MITEL 5140 IP Appliance USER GUIDE
3300 ICP - 7.
Contents 1 ABOUT THE 5140 IP APPLIANCE 5140 IP Appliance Features 2 TIPS FOR YOUR COMFORT AND SAFETY 3 Don't cradle the handset! Protect your hearing Adjusting the viewing angle 3 3 3 FOR USERS ON RESILIENT 3300 ICP SYSTEMS 3 CUSTOMIZING YOUR 5140 APPLIANCE 4 Ringer Control Handset, Headset and Speakerphone Volume Display Contrast Control Quick Key Programming Language Change 4 4 4 5 5 6 MAKING AND ANSWERING CALLS Make a call Answer a call End a call Redial Redial - Saved Number Speed Call - Pe
8 CALL HANDLING Hold Transfer Conference Conference Split Add Held Swap Call Forward Call Forward - Remote Call Forward - End Chaining Call Forward - Forced Call Forward - Override Messaging - Advisory Messaging - Callback 8 9 9 9 10 10 11 12 13 13 13 13 14 16 USING OTHER FEATURES Account Codes Callback Attendant Call Hold - Remote Retrieve Call Park Call Pickup Campon Do Not Disturb Override (Intrude) Paging Direct Paging Reminder Headset Operation Headset Operation (with Feature Control Switch) Music C
30 USING THE APPLICATIONS Personal Directory Corporate Directory Call Logs Speed Dials Bookmarks Online Services Mitel Networks IrDA Module Speech Recognition 30 31 32 33 33 34 35 36 37 USING VISUAL VOICE MAIL About the Voice Mail main screen Sorting Messages Playing messages Making and Replying to Messages Recording Memos Creating Distribution Lists Changing your Greetings, Name and Passcode -iii- 38 39 40 41 43 43 44
ABOUT THE 5140 IP APPLIANCE The Mitel Networks 5140 IP Appliance is a digital telephone that also serves as a gateway to your company network, providing you with real-time access to applications and services such as web browsing, directory management and visual voice mail. The 5140 IP Appliance features a full-duplex speakerphone that allows you the freedom to work at your computer during calls; the six command keys and nine programmable quick keys provide convenient access to features.
5140 IP Appliance Features Feature 1 - Ringing Indicator 2 - Audio Device Controls 3 - Command Keys Function flashes to signal an incoming call. switches between headset and handset operation; mutes the handsfree microphone; and adjusts the sound level. invokes the command or function described by the adjacent label. The command or function changes according to the screen you are in. 4 - Telephony Feature enables and disables Handsfree operation; places Keys calls on Hold.
TIPS FOR YOUR COMFORT AND SAFETY Don't cradle the handset! Prolonged use of the handset can lead to neck, shoulder, or back discomfort, especially if you cradle the handset between your ear and shoulder. If you talk on the phone a lot, you may find it more comfortable to use a headset. See Headset Operation for more information. Protect your hearing Your 5140 IP Appliance has a control for adjusting the volume of the handset receiver or headset.
CUSTOMIZING YOUR 5140 APPLIANCE Ringer Control To adjust the Ringer Volume while 5140 IP Appliance is ringing: z Press the volume control buttons located above the display. To adjust the Ringer Volume or Pitch while the 5140 IP Appliance is idle: 1. 2. 3. 4. 5. Press SETTINGS. Press the More command key. Press the Ring Adjust command key. Press the Ringer Vol or Ringer Pitch command key. Press the volume control buttons located above the display to adjust the volume or pitch. 6. Press SETTINGS.
Quick Key Programming You can program your quick keys using the 5140 IP Appliance or the Desktop Tool. The Desktop Tool is a companion application for the 5140 IP Appliance that runs on a PC. It allows you to label the quick keys that you programmed. The labels appear on the display and cannot be assigned from the 5140 IP Appliance itself. To display the feature that is currently programmed to a quick key: 1. Press SETTINGS. 2. Press a quick key. 3.
MAKING AND ANSWERING CALLS Make a call 1. If necessary, press PHONE VIEW to exit the current application. Press the quick key associated with the party you want to call. Dial the number using the dialpad keys. 2. Continue the call using the speakerphone or lift the handset. Answer a call Do one of the following: z Lift the handset or press HANDSFREE. The current application will remain open. z Press PHONE VIEW to exit the current application, and then lift the handset or press HANDSFREE.
Speed Call - Personal To store a personal Speed Call number: 1. 2. 3. 4. 5. Press SETTINGS. Press the More command key. Press Speed Call command key. Press a quick key that isn't a line key. Do one of the following: To enter a new number, dial the number. To enter the last number dialed, press the Redial command key. 6. If you want the number to be private, press the Make Private command key. 7. Press the Save command key. 8. Press SETTINGS to exit the Settings menu.
Auto-Answer This feature automatically connects internal calls to your extension. Calls are announced by a single burst of ringing; then, the microphone and speaker are activated and the call is answered. You can continue the call handsfree or use the handset. To enable or disable Auto-Answer: z Press Auto-Answer quick key. (See Quick Key Programming for instructions on programming features to your phone.) To answer a call when you hear ringing: z Communicate by using the speaker and the microphone.
Transfer To Transfer an active call: 1. Press Trans/Conf command key. 2. Dial the number of the next party. 3. Do one of the following: To complete the Transfer, hang up or press the Release Me command key. To announce the Transfer, wait for an answer, consult, and then hang up. To return to the first call before completing the transfer, press the Back To Held or Trade Calls command key.
Add Held To move a call on Hold to another line appearance: 1. Press the available line key. 2. Press the Add Held command key. 3. Press the line key with the flashing icon. To add a call on Hold to an existing conversation or conference: 1. Press the Add Held command key. 2. Press the line key with the flashing icon. Swap To call another party when you are in an established two-party call: 1. Press Trans/Conf. 2. Dial the number.
Call Forward Call Forward lets you redirect incoming calls to an alternate number when your phone is busy, when you're not answering, or all the time. "Busy" (Internal, External, and Both) redirects your calls when your telephone is busy. "No Answer" (Internal, External, and Both) redirects your calls after several rings if you don't answer. "Always" redirects all incoming calls regardless of the state of your telephone. Note: For information about using the To Me command key, see Call Forward - Remote.
To cancel Call Forward: 1. 2. 3. 4. 5. 6. Press SETTINGS. Press the More command key. Press the Forwarding command key. Select the type of call forwarding. Press the Save/off command key. Press SETTINGS to exit the Settings menu. Call Forward - Remote To forward calls from a remote extension to your extension: 1. 2. 3. 4. 5. 6. 7. Press SETTINGS. Press the More command key. Press the Forwarding command key. Press the To Me command key. Dial the number of the remote extension.
Call Forward - End Chaining To ensure that calls do not get forwarded again by the destination number: 1. Lift the handset. 2. Dial 64. 3. Hang up. To again allow calls to be forwarded by the destination number: 1. Lift the handset. 2. Dial **73. 3. Hang up. Call Forward - Forced To force an incoming call to be forwarded: z Press the Forward Call command key. Call Forward - Override To override Call Forward and ring an extension: 1. Lift the handset. 2. Dial *1*. 3. Dial the extension number.
Messaging - Callback To leave a message waiting indication on a telephone when you hear busy or ringback tone: z Press Leave A Msg command key. To respond to a message waiting condition on your telephone: Do one of the following: z Press Messaging followed by Call. z Lift the handset, and then press Messaging. A call is placed to the message sender (voice mail system or extension user) that left the oldest message. To read messages before responding: 1. Press the Messaging command key. 2.
To set a password (up to 7 digits, not including 0): 1. 2. 3. 4. 5. 6. 7. Press Press Enter Press Enter Press Press the Messaging command key. the New Password command key. a password. the Enter command key. the password again. the Enter command key. SETTINGS to exit the Settings menu. To change or clear your password: 1. 2. 3. 4. 5. 6. 7. 8. Press the Messaging command key. Press the New Password command key. Enter your current password. Press the Enter command key. Press the New Password command key.
USING OTHER FEATURES Account Codes An account code is a series of digits that you assign to your calls, usually for accounting purposes. The code identifies the account in the call records that your system generates. A forced account code is usually entered from another extension, enabling you to use features or make calls that the extension otherwise could not. If you want this feature, ask your System Administrator. To use Forced Account Codes: 1. Lift the handset. 2. Dial the Account Code digits. 3.
Callback To request a Callback when you reach a busy or unanswered station: z Press the Call Me Back command key. To answer a Callback: z Lift the handset. To view and/or cancel outstanding Callbacks: 1. 2. 3. 4. 5. Press SETTINGS. Press the More command key. Press the Callbacks command key. Press the Next and Previous command keys (if required). Do one of the following: To cancel a callback, press the Cancel command key. To call the number shown, press the Call Again command key.
Call Park The Call Park feature allows you to place a call in a special hold state. You, or someone else, can then retrieve the call from any extension in the system. After parking the call, the system can automatically connect you to paging equipment so that you can announce the call to the requested party. To park an active call: 1. Do one of the following: Press the Call Park feature key (must be programmed) Press the Trans/Conf command key, and then dial *7#.
Call Pickup To answer a call that is ringing at another extension in your Pickup Group: 1. Lift the handset. 2. Press the Pickup Call command key. (See Quick Key Programming for instructions on programming features to your phone.) To answer a call that is ringing at a extension not in your Pickup Group: 1. Lift the handset. 2. Dial **6. 3. Dial the number of the ringing station. Campon To Campon to a busy station: z Press the I Will Wait command key. To retrieve a call when you hear Campon tone: 1.
Do Not Disturb To activate or deactivate Do Not Disturb: z Press the Do Not Disturb quick key. To activate Do Not Disturb from a remote extension: 1. 2. 3. 4. Lift handset. Dial **5. Dial the number of the station to which Do Not Disturb is to apply. Hang up. To deactivate Do Not Disturb from a remote station: 1. Lift handset. 2. Dial ##5. 3. Dial the number of the station with Do Not Disturb activated. (See Quick Key Programming for instructions on programming features to your phone.) 4. Hang up.
Direct Paging Direct Paging allows you to page a party through their telephone speaker. To page another extension user: 1. Lift the handset. 2. Press the Direct Paging quick key. (See Quick Key Programming for instructions on programming features to your set.) 3. Dial the extension number. 4. Speak to the dialed party after the tone.
Reminder To program a Reminder: 1. 2. 3. 4. 5. Press Press Enter Press Press SETTINGS. the Reminder command key. the time in 24-hour format. the Save command key. SETTINGS to exit the Settings menu. To view, change, and/or cancel a pending Reminder: 1. Press SETTINGS. 2. Press the Reminder command key. 3. Do one of the following: To change the Reminder, enter the new time and press the Save command key. To cancel the Reminder, press the Cancel command key.
Headset Operation (with Feature Control Switch) IMPORTANT NOTE: Mitel Networks Headsets with Feature Control Switch must be installed in the dedicated headset jack on the back of the phone. Installation will disable your handset microphone. Disconnecting the headset at the jack or at the quick-disconnect plug restores handset operation. If handset operation is required for an extended period of time, you should press the Headset feature key to return the telephone to handset mode.
Calculator To use the Calculator: 1. Press SETTINGS. 2. Press the Calculator command key. 3. Use the telephone keypad as the numeric keypad. The * key is used as a decimal point key. The following operations as well as the Clear Entry/Clear (CE/CLR) and another decimal point are presented as command keys: ( x,÷, -, +, /, = ) 4. Press SETTINGS to exit the Settings menu.
Group Paging / Meet Me Answer Group Paging allows you to page a group of telephones through their built-in speakers. You can belong to as many as three paging groups with one group designated as your "prime" group. When you need to respond to a Group Page but don't know the identity or extension number of the paging party, use the Meet Me Answer feature. You have up to 15 minutes after receiving the page to use Meet Me Answer. To make a Group Page: 1. Lift the handset. 2. Press Direct Page or dial *37. 3.
Trunk Flash The Trunk Flash feature allows you to access Centrex features (if available) while you are talking on an outside call. To flash a trunk while talking on an outside call: 1. 2. 3. 4. Press Trans/Conf. Dial *57 for a single flash or *56 for a double flash. Wait for dial tone. Dial the Centrex feature access code.
Record a Call This feature uses your voice mail system to record your telephone conversations. Note: You may be required by law to inform the other party that you are recording the conversation. For specific instructions, consult your System Administrator. To start recording while on a two-party call: z Press the Record Call command key. Note: Your system may be programmed to automatically begin recording external calls when you or the other answers. To pause recording: z Press the Pause command key.
Hot Desking Hot Desking allows you to log into the telephone system from any phone designated as a Hot Desk phone. Simply log in at the phone using your assigned Hot Desk User Extension Number and the phone immediately assumes all your speed dials, features keys, call forwarding setup, and line appearances - even your language preference for the display. Any changes you make to the phone while you are logged in--for example, adding a speed dial--are saved to your personal profile.
Tag Call Tag Call allows you to signal that you are the victim of a threatening or malicious call. Using the tag, your system administrator or telephone company can identify the source of the call and provide this information to appropriate personnel or authorities. CAUTION: Tagging a non-malicious call may result in fines or other penalties. To tag a malicious call: z z z Press the Tag Call quick key while the call is in progress.
USING THE APPLICATIONS Personal Directory The Personal Directory provides easy access to your personal address book. The main screen of the directory is your control center for all personal call management. From this screen, you can search entries and make calls. Note: Use the Desktop Tool to add new entries to your Personal Directory. To access the Personal Directory: z Press PERSONAL DIRECTORY. To answer calls while in the Personal Directory: z Lift the handset or press HANDSFREE.
Corporate Directory The Corporate Directory is created and maintained by your System Administrator. From the Corporate Directory screen, you can perform searches, make a call, and view details on entries in the directory. To access the Corporate Directory: 1. Press ONLINE SERVICES. 2. Press Corporate Directory. To answer calls while in the Corporate Directory: z Lift the handset or press HANDSFREE. Note: To view caller identification, press PHONE VIEW to exit the Corporate Directory.
Call Logs Call Logs track up to 60 of your incoming, outgoing, and missed calls. It provides the name of each called or calling party, the date and time of the call, the phone number, call duration, and the number of calls to or from that particular party. To access Call Logs: z Press CALL LOGS. To delete a log entry: 1. In one of the Call Log screens, press the quick key associated with the entry you want to delete. 2.
Speed Dials Speed Dials is an application that allows access to a list of phone numbers that you can dial with one or two key presses. Use the Desktop Tool to to add numbers to the list. To make a Speed Dial call: z Press SPEED DIALS, and then press a quick key associated with a speed call that you have programmed through the Desktop Tool. Use the command keys to display additional pages of numbers (if programmed). To exit Speed Dials: z Press PHONE VIEW.
Online Services Online Services provides access to applications and information programmed by your System Administrator for your use. Online services can include company news and events, and company stock quotes. To access Online Services: z Press ONLINE SERVICES, and then press the quick key associated with the service you want to use. Note: You cannot make calls while you are using Online Services. To exit Online Services: z Press PHONE VIEW.
Mitel Networks IrDA Module The Mitel Networks IrDA (Infrared Display Adapter) Module provides a wireless connection between Mitel Networks' IP-based ICP and the Palm Handheld Personal Digital Assistant (PDA). The IrDA Module's Dial by Address Book (DBAB) application enhances the PDA's existing Address Book function by enabling PDA users to select a stored phone number and dial it directly from the PDA.
Speech Recognition Speech Recognition is an optional feature that allows you to interact with the system using your voice. With Speech Recognition, you can call people by saying their name and interact with the voice mail system using spoken commands. You can take a tutorial from your phone to learn the basics of using Speech Recognition. A user guide is available if you need more assistance. Ask your System Administrator for a copy of the guide. Do one of the following.
USING VISUAL VOICE MAIL Visual Voice Mail is an application that allows you to visually interact with the voice mail system. Before you can use voice mail, you must first set up your mailbox. To set up your mailbox: 1. 2. 3. 4. Press VOICE MAIL. Enter the default passcode ( 999 ). Press the Login command key or OK. Follow the on-screen instructions to create your personal passcode and to record your name and greeting.
About the Voice Mail main screen The Voice Mail main screen contains a chronological list of the voice messages in your mailbox, with the most recent message listed first. By default, the first message is selected when the main screen opens. You can scroll through the messages by using the Navigation keys.
Sorting Messages By default, messages display in the order in which they were received from most to least recent. You can re-sort your messages to display, z z z new messages first, and then the saved messages, alphabetically according to the sender's name with unknown callers listed at the end, urgent messages first followed by non-urgent messages. Note: Visual Voice Mail shows the caller ID information for calls from internal extensions that have a voice mailbox.
Playing messages To play messages: 1. Access your mailbox. 2. Use the Navigation keys to select the message that you want to play. 3. Press the Play Messages command key. While listening to a Message you can press to skip to the end of message to fast forward five seconds to rewind five seconds go to the beginning of message After listening to a message you can press Play Message Dial Sender to play the message again to call the message sender.
Making and Replying to Messages To reply to a message: 1. Use the Navigation keys to select the message to which you want to reply. 2. Press the Reply command key. 3. Press the Record a Reply command key. 4. Record your message (see Recording Options below). 5. (Optional) Press the Add Recipients command key to send the reply to other mailboxes in addition to the sender's (see Addressing Options below). 6. Specify Delivery options if required (see Delivery Options below). 7.
Delivery Options Press this key Urgent Confidential Confirm Receipt to place the message first in the destination mailbox (es) prevent the recepient(s) of your message from forwarding it request notification that your message has been heard Addressing Options You can specify recipients for your messages by entering mailbox numbers, selecting mailbox owners by name, or by using a distribution list.
Recording Memos To record a memo to yourself: 1. Access your mailbox. 2. Press the More Choices command key repeatedly until Record Memo appears. 3. Press the Record Memo command key. 4. Press to start recording. (See the previous page for recording options.) 5. Press the Done command key. 6. Press the Log Out command key. Creating Distribution Lists You can have up to five personal distribution lists, numbered 05 to 09, each containing a group of mailbox numbers.
Changing your Greetings, Name and Passcode When you first set up your mailbox you recorded a greeting and your name and selected a passcode. The User Options menu allows you to change these at any time. There are two types of mailbox greetings: "permanent" and "temporary". You record the permanent greeting when you first set up your mailbox the first time. If there is no temporary greeting, callers accessing your mailbox will hear the permanent greeting.
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