press R, and then press 5 to place the first party on hold. 2. Dial the extension or external number of the second party and announce the conference. 3. Press R, and then press 5 to add the second party to the conference and place the call on hold. 4. Press R, and then press 5 to start the conference with both parties. Using Speed Dial To store a number in the speed dial list: 1. Press MENU. 2. Press < or > to go to MENU SPEED DIAL, and then press. 3. Press < or > to scroll through the list numbers ( A or 1 to 9), and then press to select the number that will be assigned to the extension or phone number (the top number displayed is the one that is selected). 4. Enter the number, and then press to confirm the entry. After storing the number, the handset returns to idle mode. To delete or edit a speed dial list entry: 1. Press MENU. 2. Press < or > to go to MENU SPEED DIAL, and then press. 3. Press < or > to scroll through the list numbers (the top number displayed is the one that is selected). 4. Press to select the number. 5. Edit or delete the number (press < to delete digits one at a time). 6. Press to save your changes. 4

7 Storing Phone Book Entries To store an entry, you must enter the number and name, and then save the entry. After storing the entry, the handset returns to idle mode. If MEMORY FULL appears, you must delete one or more numbers from the phone book to add an entry. To store a number in the phone book: 1. Do one of the following: Enter the number, and then press > (BOOK). While the handset is idle, press REDIAL. a. Press < or > to view entries, and then press to select an entry. b. Press > to go to STORE NO.? (press while DELETE<entry> is displayed to delete the entry). 2. While STORE NO.? is displayed, press. 3. While NAME: is displayed, enter the name using the dialpad buttons. See the following table for dialpad button descriptions. 4. Press to save the entry. NOTES To delete a character, press and hold < on the space or character to the right of the character you are deleting. (The cursor moves backward one space when the character is deleted.) Press > to move the cursor forward. Digits display on the fourth line. Button Uppercase Letters Lowercase Letters 1?! * / = & ( ) %?! * / = & ( ) % 2 A B C 2 Ä Å À Á Ã Æ Ç a b c 2 ä å à á ã æ ç 3 D E F 3 È É Ê Ë d e f 3 è é ê ë 4 G H I 4 Ì Í Î Ï g h i 4 ì í î ï 5 J K L 5 j k l 5 6 M N O 6 Ñ Ö Ò Ó Ô Õ Ø m n o 6 ñ ö ò ó ô õ ø 7 PQ R S 7 ß p q r s 7 ß 8 T U V 8 Ü Ù Ú Û t u v 8 ü ù ú û 9 W X Y Z 9 w x y z 9 0 [Space],. 0 : ; _ ˆ [Space],. 0 : ; _ ˆ X Switch to lowercase Switch to uppercase # E $ < > { } [ \ ] E $ < > { } [ \ ] 5

8 Accessing Your Mailbox The following instructions include Automatic Speech Recognition (ASR) spoken commands, which can be used instead of pressing the dialpad buttons if ASR is enabled for your system. Contact your system administrator for the voice mail number and password. To access your mailbox: Dial the system voice mail number, and then enter your password when prompted. If you are not prompted for your password, press X, enter your mailbox number and password, and then press # to accept the entry. Listening to Voice Mail Messages 1. Access your mailbox as described above. If Reader is enabled for your mailbox, press 1 or say Voice Mail. If Reader is not enabled for your mailbox, skip this step. 2. Select one of the following: Press 1 or say New to listen to new messages. Press 3 or say Saved to listen to saved messages. During the Message Back up Pause Move forward Save Delete Skip to end Changing Your Voice Mail Password After the Message 1 Replay 1 2 Forward 3 3 Go to previous 4 7 Go to next 6 9 Save 7 # Delete 9 1. Access your mailbox. 2. Press 4 to select the Personal Options menu. 3. Press 3 to select the Password menu. 4. Enter the new password (4 to 12 numeric digits), and then press #. 5. Press # to accept the password, or press 3 to erase and re-enter the password. 6

9 Notice This user guide is released by Inter-Tel, Inc. and provides information necessary to use KWS 500 Model 3040/4040 wireless handsets. The guide contents, which reflect current Inter-Tel standards, are subject to revision or change without notice. Some features or applications mentioned may require a future release and are not available in the initial release. Future product features and applications are subject to availability and cost. Some features or applications may require additional hardware, software, or system administrator assistance. For sales, service, or technical support, contact your local authorized Inter-Tel provider: Enter provider information above. If you have any questions or comments regarding this manual or other technical documentation, contact the Inter-Tel Technical Publications Department at: tech_pubs@inter-tel.com All product names and services mentioned in this publication are the trademarks, service marks, registered marks, or registered service marks of their respective owners. Inter-Tel and Axxess are registered trademarks of Inter-Tel, Incorporated. Polycom, Spectralink, and KIRK are registered trademarks of Polycom, Incorporated Inter-Tel (Delaware), Incorporated: Personal use of this material is permitted. However, permission to reprint/republish this material for advertising or promotional purposes or for creating new collective works for resale or redistribution to servers or lists, or to reuse any copyrighted component of this work in other works must be obtained from Inter-Tel, Incorporated.

10 Product Disposal Instructions Regulatory Information This symbol indicates that the product is classified as electrical or electronic equipment and should not be disposed of with other commercial or household waste at the end of its working life. For appropriate disposal and recycling instructions, contact your local recycling authority or Inter-Tel provider. The Waste of Electrical and Electronic Equipment (WEEE) Directive (2002/96/EC) was established by the European Union to minimize negative impact on the environment, control hazardous substances, and curtail landfill expansion by using the best available recovery and recycling techniques. FCC Regulations This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications. Operation of this equipment in a residential area is likely to cause harmful interference in which case users will be required to correct the interference at their own expense.

11 Contents GETTING STARTED Getting Started Welcome About the Handsets Feature and Dialpad Button Descriptions Charging the Battery Powering the Handset On or Off Replacing the Battery Voice Mail Setup Initializing Voice Mail Recording Personal Greetings Call and System Features Answering Calls Answering Waiting Calls Viewing Missed Calls Muting the Ringer on the Handset Forwarding Calls Placing Calls Placing Internal and External Calls Redialing a Phone Number Queuing for Subscribers Using Speed Dial Using System Speed Dial Using Call Features Placing Calls on Hold Transferring Calls Placing a Conference Call Using Directed Call Pickup Using Group Call Pickup Muting the Microphone KWS 500 Model 3040/4040 Wireless Handset User Guide iii CALL FEATURES MENU OPTIONS VOICE MAIL FEATURES TROUBLESHOOTING TIPS

12 GETTING STARTED CALL FEATURES MENU OPTIONS VOICE MAIL FEATURES Using Do-Not-Disturb (DND) Using Hunt Groups Using Automatic Call Distribution (ACD) Hunt Groups Wrapping up an ACD Hunt Group Call Requesting Agent Help Storing Phone Book Entries Using Station Messages Using Remote Feature Access Changing Your Station Password Connecting to Remote Feature Access Changing Your DND Setting with Remote Feature Access Forwarding Calls with Remote Feature Access Menu Options Profile Setup Selecting a Ringer Tone Adjusting the Ringer Volume Adjusting the Key Click Volume Enabling Vibrator Mode Enabling B-Answer Adjusting the Start Volume Enabling Out of Range Notification Using Auto Keylock Selecting a Language Changing the Backlight Setting Using Advanced Settings Other Menu Options Voice Mail Features About Voice Mail TROUBLESHOOTING TIPS iv KWS 500 Model 3040/4040 Wireless Handset User Guide

13 Mailbox Features Accessing Your Mailbox Listening to Voice Mail Messages Re-recording or Changing Your Directory Name Changing Your Voice Mail Password Changing the Message Search Order Changing Your Message Envelope Recording and Sending Voice Mail Messages Canceling Unheard Voice Mail Messages Using Special Delivery Options Recovering Deleted Voice Mail Messages Searching for a Voice Mail Contact Screening Calls Programming Remote Messaging Voice Mail Flowchart (without Reader) Reader Entering Your Password Using Main Menu Reader Count Accessing Fax Messages Voice Mail Flowchart (with Reader) Troubleshooting Tips Contact Information Troubleshooting Tips Feature Codes Service Codes Index GETTING STARTED CALL FEATURES MENU OPTIONS VOICE MAIL FEATURES KWS 500 Model 3040/4040 Wireless Handset User Guide v TROUBLESHOOTING TIPS

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15 Getting Started Welcome GETTING STARTED The instructions in this user guide are for using the KWS 500 Model 3040/4040 wireless handset on an Inter-Tel Axxess or Inter-Tel 5000 system. For handset specification and subscription information, refer to the KIRK Wireless Server (KWS) 500 Installation and Maintenance Manual (part number ).The removable Quick Reference Guide is an overview of frequently used features. This guide includes the following sections: Getting Started: An overview of the handset, how to replace or charge the handset battery, and how to initialize your voice mail account. Call and System Features: How to use handset features, such as answering and placing calls, using call features, and more. Menu Options: How to change menu settings. Voice Mail Features: How to use voice mail features, including advanced voice mail tools such as Automatic Speech Recognition (ASR) and Reader. Troubleshooting Tips: Tips to help troubleshoot possible problems. KWS 500 Model 3040/4040 Wireless Handset User Guide 1

16 GETTING STARTED About the Handsets The Model 3040 is shown below the Model 4040 is shown on page 3. See Feature and Dialpad Button Descriptions on page 4 for information about the handset buttons. Speaker Volume Up/Down buttons Display (with backlight) Right Arrow/Phone Book button Menu button Select/Mute button Left Arrow button Intercom button (not active on this model) On-/Off-Hook (power on) button Recall button Dialpad buttons Lock button Silent/Menu Number button Microphone Model KWS 500 Model 3040/4040 Wireless Handset User Guide

17 GETTING STARTED Alarm LED (Model 4040 only) Alarm button (Model 4040 only) Speaker Display (with backlight) Volume Up/Down buttons Headset connector (Model 4040 only) Right Arrow/Phone Book button Menu button Select/Mute button Left Arrow button Loudspeaker button On-/Off-Hook (power on) button Recall button Dialpad buttons Lock button Silent/Menu Number button Microphone Model 4040 KWS 500 Model 3040/4040 Wireless Handset User Guide 3

18 GETTING STARTED Feature and Dialpad Button Descriptions Feature and dialpad buttons for both models are described in the following table. Button Action Page MENU Enter or exit the menu 25 REDIAL In the menu: Moves the cursor to the left. < After entering a digit: Deletes the last digit. Long press: Deletes all digits. In idle mode: Enters the Redial menu. BOOK In the menu: Moves the cursor to the right. > After entering a digit: Stores the number in the phone book. In idle mode: Accesses the phone book. MUTE In the menu: Selects a menu option. Off-hook: Mutes the microphone. On-hook: Mutes the ringer. Long press: Turns the handset off INT (Model 4040 only) Turns loudspeaker on and off in handsfree mode. 32 R # X 0 to 9 Recalls a number (if on-hook). Activates system features. Enables on-/off-hook and powers on the handset. Activates system features. While a call is ringing: Silences the ringer. While entering characters: Enters the number (#) symbol. In Alphanumeric mode: Switches between uppercase or lowercase letters. Long press: Pauses when entering digits (-). Extra long press: Changes from pulse to dual tone multi-frequency (DTMF) a T appears on the display when changed to DTMF. Enter digits (or letters and characters in alphanumeric mode) Alarm Button (Model 4040 only) Used for system alarms or speed dialing KWS 500 Model 3040/4040 Wireless Handset User Guide

19 Charging the Battery GETTING STARTED NOTE For correct charging, make sure the room temperature is between 32 F and 77 F (0 C and 25 C). Do not place the handset in direct sunlight. The battery has a built-in heat sensor and stops charging if the battery temperature is too high. The following are guidelines for charging the battery: Charge the battery for at least 16 hours before using the handset for the first time. Recharge the battery when the display shows BATTERY LOW, or if the handset cannot be powered on. During normal operation, it takes approximately 3½ hours to charge the handset from fully discharged to full capacity. The LED flashes while charging and is constantly lit when fully charged. The display returns to idle mode when fully charged. To charge the battery: Place the handset in the charger. When the handset is powered on, the display shows the charging status, as shown below. Powering the Handset On or Off Make sure you have read the previous section, Charging the Battery before powering on the handset for the first time. To power on the handset: Press. When the handset is powered on, the symbol appears in the lower-left corner of the display, indicating that the handset is connected to the server. Contact your system administrator if the symbol does not appear. NOTE To power off the handset: Press for 3 seconds. When the handset has been outside the coverage area, it can take up to 30 seconds for the handset to reconnect to the system after reentering the coverage area. KWS 500 Model 3040/4040 Wireless Handset User Guide 5

20 GETTING STARTED Replacing the Battery The battery is preinstalled in the handset, but you may need to replace it when it can no longer be charged. Contact your system administrator for a replacement battery. To replace the battery: 1. Use a small Phillips screwdriver to unscrew the plate on the rear of the handset to access the battery compartment (Model 4040 only the Model 3040 clips on and does not have a screw holding the plate in place). 2. Remove the battery cover as shown below, and then pry the cover away from the handset. Model 4040 Model Replace the battery, and then replace the battery cover. 6 KWS 500 Model 3040/4040 Wireless Handset User Guide

21 Voice Mail Setup This section explains how to set up your voice mailbox. After setting up your voice mailbox, see Voice Mail Features on page 35 for more information on using system voice mail features. The following voice mail instructions include Automatic Speech Recognition (ASR) voice commands, which can be used instead of pressing the dialpad buttons if ASR is enabled for your system (see page 35). GETTING STARTED Initializing Voice Mail If necessary, contact your voice mail administrator for the voice mail extension number and your voice mail password. To initialize your voice mail account: NOTE Press # during any voice mail operation to advance to the next step. Press X to return to the previous menu. 1. Dial the voice mail extension number, and then press X. 2. Enter your system-generated voice mail password, and then press #. 3. Do one of the following: If you want a password, enter a new password using dialpad buttons 0 to 9 (up to 12 digits), and then press #. If you do not want a password, say Skip or press #. 4. Press # or say Accept to accept the entry, or press 3 or say Erase to erase and re-enter your password. After accepting the new password, the system prompts you to record your directory name. 5. After the tone, record your first and last name for the directory. When prompted, select one of the following options: Press # or say Accept to accept the name. Press 1 or say Replay to replay the recorded name. Press 2 or say Append to add to your name. Press 3 or say Re-record to erase and re-record your name. See page 37 to re-record or change your directory name. After recording your name, the system plays a message that introduces you to voice mail system features. To skip the introduction, press # or say Skip. KWS 500 Model 3040/4040 Wireless Handset User Guide 7

22 GETTING STARTED Recording Personal Greetings Your personal greeting informs callers why they have reached your voice mailbox, so you may include some or all of the following information: Whether you are in the office and where you can be reached. When you will be returning calls. How to exit voice mail (for callers who do not want to leave a message). For example, Press 0 to return to the operator. The following are sample greetings to help you plan your message: Hello, this is. I am either on another line or away from my desk and cannot take your call at this time. If you need to speak to someone immediately, please dial zero now. Otherwise, leave a detailed message, and I will return your call as soon as possible. Thank you. Hello, this is. I will be away from the office from day/date until day/date. If you need to speak to someone immediately, please dial zero now. Otherwise, leave a detailed message, and I will return your call when I return. Thank you. If you do not record a greeting, a default system greeting is used. To record or change your personal greeting: 1. Access your mailbox (see page 36). 2. Press 4 or say Personal to select the Personal Options menu. 3. Press 1 or say Greeting to record or change your personal greeting. 4. Select one of the following: Press 1 or say Primary to record and/or enable your primary greeting. Press 2 or say Alternate to record and/or enable your alternate greeting. Press 3 or say System to enable the system default mailbox greeting. If you selected the system greeting option, hang up. If you already have a primary or alternate greeting, it is played when you select primary or alternate. If you selected the primary or alternate greeting option, record your greeting when prompted and press # to end the recording. 5. Do one of the following: Press # or say Accept to accept the greeting. Press 1 or say Replay to replay the greeting. Press 2 or say Append to add to the greeting. Press 3 or say Erase to erase and re-record the greeting. Press X or say Cancel to exit without changing your greeting. 8 KWS 500 Model 3040/4040 Wireless Handset User Guide

23 Call and System Features Call and system features include the following: Answering Calls on page 9 Placing Calls on page 12 Using Call Features on page 15 Using Hunt Groups on page 18 Storing Phone Book Entries on page 20 Using Station Messages on page 21 Using Remote Feature Access on page 22 Answering Calls CALL AND SYSTEM FEATURES When an incoming call is ringing, the LED flashes quickly, and the Caller ID information (if available) appears. To answer (or hang up) a call: Press. INCOMING CALL appears while the call is active. Answering Waiting Calls If you receive a call while on another call, you hear a call-waiting tone through your handset, and the Caller ID (CLIP) information (if available) appears. To answer a waiting call: Hang up on the first call, and then answer the waiting call. Viewing Missed Calls If you miss a call, the LED flashes slowly (Model 4040 only), and MISSED CALL appears. MISSED CALL To view a missed call: Press <. The last call received is the first displayed. Press to place the call. KWS 500 Model 3040/4040 Wireless Handset User Guide 9

24 Muting the Ringer on the Handset You can mute the ringer on the handset. To mute the ringer: While a call is ringing, press MUTE display.. The ringer is muted and is indicated on the CALL AND SYSTEM FEATURES Forwarding Calls RINGER MUTED You can use the following features to forward calls: Call Forward: Forward calls to another extension or external number based on preset conditions. See Using Call Forward below. Automatic System Forwarding: Forward calls based on system administrator conditions. See Using Automatic System Forwarding on page 11. Using Call Forward You can use the Call Forward feature to designate where calls are forwarded based on preset conditions. See the following table for descriptions. Call Forward Feature Condition Description Feature Code Call Forward All Calls All incoming calls are forwarded. Call Forward If No Answer Call Forward If Busy Call Forward If No Answer or Busy All incoming calls are forwarded if they are not answered before a timer expires. The timer is set by your system administrator. When your handset is busy, all incoming calls are forwarded. All incoming calls are forwarded if you do not answer or if you ar busy To forward calls: 1. Press, and then press R. 2. Enter the feature code from the previous table. 3. Dial an extension or external number, and then hang up. 10 KWS 500 Model 3040/4040 Wireless Handset User Guide

25 To cancel any call forward request: 1. Press, and then press R. 2. Enter Hang up. Using Automatic System Forwarding Your system administrator can route calls based on the type of call and the status of your handset. You cannot program how calls are routed, but you can enable or disable this feature on your handset. Contact your system administrator for more information. To enable or disable System Forwarding: 1. Press, and then press R. 2. Press CALL AND SYSTEM FEATURES KWS 500 Model 3040/4040 Wireless Handset User Guide 11

26 Placing Calls The following instructions are for placing internal, external, and emergency calls. Placing Internal and External Calls CALL AND SYSTEM FEATURES WARNING Before using your handset, contact your system administrator to make sure your system is correctly configured for emergency service. To place an emergency call: Dial the appropriate emergency service number ( United States or / Europe). To place a call: NOTE Press X for approximately 3 seconds to pause while entering digits. Do one of the following: Press, and then dial the number to immediately place the call. Predial the number, and then press when you are ready to place the call. The icon appears until the call is disconnected. To place a call from the phone book: 1. Press (BOOK). 2. To search for the contact, press < or >, or enter the first letter of the name using the dialpad buttons. 3. Press. The icon appears until the call is disconnected. Redialing a Phone Number The Redial/CLIP (Calling Line Identification Presentation) stack is a record of recent placed and received calls. When you use the Redial feature, both types of calls appear in the list. Placed calls are indicated with REDIAL on the display. CLIP calls display the name of the caller, and the LED (Model 4040 only) is lit. To redial the last number called: 1. Press < (REDIAL) to display the Redial/CLIP stack. 2. Press < or > to search for the number. 3. Press to place the call. The icon appears until the call is disconnected. 12 KWS 500 Model 3040/4040 Wireless Handset User Guide

27 To delete a call from the redial/clip stack: 1. Press < (REDIAL) to display the redial/clip stack. 2. Press < or > to search for the number (newest to oldest). 3. Press. DELETE appears on the display. Press < or > to view the DELETE ALL or STORE NO.? options. See Storing Phone Book Entries on page 20 for instructions to save redial/clip stack entries in the phone book. 4. Press again to delete the entry. Queuing for Subscribers If a called extension is busy, queuing for the subscriber notifies you with a callback when the subscriber is available for calls. To queue for the subscriber: 1. While on the call, press R. 2. Press Enter the extension number, and then hang up. To cancel the queue before your handset rings: 1. Press, and then press R. 2. Press 6, and then hang up. CALL AND SYSTEM FEATURES Using Speed Dial You can store and dial speed dial numbers from handset. NOTE To use speed dial, you must set the long key setting to SPEED DIAL (see Using Advanced Settings on page 32). To place a call from the speed dial list: Do one of the following: Press and hold the speed dial number ( A or 1 to 9) for approximately 3 seconds. The icon appears until the call is disconnected. Press the Alarm button (Model 4040 only). The icon appears until the call is disconnected. NOTE The Alarm button is available on the Model 4040 only. Pressing the Alarm buttons dials the number assigned to the letter A in the speed dial directory. KWS 500 Model 3040/4040 Wireless Handset User Guide 13

28 To store a number in the speed dial list: 1. Press MENU. 2. Press < or > to go to MENU SPEED DIAL, and then press. MENU SPEED DIAL CALL AND SYSTEM FEATURES 3. Press < or > to scroll through the list numbers, and then press to select the number that will be assigned to the extension or phone number (the top number displayed is the one that is selected). 4. Enter the number, and then press to confirm the entry. After storing the number, the handset returns to idle mode. To delete or edit a speed dial list entry: 1. Press MENU. 2. Press < or > to go to MENU SPEED DIAL, and then press. MENU SPEED DIAL 3. Press < or > to scroll through the list numbers (the top number displayed is the one that is selected). 4. Press to select the number. 5. Edit or delete the number (press < to delete one digit at a time). 6. Press to save your changes. Using System Speed Dial Your system administrator can store several speed dial numbers in system speed dial locations. Contact your system administrator for System speed-dial location codes. To dial System speed-dial numbers: 1. Press, and then press R. 2. Press Enter the location code. 14 KWS 500 Model 3040/4040 Wireless Handset User Guide

29 Using Call Features You can use the following features while on a call. Placing Calls on Hold You can place active calls on hold. To place a call on hold: While on the call, press Press R again to return to the caller. Transferring Calls R. You hear dial tone while the call is on hold. You can transfer calls to other subscribers. To transfer a call: 1. While on the call, press R. 2. Dial the extension number. 3. Do one the following: Wait for the call to be answered, announce the call, and then press to complete the transfer. Press to complete the transfer and hang up without announcing the call. CALL AND SYSTEM FEATURES Placing a Conference Call You can place a conference call with two other parties. To place a conference call: 1. While on the first call, press R, and then press 5 to place the first party on hold. 2. Dial the extension or external number of the second party and announce the conference. 3. Press R, and then press 5 to add the second party to the conference and place the call on hold. 4. Press R, and then press 5 to start the conference with both parties. KWS 500 Model 3040/4040 Wireless Handset User Guide 15

30 Using Directed Call Pickup You can use Directed Call Pickup to answer a call that is ringing or holding on another handset or endpoint (reverse transfer). For example, if you receive a call, but you are away from your desk, you can answer the call from your handset. CALL AND SYSTEM FEATURES To use Directed Call Pickup: 1. While the call is ringing or holding, press R, and then press Enter the extension number where the call is ringing or holding, and then press.you are connected to the caller. Using Group Call Pickup A call group is a group of subscribers who can answer ringing or holding calls for any other member of the call group using their own extension. Calls are answered based on the order they are received (first in, first answered). Contact your system administrator for call group extensions. To use Group Call Pickup: While a call is ringing for any member of the call group, press call group number. The first call received is answered. 4, and then enter the Muting the Microphone You can mute your microphone to prevent other parties from hearing you. To mute/unmute your microphone: While on an active call, press MUTE the microphone is muted. (Mute/Unmute toggle). The display indicates MIC. MUTED 16 KWS 500 Model 3040/4040 Wireless Handset User Guide

31 Using Do-Not-Disturb (DND) You can use Do-Not-Disturb (DND) to stop all calls to your handset (except queue callbacks, recalls, and direct ring-in calls). When others call your handset, they hear a repeating signal of four fast tones, and, if they have a display endpoint, they see the DND message you have selected. NOTE DND messages from other subscribers do not display on Model 3040/4040 handsets. There are 20 different default DND messages. The following table includes default DND messages. If your system administrator changes the default messages, record the new messages in the spaces provided. Default Message New Message Default Message New Message 01 DO-NOT-DISTURB 11 OUT OF TOWN TIL CALL AND SYSTEM FEATURES 02 LEAVE A MESSAGE 12 OUT OF OFFICE 03 IN MEETING UNTIL 13 OUT UNTIL 04 IN MEETING 14 WITH A CLIENT 05 ON VACATION/ HOLIDAY TIL 06 ON VACATION/ HOLIDAY 15 WITH A GUEST 16 UNAVAILABLE 07 CALL ME AT 17 IN CONFERENCE 08 AT THE DOCTOR 18 AWAY FROM DESK 09 ON A TRIP 19 GONE HOME 10 ON BREAK 20 OUT TO LUNCH To enable or disable DND: 1. Press, and then press R. 2. Press (DND toggle). 3. Enter the two-digit message number (01 20) from the previous table. 4. Hang up. KWS 500 Model 3040/4040 Wireless Handset User Guide 17

32 Using Hunt Groups Your system may be programmed for hunt groups. Hunt group members share a common extension number in addition to having individual extension numbers. This allows someone to call anyone in the group (using the common extension) or a specific member (using the individual extension). CALL AND SYSTEM FEATURES If you are a hunt group member, you can enable or disable hunt group calls to your extension. To enable or disable hunt group calls: 1. Press, and then press R. 2. Press (Hunt Group Calls enable/disable toggle). Using Automatic Call Distribution (ACD) Hunt Groups Automatic Call Distribution (ACD) hunt groups equally share calls among available members. ACD hunt group members are referred to as agents. Agents log on to the ACD hunt group to receive calls and log off to stop ACD hunt group calls. Agents can log in to or out of the ACD hunt group at any time. When you are logged in, you receive hunt group calls. When you are logged out, you do not receive calls. IMPORTANT You do not receive confirmation on the handset when you log in to or log out of hunt groups. To log in to a hunt group: 1. Press, and then press R. 2. Press Do one of the following: Enter the ACD hunt group number. Press # to log in to all of your ACD hunt groups at one time. 4. Do one of the following: If an Agent ID is required, enter your Agent ID. If an Agent ID is not required, press #. To log in to or out of all of your ACD hunt groups at one time: 1. Press, and then press R. 2. Press (log in/log out toggle). To log out of one ACD hunt group: 1. Press, and then press R. 2. Press If you were logged in to more than one hunt group, dial the extension number of the desired ACD hunt group. 3. Hang up. 18 KWS 500 Model 3040/4040 Wireless Handset User Guide

33 Wrapping up an ACD Hunt Group Call A wrap-up timer starts each time you end an ACD hunt group call. You will not receive another hunt group call until the timer expires, but you can still receive other non-hunt group calls or transfers. You can end the wrap-up period before the timer expires. To end the wrap-up period before the timer expires: 1. Press, and then press R. 2. Press Requesting Agent Help Your system may be programmed to support the Agent Help feature, which allows you to request help from a designated Agent Help Extension (usually your supervisor) during a call. When your request call rings at the Agent Help Extension, the supervisor can join the call or reject the request. To use the Agent Help feature: 1. Press, and then press R. 1. Press Enter the Agent Help extension number, if required. (The number may be preprogrammed.) CALL AND SYSTEM FEATURES KWS 500 Model 3040/4040 Wireless Handset User Guide 19

34 Storing Phone Book Entries You can store numbers as phone book entries for easy access and dialing. See Placing Internal and External Calls on page 12 for instructions to place calls from the phone book. To store an entry, you must enter the number and name, and then save the entry. After storing the entry, the handset returns to idle mode. If MEMORY FULL appears, you must delete one or more numbers from the phone book before you can add an entry. CALL AND SYSTEM FEATURES To store a number in the phone book: 1. Do one of the following: Enter the number, and then press > (BOOK). While the handset is idle, press REDIAL. a. Press < or > to view entries, and then press to select an entry. b. Press > to go to STORE NO.? (press while DELETE<entry> is displayed to delete the entry). 2. While STORE NO.? is displayed, press. 3. While NAME: is displayed, enter the name using the dialpad buttons. See the following table for dialpad button descriptions. 4. Press to save the entry. NOTES To delete a character, press and hold < on the space or character to the right of the character you are deleting. (The cursor moves backward one space when the character is deleted.) Press > to move the cursor forward. Digits display on the fourth line. Some characters do not display on the Model Button Uppercase Letters Lowercase Letters 1?! * / = & ( ) %?! * / = & ( ) % 2 A B C 2 Ä Å À Á Ã Æ Ç a b c 2 ä å à á ã æ ç 3 D E F 3 È É Ê Ë d e f 3 è é ê ë 4 G H I 4 Ì Í Î Ï g h i 4 ì í î ï 5 J K L 5 j k l 5 6 M N O 6 Ñ Ö Ò Ó Ô Õ Ø m n o 6 ñ ö ò ó ô õ ø 7 PQ R S 7 ß p q r s 7 ß 8 T U V 8 Ü Ù Ú Û t u v 8 ü ù ú û 9 W X Y Z 9 w x y z 9 0 [Space],. 0 : ; _ ˆ [Space],. 0 : ; _ ˆ X Switch to lowercase Switch to uppercase # E $ < > { } [ \ ] E $ < > { } [ \ ] 20 KWS 500 Model 3040/4040 Wireless Handset User Guide

35 Using Station Messages When you leave a station message, the subscriber receiving the message hears six short (stutter) tones when the handset is off-hook, indicating a waiting message. NOTES Station message extension numbers are not displayed on the Model 3040/ If you receive a station message on your Model 3040/4040, you will not know who left the message until you reply to the message. Station messages extension numbers appear only if the subscriber has a desk endpoint with a display. To leave a station message: 1. While on an intercom call, press, and then press R. 2. Press Do one of the following: Hang up. When the party replies to the message, a call is placed to your handset. Wait for the subscriber s message center (for example, voice mail) to answer, leave your message, and then hang up. When the party replies to the message, a call is automatically placed to the message center instead of your handset. To cancel a sent station message: 1. Press, and then press R. 2. Press Enter the extension number where you left the message. 4. Hang up. To delete a waiting station message: 1. Press, and then press R. 2. Press Hang up. To reply to a station message: 1. If a message is indicated, press, and then press R. 2. Press A call is placed to the person who left the message. CALL AND SYSTEM FEATURES KWS 500 Model 3040/4040 Wireless Handset User Guide 21

36 Using Remote Feature Access Remote Feature Access allows you to access DND and Call Forward features from another extension or external phone. You may be required to enter a password to use the feature. The password is usually your extension number by default. If necessary, contact your system administrator for your password. CALL AND SYSTEM FEATURES Changing Your Station Password You can change your station password. To change your station password: 1. Press, and then press R. 2. Press Enter the new password, and then press #. Connecting to Remote Feature Access You must connect to Remote Feature Access before you can access system features from another location. To connect to Remote Feature Access: 1. Do one of the following: Use any system endpoint or wireless handset. From an external phone, call your Direct Inward System Access (DISA) number provided by your system administrator. If required, enter your password. 2. Do one of the following: If you are using another system endpoint (not a Model 3040/4040 handset), press If you are using a Model 3040/4040 handset: a. Press, and then press R. b. Press If you are using an external phone: Press and release the receiver button (hookflash), and then press Enter your extension number. 4. Enter your station password (this is usually your extension number by default), and then press #. 5. Enter the new password again for verification, followed by #. 22 KWS 500 Model 3040/4040 Wireless Handset User Guide

37 Changing Your DND Setting with Remote Feature Access You can use Remote Feature Access to change your DND setting. See Using Do-Not- Disturb (DND) on page 17 for more information about using DND. To use Remote Feature Access to change your DND setting: 1. Connect to Remote Feature Access. See Connecting to Remote Feature Access on page Do one of the following: If you are using another system endpoint (not a Model 3040/4040 handset), press (DND toggle). If you are using a Model 3040/4040 handset: a. Press, and then press R. b. press (DND toggle). If you are using an external phone: a. Press and release the receiver button (hookflash). b. Press (DND toggle). 3. Enter the DND message number (01 20), and then hang up. CALL AND SYSTEM FEATURES Forwarding Calls with Remote Feature Access You can use Remote Feature Access to change Call Forward settings. To use Remote Feature Access to change Call Forward settings: 1. Connect to Remote Feature Access. See Connecting to Remote Feature Access on page Do one of the following (see Forwarding Calls on page 10 for feature code descriptions): If you are using another system endpoint (not a Model 3040/4040 handset), enter a Call Forward feature code. If you are using a Model 3040/4040 handset: a. Press, and then press R. b. Enter a Call Forward feature code. If you are using an external phone: a. Press and release the receiver button (hookflash). b. Enter a Call Forward feature code. 3. Enter an extension number or an external line access code followed by a telephone number, and then hang up. KWS 500 Model 3040/4040 Wireless Handset User Guide 23

38 CALL AND SYSTEM FEATURES To turn off Call Forward: 1. Connect to Remote Feature Access. See Connecting to Remote Feature Access on page Do one of the following: If you are using another system endpoint (not a Model 3040/4040 handset), press 3 5 5, and then hang up. If you are using a Model 3040/4040 handset: a. Press, and then press R. b. Press 3 5 5, and then hang up. If you are using an external phone: a. Press and release the receiver button (hookflash), and then. b. Press 3 5 5, and then hang up. 24 KWS 500 Model 3040/4040 Wireless Handset User Guide

39 Menu Options This section describes how to modify menu feature options. NOTE While in the menu, you may see settings that are not covered in this guide (for example, subscription and registration settings). These settings are used by the system administrator when provisioning the handset on the system. For more information about these settings, contact your system administrator or refer to the KIRK Wireless Server (KWS) 500 Installation and Maintenance Manual (part number ). To enter or exit the menu: 1. Press the MENU button. 2. Do the following to select or clear menu options: Press to select a menu option or to go to the next option level. After reaching the last option level, pressing returns you to the previous option level. Press MENU to clear the current entry and exit the menu. Profile Setup Profile Setup options include: Ringer tone: Select from nine available ring tones (see page 26). Ringer volume: Adjust the handset speaker volume setting (see page 26). Key click: Adjust key click volume settings (see page 27). Vibrator (Model 4040 only): Enable silent mode (see page 27). B-Answer: Enable handsfree mode (see page 28). Start volume: Start volume control (see page 29). Out of range: Indicates when you are moving out of range of the base station (see page 29). Auto keylock: When enabled, automatically locks the buttons after 30 seconds (see page 30). Language: Select a language for displaying text (see page 31). Backlight: Adjust backlight settings (see page 31). Advanced: Adjust advanced settings (see page 32). MENU OPTIONS KWS 500 Model 3040/4040 Wireless Handset User Guide 25

40 Selecting a Ringer Tone You can select a ringer tone from nine available on the handset. To select a ringer tone: 1. Press MENU, and then press on PROFILE SET UP. PROFILE SET UP 2. Press or to go to SET PROFILE RINGER TONE, and then press. SET PROFILE RINGER TONE MENU OPTIONS 3. Press or to scroll through the ringer tones. 4. Press to save the setting. Adjusting the Ringer Volume You can adjust the ringer volume on the handset. To adjust the ringer volume: 1. Press MENU, and then press on PROFILE SET UP. PROFILE SET UP 2. Press or to go to SET PROFILE RINGER VOL., and then press. SET PROFILE RINGER VOL. 3. Press or to adjust the volume. 4. Press to save the setting. 26 KWS 500 Model 3040/4040 Wireless Handset User Guide