Aastra Communications Systems OfficeSuite User's Guide Ascotel® IntelliGate® 150/300 Ascotel® IntelliGate® 2025/2045/2065 OpenCom 1000
OfficeSuite is a user-friendly CTI (Computer Technology Integration) client that is ideally suited to a lively and work-intensive environment. CTI (Computer Technology Integration) designates the connection from telephone to computer systems. With its contemporary design and clearly structured user interface OfficeSuite increases the possibilities offered by Office system terminals. A multitude of options and functionalities make for high-quality telephony at the click of a mouse.
Operating and Display Elements Operating and Display Elements eud-0963/0.7 — I7.6 — 08.2007 ■ Operating elements 1 Telephony window 2 Display with row of symbols Status display with symbols, current displays on telephone traffic 3 Foxkeys 4 Call key Set up / answer a call. 5 End key • Ends a call. • Exits input without saving and goes back to the idle state. 6 Journal key Opens call lists and redial. 7 Phone book key Opens phone books.
Operating and Display Elements ■ Display symbols call forwardings 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. Click the symbol to call up the corresponding information.
Security Security ■ Safety Information Failure to observe this information can be hazardous and infringe existing laws. ■ User information Your OfficeSuite has been delivered with this User’s Guide. An on-line version of this documentation is also available to you. You can download the latest version of this documentation from http://www.aastra.com/docfinder . More information can be found at www.aastra.ch or in the documentation or your dealer’s homepage.
Security ■ Scope of functions Besides the wide variety of additional functions in its capacity as CTI client, the scope of functions of OfficeSuite basically corresponds to that of a system terminal. ■ Availability The product’s availability depends on the operational reliability and power supply of the PC as well as the availability of the data network and telecommunications system (including OIP server).
Contents Contents OfficeSuite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8 Starting OfficeSuite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Setting up OfficeSuite. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
OfficeSuite The following sections explain the necessary steps you need to take to comfortably integrate OfficeSuite in your everyday business life. Starting OfficeSuite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 eud-0963/0.7 — I7.6 — 08.2007 Setting up OfficeSuite . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
OfficeSuite Starting OfficeSuite OfficeSuite is installed by your system administrator so that it starts automatically whenever you start your PC. You can also start OfficeSuite manually by double-clicking the program icon on your Desktop. Please contact your system administrator if you have any further questions. Each time OfficeSuite starts up, the system checks whether the latest software version of the program is available. If not, the program is automatically updated.
OfficeSuite Setting up OfficeSuite ■ Window settings Once OfficeSuite is started up, you can carry out the configuration using the OfficeSuite icon in the info area of the taskbar. Right-click to open the context menu and select Settings . Click Apply to confirm the modifications. You can carry out the following settings: Operation: Select any of the available languages or highlight System; when the system restarts, OfficeSuite appears in this language or in the language of your system (if available).
OfficeSuite ■ Telephony settings You can carry out your Telephony settings after starting your OfficeSuite: • The Sound tab contains a variety of internal and external ring tones. • In the Alpha-dialling tab, highlight the phone books for the search and the number of search results. Check Use alpha-dialling, if you wish to search or dial by names. Open the context menu in the phone window and select Telephony settings. Sound: Select the Sound tab. ➞ Click to open the list of available sound data.
Journal The following sections explain how to maintain an overview and keep control of your calls, voice mails and text messages. Settings of the Journal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Call lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Text messages and Voice Mail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16 eud-0963/0.
Journal Settings of the Journal This section explains how to adapt the journal to suit your personal requirements. ■ Settings You can activate the call lists to be displayed. You can also specify when an entry should be marked as read. You can also set the journaling mode to Permanent (all calls are entered in the journal), Dynamic (calls are entered in the journal only if the application is open), or Disabled (calls are never entered in the journal). Click on in the telephony window.
Journal ■ Display symbols Missed (unanswered) calls Answered calls Redial Text messages Voice Mail Note To do eud-0963/0.7 — I7.6 — 08.
Journal Call lists This section explains how to make calls via the journal. ■ Call list of unanswered calls You want to call someone who has previously tried to reach you. Your OfficeSuiteautomatically stores the phone number of this subscriber in a call list and the display reads . You can now call the person back using the journal. The system erases all entries in the journal after a specific time (default setting: 10 days). Contact your system administrator for more informatioin.
Journal ■ Redial list You want to call a person you have already called. In the last-number redial list your OfficeSuiteautomatically 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. Click on in the display. ➞ The last phone numbers dialled are displayed. Or: Click in the phone window and select the Redial tab. ➞ The list of the last phone numbers dialled is displayed.
Journal ■ Voice Mails You want to listen to a voice mail you have received. Click on in the telephony window. ➞ The Voice mail window opens. Listen Voice Mail: Highlight the subscriber and click Listen to voice mail. ➞ The voice mail is played back. Note: Chapter "Additional functions in the journal", page 17 explains all the additional functions still available to you here.
Phone book The following sections explain which phone books are available to you and how you can use them. Settings of the phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Phone Book Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20 eud-0963/0.7 — I7.6 — 08.2007 Functions in phone book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Phone book Settings of the phone book This section explains how to adapt the phone book to suit your personal requirements. The response time may vary greatly depending on the size and the number of phone books connected and selected. ■ Settings You can carry out the following settings: Click on in the telephony window. ➞ The Phone book window opens. Open the context menu and select Settings. ➞ The Phone book settings window opens. Select the settings you want and click OK to confirm.
Phone book Phone Book Management This section explains which phone books are available to you, how to create a new entry in the phone book and how to edit or delete an entry. ■ Available phone books Communication inside the company becomes much more effective if telephony is integrated into the IT systems. The already existing directories, databanks and phone books can be used to make calls by name or to identify incoming calls (displaying names instead of just numbers) on all system terminals.
Phone book Note: You can change the presentation of phone book entries with the View button between List and Cards. Hiding a phone book: Highlight the phone book you want, right-click to open the context menu and select Hide phone book. ➞ The selected phone book is hidden. ■ Editing Phone Books You can only create new private phone books / private contacts, and rename or delete them. Click on in the telephony window. ➞ The Phone book window opens.
Phone book ■ Modfying or deleting a phone book entry You want to modify a contact stored in a private phone book. You can only edit entries in a private phone book. Modifying a contact: Highlight the contact in the private phone book and click Edit. ➞ The Edit contact window opens. Modify the contact data and confirm with Save and close. ➞ The data is now stored. eud-0963/0.7 — I7.6 — 08.2007 Delete contact: Highlight the contact in the private phone book and click Delete.
Phone book Functions in phone book This section explains useful phone book functions. ■ Search in phone book You want to search a contact directly in one of the connected and selected phone books. You also have the following search possibilities: • Highlight the contact you want to find directly in the corresponding phone book. • Click the right edge of the phone book window or the corresponding letters.
Phone book ■ Calling from the phone book You can make a call directly from the phone book or from an open contact. Highlight the contact in the phone book you want. Click Call and select the phone number you want. ➞ The selected phone number is dialled. Note: For further information refer to Chapter "Dialling from the phone book", page 34. ■ Writing a text message from the phone book You want to send a written message to an internal subscriber. You can write a text message directly from the phone book.
Presence indicator These sections explain how you can integrate the presence indicator to your everyday business life for a quick overview. Presence indicator settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26 Presence state . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .29 Groups and participants . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30 eud-0963/0.
Presence indicator Presence indicator settings This section explains how to adapt the presence indicator to suit your personal requirements. ■ Settings You can adjust the size of the subscriber window for flexibility purposes (large, small). You can show or hide the team members (Show team members) and their skills (Show ACD skills). Choose whether calls are to be indicated with a flashing presence indicator (Flash on ringing call) and ringing signal on/off (Stop sound).
Presence indicator ■ Subscriber field The presence indicator tells you at a glance which of your subscribers or groups is currently available or busy. For even greater clarity you can drag individual subscribers directly onto your desktop. The number of subscriber fields is limited by the size of the presence indicator window. 1 2 5 3 4 1 Subscriber name 2 Subscriber phone number 3 Presence state/Absence reason Symbols see the Chapter "Phone status display symbols", page 28.
Presence indicator ■ Display symbols subscriber number Private Office Dect Conference Do not disturb Follow me Forwarded Pause (Agent state) Wrap up time (Agent state) ■ Colour display of subscriber status Available Absent Occupied, announcement Meeting, conference Not available eud-0963/0.7 — I7.6 — 08.
Presence indicator Presence state ■ Setting the presence state You wish to specify your presence state manually. Presence states are set states that provide information about the current presence and availability of an OIP user. The presence state can be specified for each OIP user and, thus, for each PBX subscriber. It is indicated through the presence indicator. It gives several instances that can set the presence state. The presence indicator always shows the last presence state set.
Presence indicator Groups and participants These sections explain how to manage groups and subscribers. ■ Add/delete/rename group You want to add a new group to your presence indicator (or rename or delete a group). Add group: Open the context menu in the presence indicator window and select Add group. Enter a new group name and confirm with OK. ➞ The setting is stored. Rename group: Highlight the group you want, right-click to open the context menu and select Rename group.
Presence indicator Actions The following sections explain how you can make calls directly in the presence indicator. ■ Making calls Place the cursor over the subscriber you want, to trigger any of the following actions. Call: Open the context menu of the subscriber you wish to call; right-click or double-click Calling. ➞ The phone number is dialled. Announcement: Open the context menu of the subscriber you want to address; right-click Announcement to. ➞ The announcement starts.
Supplementary features The following sections explain the supplementary features provided by your phone for more efficient use. Making and answering calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Using functions while in a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Absence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 eud-0963/0.7 — I7.
Supplementary features Making and answering calls This section explains the different ways you can make or answer a call with your OfficeSuite. ■ Answering a Call Your phone rings, and the phone window appears in the foreground. To answer the call, proceed as follows: Choice available: • Pick up the handset on the terminal. • Click the call key or Foxkey Answer; Open-listening mode is automatically activated.
Supplementary features ■ 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 in the telephony window until the subscriber you want or a list is displayed. Since the subscriber you want must be searched for in all the selected phone books, the reaction time may be much longer.
Supplementary features Click in the phone window and highlight the phone book you want or All phone books. Quick find: In the Quick find window enter the first letters of the name to find until the subscriber you are looking for appears. Note: For Quick find to be displayed, the size of the phone book window must be adjusted accordingly. Click Call and select the phone number you want. ➞ The selected phone number is dialled. Search (Advanced search): Click Search. ➞ The advanced search window opens.
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 subscribers. 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 Call waiting Subscriber is busy: Click on Call waiting Foxkey. ➞ You hear the dialling tone. Note: If the person rejects your call request or if call waiting is not possible, the call is disconnected (busy tone). ■ Answering Call Waiting You are in a call and hear the call waiting tone. Someone is urgently trying to reach you. You can either answer, deflect or reject the call. Answer Answering the call: Click on Answer Foxkey. ➞ 1. Your original call partner is put on hold.
Supplementary features ■ Receiving an Announcement After an attention tone you will be addressed via your loudspeaker. You can listen to the announcement or stop it. Answer To continue the announcement as a phone call: Click on Answer Foxkey. To stop the announcement: Click the End key. Using functions while in a call This section explains the different options provided by your phone while you are in a call.
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 subscribers.
Supplementary features ■ Transferring a Call Partner You want to put your call partner through to someone else. With the Connect function you can connect your call partner with someone else. You can connect internal and external subscribers with one another. Enquiry call Connect Click the Foxkey Enquiry and enter the subscriber’s phone number. ➞ 1. Your original call partner is put on hold. Connecting with notification: Wait until the person has answered the call. Then click the Foxkey Connect. ➞ 1.
Supplementary features Absence This section explains how to configure call forwarding if you wish to leave your desk or if you do not have the time to take any call. ■ Call Forwardings You can specify the destinations for the diversions as standard. You can set the following diversions: Call forwarding unconditional (CFU): Calls for you are to be forwarded to a different destination (phone, Voice Mail, operator). With Call Forwarding you can forward incoming calls directly to a different destination.
Supplementary features Functions for special situations This section explains the different options provided by your OfficeSuiteto deal with special situations. ■ Deflect a call during the ringing phase You do not want to answer a call yourself but deflect it to another subscriber. With the function Deflect you can deflect calls to an internal or external subscriber or to the Voice Mail during the ringing phase. To deflect the call from your OfficeSuite, proceed as follows.
Supplementary features ■ Read text messages Your display shows the envelope symbol in the phone window. Click on . ➞ The Text messages tab opens and shows the list of all text messages. Read Message: Highlight the message you want and click or double-click Read text message. eud-0963/0.7 — I7.6 — 08.2007 To delete the message: Highlight the text message you want and click Delete entry.
Configuration The following sections explain how to adapt the basic settings of OfficeSuite to your personal requirements so that it combines ideally with other activities and your PC. For the moment the configuration is only carried out for Ascotel® IntelliGate® terminal. Settings in the configuration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45 User . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Configuration Settings in the configuration This section explains how to adapt the configuration to suit your personal requirements. ■ Settings Open the configuration window via a window context menu > Other windows > Configuration. Open the context menu in the configuration window and select Settings. ➞ The Settings window opens. Select the settings you want and click Apply to confirm. ➞ The settings are stored.
Configuration User Carry out the following partial steps to make your personal settings. ■ Private settings You can enter your personal data such as Password for OfficeSuite (by default 0000), Terminal pin as well as your personal phone number and e-mail addresses. In the configuration window select the User dialogue field. Select the Private settings tab. Enter a password / terminal PIN: Click , change the value and confirm with OK. ➞ The settings are stored.
Configuration answer, on busy or when the terminal is not available. In the configuration window select the User dialogue field. Select the Destinations tab. Select the settings you want and click Apply to confirm. ➞ The settings are stored. ■ Protection You want to protect yourself against certain types of calls. You can set your phone so that these functions are not permitted on it. • Call waiting: You are already making/taking a call.
Configuration Terminal Carry out the following partial steps to configure your terminal using OfficeSuite. Note that these settings depend on the type of terminal (comfort level, DECT or corded terminal) you have connected to OfficeSuite. ■ General You want to view or modify your terminal’s settings. You can choose the following settings: • Language: Display language. • Idle text: The text that will appear on the display when the terminal is idle.
Configuration ■ Audio You can modify the following ring settings of your terminal: • Normal ring settings: Volume, Melody and Speed. • Handset volume level: from very low to high. • Loudspeaker volume level: from very low to high. • Attention tone: Call-waiting or announcement tone. For DECT terminals you can also carry out the following settings: • Vibra call: Choose between Audio, Vibra call, Both or LED only.
Configuration ■ Configurable Keys You want to store a number or function under an available configurable key (Foxtkey or configurable key) of your terminal. The available configurable keys depend on your terminal. You can obtain more details from your system administrator or in the User’s Guide for your terminal. You can assign each key with a specific action type so you can trigger a particular action by simply pressing that key.
Configuration Printing equipment labels (Ascotel® IntelliGate® only): Once you have configured all the keys, click Print labels. ➞ The Print labels window opens. Select what you want to print out and click Print. ➞ Labels are printed. To clear a key: Click the key you want then click Delete key, answer the security question with Yes and confirm with OK. ➞ The key is deleted. You can activate an individual function, for example call forwarding, with the help of function commands, or assign it to a key.
Configuration Tab. 1 The following function commands are available (depending on the terminal): "A" Seize line with highest priority "I" Seize line "X" Disconnect "P" Pause 1 second before the next operation "Lxx" Seize line xx (Line keys) "N" Use the phone number entered in call preparation "." Control key function (up-circuit system) "Z" Activate/deactivate DTMF mode "R" Use the phone number last dialled "Y" Disconnect and reseize the line. Tab.
Configuration Profile Carry out the following partial steps to specify your personal profiles. The presence profile enables you to manage your individual incoming calls according to your presence status. If you are leaving your desk, you can activate the corresponding presence profile. During your absence, this profile manages call switching, call notification and voice mail activities. When you return to your desk, activate the corresponding presence profile.
Configuration ■ Activate profile You can activate individual presence profiles. If you select another presence profile, the current profile is automatically deactivated. The presence profile is activated independently of the presence status (see Chapter "Presence state", page 53). Otherwise, you can activate a presence profile manually ("Setting the presence state", page 29) via your terminal. When a presence profile is activated all the settings for this profile are activated.
Configuration ■ Call Forwardings You can specify the destinations for the diversions as standard. For further information refer to Chapter "Absence", page 41. In the configuration window select the Profile dialogue field. Highlight the profile you want and select the Call forwardings tab. Select the settings you want for this profile and click Apply to confirm. ➞ The settings are stored.
Configuration ■ Notifications You want to specify on an individual basis how you are to be notified in each case. Assign a notification profile to the presence profile. You have to indicate in a notification profile whether and how to be notified about a specific event. The various events are assigned information destinations. You can, for instance, specify that an e-mail message should be generated after an unanswered call. You can activate notification profiles for Notification, Display, and Audio.
Configuration Configure targets: Click Configure targets and select the targets to be notified, by clicking the button. Highlight the information content you want under Informaion level. Confirm with OK, then Apply. Delete sources/targets: Highlight the profile and source/target you want and click Remove, then Apply. ➞ Source/target is deleted. ■ Functions You can specify the profile to be activated automatically when you launch (On activation) or shut down (On deactivation) OfficeSuite.
Configuration Delete function: Highlight the profile and function you want and click Remove, then Apply. ➞ Function is deleted. Modifying a function: Highlight the profile and function you want and click Modify. Make the modifications you want and confirm with OK, then Apply. ➞ The function is modified. ■ New profile, copy profile, delete profile Regardless of the authorisation profile assigned to you by your system administrator, you have the right to create, copy or delete new profiles in OfficeSuite.
Index Index A Action type . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50 Activate profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Add group . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Add subscriber . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30 Additional functions in the journal . . . . . . . . . . . . . 17 Advanced search . . . . . . . . . . . . . . . . . . . . . . . . . . 23, 34 Alpha dialling . . .
Index J S Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Journal key . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3 Safety Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5 Scope of functions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Search in phone book . . . . . . . . . . . . . . . . . . . . . . . . . 23 Send text messages . . . . . . . . . . . . . . . . . . . . . . . . . . .
Declaration of Conformity Aastra Telecom Schweiz AG hereby declares that the equipment Ascotel® and Ascotel® IntelliGate® and the accessories there to comply with the basic requirements and other relevant stipulations of Directive 1999/5/EG. You will find the complete text of the declaration of conformity and other documents for this device and the telecommunication systems Ascotel® and Ascotel® IntelliGate® under: Ascotel® and IntelliGate® are trademarks of Aastra.
