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Congratulations on your purchase of this VTech product. Before using this product, please read the Important safety information. This abridged user’s manual provides you with the basic installation and setup instructions. You may refer to the online complete user’s manual for complete installation and operation instructions at businessphones.vtech.com. For customer service or product information, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, please dial 1 (800) 267-7377.
Important safety information This symbol is to alert you to important operating or servicing instructions that may appear in this user’s manual. Always follow basic safety precautions when using this product to reduce the risk of injury, fire, or electric shock. Safety information • Read and understand all instructions in the user’s manual. Observe all markings on the product. • Avoid using a telephone during a thunderstorm. There may be a slight chance of electric shock from lightning.
Important safety information Especially about cordless telephones • Electrical power: The telephone base must be connected to a working electrical outlet. The electrical outlet should not be controlled by a wall switch. Calls cannot be made from the handset if the telephone base is unplugged, switched off or if the electrical power is interrupted. • Power adapter: The power adapter is intended to be correctly oriented in a vertical or floor mount position.
Parts checklist Your telephone package contains the following items. Save your sales receipt and original packaging in the event warranty service is necessary. Go to businessphones.vtech.com to register your product for enhanced warranty support and latest VTech product news.
Table of contents Getting started One touch................................................23 Assign a one-touch entry.....................23 To dial a one-touch entry......................24 Deskset overview......................................1 Deskset icon display..................................4 Alert tones and lights.................................5 Alert tones..............................................5 Lights......................................................5 Deskset installation........
Getting started Deskset overview MENU/SELECT CALL HISTORY • Press to enter the menu. • Press to view caller ID information. • While in the menu, press to select an item or save an entry or setting. MESSAGE WAITING indicator • Flashes when there are new messages in the private mailbox. ANS SYS • Press to enter the answering system menu. LINE 1-LINE 4 keys • Press to make or answer a call on the desired line.
Getting started Deskset overview One-touch keys • Press to dial the desired one-touch number. Directory card To write names on the directory card, follow the steps below: 1. Pull out the directory card. 2. Write the information on the directory card. 3. Replace the directory card under the plastic cover. SPEAKER • Press to turn on the speakerphone. Press again to turn it off. MIC TRANSFER FLASH • Press to transfer a call to an extension.
Getting started Deskset overview Main menu The > symbol highlights a menu item. >Ringers Set Date/Time One Touch Phone Settings Main menu • Ringers • Set Date/Time • One Touch • Phone Settings • System Setup • Registration • Customer Support Using menus • Press MENU/SELECT to show the main menu. • Press or to scroll through menu items. • Press MENU/SELECT or /SKIP to select a highlighted menu item. • Press MENU/SELECT to save changes.
Getting started Deskset icon display L1 L2 L3 L4 Telephone lines - On when this deskset is selected under the corresponding line group setting. Ringer off - On steadily when the ringer volume is set to OFF . Headset - On steadily when using a corded headset. Speakerphone - On steadily when using the speakerphone. MUTE Mute - Microphone is muted. PRIV Call privacy - On steadily when the call privacy feature is set to On. REC Record a call - On steadily when recording a call.
Getting started Alert tones and lights Alert tones One beep You have set the hold reminder on. -ORThe telephone is recording a memo. -ORYou have set the message alert tone on. -ORThere is an incoming call waiting. Lights LINE 1/LINE 2/LINE 3/LINE 4 • On when a telephone line is in use. • Flashes when the telephone line is on hold. MESSAGE WAITING • Flashes quickly when there is an incoming call or a transfer call. • Flashes when there are new private messages.
Getting started Deskset installation • • L1/2 • This is not a stand-alone telephone. Make sure you have completed the installation and basic setup of the UP416 console, before you proceed with the installation of your deskset. Do not power up the deskset until you have plugged in the Ethernet cable as instructed in step 4. The power adapter is intended to be correctly oriented in a vertical or floor mount position.
Getting started Deskset installation 4. Connect the Ethernet cable and power adapter as shown below. NOTES: • Use only the power adapter supplied with this product. To order a replacement power adapter, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, please dial 1 (800) 267-7377. • If you want to use an occupied Ethernet wall jack, use the PC port on the deskset as an Internet pass-through.
Getting started Deskset installation After the deskset is powered up, it takes at least one minute for the deskset to start up the system and the screen displays booting.... during startup. The deskset is set to obtain IP address automatically by default. The screen displays Obtaining IP from DHCP server Please wait... when the deskset is obtaining IP from the Ethernet switch or router. When an IP is obtained, the screen displays IP obtained: XXX.XXX.X.XXX Press SELECT to proceed.
Getting started Deskset installation 6. It takes up to 60 seconds to complete the connection. The screen displays Connected to Console (Console represents the name of the console) when the connection is successful. • If the deskset displays Please check: 1. Console’s name and network info 2. Ethernet, make sure you enter your console’s name correctly and the Ethernet switch or router is installed properly. Repeat steps 3-5 above to connect to console again. 7. The deskset displays Starting...
Getting started Wall mount installation To mount the deskset on the wall 1. Unplug the power adapter from the power outlet. Unplug the Ethernet cable from the Ethernet switch or router. 2. Put the corded handset aside. Use a coin to rotate the handset tab 180 degrees. The protruding edge holds the corded handset when the phone is mounted on the wall. Protruding edge Handset tab 3. Lift the kickstand as indicated by the arrows below to release it from the grooves.
Getting started Wall mount installation 4. Snap the kickstand into the outermost grooves until it locks into place. 5. Install the wall mount bracket to the deskset as shown below. Insert the upper tabs of the mounting bracket into the upper slots at the back of the deskset. Press the lower tabs of the mounting bracket into the lower slots at the back of the deskset until they lock into place.
Getting started Wall mount installation 6. Connect the Ethernet cable to the Ethernet network that your console is connected to. Plug the power adapter into an electrical outlet not controlled by a wall switch. Standard wall plate Ethernet switch/ Router Router 7. Align the upper wall mounting hole on the back of the deskset with the upper tab of the standard wall plate. Make sure the lower wall mounting hole on the mounting bracket also aligns with the lower tab of the standard wall plate.
Getting started Wall mount installation Wall mount to tabletop installation To change the deskset from the wall mount position to tabletop position, follow the steps below. Router Router 1. If the Ethernet cable and power adapter cord are bundled, untie them first. 2. Push the deskset up to remove it from wall. Unplug the Ethernet cable from the Ethernet switch or router and the power adapter from the power outlet. 3. See Deskset installation section on pages 6-8.
Getting started System setup Prime line Use this feature, also known as automatic line selection, to choose which line is automatically selected each time you make an outside call. If you select Auto, the deskset picks up any plugged telephone line starting from Line 1. To set the prime line: 1. When the telephone is idle, press MENU/SELECT. 2. Press or to scroll to System Setup, then press MENU/SELECT or /SKIP. 3. Press or to scroll to Prime Line, then press MENU/SELECT or /SKIP. 4.
Telephone settings Telephone setup Ringer volume Use this feature to set the ringer volume to one of six levels or turn the ringer off. When the ringer is off, the icon appears on the deskset screen. The UP406 deskset stores the volume setting for all lines. 1. When the deskset is idle, press MENU/SELECT. 2. Press MENU/SELECT again or /SKIP to select Ringers. 3. Press MENU/SELECT again or press /SKIP to select Ringer Volume. 4.
Telephone settings Telephone setup LCD language This feature allows you to change the language used for all screen displays. The language settings on the console, desksets and cordless handset are independent. By default, the language is set to English. 1. When the deskset is idle, press MENU/SELECT. 2. Press or to scroll to Phone Settings, then press MENU/SELECT or /SKIP. 3. Press or to scroll to LCD Language, then press MENU/SELECT or /SKIP. 4. Press or to select English, Français or Español. 5.
Telephone operation Telephone operation The deskset comes programmed to select the line automatically for calls when you do not press a line key. To override the automatic line selection setting, see Prime line on page 14 for details. When you answer a call, the deskset automatically selects the ringing line. Making and ending a call To make a call from the deskset: 1. Lift the handset or press SPEAKER .
Telephone operation Options while on calls Call waiting If you subscribe to call waiting service with your telephone service provider, you hear a beep if someone calls while you are in the middle of a call. • Press FLASH to put your current call on hold and take the new call. • Press FLASH at any time to switch back and forth between calls.
Telephone operation Redial The last 10 telephone numbers dialed (up to 30 digits) are stored in system memory. If there is a cordless handset registered to this deskset, the redial memory shares between the deskset and its registered cordless handset. To view the 10 most recently dialed numbers 1. Press AUTO REDIAL to enter the redial list and display the most recently called number. 2. Press or to view other recently called numbers. 3. Press CANCEL to exit the redial list.
Telephone operation Conference call The system can support 5-way conference with a maximum of one outside call and four system extensions (including the initiating party), or two outside calls and three system extensions (including the initiating party). The outside call must be established first because an intercom call cannot be placed on hold. There are two ways to establish a conference call. A.
Telephone operation Conference call To drop an outside line • Press the corresponding line key (LINE 1-LINE 4). -OR• If there are two outside calls, press MENU/SELECT, and then press or to choose End Line X. Press MENU/SELECT to confirm. -OR• If the other end of the outside line hangs up the call, press the corresponding line key (LINE 1-LINE 4) to release that line for other system extension use. B. Join a call in progress 1. Make or answer an outside call on the deskset, then press MENU/SELECT. 2.
Telephone operation Intercom You can use the intercom feature for conversations between this deskset and a system deskset, or between two system desksets. The console and each deskset in the telephone system MUST be assigned a unique extension number for the intercom feature to work. The assignment is done when the deskset is initially set up. Make an intercom call to an extension 1. Press INTERCOM on the deskset when it is idle. 2. Press or to scroll to a desired extension, then press MENU/SELECT.
Telephone operation One touch This deskset has 32 one- and two-touch memory locations (speed dial locations) where you can store the phone numbers or system extension numbers you wish to dial using fewer keys than usual. You can store up to 30 digits in each location. You can access the first 16 locations using only the one-touch buttons. To access the remaining 16 locations, press LOWER and then the one-touch button for the desired location.
Telephone operation One touch Assign a one-touch entry (continued) 6. Press or to choose Done, then press MENU/SELECT to save the setting and return to the previous menu. To exit without making changes, press or to choose Cancel, then press MENU/SELECT, or press CANCEL to previous menu. 7. The screen displays Press a 1-touch key to save the number. Press a 1-touch key 8. Press the desired one-touch key to store a the to save the telephone number in the upper location.
Directory Create directory entries Create a new directory entry Use the following steps to store a name and number in the directory. 1. When the deskset is idle, press DIRECTORY. 2. The deskset shows a summary with the number of directory entries stored. Press MENU/SELECT to add an entry. 3. The screen displays Enter Name. Use the dialing keys to enter the name (up to 15 characters). Each time you press a key, the character on that key appears.
Directory Create directory entries Create a new directory entry (continued) • Store a signal for switching to temporary tone signaling. If you have dial pulse (rotary) service, Enter Number this signal is required for some special services. 8005959511_ Select to: Press or to choose Send tone, then press Done MENU/SELECT. A T appears on the screen. All numbers you enter after this will send touch-tone signals during dialing.
Directory Search directory Search by name The names appear in alphabetical order. Follow the steps below to search for directory entries on the deskset. 1. Press DIRECTORY on the deskset. The screen displays a summary with the number of directory entries stored. 2. Press or to browse through the directory. 3. Use the dial pad keys (2-9) to enter a letter to start a name search. • If there is an entry matching the letter you press, the directory shows the first name beginning with that letter.
Caller ID Caller ID operation Review the caller ID information 1. When the deskset is idle, press CALL HISTORY. The deskset displays XX New calls (the number of missed call) and XX calls (the total number of missed calls and reviewed calls). 2. Press or to review the caller ID information. The caller ID entries are stored in reverse chronological order starting with the most recent entry. 3. To exit without making changes, press CANCEL. Dial a call history entry 1.
Answering system Private mailbox setup This deskset has a private mailbox that can answer calls and record messages when the auto attendant of the console and the private mailbox of the deskset are turned on. When the auto attendant in the console picks up a call, the caller has to enter the extension number of this deskset to access the private mailbox. The private mailbox answers the call after ring delay time you set in the Private mailbox delay, see online complete user’s manual for details.
Answering system Answering system operation Message playback You can choose to play the new messages only or play all messages (new messages and old messages). By default, the system announces the date and time of the recording before playing each message. After the last message, you hear “End of the messages.” To listen to messages in the mailbox: 1. While the deskset is idle, press ANS SYS on the deskset. >Play Messages Private Mailbox 2.
Answering system Remote access Use this feature to reach your answering system remotely by calling any telephone line connected this deskset from any touch-tone telephone. Make sure the auto attendant feature of your UP416 console, and the private mailbox of the extension are turned on for this feature to work. Remote access can only play messages stored in the private mailbox. To remotely reach the answering system: 1. Dial any telephone line connected to the console from any touch-tone telephone. 2.
Answering system Remote access NOTES: • If you do not enter the valid remote access code after you enter the answering system successfully, the answering system starts to record the message after the tone. • If the memory is full, the system announces, “Memory is full” when you try to record a memo by pressing 9. You cannot record new memo until some old messages in the mailboxes are deleted. Check the system remaining space frequently to maintain availability of space.
Appendix Troubleshooting If you have difficulty with your telephone, please try the suggestions below. For customer service, visit our website at businessphones.vtech.com or call 1 (800) 595-9511. In Canada, dial 1 (800) 267-7377. The deskset fails to obtain an IP from the Ethernet switch or router. • Make sure your Ethernet switch or router is properly installed and plugged into the Ethernet network. • Make sure the DHCP is enabled on your router, so that it can allocate IP automatically.
Appendix Troubleshooting I cannot dial out. • First try all the suggestions above. • Make sure you have a dial tone before dialing. The corded handset might take a second or two to connect the deskset and produce a dial tone. This is normal. Wait an extra second before dialing. • Make sure the deskset is set to the correct dial mode (pulse dial or tone dial) for the service in your area. Refer to Dial mode in the online complete user’s manual to set the dial mode.
Appendix Maintenance Taking care of your telephone • • • • Your telephone base contains sophisticated electronic parts, so you must treat it with care. Avoid rough treatment. Place the corded handset down gently. Save the original packing materials to protect your telephone base if you ever need to ship it. Avoid water • You can damage your telephone base if it gets wet. Do not use the corded handset in the rain, or handle it with wet hands.
Appendix FCC part 68 and ACTA This equipment complies with Part 68 of the FCC rules and with technical requirements adopted by the Administrative Council for Terminal Attachments (ACTA). The label on the back or bottom of this equipment contains, among other things, a product identifier in the format US:AAAEQ##TXXXX. This identifier must be provided to your telephone service provider upon request.
Appendix FCC part 15 This equipment has been tested and found to comply with the limits for a Class A digital device, pursuant to Part 15 of the FCC Rules. These limits are designed to provide reasonable protection against harmful interference when the equipment is operated in a commercial environment. This equipment generates, uses, and can radiate radio frequency energy and, if not installed and used in accordance with the instruction manual, may cause harmful interference to radio communications.
Appendix Limited warranty 1. What does this limited warranty cover? The manufacturer of this VTech product warrants to the holder of a valid proof of purchase (“CONSUMER” or “you”) that the product and all accessories provided in the sales package (“PRODUCT”) are free from defects in material and workmanship, pursuant to the following terms and conditions, when installed and used normally and in accordance with the PRODUCT operating instructions.
Appendix Limited warranty 5. How do you get warranty service? To obtain warranty service, visit businessphones.vtech.com or call 1 (800) 595-9511. In Canada, please dial 1 (800) 267-7377. NOTE: Before calling for service, please review the user’s manual; a check of the PRODUCT’s controls and features may save you a service call.
Appendix Technical specifications RF frequency band 1921.536MHz - 1928.448MHz Channels 5 Operating temperature 32°F - 122°F 0°C - 50°C Telephone base voltage 5.
Source of music files for the Music on hold feature: FreeMusicArchive.org. Used under open license. Designed to fit your home. And your life. VTech Communications, Inc. A member of THE VTECH GROUP OF COMPANIES. VTech is a registered trademark of VTech Holdings Limited. Specifications are subject to change without notice. © 2014 VTech Communications, Inc. All rights reserved. 04/14. UP406_ACIB_V1.
