Aastra Business Communication Solution Aastra 5380/5380ip User’s Guide Supported platforms: Aastra 415 Aastra 430 Aastra 470 This user's guide describes the functions, the configuration, and the use of the Aastra 5380/5380ip. eud-1282/1.0 – R1.0 – 12.
Operating and display elements Operating elements 67 1 WE 23 8 2 18 18 17 17 16:58 Aug Week 34 Office 80IP Menu 10 11 12 13 14 15 16 9 [a] 3 4 5 1 Display • In the upper area: status display with symbols. • In the middle area: current displays on the telephone traffic. • In the lower area: display of the available Foxkey functions. 2 Indicator LED • Left LED flashes: Call. • Right LED is lit: Voice mail, message, or callback. 3 Alpha keyboard Enter letters.
Operating and display elements 6 Navigation key • Upward: Resetting Activated features. • To the right: Opens the Menu. • Downward: Opens Settings. • General: Scrolls forwards/backwards in the menu, navigates lists. 7 Correction key Deletes the last character or goes back one step in the menu. 8 Foxkey Executes displayed function using the key. Foxkeys can be freely configured. 9 Volume/cursor keys Adjusts volume. 10 Absence key with LED Preconfigured as presence menu.
Operating and display elements 16 End key • Ends a call. • Exits input without saving and goes back to the idle state. 17 Configurable keys/ line keys with LED on expansion key moduleAastra M530 (optional) Freely configurable as number, function or Team key: • Number key with two storage locations: Press once for first call number, presse twice for second call number (only Aastra M530). • Function key: Activate / deactivate function. • Team key: Call or pick up a call.
Operating and display elements Display symbols Status information Detailed information available Other Foxkeys available (Foxkey) Search mode Function activated Entries in call list New text messages Forwarding activated Call Forwarding on No Reply activated New voice mail • Voice mail retrieved • Voice mail greeting with possibility to leave a voice message Voice mail greeting without possibility to leave a voice message Hi-Q™ during a call (enhanced audio quality) (only Aastra 5380ip) Data and
Operating and display elements Presence state Available (default) Absent Meeting Busy Not available Display symbols Aastra M535 Expansion key module 6 Business number Private number Mobile number Line key eud-1282/1.0 – R1.0 – 12.
Product information Safety information Failure to observe this information can be hazardous and infringe existing laws. Connections Always plug the phone cable connectors into the appropriate sockets. Do not modify the connections in any way. Mains power Use the original power supply only. Connect the power supply only to power sources that conform to the indications on the power supply. The device will be inoperable when mains power of the communications system fails.
Product information Disposal Be sure to dispose of your device, batteries and its packaging in an environmentally compatible way. Electrical equipment does not belong in domestic waste. Deposit it at a return centre. Accessories Use original accessories or specifically approved accessories only. The use of other accessories may decrease performance or pose a risk to your health or safety. User information Document portal: www.aastra.
Product information Purpose and function This product is part of the Aastra 400 communication solution. Aastra 400 is an open, modular and comprehensive communication solution for the business sector with several communication servers of different output and expansion capacity, a comprehensive telephone portfolio and a multitude of expansions.
Product information Protection against listening in and recording The Aastra 400 communication solution comprises features which allow calls to be monitored and recorded without the call parties noticing. Please note that these features can only be used in compliance with national data protection provisions. Exclusion of Liability All parts and components of the Aastra 400 communication solution are manufactured in accordance with ISO 9001 quality guidelines.
Content Operating and display elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 2 Product information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Dialling and phoning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Operator console. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Information on the operator console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .100 Setting the operator console. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .103 Using an operator console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Dialling and phoning The following sections explain how to make phone calls simply and the functions your phone offers you whenever you receive a call. Answering calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Making calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 eud-1282/1.0 – R1.0 – 12.
Dialling and phoning Answering calls This section explains the procedure for answering a call. Answering a call Your phone is ringing and the indicator LED is flashing. To answer the call, proceed as follows. Pick up the handset. Note: If the caller's phone number is received, it is shown on the display. If the phone number is stored in the private phone book or in the system, the display also shows the corresponding name. Hands-free operation: Press the Call key or Loudspeaker key.
Dialling and phoning Ending a call You want to end the call. After the call the call duration is indicated. Call charges are also displayed after any external call which you initiated, provided your provider supports this function. Put the handset on-hook. Ending a call in hands-free mode: Press the End key or Loudspeaker key. Notes: • To disconnect the call, simply replace the handset. • To find out how to make phone calls with the headset, refer to the Chapter "Using a headset", page 19.
Dialling and phoning Making calls This section explains the different ways you can make a call with your phone. Dialling with the phone number You want to call someone and key in that person's phone number. With call preparation you can enter a phone number without it being dialled automatically, so you have time to check the number and, if necessary, correct it. The number is not dialled until you go off-hook, for example by picking up the handset.
Dialling and phoning Dialling with redial You want to call a person you have already called. In the last-number redial list your phone automatically stores the phone numbers of the persons you have already called, complete with their names, where available. You can now call the person in question using this last-number redial list. The last-number redial list has a maximum of 10 entries. Press the Redial key. ➔Redial list is displayed.
Dialling and phoning Using your phone in hands-free mode You want other people to join the conversation or to have your hands free while making the call. The hands-free mode function activates the loudspeaker and the microphone. During a call: Press the Loudspeaker key. ➔Open listening is now activated, is displayed. Put the handset on-hook. ➔The hands-free mode is now activated, is displayed. Notes: • Make sure the hands-free microphone is not obstructed.
Dialling and phoning Using a headset To make a phone call with the headset. If you answer a call in headset mode using the Call key or Loudspeaker key, the call is provided on the headset. Alternatively you can also answer the call by picking up the handset. Notes: • A corded and a Bluetooth headset cannot be connected in parallel. • If you loose the radio contact with a Bluetooth headset, you can go back into the radio area without being disconnected from the active connection.
Using the display and operating elements The following sections explain how to operate your phone quickly and simply. Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22 Input . . . . . . . . . . . . . . . . . . . . . . .
Using the display and operating elements Display Display symbols and display text New events such as a call in your absence, a new message or activated functions (e.g. Forwarding) are signalled on the display in the idle state by a symbol or a display text. You can then use the relevant Foxkey to call up the information. >> If more Foxkeys are available: Press the >> Foxkey. Retrieving detailed information: Press the right navigation key.
Using the display and operating elements Keys Using the Foxkey The Foxkey has variable functions. These functions are displayed above the key. Several contacts are stored under the broad Foxkey, which means you need to press the Foxkey precisely under the function you want. Press the Foxkey under the position where the display shows the function you want. Keep the Foxkey held down for a moment (about 2 seconds).
Using the display and operating elements Input Digit keys You can use the digit keys for entering digits and passwords and for Quickdial. The characters are assigned to the keys as follows: 1 ABC2 abc2 DEF3 def3 GHI4 ghi4 JKL5 jkl5 MNO6 mno6 PQRS7 pqrs7 TUV8 tuv8 WXYZ9 wxyz9 0 * # eud-1282/1.0 – R1.0 – 12.
Using the display and operating elements Alpha keyboard The alpha keyboard lets you write as you would on a keyboard.
Using the display and operating elements Switching between upper and lower case You want to switch between upper and lower case while making an input in text mode. Upper-case input is automatically activated when the first letter is entered. The text mode then automatically switches to lower-case input. Press the shift key to enter the first letter in lower case. Correcting your input You notice you have entered a wrong digit or character.
Using the display and operating elements Menu-guided navigation Accessing the menu The phone is in standby mode: Menu Press the Menu Foxkey. ➔The first menu entry is displayed. Use the vertical navigation key to scroll through the menu entries. Select Press the Select Foxkey. ➔Accessing the displayed menu. Using the Navigation key You can retrieve a particular menu entry even more simply and efficiently using the navigation key.
Using the display and operating elements Other navigation possibilities c Scrolling back through the menu: Press the Correction key. Resetting activated features You can deactivate again all the activated functions (e.g. Forwarding, Barring). Menu Reset Press the navigation key up. ➔All the activated functions are now displayed. Or: Retrievable also via menu: Menu > Activated features. Reset the function in question. ➔The function is now deactivated.
Supplementary features The following sections explain the supplementary features provided by your phone for more efficient use. Making and answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Using functions while in a call. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Organising absences from the desk . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Supplementary features Making and answering calls This section explains some convenient features provided by your phone for making a call. Dialling by name You want to make a call by entering a name. Requirement: The name and the corresponding call number are stored in one of the system’s phone book or in an external phone directory connected to the system. For dialling by name, enter the corresponding letters until the user you want or a list is displayed.
Supplementary features Dialling from the phone book You want to search a user in one of the connected phone books. The surname and first name have to be separated by a space, for example "no s" for Noble Stephen. Ask your system administrator whether you should start with the surname or the first name. To find out to create a new contact in your private phone book, refer to the Chapter "Creating a new phone book entry", page 86. Press the phone book key.
Supplementary features Dialling from external phone books If you select Advanced search, you can search directly in the connected external phone books. This function is not available if no external phone book is connected. The surname, first name and town each have to be separated by a space, for example "no s so" for Noble Stephen in Solothurn. Ask your system administrator whether you should start with the surname or the first name. Press the phone book key.
Supplementary features Dialling from the call list of unanswered calls You want to call someone who has previously tried to reach you. Your phone automatically stores the phone number of this user in a call list and the display shows Missed calls. You can now call the person back using this call list. The call list of unanswered calls contains a maximum of 10 entries. Show Calling a user back: Press the Show Foxkey. ➔The display shows a list of the last unanswered calls.
Supplementary features Dialling from the call list of answered calls You want to call back someone whose call you answered. Your phone automatically stored the person's phone number on the list of answered calls. You can now call the person back using this call list. The list of answered calls contains a maximum of 10 entries. Menu Press the Menu Foxkey. Call lists Scroll to Call lists and press the Select Foxkey. Answered calls Scroll to the Answered calls call list and press the Ok Foxkey.
Supplementary features Selecting with configurable Foxkey You want to call someone whose phone number is stored under a Foxkey. You can dial the person by pressing the corresponding position on the Foxkey. To find out how to configure a Foxkey, refer to the Chapter "Configuring keys", page 91. Press the configurated Foxkey. ➔The key’s allocated phone number is shown on the display. Pick up the handset. ➔The phone number displayed is dialled.
Supplementary features Requesting a callback You want to talk to a certain person. The person is busy or does not answer. You can make callback requests to both internal and external users. Not all providers support this function. If the called party is busy, you can activate an automatic callback. In this case, your phone will start ringing as soon as the party you are trying to reach goes on-hook. When you pick up the handset, the person you want to call is dialled directly.
Supplementary features To answer the callback request Someone has asked you to call back. You can tell this from the lit attention LED in the idle state. The display shows Callback requested. Call Delete To answer the callback request: Press the Call Foxkey. ➔The phone number is dialled. Clear callback: Press the Delete Foxkey. ➔Callback is deleted. Note: The callback can be changed via Menu > Activated features > Delete or Call as long as it was not answered or cancelled by the system.
Supplementary features Answering call waiting You are in a call and hear the call waiting tone. Another user is urgently trying to reach you. You can either answer, deflect or reject the call. Answer Answering the call: Press the Answer Foxkey. ➔The first call party is put on hold. You are now connected with the party who initiated the call waiting.
Supplementary features Starting an announcement You want to address internal users directly via their loudspeaker – where available – , without waiting for a reply (similar principle to that of an intercom system). Requirement: It is essential that the internal user has not barred his phone against announcement (for configuration see the Chapter "Activating protection against call types", page 85). Pick up the handset. Announcement Press the Announcement Foxkey.
Supplementary features Private call with PIN You want to make a private call on your phone or on a third-party phone. With the aid of your PIN you can use any phone to make an external call with your own personal settings, even if that phone is locked for external calls. The called party's display shows your personal phone number and not the number of the phone from which you are making your call. Any call charges incurred will be charged to you.
Supplementary features Using functions while in a call This section explains the different options provided by your phone while you are in a call. Enquiry call during a call You want to call someone else briefly without losing your current call partner. Then you want to resume your conversation with your original call partner. With the Enquiry call function you can call someone else in the middle of a call and put your original call partner on hold.
Supplementary features Brokering between an enquiry call party and your call partner You are talking with an enquiry call party and have your original call partner on hold. You want to be able to switch back and forth between the two. In an enquiry call you can use the brokering function to switch back and forth between an enquiry call party and the party on hold. Brokering is possible with both internal and external users. You can also broker between conference parties as a group and an enquiry call party.
Supplementary features Transferring a call partner You want to put your call partner through to someone else. With the Enquiry call function you can connect your call partner with someone else. You can connect internal and external users with one another. Enquiry call ☛ You are making/taking a call Press the Enquiry call Foxkey. Enter the phone number of the enquiry call party. ➔Enquiry call party is called; first call partner is on hold.
Supplementary features Parking a call partner You want to put your call partner on hold without using a phone line as a result. You can park your call partner locally and take back at each phone assigned to you. You can also allocate the Park function to a freely configurable key (see Chapter "Configuring keys", page 91). Park Press the Park Foxkey. ➔Your call partner is now parked locally; is displayed. Put the handset on-hook. [P] To retrieve a parked call party: Press the [P] Foxkey.
Supplementary features Organising absences from the desk This section explains the different options provided by your phone when you want to leave your desk. The Presence function lets you set your personal presence status quickly. It also tells you directly whether the user you want is reachable or absent without you having to call him. The information details depend on the type of telephone.
Supplementary features You can call up the presence of the user you want in the following situations (providing the user has a phone with presence profiles). • • • • when you call an internal user; in the phone book or in a call list; during dialling by name; via a Team key (only the busy status is indicated; on the Aastra M535 the corresponding presence symbol is indicated too). Notes: • You can only call up a user's presence if the user in question has a phone with presence profiles.
Supplementary features Forwarding calls (Call forwarding) You want to leave your desk. Calls for you are to be forwarded to a different destination (e.g. phone, voice mail, pager). With call forwarding you can forward incoming calls directly to a different destination. Notes: • A forwarding applies to all connected phones. • Only one forwarding variant at a time is possible. Menu Press the Menu Foxkey. Forwarding Scroll to Forwarding and press the Select Foxkey.
Supplementary features Forwarding a Call on No Reply (CFNR) You want calls that you receive on your phone to be forwarded to another destination. Both your own phone and the other destination will then start ringing. The system configuration determines whether or not there is a ringing delay at the other destination. Whoever goes off-hook first, answers the call. Depending on the system configuration, Call Forwarding on No Reply can also be activated when your phone is busy.
Supplementary features Forwarding to voice mail You cannot momentarily be reached on your phone. If you forward to your voice mail, a user can leave you a voice message. You can use the global greeting or your own greeting (see Chapter "Configuring voice mail", page 89). For further information on voice mail refer to the "User’s Guide Voice Mail Systems" on the Aastra document portal: www.aastra.com/docfinder. Notes: • A forwarding applies to all connected phones.
Supplementary features Forwarding to a message You cannot be reached on your phone. You want any internal user who calls you to get a text message. The user hears the busy tone and obtains a text message on his display. Requirement: The internal user must have a phone capable of receiving text messages. Users whose phone cannot receive text messages are put through to your phone or rerouted to a destination predefined within the system.
Supplementary features Locking your phone You need to leave your desk and want to ensure that no-one can alter your phone's settings, look at your private data, or make outside calls from your phone. You can lock your phone with a PIN consisting of two to ten digits. You can modify this via menu (see chapter "Changing the PIN", page 82) or with */# procedure *47 (see "User’s Guide */# Procedures" on the Aastra document portal: www.aastra.com/docfinder). Menu Press the Menu Foxkey.
Supplementary features Unlocking your phone You want to unlock your phone. You can use the PIN to unlock your phone. If you have forgotten your PIN, your system administrator can reset it to the default setting. Menu Press the Menu Foxkey. Activated features Scroll to Activated features and press the Select Foxkey. Select the barring you want and press the Reset Foxkey. ➔You are prompted to enter your PIN. ☛ Enter the PIN and confirm with the Ok Foxkey.
Supplementary features Functions for special situations This section explains the different options provided by your phone to deal with special situations. Function selection for configurable key This section contains a list of all the functions you can store under a configurable key via the menu. Contact your system administrator for more information.
Supplementary features Function Description ACD (Automatic Call Distribution) The call routing of calls in the queue can be controlled using an ACD application. User group In the user group incoming and internal calls are routed to a group of internal destinations according to a preconfigured call distribution. Home alone If calls to a user group can only be answered by one user, the user in question can activate Home Alone on the user group.
Supplementary features Function Description Personal call routing menu Menu for selecting your personal call routing. For further information refer to Chapter "Activating personal call routing", page 62. Ring off With this function the phone rings only once. For further information refer to Chapter "Setting the ringing properties", page 76. Fast take (Pick up a Call) You can take an incoming call or an active call from another phone to your phone.
Supplementary features Reject a call during the ringing phase You do not want to answer a call. You can reject a call already during the ringing phase Reject Press the Reject Foxkey or the End key. ➔The connection is rejected and, depending on the system configuration, the caller obtains the busy tone or he is forwarded to a preconfigured destination. Listening to voice mail Voice Mail from is displayed and the indicator LED is red-flashing.
Supplementary features Send text messages You want to send a written message to an internal user. You can send a text message to an internal user. The text message will appear on the person's display. Requirement: The internal user must have a phone capable of receiving text messages. You can use one of the text messages stored in the system directly, modify it or create a new text message. Menu Press the Menu Foxkey. Text message Scroll to Text message and press the Select Foxkey.
Supplementary features Read Text Messages Your display shows New message and the envelope symbol. The right-hand indicator LED is lit. Show Show text message: Press the Show Foxkey. ➔The display shows the sender and the date/time of the text message. Read Read text messages: Select the text message you want and press the Read Foxkey. ➔If the text message runs over several lines, use the navigation key to scroll. Delete Delete text message: Press the Delete Foxkey.
Supplementary features Activating/deactivating DTMF mode You want to be able to use your phone to control other equipment or to access certain services, such as remote polling of an answering machine. For these services you need the DTMF mode. In the DTMF mode each key press generates a tone. If for example you key in a call number during a call, your call partner will hear the tone signals.
Supplementary features ☛ 1. 2. 3. 4. Enter */# procedure #36. Enter your internal phone number. Enter your PIN. Enter the internal or external phone number with the exchange access digit. Pick up the handset. ➔The phone number displayed is dialled. Note: When you hang up, dialling by name and your private phone book remain available for a whole minute so you can make another call. Or: 1. Enter procedure #46 for a private call. 2. Enter your internal phone number. 3. Enter your PIN. 4.
Supplementary features Answering a general bell Via the general bell, you hear either your personal ringing pattern or the general ringing signal. Calls with the general bell as the destination can be signalled visually or acoustically via an external piece of supplementary equipment. The call can be answered on any phone. Ask your system administrator whether a general bell is set up. You can answer from any internal phone. Menu Press the Menu Foxkey.
Supplementary features Suppressing your call number from your called party's terminal display You do not want your call number to appear on the terminal display of a called party in the public network. You have two possibilities: • If you never want the phone number to be displayed, set CLIR Permanent. • To suppress your call number display for certain calls only, select the function CLIR Per call before dialling your party's call number.
Supplementary features Activating personal call routing You wan to specify which of your phone shall ring when you receive a call. If your system administrator has set up a phone number with several phones for you as well as the 5 call routings, you can specify which of your phones shall signal a call by using the personal call routing. Your system administrator can set up up to 5 call routings. You can only answer a call on phone where the call is signalled.
Supplementary features Note: When you have activated ring alone but deactivated the personal call routing for a phone in parallel, an incoming call is not acoustically but only visually signalled. This function must be stored under a Foxkey or a function key (see Chapter "Configuring keys", page 91). In the idle state: Press the function key for . ➔Ring alone is activated/deactivated. Silent intrusion Silent intrusion is a variant of the Intrusion function and is used mainly in call centres.
Supplementary features Free seating You do not have your own workplace and share desk and phone with other employees. Log in: Free Seating lets you log in on a phone configured for that purpose. Once you are logged in, your personal call lists, phone book and all your other personal settings and Hotkeys are available to you immediately. If your profile contains expansion key modules, but the phone you have logged in to does not, the keys in question will not be available to you.
Supplementary features Log out: To free up a phone, you need to log off again. To ensure a phone is not blocked for other users if you forget to log off, your system administrator can set up a logoff process with an automatic time limit: • After a certain amount of time after login (e.g. after 6 hours and 30 minutes). • At a certain time (e.g. 6.30 pm) Notes: • If no user is currently logged on to a Free Seating phone, depending on the system configuration only emergency calls can be made from that phone.
Supplementary features Setting functions by remote control This section explains how you can alter your phone’s settings even if you are not directly at your phone. You are not at your desk and want to set various functions on your phone from a different phone. You can activate/deactivate many of your phone's functions by remote control from a different phone. The remote control is initiated using a special */# procedure. You can then enter the function commands and */# procedures.
Supplementary features Organisation within the team This section explains the different options provided by your phone to communicate in a team. To be able to set up a Team key, you need to make sure an Aastra M530 or Aastra M535 expansion key module is connected. Contact your system administrator for more information. Using the Team key You and your team partners want to be reachable at all times as a team and be able to communicate with one another as quickly as possible.
Supplementary features Substituting for a team partner Your team partner is called. The Team key flashes. You know that your team partner is not at his desk at present and therefore decide to answer the call. You can answer the call using the Team key. As soon as you have answered the call, your team partner is free again. While the Team key is flashing: Pick up the handset. ➔You hear the dialling tone. Press the Team key. ➔You are through to the person who is calling your team partner.
Supplementary features Line keys This section explains the different options provided by your phone, if your system administrator has assigned you one or more configurable keys as Line keys. Line keys turn your phone into a key phone. To be able to set up Line keys, you need to make sure an Aastra M530 or an Aastra M535 expansion key module is connected. Contact your system administrator for more information. A line has a number which can be used to make an external or internal call.
Supplementary features Making calls using the Line key You want to make a call via a Line key. You can make a call via any free Line key. Each Line key has its own phone number; in other words when you make a phone call you transfer the phone number belonging to the active Line key. The call charges are recorded separately for each Line key. ☛ Enter the phone number. Press a free Line key. ➔The Line key is lit. The line is selected. Pick up the handset. ➔The phone number is dialled.
Supplementary features Park call on Line key You are connected with your call partner via a Line key and decide to park the call. You can park your call partner on the current Line key. Park Park call: Press the Park Foxkey. ➔The Line key flashes slowly. To retrieve a parked call: Press the relevant Line key. ➔You are now back through to the parked call partner. Switching active lines You are in a call and want to answer a call on another Line key or make a call. You can switch lines by pressing a key.
Personalizing your phone These sections explain how to adapt the phone’s basic settings to suit your personal requirements. Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Setting the ringing properties (Audio) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75 Hands-free and headset settings . . . . . . . . . . . . . . . . . . . . . . .
Personalizing your phone Display This section explains how to set display properties. Setting the display You may find the display is too bright or too dark. You can adjust the Display contrast, the Backlight and the Backlight intensity. Note: Please note that the backlight intensity may become less if Aastra 5380 is not connected to the power supply. Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey. Display Scroll to Display and press the Select Foxkey.
Personalizing your phone Setting the Aastra M535 display You can adjust the M535 display contrast and the M535 backlight intensity. The backlight setting for the display of the Aastra M535 is taken from the phone. Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey. Display Scroll to Display and press the Select Foxkey. 74 Scroll to the required display settings and press the Modify Foxkey. Select the required setting and confirm with the Ok Foxkey.
Personalizing your phone Setting the ringing properties (Audio) This section explains how to set your phone's ringing tone properties. Setting the ringing volume during ringing You want to adjust the ringing volume. You can adjust the ringing volume while the phone is ringing. Quieter: Press the –-key. Louder: Press the +-key. Setting the volume during a call You want to adjust the volume while in a call. You have to set the volume of handset and loudspeaker separately.
Personalizing your phone Setting the ringing properties You want to change the way in which your phone rings. You can adjust the Ringing volume, the Internal melody, the External melody, the Speed, and the Attention tone volume. If you do not want to be disturbed during a certain time, you can set your phone not to ring with Ring off. Deactivated ringing is displayed with . Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey.
Personalizing your phone Hands-free and headset settings This section explains other ways in which you can make calls with your phone. Automatic hands-free mode You want to answer a call without picking up the handset or pressing a key. You can choose whether your phone should immediately and automatically activate hands-free operation after one ring, for internal calls or announcements. Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey.
Personalizing your phone To activate headset operation You have connected a headset and now want to activate the headset mode. A headset can be connected in parallel with the handset. You can switch the headset mode on and off. If you answer a call in headset mode using the Call key or Loudspeaker key, the call is provided on the headset. Alternatively you can also answer the call by picking up the handset.
Personalizing your phone Activate Bluetooth operation and Bluetooth device (Aastra 5380 only) You want to make a call using a Bluetooth-supported headset or to set up a conference using a Bluetooth-supported conference unit. Contact your system administrator to install a Bluetooth module. Note: Always disconnect the phone from the mains first before you install a Bluetooth module.
Personalizing your phone Only one Bluetooth connection at a time is possible. Note: To find out how to make phone calls with the headset, refer to the Chapter "Using a headset", page 19. Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey. Bluetooth Scroll to Bluetooth and press the Select Foxkey. Pair new device Pair new device: Scroll to Pair new device and press Select Foxkey. Activate and select the device you want and enter the Bluetooth device PIN.
Personalizing your phone General settings This section explains other settings you can make on your phone. Selecting the language The display text is not in the language you want. You can select a different language. The menu item under which you select your language is marked by an "*" in front of the word for "language" in the language of your choice, e.g. "*Language" for English. Menu Press the Menu Foxkey. *Language Scroll to *Language and press the Modify Foxkey.
Personalizing your phone Changing the PIN You want to change the PIN used to lock/unlock your phone (see Chapter "Locking your phone", page 50 and "Unlocking your phone", page 51). The digit combination "0000" is set as default. You can select any 2 to 10-digit combination for your new PIN. If you have forgotten your PIN, your system administrator can reset it to the default setting. Depending on the system settings the function may not be available. Note: Your PIN applies to all your phones.
Personalizing your phone In addition to the date and time you can enter a personal text for the text displayed in the idle state. Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey. General Scroll to General and press the Select Foxkey. Idle text Scroll to Idle text and press the Modify Foxkey. Enter the text and confirm with the Ok Foxkey. ➔The text is stored. Note: You can use the Correction key to delete any incorrect character.
Personalizing your phone Identifying the communication system This phone can be connected to different Aastra communications systems. You can verify to which system your phone is connected to. Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey. General Scroll to General and press the Select Foxkey. Own ID Scroll to Own ID and press the Select Foxkey. ➔Name, call number and communication system are displayed.
Personalizing your phone Protection settings This section explains how you can protect yourself against certain types of call. Activating protection against call types You want to protect yourself against certain types of calls. You can set your phone so that these functions are not permitted on it: • Do not disturb: Incoming calls are automatically forwarded to a specific destination. • Call waiting: You are already making/taking a call.
Personalizing your phone Phone Book Management This section explains how to create a new entry in the phone book and how to edit or delete an entry. Creating a new phone book entry You want to store your own phone numbers. You can store your own phone numbers in the private phone book. You may store several phone number entries (business, private, mobile) to one contact. Define one of these numbers as default phone number to be used when you do not pick a specific entry.
Personalizing your phone Editing or deleting a phone book entry You want to modify a phone number stored on your private phone book. Note: You cannot modify entries in other phone books. Press the phone book key. Private contacts Scroll to Private contacts and press the Select Foxkey. To change an entry: Select the entry you want and press the Edit Foxkey. Modify the contact data and confirm with the Ok Foxkey. ☛ eud-1282/1.0 – R1.0 – 12.
Personalizing your phone Storing the phone number in the phone book from the call list You want to store a phone number from one of the call lists in your private phone book. You can add a phone number to an existing contact or create a new contact. Menu Press the Menu Foxkey. Call lists Scroll to Call lists and press the Select Foxkey. Select the call list and the user you want and press the Save Foxkey.
Personalizing your phone Configuring voice mail This section explains how to set your voice mail. Managing personal greeting You have the possibility to record up to 3 different greetings (e.g. for Absent or Vacation). Give each greeting the relevant name. Depending on the system configuration a caller may or may not be able to leave a message (for the symbols see Chapter "Display symbols", page 5).
Personalizing your phone Configuring presence You can to control your current presence status (see Chapter "Organizing absences using the Absence key", page 44). You have a choice of 5 presence profiles for controlling your presence status. For each of these presence profiles you can make the following settings: • Description: Type in the text you want to be visible to other users as detailed information on your presence status (e.g. the name of your substitute).
Personalizing your phone Configuring keys This section explains how to assign phone numbers and functions to a Foxkey or configurable key. Available keys You can store phone numbers or functions under two different keys: • on a configurable key or a Presence key – retrievable at any time • directly on the Foxkey itself – retrievable only in the idle state To be able to use a configurable key, you need to make sure an Aastra M530 or Aastra M535 expansion key module is connected.
Personalizing your phone Store a phone number under a key – number key You want to retrieve a frequently used phone number with a single keystroke rather than enter it digit by digit. On each Foxkey and configurable key of the Aastra M535 expansion key module you can store one call number and name, and on each configurable key of the Aastra M530 expansion key module you can store two call numbers and the associated names. The key automatically becomes a number key.
Personalizing your phone If you have connected an Aastra M530 or Aastra M535 expansion key module, the LED indicates the key status: • Red: Function is activated. • Green: Function is deactivated. Menu Storing a function under the Foxkey: Press Menu. Settings Scroll to Settings and press the Select Foxkey. Foxkey Function key Scroll to Keys >Foxkey and press the >Select Foxkey. ➔Display shows choice of key types. Scroll to Function key and press the Select Foxkey.
Personalizing your phone Store a team partner under a key – team key Together with other members you wish to organise yourself into a team so that on the one hand you can always be reached as a team and, on the other, to ensure mutual substitution. You can configure a configurable key as a Team key and then assign it to a team partner.
Personalizing your phone Answer Setting the answering mode: Scroll to Answer and press the Modify Foxkey. Select the required setting and confirm with the Ok Foxkey. ➔The setting is stored. Setting possibilities for answering: Key to answer the call by pressing the line key, Handset to answer by picking up the handset, and Hands-free to answer automatically with hands-free. Notes: • The Handset and Hands-free settings only work when the ringing signal is activated.
Personalizing your phone Configuring Line Keys This section explains how to adapt your Line key settings to suit your personal requirements. Your system administrator will determine whether your phone has Line keys. Setting the Response of a Line Key You want to set the response of a line key. You can choose whether you also want a ringing signal in addition to the flashing Line key when you receive a call on a Line key. You can configure a ringing delay for the ringing tone.
Personalizing your phone The following audio settings are possible: Ringing, Melody, Speed, Answer. Notes: • A Line key can only be allocated to a configurable key. • To find out how to use a line key, refer to the Chapter "Making calls using the Line key", page 107. Press the Line key you want and hold it down for a moment. ➔The display shows the Line key and the properties with which you can configure the Line key. Note: The Personal key is also treated as a line key.
Personalizing your phone Function commands You can use function commands to define a function to suit your personal requirements. A function can consist of one or more function commands, function codes, and the phone number. You can either carry out a function directly or store it under a function key (select configurable function). Tab.
Operator console This section explains the options provided by your Aastra 5380/5380ip with Aastra M535 when it is registered on the system as an operator console. Information on the operator console. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100 Setting the operator console . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Using an operator console . . . . . . . . . . . . . . . . . . .
Operator console Information on the operator console The operator console is your company's phone nerve centre. Incoming external calls as well as internal calls are routed to this phone via several physical lines. Thus, several calls can arrive simultaneously. The calls are placed on the Line keys and usually processed in the sequence in which they arrived. Once your system administrator has configured the first Line key on your Aastra M535 your phone acts as an operator console.
Operator console Personal key Once your system administrator has configured your phone as operator console, your Personal key is also configured. The Personal key allows the operator console to act as an ordinary user. In other words, you can use this key to make personal calls. Incoming calls to your personal phone number are routed to the Personal key. The position of this key can freely be chosen by your system administrator. Calls to the Personal key always have the highest priority.
Operator console A red LED signals an external call; a green LED, an internal call. A Line key uses all 3 levels for information display: • Level 1 and 2: Caller’s name or call number (depending on the system configuration). • Level 3: Time of call.
Operator console Setting the operator console You can configure up to 10 line keys on level 1 of an Aastra M535. Adding and setting operator console lines You can make a number of settings that affect the telephone's response when someone calls on a Line key. Note: The settings are made once for all the Line keys. Menu Setting up the operator console: Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey. Operator console Scroll to Operator console and press the Select Foxkey.
Operator console Setting possibilities for answering mode: Key for making the call by pressing the Line key and Handset for making the call by picking up the handset. Setting possibilities for call list: Insert for an entry in the call list and Do not insert for no entry. Operator console Setting the operator console using a function key: Press and hold down the operator console Line key. ➔Display shows choice of key types. Scroll to Operator console and press the Select Foxkey.
Operator console Using an operator console Answering a call on your Personal key You receive a call on your personal phone number on your operator console. The LED on your Personal key begins to flash. To answer the call, proceed as follows: You can take the call without having to press your Personal key. Personal key is flashing: Pick up the handset. ➔You are now connected with the caller. Or: 1. Press the Personal key. ➔The line is selected. 2. Pick up the handset. ➔Connection with the selected line.
Operator console Pick up the handset. ➔Connection with the line with the highest priority. Or: 1. Press the Line key. ➔The line is selected. 2. Pick up the handset. ➔Connection with the selected line. Making calls using the Personal Key You want to make calls on your operator console without seizing a Line key. You can make a call via your Personal key using the operator console.
Operator console Making calls using the Line key You want to make a call via a Line key. You can make a call via any available Line key using the operator console. Each Line key has its own phone number; in other words when you make a phone call you transfer the phone number belonging to the active Line key. The call charges are recorded separately for each Line key. ☛ Enter the phone number. Press a free Line key. ➔The Line key is lit. The line is selected. Pick up the handset.
Operator console Switching active lines You are in a call and want to answer a call on another Line key or make a call. You can switch lines by pressing a key. The active call is automatically parked locally. Parking the call and switching lines: Press the new line key you want. ➔The active call is parked. The call on the selected line is activated. To retrieve a parked call: Press the relevant Line key. ➔You are now back through to the parked call partner.
Operator console Activating a substitution for the operator console You want to forward calls to your operator console to a different destination. The function Substitution is used to forward calls intended for operator consoles. The substitution is automatically activated for all the other operator consoles as well. Calls to your Personal key are not affected by the forwarding. Menu Press the Menu Foxkey. Settings Scroll to Settings and press the Select Foxkey.
Operator console Making calls to a two-company system You are operating a two-company system and want to appear either as Company A or as Company B, as necessary. Requirement: The system and your operator console have been set up by the system administrator. Properties of a two-company system: • • • • Each individual Line key allows you to appear as Company A or B. Call lists are not kept separately according to company. The call charges are recorded separately for each company.
Operator console Activating/deactivating functions by remote control You are not at your desk and want to set various functions on your phone from a different phone. You can activate/deactivate many of your phone's functions by remote control from a different internal phone. Remote control has to be enabled for your phone in the system. The remote control is initiated using a special */# procedure. You can then enter the function commands and */# procedures.
Installation and first-time operation These sections explain the setup options available with your phone. Equipment provided . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114 Setting up and mounting the phone . . . . . . . . . . . . . . . . . . . . . . . . . .
Installation and first-time operation Equipment provided Telephone and handset WE 23 Handset connection cable Telephone connection cable Aastra 5380 16:58 Aug Week 34 Office 80IP Menu Stand rest; can also be used as a mounting frame for wall mounting eud-1282/1.0 – R1.0 – 12.
Installation and first-time operation Options Plug-in power adapter Expansion key module Aastra M530 with write-on labels (incl. stand rest and connection cable) Expansion key module Aastra M535 with display (incl. stand rest and connection cable) 114 eud-1282/1.0 – R1.0 – 12.
Installation and first-time operation Setting up and mounting the phone With the aid of the supplied stand rest you can set up the phone as a desk phone or mount it to the wall. Setting the phone up as a desk phone You can set up the phone either at a 40° or a 25° angle. To do so, insert the stand rest in different positions into the back of the phone until it snaps into place. • Insert the stand rest as indicated on the installation diagram until it snaps into place.
Installation and first-time operation Wall mounting You can also mount the phone on the wall. To do so, screw the stand rest onto the wall as a bracket and hook the phone onto the stand rest. Notes: • As there is only a limited amount of space between the sockets on the back of the phone and the wall on which it is mounted, you need to use a ribbon cable with a short connector for the cord. Ask your dealer for a list of suppliers for a suitable ribbon cable (only Aastra 5380ip).
65 mm Installation and first-time operation 145 mm 130 mm 3.5 mm 151 mm A B 1 2 3 1 C 2 D Dismantling Desk phone: • Disconnect the phone cord and remove. • Carefully pull the stand rest away in the opposite direction. Wall set: • Carefully slide the phone upwards out of the stand rest. • Disconnect the phone cord and remove. eud-1282/1.0 – R1.0 – 12.
Installation and first-time operation Connect Aastra 5380 Connections Telephone connection Connecting the handset Connecting the headset Connecting the Aastra M530/Aastra M535 expansion key module or power supply Connecting your phone to the system • Plug the connector on the phone cord on the underside of the phone into the socket with the phone symbol. • Desk installation only: To relieve the strain on the cable feed the cable through one of the cable guides on the stand rest.
Installation and first-time operation Connect Aastra 5380ip IP connections Connecting to the IP network Connecting a PC (if required) Connecting the handset Connecting the headset Connecting the power supply Connecting the Aastra M530/Aastra M535 expansion key module Note: Your system administration will take care of the IP addressing and the commissioning of the phone. The IP addresses and other information about your phone is available in the setting mode.
Installation and first-time operation • Connecting the LAN cord (not included in the scope of delivery) to a LAN socket. • Plug the connector at the loose end on the underside of the phone into the LAN socket. • Desk installation only: To relieve the strain on the cable feed the cable through one of the cable guides on the stand rest. Connecting your PC to the LAN If required, you can connect your PC or another LAN device to the phone, for example a printer.
Installation and first-time operation Aastra M530/Aastra M535 expansion key module (optional) You can connect up to 3 Aastra M530 expansion key modules with 20 configurable keys each and up to 3 Aastra M535 expansion key modules with 3 x 15 configurable keys to your phone. You can freely combine Aastra M530 and Aastra M535. Each key has an LED for visual signalling.
Installation and first-time operation Connecting the Aastra M530/Aastra M535 expansion key module Note: Always disconnect the phone from the mains first before you connect/disconnect an Aastra M530/Aastra M535 expansion key module. • Unplug the phone cord from the socket on the underside of the phone. • Attach Aastra M530/Aastra M535 expansion key module to the right of the phone until you feel and hear it snap into place, as indicated in the following figure.
Installation and first-time operation Labelling the Aastra M530 expansion key module Write-on labels for the configurable keys can be found on the Aastra document portal as electronic document. You can fill out the fields directly on your PC and then print out the labels. • Label the write-on labels on the PC, print them (“page scaling for printing: none) and cut them out. • Carefully remove the transparent cover next to the configurable keys.
Further information The following sections contain more useful information about your phone. Troubleshooting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125 Declaration Open Source Software (Aastra 5380ip). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 126 124 eud-1282/1.0 – R1.0 – 12.
Further information Troubleshooting This section contains a few tips on how to operate your phone if you encounter any problems. Malfunctions Your call partner cannot hear you or you cannot hear your call partner Make sure the handset cord is correctly plugged into both the handset and the phone (see chapter "Installation and first-time operation", page 112).
Further information Declaration Open Source Software (Aastra 5380ip). About Open Source Software This product contains Open Source Software from third-party suppliers subject to the GNU licence provisions GPL (GNU General Public License) and LGPL (GNU Library/Lesser General Public License). The licence texts for the GPL and LGPL and for the source code of the software sections listed below are available at www.aastra.com/docfinder ("Public GNU source" document type).
Index Symbols */# Procedures ................................................................98 A Aastra M530 .................................................................. 121 Absence key ................................................................3, 44 Accessories (Safety information) ................................ 8 Activating screensaver .................................................83 Alpha keyboard .........................................................2, 24 Alphasearch ...............
Display symbols ................................................................ 5 Display text for the idle state .....................................82 Display: Display contrast .......................................................73 Display symobls .......................................................21 Display text ................................................................21 M535 display contrast ...........................................74 set ...............................................
Managing personal greeting .....................................89 MCID ...................................................................................61 Menu-guided navigation ............................................26 Metal objects (Safety information) ............................ 7 Microphone key ............................................................... 3 Mode ..................................................................................58 Mounting ......................................
T Team key ...........................................................................94 Team: Announcement to team partner .......................68 Calling a team partner ...........................................67 Organisation within the team ............................67 Substituting for a team partner .........................68 Using the Team key ................................................67 Text message: reading ........................................................................
Declaration of Conformity Aastra Telecom Schweiz AG hereby declares that • the Aastra 400 products conform to the basic requirements and other relevant stipulations of Directive 1999/5/EC. • all our products are manufactured in conformity with RoHS and WEEE (2002/95/EC and 2002/96/EC). The product-specific declarations of conformity can be found on the Aastra document portal: www.aastra.com/docfinder. Exclusion of Liability Aastra® is a registered trademark of Aastra Technologies Limited.
