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MITEL 5330 IP and 5340 IP Phones
User Guide
NOTICE
The information contained in this document is believed to be accurate in all respects but is not warranted
by Mitel Networks™ Corporation (MITEL®). The information is subject to change without notice and
should not be construed in any way as a commitment by Mitel or any of its affiliates or subsidiaries. Mitel
and its affiliates and subsidiaries assume no responsibility for any errors or omissions in this document.
Revisions of this document or new editions of it may be issued to incorporate such changes.
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mechanical - for any purpose without written permission from Mitel Networks Corporation.
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Mitel and Speak@Ease are trademarks of Mitel Networks Corporation.
Windows and Microsoft are trademarks of Microsoft Corporation.
Other product names mentioned in this document may be trademarks of their respective companies and
are hereby acknowledged.
Mitel 5330 IP and 5340 IP Phones - User Guide
April 2007
© Mitel Networks Corporation and its Licensors, 2006, 2007. All rights reserved.
This documentation and associated software is protected by copyright law and international treaties. No
part of this documentation or associated software may be reproduced or distributed without the prior
written permission of Mitel Networks Corporation and its Licensors
Table of Contents
ABOUT YOUR PHONE ............................................................................................................ 8
Elements of Your Phone ......................................................................................................... 9
Ring/Message indicators ....................................................................................................... 11
For Users on Resilient 3300 ICP Systems ............................................................................ 11
Mitel Line Interface Module ................................................................................................. 11
TIPS FOR YOUR COMFORT AND SAFETY ....................................................................... 12
Don't cradle the handset!....................................................................................................... 12
Protect your hearing .............................................................................................................. 12
Adjust the viewing angle ...................................................................................................... 12
USING YOUR DEFAULT PHONE WINDOW AND KEYS................................................. 13
Getting Started with Your Phone .......................................................................................... 13
USING YOUR PHONE APPLICATIONS .............................................................................. 15
Using the Settings Application ............................................................................................. 16
Getting Help.......................................................................................................................... 17
Tips for Setting up your Phone ............................................................................................. 17
CUSTOMIZING YOUR PHONE ............................................................................................ 18
Specify User Information...................................................................................................... 18
Specify Language.................................................................................................................. 19
Specify Display Brightness and Contrast ............................................................................. 19
Specify Audio Feedback Options ......................................................................................... 20
Specify Text Size .................................................................................................................. 20
Specify Call Notification Behavior....................................................................................... 21
Adjust the Ringer .................................................................................................................. 21
Enable a Screen Saver (5340 only) ....................................................................................... 22
Program Receipt of External Messaging .............................................................................. 23
Enable URL Displays on your Phone ................................................................................... 23
Enable PC Connectivity ........................................................................................................ 23
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5330/5340 IP Phones – User Guide
USING THE INTEGRATED OFFICE COMPANION APPLICATION................................ 24
About the Integrated Office Companion Application........................................................... 24
Configuring the Integrated Office Companion Application on Your Phone ........................ 25
Installing the Integrated Office Companion Application...................................................... 26
Display the Integrated Office Companion Application Toolbar........................................... 27
Hide the Integrated Office Companion Application Toolbar ............................................... 27
Elements of Your Integrated Office Companion .................................................................. 27
Using the Telephony Toolbar ............................................................................................... 29
USING THE PC COMPANION APPLICATION ................................................................... 39
About the PC Companion Application ................................................................................. 39
Opening the PC Companion Application ............................................................................. 39
Programming Feature Keys Using the PC Companion Application .................................... 39
Clearing, Editing or Copying Key Programming ................................................................. 41
PROGRAMING FEATURES ON YOUR KEYS.................................................................... 42
Tips on Programming Features ............................................................................................. 42
Program Feature Keys Using the Settings Application ........................................................ 45
Clear Programming from a Key............................................................................................ 46
SETTING UP YOUR CONTACT LIST (5340 ONLY) .......................................................... 47
Adding names to your contact list ........................................................................................ 47
Editing information in your contact list ................................................................................ 47
MAKING AND ANSWERING CALLS.................................................................................. 48
Dial from your People Application (5340 IP Phone only) ................................................... 48
Phone Book ........................................................................................................................... 48
Answer a call......................................................................................................................... 49
End a call............................................................................................................................... 49
Redial .................................................................................................................................... 49
Redial - Saved Number ......................................................................................................... 49
Handsfree Operation ............................................................................................................. 50
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Table of Contents
Auto-Answer......................................................................................................................... 51
Using the Analog line ........................................................................................................... 51
CALL HANDLING.................................................................................................................. 52
Hold....................................................................................................................................... 52
Mute ...................................................................................................................................... 52
Transfer ................................................................................................................................. 53
Conference ............................................................................................................................ 53
Conference Split.................................................................................................................... 53
Add Held ............................................................................................................................... 54
Swap...................................................................................................................................... 54
Call Forwarding .................................................................................................................... 54
USING OTHER FEATURES................................................................................................... 57
Account Codes ...................................................................................................................... 57
ACD ...................................................................................................................................... 57
Attendant Call Hold - Remote Retrieve................................................................................ 58
Callback ................................................................................................................................ 58
Call Forward - Remote (I'm Here) ........................................................................................ 58
Call Forward - End Chaining ................................................................................................ 59
Call Forward - Forced ........................................................................................................... 59
Call Forward - Override........................................................................................................ 60
Call History........................................................................................................................... 60
Call Park................................................................................................................................ 61
Call Pickup............................................................................................................................ 62
Campon ................................................................................................................................. 62
Direct Paging ........................................................................................................................ 62
Do Not Disturb...................................................................................................................... 66
Emergency Calls ................................................................................................................... 66
Group Listen ......................................................................................................................... 68
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5330/5340 IP Phones – User Guide
Group Paging / Meet Me Answer ......................................................................................... 68
Headset Operation................................................................................................................. 69
Hot Desking .......................................................................................................................... 70
Hot Desk Remote Logout ..................................................................................................... 70
Hot Desk - PIN Change ........................................................................................................ 71
Make Busy ............................................................................................................................ 71
Message Waiting Indicator ................................................................................................... 72
Messaging - Advisory ........................................................................................................... 72
Messaging - Callback............................................................................................................ 72
Messaging - Cancel Callback................................................................................................ 74
Messaging - Cancel All Callbacks ........................................................................................ 74
Music..................................................................................................................................... 74
Night Answer ........................................................................................................................ 74
Override (Intrude) ................................................................................................................. 75
Paging ................................................................................................................................... 75
Record a Call......................................................................................................................... 75
Reminder............................................................................................................................... 76
Speak@Ease.......................................................................................................................... 77
Speed Call ............................................................................................................................. 77
Tag Call................................................................................................................................. 77
Trunk Flash ........................................................................................................................... 78
USING YOUR PHONE WITH THE 5310 IP CONFERENCE UNIT .................................... 79
Access the Conference Controller ........................................................................................ 79
Turn the conference unit on and off...................................................................................... 79
Adjust the conference unit volume ....................................................................................... 79
Place the conference unit in Presentation mode.................................................................... 79
Exit the conference controller ............................................................................................... 79
Mute the conference unit ...................................................................................................... 80
6
Table of Contents
USING THE LINE INTERFACE MODULE .......................................................................... 80
Making and Answering Calls Using the Analog key............................................................ 80
Making and Answering Calls Using the Failover Mode ...................................................... 81
APPENDIX - FOR YOUR INFORMATION .......................................................................... 82
Upgrading Integrated Office Companion ............................................................................. 82
Integrated Office Companion and Microsoft Framework 2.0............................................... 82
APPENDIX – LIST OF LIMITATIONS ................................................................................. 83
Integrated Office Companion Limitations ............................................................................ 83
7
ABOUT YOUR PHONE
The Mitel® 5330 and 5340 IP Phones are full-feature, dual port, dual mode enterprise-class
telephones that provide voice communication over an IP network. They both feature a large
graphics display (160 x 320) and self-labeling keys. The 5330 IP Phone offers 24 programmable
multi-function keys, and the 5340 IP Phone offers 48 programmable multi-function keys for onetouch feature access. Both phones provide ten fixed feature keys for convenient access to
features such as Conferencing, Redial, and many customizable user settings as well as
navigational keys to access various screens and application layers. The 5330 and 5340 IP Phones
also feature a PC Companion application, which is a PC-based desktop programming tool, that
allows you to easily configure your phone from your Personal Computer (PC).
The 5330 and 5340 IP Phones support Mitel Call Control (MiNet) protocol and session initiated
protocols (SIP). Both phones support the Line Interface Module and 5310 IP Conference Unit.
Additionally, they support Hot Desking and Clustered Hot Desking as well as Resiliency. The
5330/5340 phones are ideal for executives and managers, and can be used as an ACD Agent or
Supervisor Phone, as well as a Teleworker Phone.
The 5330 IP Phone
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5330/5340 IP Phones – User Guide
The 5340 IP Phone
Elements of Your Phone
Feature
Function
1) Display
Provides a large, high-resolution viewing area that assists you in selecting
and using phone features.
2) Ring/Message
Indicator
Flashes to signal an incoming call and to indicate a message waiting in
your voice mailbox.
3) Volume, Speaker Provide the following audio control capability:
and Mute Controls
•
(UP) and
(DOWN) provide volume control for the ringer,
handset, and handsfree speakers.
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5330/5340 IP Phones – User Guide
•
•
4) Fixed Function
Keys
(SPEAKER) enables and disables Handsfree mode.
(MUTE) enables Mute, which allows you to temporarily turn
your phone's handset, headset or handsfree microphone off during a
call.
Give you access to the following phone functions:
•
(SETTINGS) : provides access to menus for your phone's
additional features.
•
(CANCEL) : ends a call when pressed during the call, and,
when you are programming the phone, eliminates any input and
returns to the previous menu level.
•
(REDIAL) : calls the last number dialed.
•
(HOLD) : places the current call on hold.
•
(TRANS/CONF) : initiates a call transfer or establishes a
three-party conference call.
•
(MESSAGE) : provides access to your voice mailbox and
flashes to notify you of messages waiting in your voice mailbox.
Note : The Ring/Message indicator also flashes when messages are
waiting.
5) Keypad
Use to dial.
6)Navigation Page
Keys
Use to display additional pages of information. The 5330 has two page
navigation keys: Back and Next. The 5340 has three page navigation keys:
Back, Next, and Home.
7) Programmable
Provides 24 (on the 5330) and 48 (on the 5340) self-labeling keys that can
Feature Keys and be programmed as speed call keys, fixed function keys, hard keys,
applications, or line appearance keys, according to your communication
Softkeys.
needs On your home page, the bottom right feature key is always your
Prime Line key on a 5340 IP Phone; and the bottom left feature key is
always your Prime Line key on the 5330 IP Phone. The top three keys are
softkeys.
8) Handsfree
Speaker
Provides sound for Handsfree calls and background music.
9) Handset
Use for handset calls. If you are in headset or handsfree mode, you do not
need to use the handset.
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5330/5340 IP Phones – User Guide
Ring/Message indicators
When indicator is
it means that
Flashing rapidly
Your phone is ringing
Flashing slowly
A message or callback message is waiting at your phone
On
Your phone is ringing another phone
Off
Your phone is idle, or you are on a call
For Users on Resilient 3300 ICP Systems
If during a call, you hear a beep repeated every 20 seconds it means that your phone is switching
to a secondary 3300 ICP system. The call continues and there is a change in the operation of
some keys and features on your phone. Normal operation resumes when your phone switches
back to the primary system. If your phone is idle and switched to the secondary system, you'll
see a flashing rectangle on the display. The rectangle remains until the switch to the primary
system is complete.
If the phone fails over to the secondary ICP, you have access to your mailbox on the secondary
ICP only if a mailbox has been programmed for you by your Administrator.
Notes:
•
The mailbox on the secondary ICP will not contain the same messages as the mailboxes
on the primary ICP. Any preferences that are voice mail related are not carried from the
primary ICP to the secondary ICP. These preferences must be set on both ICPs.
•
The People and Settings applications do not support resiliency. Your logs, contact
information and any Settings on the primary ICP will not be carried from the primary ICP
to the secondary ICP.
Mitel Line Interface Module
The Line Interface module is an optional device that adds an analog phone line (POTS)
capability to your phone. If Emergency Call Routing is not programmed on your 3300 ICP, you
must use the Line Interface Module to dial emergency calls. For more information on emergency
number dialing, refer to Emergency Calls. If you have a Line Interface Module connected to
your phone, all programming of the Line Interface Module, except the Analog Key, is done by
the Installer when your phone is installed. For more information, refer to Programming Features
on Your Keys and Using the Line Interface Module.
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5330/5340 IP Phones – User Guide
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 use your phone a lot, you may find it
more comfortable to use a headset. See the section on headset usage elsewhere in this guide for
more information.
Protect your hearing
Your phone has a control for adjusting the volume of the handset receiver or headset. Because
continuous exposure to loud sounds can contribute to hearing loss, keep the volume at a
moderate level.
Adjust the viewing angle
The stand built into your phone tilts to give you a better view of the keys.
To tilt your telephone for better viewing:
1. Turn the phone so that the front faces away from you.
2. Hold the base unit firmly and press the release tabs on the sides of the stand to detach the
base unit.
3. Hinge the hooks of the base unit into the notches on the back of the phone and snap into
place as follows:
a)
For a high-angle mount, hinge the two lower hooks into the bottom set of notches
and snap the two upper hooks into the middle set of notches.
b)
For a low-angle mount, hinge the two lower hooks into the middle set of notches and
snap the two upper hooks into the top set of notches.
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5330/5340 IP Phones – User Guide
USING YOUR DEFAULT PHONE WINDOW AND KEYS
The 5340 and 5330 IP Phone default phone windows and keys are shown and described below.
The Phone window provides access to programmable keys and the main phone interface.
Getting Started with Your Phone
When you receive your phone, you need to program features and applications. An Applications
key is programmed and appears on the upper left side of the display (see figure below).
Press Applications to program your phone’s settings, your contact list using People (5340 IP
Phone), call forwarding and so forth. See Using Your Phone Applications.
5340 and 5330 IP Phone Window
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5330/5340 IP Phones – User Guide
5340 and 5330 IP Phone Default Window and Keys
Feature
Function
1) Softkeys
Allow you to access specific call control features, which are context
sensitive. Non-programmable feature keys, which are specific to the
application or state of the set. The 5330 provides three softkeys and the
5340 provides six softkeys.
2) Programmable
Keys
Launch specific call control features. Use the Settings application or the PC
Companion application to program these keys. The 5340 provides 16
programmable keys per page (a maximum of 47 programmable keys plus 1
prime line key). The 5330 provides 8 per page (a maximum of 23
programmable keys plus 1 prime line key). For instructions on
programming the keys, see Programming Features on Your Keys.
3) Navigation Page Display additional pages of information The 5330 has two page navigation
keys: Back and Next, while the 5340 has three page navigation keys: Back,
Keys
Next, and Home.
4) Status Line
Displays time, date, and icons indicating feature states as follows:
•
Message Waiting (
•
Headset (
•
DND (
•
Logged in as (
•
Conference Unit ( ) - Indicates that the Conference Unit is
connected and turned on.
) - Indicates new voice mail.
) - Indicates that the phone is in headset mode.
) - Indicates DND (Do not disturb) mode.
) - Indicates that a hot desk user is logged in.
5) Information Area Provides prompts in most phone applications. Content changes based on
the application.
6) Footer
Shows context and summary information based on information in the
Programmable Keys area, such as Page Indicators, numbers of items, and
so forth.
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5330/5340 IP Phones – User Guide
USING YOUR PHONE APPLICATIONS
Your 5330 and 5340 IP Phones provide applications that simplify the use of your phone.
Applications provides access to all the phone’s applications.
To open the Applications window, press Applications in the default Phone window. The
Applications home window gives the current status of your phone’s applications.
To open an application, press the key beside the application name:
•
People (5340 IP Phone only): Use the People application to add, delete and edit contact
names and numbers. You can also dial anyone on your contact list from the People
application. The People window displays up to eight contacts per page, ordered
alphabetically by last name For information on using the People application, refer to
Setting Up Your Contact List and Dial From Your People Application.
•
Call Forwarding: Use the Call Forwarding application to create Call Forward profiles
that identify where to send your incoming calls. The Call Forwarding window shows a
list of your Call Forwarding profiles and indicates which one is active. See Call Forward
for more information on how to add, edit, delete, and activate Call Forwarding profiles
•
Conference Unit: Use the Conference Unit application to control the 5310 IP Conference
Unit. Use this application to turn the conference unit off or on, to adjust the volume, or to
put the conference unit into Presentation mode. You can only run one Conference
Controller session at a time. The Conference Unit application is available only when your
phone is connected to a 5310 Conference Unit. See Using Your Phone with the 5310
Conference Unit for more information.
•
Settings: Use the Settings application to display and quickly change your phone’s current
communications settings. See Using the Settings Application for more information.
•
Launch PC Application: Provides a launch point to the PC Companion Application. See
Using the PC Companion Application for more information.
•
Help: Provides access to Launch PC Help and Quick Help and displays a list of the key
icons.
•
Call Info: Use the Call Info application to display caller information on your phone’s
prime line. Call Info appears automatically on incoming calls if the Call Notification—
Display Call Info Setting is enabled and Call Info is available
You can press the programmed application key from the default Phone Window. For information
on programming keys, see Programming Features On Your Keys.
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5330/5340 IP Phones – User Guide
Using the Settings Application
The Settings application provides a single location to access all your phone settings. You can
also launch the Settings application by pressing the Settings fixed function key
.
The Settings window provides access to the Settings application. Select these options to access a
window where you can view and configure settings for your phone.
The Settings window provides the following:
•
User Information: Use to specify your name and phone number.
•
Languages: Allows you to select the language in which phone prompts and applications
appear. Supported languages are English, French, Spanish, German, Dutch, Italian, and
Portuguese. Note: The system can support up to three languages at one time. Language
choices appearing in the phone display are controlled by ICP programming.
•
Text Size: Allows you to specify the font size (large or small) for the 5340 IP Phone.
•
Programmable Keys: Use to assign features to the Programmable Keys that are
available in the Phone application.
•
Call Notification: Use to specify that the Phone application behaviour when incoming or
outgoing calls occur.
•
Brightness and Contrast: Allows you to adjust the display brightness and contrast of
your phone.
•
Screen Saver: Allows you to specify a specific time of inactivity on your phone that
triggers the screen saver to display.
•
Audio Feedback: This setting allows you to adjust the volume of the audio feedback as
well as the error beeps and enable or disable the setting.
•
External Message: Allows you to program your phone to launch the Phone application
when it displays special messages in the Information Display area.
•
Go To URL: Allows you to enable third party URLs to display in the Web Browser
application.
•
PC Connectivity: Allows you to enter a password that is used by the phone to establish
communications with the PC-resident 5330/5340 Companion application.
•
About 5330/5340 IP Phone: This screen displays the software release.
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5330/5340 IP Phones – User Guide
Getting Help
To access the 5330/5340 IP Phone help and documentation:
1. Launch the Applications.
2. Press Help. You have the following options:
•
Press Launch PC Help to display www.edocs.mitel.com.
•
Press Key Icons.
•
Press the < and > keys to view Quick Help items.
3. Press Close.
Tips for Setting up your Phone
After you receive your 5330/5340 IP Phone, use the options in the Settings application to
customize your phone. After customizing your phone, select Applications to verify the settings
are correct. Now, you are ready to begin using your phone.
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5330/5340 IP Phones – User Guide
CUSTOMIZING YOUR PHONE
Use the Settings application to customize your phone.
Note: The System Administrator can invoke a Lock to Factory default option on a per-phone
basis. When this is in effect, the following settings are set by the system administrator and you
cannot changed them:
•
Programmable Keys
•
External Messaging
•
Go to URL
Specify User Information
To specify the phone number displayed on your phone:
1. Press Settings or
.
2. Press User Information.
3. Press Edit Name.
4. In the on-screen keyboard, press the appropriate letters to spell your name.
5. Press Save.
6. Press Edit Number.
7. In the on-screen keyboard, press the appropriate numbers for your line.
8. Press Save.
9. Press Save again.
Note: Press Cancel at any time to exit this application without making any changes or press
Clear to clear the entered name and number.
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5330/5340 IP Phones – User Guide
Specify Language
To specify the language in which prompts and applications display:
1. Press Settings or
.
2. Press the Language setting.
The phone displays the three language selections that are currently programmed in the
ICP.
3. Select the appropriate language and press Save.
The phone displays your chosen language.
Note: Languages supported on the 5330/5340 may differ from those supported on the ICP. If the
phone is configured for an unsupported language, the prompts may appear in your selected
language but the Application language for the phone defaults to English. The Language window
displays "(name of the selected language)(Unsupported)".
Specify Display Brightness and Contrast
You can adjust the brightness and display contrast either via the phone volume controls (when
the phone is idle) or via the Settings application. (On a 5330 IP Phone, you can only adjust the
contrast, not the brightness.)
To adjust the display contrast using the volume controls:
•
Repeatedly press
(UP) or
(DOWN).
Note: You can use this method only when the phone is idle. If the phone is ringing, this action
adjusts the ring volume. If the phone is in use, this action adjusts the handset, headset and
speakerphone volume.
To adjust the display brightness and contrast using the Settings application:
1. Press Settings or
.
2. Press Brightness and Contrast.
3. Press the Brightness and Contrast keys to adjust the brightness and contrast of your
screen.
4. Press Save.
Note: Press Cancel at any time to exit this application without making any changes.
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5330/5340 IP Phones – User Guide
Specify Audio Feedback Options
The error beep volume in the phone is related to the volume of the speaker. You can set the beep
volume using this procedure; however, adjusting the speaker volume also affects the beep
volume.
To adjust the volume of the audio feedback:
1. Press Settings or
.
2. Press Audio Feedback.
3. Set the options using the appropriate actions described below:
Option
Action
Turn audio feedback off forPress Turn Off.
errors
Adjust audio for error
beeps
Press Volume + or Volume –
Turn audio feedback on for Press Play Error Tone
errors
4. Click Save.
Note: Press Cancel at any time to exit this application without making any changes.
Specify Text Size
To specify the text size that displays on the phone:
1. Press Settings or
.
2. Press Text Size.
3. Select Large Text or Small Text.
4. Press Save.
Note: This setting is available only on the 5340 since the 5330 always uses large text. Large is
the default text size on the 5340 IP Phone.
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5330/5340 IP Phones – User Guide
Specify Call Notification Behavior
To specify that the Phone window automatically displays when you are making or receiving
calls:
1. Press Settings or
.
2. Press Call Notification.
3. Press the appropriate options to identify when you want the Phone window to display.
For example, if you select the Made option, each time the phone goes off hook to make a
call, the Phone window is displayed.
4. Press Save.
Notes:
•
When To my prime line is selected, select Display Call Info to display Call Information
instead of the Phone window.
•
Press Cancel at any time to exit this application without making any changes.
•
When the Conference Unit application is displayed, the Phone application is not
automatically displayed when making or receiving calls.
Adjust the Ringer
To adjust the Ringer Volume while the phone is idle:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Ringer Adjust?" appears.
3. Press “Ring Adjust”.
4. Press No.
5. Press “Ringer Vol”.
6. Press
(UP) or
(DOWN) .
7. Press Superkey.
To adjust the Ringer Volume while the phone is ringing:
•
Press
(UP) or
(DOWN).
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5330/5340 IP Phones – User Guide
Notes:
•
If the phone is in talk state, this action adjusts the volume of the handset, headset or
speaker.
•
If the phone is idle, this action adjusts the contrast.
To adjust the Ringer Pitch while the phone is idle:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Ringer Adjust?" appears.
3. Press “Ring Adjust”.
4. Press “Ringer Pitch”.
5. Press
(UP) or
(DOWN).
6. Press Superkey.
Enable a Screen Saver (5340 only)
You can program your screen saver to turn on after a specific time period of inactivity on your
phone.
To enable a screen saver:
1. Press Settings or
.
2. Press Screen Saver.
3. Select the inactivity time, which will activate the backlight switch to turn off.
4. Press the checkbox opposite Display image if you wish the screen saver to be displayed.
If you do not press this checkbox, only the set backlight is turned on.
5. Use the Brightness options to adjust the Brightness of the screen saver , if necessary.
6. Press Save.
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5330/5340 IP Phones – User Guide
Program Receipt of External Messaging
You can program your phone to launch the Phone application when it receives messages (other
than phone calls).
To program receipt of External message types:
1. Press Settings or
.
2. Press External Messages.
3. Press the checkbox Enable.
4. Press Save.
Enable URL Displays on your Phone
To enable third-party URLs to display in the Web Browser application:
1. Press Settings or
.
2. Press Go to URL.
3. Press the checkbox Enable.
4. Press Save.
Enable PC Connectivity
To enable a connection to be set up between your phone and the PC Companion Application:
1. Press Settings or
.
2. Press PC Connectivity.
3. Press the checkbox Enable.
4. Press Save.
For more information on setting up the PC Companion Application, Configuring the PC
Companion on Your Phone.
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5330/5340 IP Phones – User Guide
USING THE INTEGRATED OFFICE COMPANION
APPLICATION
About the Integrated Office Companion Application
The Integrated Office Companion (IOC) enhances the use of telephony features in the office
environment by providing quick and easy access to them from the computer desktop. Integrated
Office Companion also allows automation of telephony, instant messaging, and multimedia
features, allowing the user to be immediately attentive to incoming communications.
Notes:
•
For users familiar with the PC Companion Application; all that functionality is still
available as a component of the IOC.
•
It is recommended that if you install the Integrated Office Companion; you first uninstall
the Standalone PC Companion Application (if previously installed)
The following table details the features that are available in each version:
Feature
5330
Basic
5330
5340
5340
Enhanced Basic Enhanced
Tray Icon
X
X
X
X
Display CLID in text entry
field in deskbar on incoming
call
X
X
X
X
Dial number from tray icon,
Telephony Toolbar
X
X
X
X
Incoming call popup and
answer by clicking
X
X
X
X
Use of Window's telephony
location
X
X
X
X
Access to speed dial entries
X
X
X
X
Speed Dial programming
X
X
X
X
Missed call list
X
X
X
X
Telephony Toolbar
X
X
X
X
Add/Edit speed dial
programming
X
X
X
X
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5330/5340 IP Phones – User Guide
Feature
5330
Basic
5330
5340
5340
Enhanced Basic Enhanced
Search Outlook contacts
X
X
X
Presence
X
X
X
Auto Presence State change
X
X
X
Auto search of Outlook
contacts
Search Active Directory
X
X
X
X
Drag & Dial (Dial highlighted)
X
X
Open contact (from tray icon,
Telephony Toolbar, Pop-up)
X
X
Pause music during phone call
X
X
Extra phone features
X
X
Desktop search integration
X
X
Active Directory integration
X
X
Outlook Actions (Create
Email, Create Task, Create
Contact)
X
X
Configuring the Integrated Office Companion Application on Your Phone
Use this procedure to connect your phone to the PC. This procedure is normally required only
once. When your PC and phone have successfully associated the first time, your settings are
saved and reused for each subsequent connection.
1. On the 5330 or 5340 press Settings or
, then select PC Connectivity.
The phone's IP Address appears on the display:
IP Address for PC: AAA.BBB.CCC.DDD
2. Record the IP address, if desired, or repeat Step 1 when you need to view the IP address.
3. Still in the PC Connectivity window, select Enable.
4. Select Edit password and enter the password that will be used to set up the association
with the PC application. You can also choose to use the default password. Record this
password as you will need it to configure the PC application.
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5330/5340 IP Phones – User Guide
5. Proceed to Installing the Integrated Office Companion Application below.
Installing the Integrated Office Companion Application
Use this procedure to install the Integrated Companion Application software.
1. Determine the installation directory from which to install the Integrated Office
Companion Application. For example, this may be a CD-ROM or a network directory.
Contact your System Administrator if you have any questions.
2. Shut down all other applications before installing the Integrated Office Companion
Application.
3. From the installation directory, double-click Setup.exe.
4. If there is a previous installation of the Integrated Office Companion Application or PC
Companion Application on your PC, the installer indicates that you should remove it
first. Use the Add or Remove Programs in the Control Panel, and scroll to Mitel 5330
5340 PC Companion Application, select it, and click on Remove. When this is
completed, double click Setup.exe again if you exited the installation. Otherwise click
OK and the installation will continue.
5. Follow the instructions in the installation program.
6. To launch the Integrated Office Companion Application, click the Windows Start menu
and navigate to Mitel -> Integrated Office Companion.
7. In the Integrated Office Companion application, do the following:
a) Select Integrated Office Connectivity from the menu on the left.
b) Enter the IP Address field you recorded in Step 2 in Configuring the Integrated Office
Companion on Your Phone.
c) Enter the password you selected in Step 4 in Configuring the Integrated Office
Companion on Your Phone or use the default password.
8. Click Connect.
The Integrated Office Companion Application connects with the 5330/5340 IP phone.
Notes:
•
The Integrated Office Companion application is started every time you log in or your PC
is restarted assuming you elected this option during setup.
•
If your Integrated Office Companion Application is not connecting to your phone (for
example, if your programmed feature Keys are disabled or you receive an error message
upon start-up), contact your administrator.
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5330/5340 IP Phones – User Guide
Display the Integrated Office Companion Application Toolbar
To display the Telephony Toolbar if it is hidden, do the following:
•
Right-click on the Task Bar and check Telephony Toolbar in the Toolbars menu.
Hide the Integrated Office Companion Application Toolbar
To hide the Telephony Toolbar if it is hidden, do the following:
•
Right-click on the Task Bar and check Telephony Toolbar in the Toolbars menu.
Elements of Your Integrated Office Companion
Integrated Office Companion – Telephony Toolbar
The IOC Telephony Toolbar application runs as a toolbar in your Windows Task Bar. The
Telephony Toolbar allows enhanced integration between the 5330/5340 Phone, your PC, and
various Microsoft Office applications.
Element
Search Options
Function
The icons at the left of the Telephony Toolbar indicate the
currently selected search options.
To change the search options, left click on the search options
icons. A menu will appear which will allow you to narrow the
search to Corporate Directory ( ), or Microsoft Outlook ( ), or to
search both.
Note: If Corporate Directory is not configured, the option is
greyed out. If Microsoft Outlook is not running, the option is
greyed out.
Number/Text Entry Field
Telephony Button
When an incoming call occurs, the Caller Identification (CLID)
is displayed in this field in two rows of text, with the name
portion highlighted in bold.
The CLID is displayed until another call is received, an
outgoing call occurs, or you edit the contents of the text box.
The button is divided into two areas:
• The larger portion will cause the default action to occur
(which will change based on the telephony state). This is the
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5330/5340 IP Phones – User Guide
PC Links Button
same action as the bottom item on the popup menu.
• The smaller portion will cause a pop-up menu to appear
showing all available options.
Right-click on either portion of the button to cause the pop-up
menu to appear.
• Microphone Mute – Mutes the phone microphone while on
a call
• Speed Dials – Lists programmed Speed Dial buttons
(Programmed either via this menu or the phone). Allows
you to program Speed Dial buttons. Also allows you to add
a speed cal button for the current caller.
• Missed Calls – Lists missed calls. (up to 20)
• Redial – Redials current number
• Call/Answer/Hold/Retrieve/Hangup – Dials an outgoing
call, answers an incoming call or puts current call on hold.
(Menu Item changes with phone state)
The button is divided into two areas:
• The larger portion will cause the default action to occur.
This is the same action as the bottom item on the pop-up
menu.
• The smaller portion will cause a pop-up menu to appear
showing all options available.
Right-click on either portion of the button to cause the pop-up
menu to appear.
• Create Task Associated with [Caller]… - Creates a
Microsoft Outlook task for the current caller
• Create Outlook Contact for [Caller]… - Creates a
Microsoft Outlook Contact for the current caller.
• Send Email to [Caller]… - Creates a Microsoft Email to the
current caller (If the current caller has an email address
already in Outlook Contacts, the email is populated
accordingly)
• Search Outlook Contacts For [Caller]… - Searches for a
Microsoft Outlook Contact for the current caller.
• Desktop Search for [Caller]… - Executes a Microsoft
Desktop Search for the current caller.
Note: Microsoft Outlook and Microsoft Desktop Search must be
installed for these respective options to be available.
Telephony Toolbar Menu
Click this button to bring up the Telephony Toolbar menu.
• Extra Phone Features… - Allows you to configure
additional features.
• Settings… - Brings up the Settings Dialog Window. Here
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5330/5340 IP Phones – User Guide
•
•
•
•
you can configure a number of Telephony Toolbar settings.
About… - Brings up the About Dialog Window.
Help… - Brings up a help website.
Program Phone Keys – Hides or restores the PC
Companion.
Exit – Closes the Integrated Office Companion including the
Telephony Toolbar, the Tray Icon, and the PC Companion).
Using the Telephony Toolbar
By default, the Telephony Toolbar is not visible - Only the Tray Icon will be visible when the
application begins.
Outgoing Calls
There are a number of ways to make an outgoing call via the Telephony Toolbar:
•
Search though your contacts
•
Manually dial a number using the PC keyboard
•
Dial via Speed Dials or the Missed Calls Menu
Search Contacts
Search Options Menu:
The Telephony Toolbar has the ability to search your Microsoft Outlook Contacts or the
Corporate Directory.
The icons on the left side the Telephony Toolbar indicate the currently selected search options.
Telephony Toolbar - Search Options
Note: For these search options to be available, you must have Microsoft Outlook and/or
Microsoft Active Directory installed and configured. Microsoft Outlook must be running.
Contact your system administrator to install these products for you.
To change the search options, do the following:
•
Left-click on the Search Options Icons
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5330/5340 IP Phones – User Guide
Performing an Outlook and/or Corporate Directory Search:
To perform a search using the selected search options, do the following:
•
Enter text characters such as a name, or portion of a name into the Text Field. The
characters entered are matched against the First Name, Last Name and Company fields in
the Contact and Corporate Directory records and a search results menu will popup.
•
Selecting a name from the Search Results will result in a menu showing all the numbers
and their associated labels.
•
You are then able to select a number by clicking with a mouse or by pressing the enter
key.
•
When a number is selected, it will either appear in the Text Field (If Number Preview is
enabled) or dial the number.
Telephony Toolbar - Performing a Search
Note: If you have Microsoft Active Directory configured, but it is unavailable at this time, a
message will be reported as part of the search list.
Performing a Desktop Search:
To perform a desktop search, do the following:
•
Enter text characters such as a name, or portion of a name into the Text Field.
•
Left-click the large portion of the PC Links Button
Note: For Desktop Search to be available, you must have Microsoft Windows Desktop Search
installed. Contact your system administrator to install this product for you. Windows Desktop
Search can be downloaded from the following site:
http://www.ingeniussoftware.com/mitel/integratedofficenavigator/registration/redirect.aspx
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5330/5340 IP Phones – User Guide
Dialing a Call
To dial a call entered in the text field, do the following:
•
Enter the phone number into the Text Field. Long distance and international numbers
must be in a format understood by the telephony equipment. Refer to the section on Long
Distance and International Calls at the end of this chapter.
•
Left-click the large portion of the Telephony Button.
Speed Dials
Speed Dials Menu:
To Display the Speed Dials Menu, do one of the following:
•
Right-click on the large portion of the Telephony Button. Select Speed Dials from
the popup menu.
•
Right or left-click on the small portion of the Telephony Button. Select Speed Dials
from the popup menu.
•
Left-click on the Tray Icon. Select Speed Dials from the popup menu.
Telephony Toolbar - Speed Dials Menu
The Speed Dials Menu displays a list of all Speed Dial entries programmed on the phone.
Selecting a name from the menu will dial the number on the phone.
Add a new Speed Dial / Edit an existing Speed Dial:
To add a new the Speed Dial (or edit an existing one), do the following:
•
Select Add/Edit Speed Dial …
•
Select a phone button to program
•
Specify a label for the button
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5330/5340 IP Phones – User Guide
•
Specify a number to dial
•
Specify presence information (optional)
•
Specify an alternative number to dial (optional)
Note: For Presence Information you need to have Windows Messenger, MSN Messenger,
Windows Live, or Office Communicator running on your PC.
Presence
With the Integrated Office Companion, you can display presence information in the
Telephony Toolbar Speed Dial menu on the 5330. (This is standard on the 5340 with the
Basic Version)
Adding presence to an existing Speed Dial:
Note: For Presence Information you need to have Windows Messenger, MSN Messenger,
Windows Live, or Office Communicator running on your PC.
To add presence to an existing the Speed Dial, do the following:
•
In the Telephony Toolbar select Add/Edit Speed Dial …
•
Select a phone button to program
•
The dialog will then populate with the Speed Dial Button’s current setting
•
Check the “Display User’s IM Presence on my phone” check box
•
Select the contact from the drop down
•
Click Save
Missed Calls
Missed Calls Menu:
To Display the Missed Calls Menu, do one of the following:
•
Right-click on the large portion of the Telephony Button. Select Missed Calls from
the popup menu.
•
Right or left-click on the small portion of the Telephony Button. Select Missed
Calls from the popup menu.
•
Left-click on the Tray Icon. Select Missed Calls from the popup menu.
Telephony Toolbar – Missed Calls Menu
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5330/5340 IP Phones – User Guide
By default the Missed Calls Menu displays a list containing up to 20 of the last missed calls.
Clicking a missed call dials the number of the caller.
Note: If you are on the phone and receive a second call that goes to voicemail, it will NOT be
added to the missed call list.
If the phone is idle, an incoming call occurs and then goes to voicemail, the call is added to
the missed call list.
If call forward is enabled, no calls will be added to the missed call list.
Incoming Calls
When an incoming call occurs, the CLID is displayed in this field in two rows of text, with the
name portion highlighted in bold.
Note: The CLID is displayed until the user clicks in this field, or another call is received.
Once an incoming call has occurred, there are a number of functions available:
•
Answer – Left-click the large portion of the Telephony Button to answer the
incoming call
•
Call – Left-click the large portion of the Telephony Button to call back the last
caller
•
Create a Speed Dial for Caller –
o Right-click the small portion of the Telephony Button
o Select Speed Dial
o Select Add Speed Dial for Caller
•
Search Outlook Contacts for Caller –
o Right-click the small portion of the PC Links Button
o Select Search Outlook Contacts for Caller
•
Create Outlook Contact for Caller –
o Right-click the small portion of the PC Links Button
o Select Create Outlook Contact for Caller
•
Create Outlook Task for Caller –
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5330/5340 IP Phones – User Guide
o Right-click the small portion of the PC Links Button
o Select Create Task Contact for Caller
•
Send Email to Caller –
o Right-click the small portion of the PC Links Button
o Select Send Email to Caller
•
Desktop Search for Caller –
o Right-click the small portion of the PC Links Button
o Select Desktop Search for Caller
Note: For the respective PC Links options to function you must have Microsoft Outlook running
and Microsoft Windows Desktop Search installed. Contact your system administrator to
install these products for you.
Telephony Toolbar Menu
Clicking on the small button at the right of the Telephony Toolbar causes the Telephony Toolbar
menu to appear, with the following menu choices:
Telephony Toolbar – Telephony Toolbar Menu
Settings Dialog
To open the Settings Dialog window, select Settings from the Telephony Toolbar Menu or the
Tray Icon.
Settings Dialog
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5330/5340 IP Phones – User Guide
General:
Pause Music When Phone is in Use – With this setting enabled, the Telephony Toolbar will
cause Microsoft’s Windows Media Player or Apple’s iTunes, to pause the music on an incoming
or outgoing call.
Note: iTunes: Only works with the latest (7.0.2.16). Older versions continue playing.
Note: iTunes: Note that iTunes does not conform to the Microsoft Application Programming
Interface (API) and treats the PAUSE message as a PLAY/PAUSE message. Meaning that if
it is in a paused state it will start playing when it gets the PAUSE message again.
Note: Stand-alone Windows Media Player does work correctly. If the player is embedded in a
webpage while listening to music online, the music will not pause.
Use Windows Telephony Location – If the feature is turned on the Telephony Toolbar will
apply dialing rules as specified in the telephony location information.
Note: The Telephony Toolbar applies the Windows Telephony Location to a dialed number
based on the following rules:
1) If the number is less than 7 digits, dial it as is (it is considered an extension).
2) If the number is 7 or more digits, dial outside line access (if available), area code (if
available) then the number.
3) If the number is 10 or more digits, dial outside line access (if available), then the
number.
Number Preview – If enabled, and you select a number from Corporate Directory or Outlook
search, the number will be displayed in the Text Field. You will have a chance to edit the
number before it is dialled.
Directory Lookup:
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5330/5340 IP Phones – User Guide
This is the same as the Search Options Menu.
Incoming Call Actions:
Display Toast Popup With Caller ID – This setting controls whether the toast will pop-up on
an incoming call.
Lookup Caller in Outlook Contacts – If this setting is on, Telephony Toolbar will
automatically do a lookup in Outlook Contacts of the Caller ID of an incoming call.
Perform Windows Desktop Search with Caller ID – If this setting is on, Telephony Toolbar
will automatically do a Desktop Search of the Caller ID of an incoming call.
Presence:
Change my IM status to “On the Phone” when I use my phone – This setting will cause your
presence in IM to change to “On the Phone” if your phone is off the hook. The IM status will
return to its appropriate state once the phone is hung up.
Presence Icons
Icon
Description
Offline
Online
Busy, On The Phone
Away, Be Right Back, Out to Lunch
No icon
Denotes no presence information
reported
Note: Your IM status will remain unchanged if it is set to “Appear Offline”
Note: This function is only supported by Windows Messenger, MSN Messenger and Windows
Live. (This feature is not supported by Office Communicator.)
Directory Lookup:
This section allows you to configure the Telephony Toolbar to use Active Directory for
Corporate Search.
Popup Notification of Incoming Calls
When an incoming call occurs, a popup toast is presented and displays the CLID.
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5330/5340 IP Phones – User Guide
The toast pop-up can be controlled via the settings menu. You can turn the toast pop-up on or
off. The default is off.
Telephony Toolbar – Pop-up Notification
From the pop-up, you can:
•
Answer the incoming call
•
Do an Outlook Contacts Search based on the CLID
•
Do a Desktop Search based on the CLID
Long Distance and International Calls
When storing long distance and international numbers in Outlook or typing them on the telephony toolbar
certain formatting must be remembered or they become invalid when dialled. These numbers must be in
format understood by the telephony equipment. The application uses Windows dialling preferences.
There are four parts to such a number:
•
•
•
The international dialling prefix
o
The Microsoft Operating System software stores the international prefix in the Phone
and Modem Options under the Control Panel. After the user enters the location he or
she is dialling from, the proper international prefix is saved, so the user does not need to
enter it for any international calls made from the computer.
o
It is not used if the user dials a number within his or her country.
The international or country code
o
Prefix this number with + so the telephony equipment understands this is not a local call.
o
This number determines whether the international dialling prefix should be appended to
the number before it is dialled.
The area code
o
•
Enclose this number with () so the telephony equipment understands this is the area
code portion of the number.
The subscriber number
o
this last sequence of digits may not contain periods or dashes such as 765-4321 or
765.4321
For example, in North America the number:
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5330/5340 IP Phones – User Guide
•
1.613.765.4321 must be entered as +1 (613) 7654321
•
011.45.75.123456 must be entered as +45 (75) 123456
In the United Kingdom, this would be:
•
0.29.123456 must be entered as +0 (29) 123456
•
00.966.1.123456 must be entered as +966 (1) 123456
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5330/5340 IP Phones – User Guide
USING THE PC COMPANION APPLICATION
About the PC Companion Application
The PC Companion Application is a PC-based desktop programming tool that allows you to
easily program your phone keys and label those keys using your PC. You can also use the PC
Companion Application to program your feature keys to launch phone or PC applications, open
PC documents like a Microsoft Word document, or navigate to a URL directly using your
browser.
Opening the PC Companion Application
1. Select Program Phone Keys from the tray icon menu, or the Telephony Toolbar menu.
Programming Feature Keys Using the PC Companion Application
2. Select Programmable Keys from the menu, and then click the desired key.
3. Program a phone feature, phone applications, or PC application:
To program a Phone Feature:
•
Select Telephone Feature from the Feature list.
•
Select the desired feature and then enter the required information in the fields
provided.
To program a Phone Application:
•
Select the application from the Feature list.
To program a PC Application:
•
Select the desired PC application from the Feature list and then enter the required
information in the fields provided.
4. Click Save.
Notes:
•
To program a Call Forwarding feature key, you must use the Call Forwarding
application. See Call Forward for programming instructions.
•
In the Programmable Keys dialog, select Clear this Key if you make a mistake or if
you wish to start over (that is, clear all entered data) when programming a key.
•
If your administrator has programmed the keys using an external program, then you may
not be able to modify the key programming. If the Clear option is not available on the
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5330/5340 IP Phones – User Guide
pop-up menu when you right-click a key, or if the Save button is disabled in the
Programmable Keys dialog, contact your administrator to see if you have the option to
program your keys.
•
To ensure that the Open URL feature key launches in a new window (instead of
launching in an already open window), you may need to configure your Internet browser
settings not to reuse open browser windows. For example, in Microsoft Internet Explorer,
you select Tools followed by Internet Options, click the Advanced tab, and then ensure
that the Reuse windows for launching shortcuts option is not selected. Refer to your
browser help files for detailed procedures.
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5330/5340 IP Phones – User Guide
Clearing, Editing or Copying Key Programming
1. Select Programmable Keys from the menu.
2. Right-click the key you want to clear, edit, or copy.
3. Do one of the following:
•
Select Clear. Re-program the key, if desired.
•
Select Edit…, reprogram the key as desired, and then click Save.
•
Select Copy, right-click the key you wish to paste programming information to,
and then select Paste.
Note: You must enter a new label when changing key programming. If you do not enter a new
label, the Label field displays the label that applied to the previous programmed key.
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PROGRAMING FEATURES ON YOUR KEYS
Tips on Programming Features
You can program your phone's programmable keys to enable features. To program your keys,
use:
•
Settings application.
•
Settings key
•
PC Companion application.
.
You can assign the following to a programmable Key:
•
Features and Fixed function keys: see Program Feature Keys Using the Setting
Application.
•
Applications: People, Settings, Call Forwarding, Conference Unit (see Program Phone
Application)
Notes:
•
Use the Settings application whenever possible to program keys. Do not use the
programmable Superkey to program Programmable Keys that can be programmed
through the Settings applications.
•
Only the System Administrator can program line select and line appearance keys. The
user’s Prime line by default is Key 1.
Features available for programming on programmable keys
Feature
Default Label
Speed Call
Speed Call
Music
Music
Night Answer
Night Ans
Account Code Verified
Acct Verified
Account Code Non-Verified
Acct Non-Ver
Hot Desking
Hot Desk
Phonebook
Phonebook
Speak@Ease™
Speak@Ease
ACD
ACD
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5330/5340 IP Phones – User Guide
Feature
Default Label
Auto Answer
Auto Ans
Paging
Paging
Call Pickup
Call Pickup
Call Back
Call Back
Headset
Headset
Make Busy
Make Busy
Campon
Campon
Override
Override
Direct Page
Page
Do Not Disturb
DND
Single Flash
Flash
Double Flash
Dbl Flash
Meet Me Answer
Meet Me
Message Waiting Indicator
Msg Waiting
Emergency Call
Emergency
Tag Call
Tag Call
Privacy Release
Privacy Rls
Swap
Swap
Release
Release
Call History
Call Hist
Call Park
Call Park
Call Park Retrieve
Park Retrieve
Group Listen
Grp Listen
Superkey
Superkey
Redial
Redial
Speaker
Speaker
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5330/5340 IP Phones – User Guide
Feature
Default Label
Message
Message
Hold
Hold
Transfer/Conference
Trans/Conf
Cancel
Cancel
Analog Line
Analog Line
Applications available for programming on programmable keys
Application
Default Label
Applications List
Applications
People
People
Call Forwarding
Forwarding
Conference Unit
Conf Unit
Launch PC Application
PC App
Help
Help
Settings
Settings
Call Info
Call Info
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5330/5340 IP Phones – User Guide
Program Feature Keys Using the Settings Application
To program a Phone Feature or hard key:
1. Press Settings or
.
2. Press Programmable Keys.
3. Press the key you wish to program.
4. Press View Features.
5. Use the Page Navigation keys to move through the features list.
6. Select the desired feature or fixed function key from the list. A default label is
automatically assigned to the key.
7. Enter the required information in the fields provided, if necessary.
8. If you are programming any feature other than Message Waiting Indicator and Call Park
and Call Park Retrieve, press Save and you are finished with this procedure. If you are
programming Message Waiting Indicator and or Call Park, perform the following steps:
•
Press the Edit Number field.
•
In the on-screen keyboard, enter the appropriate numbers that correspond to the
phone whose messages you wish to be notified of. (Message Waiting) or the
directory number (Call Park).
•
Press Save.
9. Press Close.
To program a Phone Application:
1. Press Settings or
.
2. Press Programmable Keys.
3. Press the key you wish to program.
4. Press View Applications.
5. Select the desired application.
6. Press Save.
7. Press Close.
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5330/5340 IP Phones – User Guide
To program Speed Call:
1. Press Settings or
.
2. Press Programmable Keys.
3. Press the key you wish to program. If it’s already programmed, press Clear Key.
4. Press Speed Call.
5. Press Edit Label and enter the label for the Speed Call.
6. Press Save.
7. Press Edit Number and enter the phone number for the Speed Call:
- The maximum length is 26 characters.
- 0-9, # and *. Pause and Flash are not allowed.
- The hard dialpad cannot be used to enter the number.
8. Press Save, and then press Save again.
9. Press Close.
Notes:
•
To return to the Feature or Applications list at any time, press Cancel or the
Applications key.
•
You can also choose to Edit the Label, Clear Information, and Clear Key.
Clear Programming from a Key
You may wish to clear the programming from a key if you are no longer using it.
To clear the feature or application programming from a key:
1. Press Settings or
.
2. Press Programmable Keys.
3. Press the key you wish to clear.
4. Press Clear Key.
Either press Cancel or reprogram the key.
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5330/5340 IP Phones – User Guide
SETTING UP YOUR CONTACT LIST (5340 ONLY)
Use the People application to set up your contact list.
Adding names to your contact list
You can add a name to your contact list by entering it directly using the People application or by
copying a number from the Call Info window. Since a contact’s phone number is mandatory and
its name is optional, you are prompted to enter the number first.
To add a name to your contact list using the People application:
1. Open the People application.
2. Press New.
3. Enter the number.
4. Press Save. The First Name window appears.
5. Press the appropriate letters to spell the first name of your contact.
6. Press Save.
7. Press Close.
Editing information in your contact list
1. Open the People application.
2. Press the name you wish to edit.
Note: If you wish to delete the name from your contact list, press Delete.
3. Press Edit Name.
4. In the on-screen keyboard, update the appropriate information.
5. Press Save.
6. Press Edit Number.
7. In the on-screen keyboard, update the appropriate information.
8. Press Save followed by Close.
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MAKING AND ANSWERING CALLS
You can make a call using one of the following methods:
•
Dial a number from the People application (for the 5340 IP Phone only).
•
Press the programmed key associated with the party you want to call. For more
information about programming keys, see Programming Features On Your Keys.
•
Dial the number using the dialpad.
•
Use Phone Book (see Phone Book below).
Dial from your People Application (5340 IP Phone only)
To dial a contact from your People list:
1. Open the People application.
2. Use the navigation keys to page through the contact list and select the name.
3. Dial the contact name using one of the following methods:
•
Select a contact name and press Dial.
•
Press the key to the right of the contact’s dial icon in the main list. (The contact
name does not need to be selected.)
4. Continue the call using the speakerphone or lift the handset.
Phone Book
To use Phone Book:
1. Press Phone Book (if available) or the key programmed as Phone Book.
2. Enter the last name of the desired party, as follows:
•
For each letter in the name, press the appropriate key on the keypad until the letter
is shown in the display. For example, if the letter C is required, press the digit 2
three times.
•
Use the <— softkey to correct errors.
•
If the next letter in the name is on the same digit key as the previous letter, press
the —> softkey before proceeding.
•
If required, press —> softkey to add a space between the first and last name.
3. Press the Lookup softkey.
4. If no match exists, edit the original entry.
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5330/5340 IP Phones – User Guide
5. If more than one match is found, press the Next softkey.
6. Do one of the following:
•
To make the call, press the Call softkey.
•
To edit the entry, press the Backup softkey.
•
To exit, press Cancel or Superkey.
Answer a call
Do one of the following:
•
Select the programmable line key for the ringing line that is flashing.
•
Lift the handset or press
(SPEAKER).
End a call
Do one of the following:
•
Press Hang Up or Cancel (
•
Replace the handset.
•
Press the key that you have programmed as Cancel.
•
If you are in Handsfree mode, press
).
(SPEAKER).
Redial
To redial the last number that you manually dialed:
1. Lift the handset (optional).
2. Press
(REDIAL).
Redial - Saved Number
To save the last number that you manually dialed:
1. Lift the handset.
2. Dial the appropriate feature access code.
To Redial a saved number:
1. Lift the handset.
2. Dial the appropriate feature access code.
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Handsfree Operation
To use Handsfree to make a call:
1. If you want to use a Non–Prime Line, press a Line Appearance key.
Note: Your administrator must program Line Appearances to your phone.
2. Dial the number.
3. Begin speaking when the called party answers. Your phone's Handsfree microphone and
Handsfree speaker transmit and receive audio.
To use Handsfree operation to answer calls:
1. Press the flashing line key.
2. Begin speaking. Your phone's Handsfree microphone and Handsfree speaker transmit and
receive audio.
To hang up while using Handsfree operation:
•
Press
(SPEAKER).
To turn Mute on during Handsfree operation:
•
Press
(MUTE). The Mute key light turns ON.
To turn Mute off and return to conversation:
•
Press
(MUTE). The Mute key light turns OFF.
To disable Handsfree operation:
•
Lift the handset.
To return to Handsfree operation:
1. Press
(SPEAKER).
2. Hang up the handset.
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Auto-Answer
When the Auto-Answer feature is active, incoming calls ring briefly, and then the phone answers
the call in Handsfree mode. You can continue the call handsfree or use the handset.
To enable or disable Auto-Answer:
•
Press Auto-Answer key. (See Programming Features on Your Keys for instructions on
programming features on your phone.) The key is highlighted and all incoming calls are
answered in Handsfree mode.
To switch from Handsfree mode to handset mode:
1. Lift the handset
To end a call, do one of the following:
•
Press
•
Press the Hang Up softkey.
•
Wait for the caller to hang up.
(Cancel)
Using the Analog line
The phone can support the Line Interface Module. See Using the Line Interface Module for more
information.
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CALL HANDLING
Hold
To place a call on Hold:
•
Press
•
Press the key that you have programmed as Hold. The indicator flashes on the line that
has the held call.
(HOLD).
Note: You can only retrieve a call from hold when the phone is idle.
To retrieve a call from Hold, do one of the following:
•
Lift the handset and press the flashing line.
•
Press the flashing indicator.
•
Use the Add Held feature to conference into the held call.
To retrieve a call from Hold at another phone, do one of the following:
•
Press the flashing line key.
•
Dial the appropriate feature access code and the number of the station that placed the
call on Hold.
Mute
Mute lets you temporarily turn your phone's handset, headset or handsfree microphone off during
a call.
To turn Mute on during a call:
•
Press
(MUTE). The
(MUTE) light turns ON.
To turn Mute off and return to the conversation:
•
Press
(MUTE). The
(MUTE) light turns OFF.
Note: If you are on a Handsfree MUTED call and you lift the handset, the handset microphone is
automatically enabled and the MUTE light turns OFF.
NOTE FOR USERS ON RESILIENT 3300 ICP SYSTEMS: If your phone switches to the
secondary system while your speaker or handset is muted (that is, while the Mute key is lit) the
call remains muted until you hang up.
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Transfer
To Transfer an active call:
1. Press
(TRANS/CONF).
2. Dial the number of the third party.
3. Do one of the following:
•
To complete the Transfer, hang up.
•
To announce the Transfer, wait for an answer, consult, and hang up.
•
To cancel the Transfer, press
(CANCEL).
To transfer an active call during headset operation:
1. Press
(TRANS/CONF).
2. Dial the number of the third party.
3. To complete the Transfer, press the Release feature key.
Conference
To form a Conference when a two–party call is already in place, or to add another party to an
existing Conference:
1. Press
(TRANS/CONF).
2. Dial the number of the next party.
3. Wait for an answer.
4. Press
(TRANS/CONF).
To leave a Conference:
•
Hang up or press
(CANCEL).
Conference Split
To Split a Conference and speak privately with the original party:
•
Press the Split softkey.
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Add Held
To move a call on hold to another line appearance:
1. Press an available line key.
2. Press the AddHeld softkey.
3. Press the flashing line key.
To add a call on Hold to an existing conversation or conference:
1. Press the AddHeld softkey.
2. Press the flashing line key.
Swap
To call another party when you are in an established two–party call:
1. Press
(TRANS/CONF).
2. Dial the number.
To alternate between the two parties:
•
Press the Trade Calls softkey.
Call Forwarding
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.
PROGRAM CALL FORWARD
You can create Call Forward profiles that identify where to send your incoming calls. Once you
create and save a Call Forward profile, in the Call Forwarding application, you can enable or
disable it at any time.
Notes:
•
The None Profile is a default profile provided by the system. It has no numbers
programmed and is used to turn off Call Forwarding.
•
The default profile appears when the Call Forwarding set up does not match any of your
profiles.
•
Only one call profile can be active at a time.
•
The dotted radio button icon next to the profile shows the current active profile.
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To create a Call Forward profile:
1. Launch Applications.
2. Press Call Forwarding.
3. Press New Profile.
4. Press Edit Profile Name. An on-screen keyboard displays.
5. Press the appropriate keys in the on-screen keyboard to enter the profile name and press
Save. This profile name identifies where your phone calls will be forwarded to.
6. Select the check boxes opposite Call Forward categories as follows:
•
Always: forwards all your phone calls
•
Busy Internal: forwards internal phone calls after several rings if your line is
busy
•
Busy External: forwards external phone calls after several rings if your line is
busy
•
No Answer Int: forwards internal phone calls redirects your calls after several
rings if you don't answer
•
No Answer Ext: forwards external phone calls redirects your calls after several
rings if you don't answer
Note: You can select one or more settings, however, the Always setting takes priority
over all other settings.
7. For each of the Call Forward categories:
•
Press Edit Number to display the on-screen keyboard.
•
In the on-screen keyboard, enter the appropriate number.
•
Press Save.
8. Press Save. The edit window closes. This profile is saved but it is not activated. To
activate this profile, see Activate Call Forward below.
Note: Press Cancel at any time to exit this application without making any changes.
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ACTIVATE CALL FORWARD
To turn Call Forward on once it has been programmed:
1. Press Applications.
2. Press Call Forwarding.
3. Press the appropriate Profile setting.
4. Press Activate.
CANCEL CALL FORWARD
To cancel Call Forward:
1. Press Applications.
2. Press Call Forwarding.
3. Press None setting.
4. Press Activate.
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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 enabled on your phone, ask
your System Administrator.
To use Account Codes:
1. Lift the handset.
2. Dial the Account Code digits.
3. Press #.
To enter an Account Code during a call:
1. Press Superkey (must be programmed to a key).
2. Select Account Code.
3. Dial the Account Code digits.
4. Press the Save softkey.
5. Do one of the following:
•
For a verified account code, press the Yes key.
•
For a non-verified account code, press the No key.
ACD
If your phone is ACD-enabled, you can log in as an agent. When there is no agent logged onto an
ACD-enabled set, LOGGED OUT is displayed.
To log in as an ACD agent:
1. Lift the handset.
2. Press Superkey.
3. Press Yes.
4. Enter your Agent ID, using the key pad.
5. Press Enter.
The text, LOGGED OUT disappears.
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Attendant Call Hold - Remote Retrieve
To retrieve a call placed on Hold by the attendant:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the digits announced by the attendant.
Callback
The Callback feature allows you to be notified when a busy phone becomes free or when a phone
has been used after a no-answer condition was encountered.
To request a Callback when you reach a busy or unanswered station:
1. Press Call Me Back.
2. Hang up.
When the party is available, your phone starts ringing, and the display shows the Callback
ringing indicator.
To answer a Callback:
•
When you see the Callback ringing indicator, lift the handset.
Call Forward - Remote (I'm Here)
To forward calls from a remote station to your current location:
1. Press SuperKey (must be programmed to a key).
2. Press the No softkey until "Call Forwarding?" appears.
3. Press the Forwarding softkey.
4. Press the Next softkey until "I Am Here" appears.
5. Press the To Me softkey.
6. Dial the extension of the remote station.
If you make an error while dialing, use the <— softkey to backspace and correct the
number.
7. Press
(DOWN) or the Save softkey.
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To cancel Call Forward – Remote from the station that set the remote forwarding:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the extension of the remote station.
4. Hang up.
To cancel Call Forward – Remote from the station that was forwarded:
1. Press SuperKey (must be programmed to a key).
2. Press the No softkey until "Call Forwarding?" appears.
3. Press the Forwarding softkey.
4. Press the Review softkey.
5. Press the Change Key softkey.
6. Press the Turn FWD Off softkey.
7. Press SuperKey (must be programmed to a key).
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 the appropriate feature access code.
3. Hang up.
Call Forward - Forced
To force an incoming call to be forwarded:
•
Press the Forward softkey.
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Call Forward - Override
To override Call Forward and ring a station:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the extension number.
Call History
Call History keeps track of the names (if available) and telephone numbers of missed calls,
answered incoming external calls, and outgoing external calls. Once enabled on your phone by
your system administrator, it functions automatically.
To display the call history, and view call detail:
1. Press the Call History feature key. The total number of missed calls is displayed in
brackets (), the number of new missed calls is indicated with a *.
2. To browse though the list of missed calls, press the Yes softkey, followed by the
(UP) and
(DOWN) keys to scroll through the list.
To view answered or outgoing calls, press the No softkey (once for Answered, twice for
Outgoing), followed by the
(UP) and
(DOWN) keys to scroll through the list.
3. To view the number of the call, press the Details softkey.
To return a call:
1. Display the call you want to return.
2. Do one of the following:
•
If the call is internal, and the caller name is known, press the Call sofkkey. For
unknown numbers, the Call option is not displayed.
•
If the call is external, and you normally need to precede external calls with a digit
such as 9, it is likely that your system administrator has programmed your system
to insert the 9 for you. In this case, pressing the Call softkey initiates the call
immediately. Sometimes the system will be unable to complete the dialing
automatically. When this happens, you can edit the dialed digits manually by
pressing the <— (Clear) softkey. Use the <— (Clear) softkey to delete the leftmost digit, and then type the digits to insert them. When you have the dial string
edited to suit your needs, press the Call softkey to dial the number.
To delete all missed, answered, or outgoing call logs:
1. After selecting the type of logs you wish to delete, press the Delete All softkey.
2. Confirm that you do want to delete all items by pressing the Yes softkey.
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To delete a particular call from the call log:
•
With the call log that you want to delete displayed, press Yes twice or press the Delete
softkey.
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
(TRANS/CONF), and then dial the appropriate feature access code.
The display shows PARKED@, followed by the park destination and parking spot
index (if applicable). Example: PARKED@ 1234 @ 02.
2. Dial the directory number on which to park the call (not required if the number is
programmed to the Call Park feature key).
3. To inform a user that a parked call is waiting, do one of the following:
•
If automatic paging is enabled, announce the call and the park retrieve digits
shown on the display.
•
If automatic paging is disabled, press the programmed Page key, or dial the
appropriate feature access code, followed by the Paging zone number (if
required). Then, announce the call and park retrieve digits shown on the display.
Note: Paging over a loudspeaker is not permitted in handsfree mode; you must use the handset or
headset.
To retrieve a parked call:
1. Do one of the following:
•
Dial the appropriate feature access code.
•
Press the Call Park - Retrieve feature key (must be programmed).
2. Dial the directory number on which the call is parked (not required if the number is
programmed to the Call Park feature key).
3. If there are multiple calls parked on the number, dial the two-digit index number to
retrieve a specific call, or # to retrieve the longest parked call.
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Call Pickup
To answer a call that is ringing at another extension in your Pickup Group:
1. Lift the handset.
2. Press the key that you programmed as Pickup.
To answer a call that is ringing at another extension not in your Pickup Group:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the number of the ringing station.
Campon
When you get a busy tone, you can use the Campon feature to be notified when the busy party
becomes available.
To Campon to a busy station:
•
Press the I Will Wait softkey.
To retrieve a call when you hear the Campon tone:
•
You can use the Trade Call or Call Swap feature with the
hardkey or a programmable line key.
(TRANS/CONF)
Direct Paging
Direct Paging allows you to page a party through the party’s handsfree speaker. If the paged
party has Off-Hook Voice Announce enabled, the page will be heard even when the party is on a
handset or headset call. If the paged party has Handsfree Answerback enabled and turned on on
the phone, your page automatically establishes a handsfree call with the paged party.
To page a party:
1. Lift the handset.
2. Press the Direct Paging feature key or dial the appropriate feature access code.
3. Dial the extension number.
4. Speak to the dialed party after the tone.
How you answer a Direct Page depends on whether Handsfree Answerback is enabled and
turned on at your phone. See one of the following procedures in this guide:
•
Direct Paging - Handsfree Answerback Enabled
•
Direct Paging - Handsfree Answerback Disabled
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Direct Paging - Handsfree Answerback Enabled
When you receive a Direct Page, Handsfree Answerback automatically establishes a Handsfree
call on your phone after a single burst of tone.
Your administrator enables or disables Handsfree Answerback on your phone. After your
administrator enables Handsfree Answerback, you can choose to turn it on or off directly from
your phone.
To turn Handsfree Answerback on:
•
When your phone is idle, press (MUTE) once. The MUTE key light flashes to indicate
that Handsfree Answerback is ON.
•
When a Direct Page arrives, the MUTE key light turns OFF and a Handsfree call is
automatically established.
To turn Handsfree Answerback off:
•
Press the flashing
•
To respond to a Direct Page when Handsfree Answerback is OFF, see "Direct Page Handsfree Answerback Disabled" elsewhere in this guide.
(MUTE) key once. The MUTE key light turns OFF.
Note: By default, Handsfree Answerback is turned OFF at your phone. If the
OFF when your set is idle, Handsfree Answerback is OFF.
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To answer a call using Handsfree Answerback:
Phone state before Page arrives
To answer the Direct Page
Phone is idle and MUTE
is flashing
1. Check that MUTE is OFF.
2. Listen for the paging party.
3. Begin speaking.
4. Lift the handset if you wish to switch from a Handsfree
call to a handset call.
You are on a handset or headset
call, and MUTE is OFF
1. Check that MUTE is flashing.
2. Press MUTE. The light turns ON solid, and you are now
speaking to the paging party and have muted your
handset/headset call.
3. Speak to the paging party. Press MUTE to alternate
between handset/headset and handsfree calls.
You are on a MUTED
handset/headset call, OR, you are
on a Handsfree call
The party paging you receives a busy tone. Handsfree
Answerback does not interrupt your call.
To end a Handsfree Answerback call:
•
Press either
(SPEAKER) or
(CANCEL).
When the Handsfree Direct Page call ends, the MUTE key light returns to the state it was in
before the call was established.
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Direct Paging - Handsfree Answerback Disabled
Your administrator enables or disables Handsfree Answerback and you can also turn it on or off
on your phone. To turn Handsfree Answerback off, see "Direct Paging - Handsfree Answerback
Enabled" elsewhere in this guide. When Handsfree Answerback is disabled on your phone and
you receive a Direct Page, the Direct Page is indicated by a single burst of tone.
To answer Direct Page calls when Handsfree Answerback is disabled:
Phone state before Page arrives: To answer the Direct Page
(indicated by single burst of tone):
Phone is idle and MUTE is OFF.
1. Check that MUTE is ON solid.
2. Lift the handset OR press MUTE key to answer in
Handsfree mode. (The light turns OFF.)
3. Begin speaking.
You are on a handset call or
headset call, and MUTE is OFF
1. Check that MUTE is flashing.
2. Press MUTE. The light turns ON solid and and you are
now speaking to the paging party and have MUTED your
handset/headset call.
3. Speak to the paging party. Press MUTE to alternate
between handset and handsfree calls.
You are on a MUTED
handset/headset call, OR, you are
on a Handsfree call
The party paging you receives a busy tone. Handsfree
Answerback does not interrupt your call.
To end a Direct Page call, do one of the following:
•
Hang up the handset to end a handset call.
•
Press
(SPEAKER) to end a Handsfree call.
•
Press
(CANCEL).
When the Handsfree Direct Page call ends, the (MUTE) key light returns to the state it was in
before the call was established.
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Do Not Disturb
When you enable Do Not Disturb, callers will get a busy tone, and an on-screen text message
indicating that you do not wish to be disturbed.
To activate or deactivate Do Not Disturb:
•
Press the Do Not Disturb key that you programmed. The key is highlighted when Do Not
Disturb is activated and is not highlighted when Do Not Disturb is not activated. The
icon.
phone status line shows the Do Not Disturb
To activate Do Not Disturb from a remote extension:
1. Lift handset.
2. Dial the number of the station to which Do Not Disturb is to apply.
3. Hang up.
To deactivate Do Not Disturb from a remote station:
1. Lift handset.
2. Dial the appropriate feature access code.
3. Dial the number of the station with Do Not Disturb activated.
4. Hang up.
Emergency Calls
Warning for emergency number dialing: Consult your local authorities for Emergency
Numbers and 911 or equivalent service availability in your area.
There are two methods of dialing emergency numbers, based on the programming of your 3300
ICP:
•
Emergency Call Routing NOT programmed
•
Emergency Call Routing programmed
Caution: Verify with your System Administrator which type of emergency number dialing you
can use.
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EMERGENCY CALLS WHEN EMERGENCY CALL ROUTING NOT PROGRAMMED
If Emergency Call Routing is NOT programmed, Emergency Number dialing should only
be performed by picking up the handset and selecting the Analog Line key you have
programmed. If Privacy Mode is enabled and the Analog Line key local line is busy, dialing
will not occur on the Line Interface Module line. Emergency dialing using an IP connection
may not be supported due to ICP system configuration and country location. For more
information, contact your System Administrator.
To make an Emergency Call using the Line Interface Module line:
1. Lift the handset.
2. Press the Analog Line key that you have programmed.
The set indicates ANALOG CALL
3. Dial your Local Emergency Number.
To make an Emergency Call using the Line Interface Module line, when the IP connection has
failed:
1. Lift the handset.
2. Press the Analog Line key that you have programmed.
The set indicates IP FAIL: ANALOG CALL.
3. Dial your Local Emergency Number.
EMERGENCY CALLS WHEN EMERGENCY CALL ROUTING PROGRAMMED
Note: This procedure is in addition to the methods described above.
To make an Emergency Call if Emergency Call Routing is programmed:
1. Lift the handset.
2. Dial your Local Emergency Number (911 or equivalent).
For more information on using the Line Interface Module line, refer to Using the Line Interface
Module.
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Group Listen
With Group Listen, you can carry on a conversation using the handset or headset while allowing
others nearby to listen to the person at the far end over the handsfree speaker. The handsfree
microphone is disabled in Group Listen mode.
To activate Group Listen while in a handset conversation:
•
Press the Group Listen key.
Audio from the far-end party is now heard through both the handset/headset and the speaker.
To make the call a normal two-way speaker call:
•
Press
(SPEAKER).
To exit Group Listen mode (and return to a normal handset/headset call):
•
Press the Group Listen key.
To activate or deactivate Group Listen while in headset mode:
•
Press the Group Listen key.
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 the appropriate feature access code.
3. Do one of the following:
•
To page your prime page group, press #.
•
To page a specific page group, dial the page group directory number.
4. Speak to the dialed party after the tone.
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+To respond to a Group Page by using Meet Me Answer:
1. Lift handset.
2. Press the key you have programmed to Meet Me Answer or dial the appropriate feature
access code.
(See Programming Features on Your Phone for instructions on programming features to
your phone.)
3. Do one of the following:
•
To respond to a page from your prime page group, press #.
•
To respond to a page from a specific page group, dial the page group directory
number.
Headset Operation
To enable Headset Operation:
•
Press the Headset feature key.
To answer a call (when Auto Answer is disabled):
•
Press the flashing line key.
To answer call (when Call Notification is enabled)
•
Select Close and then select the prime line.
To hang up:
•
Press
(CANCEL).
To mute your headset microphone:
•
Press the
(MUTE) key. The light turns ON.
To turn mute off and return to the conversation:
•
Press the
(MUTE) key. The light turns OFF.
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Hot Desking
Hot Desking allows you to log into the telephone system from any phone designated as a Hot
Desk phone. When you log in at the phone using your assigned Hot Desk User Extension
Number, the phone 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. Logging in activates your profile on any phone that supports Hot Desking.
When you log in as a hot desk user, Call History data is updated for you. You do not see any call
logs for the phones registered DN; you only see your history data. When you log out, the
registered DNs history data is displayed. To access your voice mail when you are logged in as a
hot desk user, you must log in to your voice mail.
To log into a Hot Desking phone (the phone must be idle):
1. Press the key you have programmed to HotDesking.
2. Press the Login key.
3. Using the phone keys, enter your Hot Desk User Extension Number, and then press OK.
4. Enter your pin number and press OK.
While logged in as a hot desk user, the phone status line shows the Hot Desk
icon.
To log out of Hot Desking phone (the phone must be idle):
1. Press the key you have programmed to HotDesking.
2. Press the Logout command key.
3. Press the Confirm command key.
Note: Your profile can only be active on one phone at a time. If you log in from another phone
without logging out from the first one, the system will automatically deactivate your profile on
the first phone.
Hot Desk Remote Logout
A user who has forgotten to log out of a Hot Desking phone can be logged out from a phone that
is configured to allow Hot Desk Remote Logout.
Note: This feature must be allowed by your System Administrator via the Class of Service.
To remotely log out a Hot Desking phone:
1. Dial 111.
2. Dial the Hot Desk User Extension Number that you want to log out.
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3. Press the Logout command key.
4. Press the Confirm command key.
Hot Desk - PIN Change
To change your Hot Desk PIN:
1. Log into a Hot Desking phone.
2. Press Superkey (must be programmed to a key).
3. Press the HotDesk PIN softkey.
4. Press the Yes softkey.
5. Enter the current PIN or skip to step 6 if a PIN has not yet been assigned.
6. Press the Enter softkey.
7. Enter the new PIN.
The PIN can include digits from 0 to 9 only and can be from 0 to 8 characters in length.
8. Press the Enter softkey.
9. Re-enter the new PIN.
10. Press Superkey.
Make Busy
You can use the Make Busy feature to have your phone appear busy to other callers. If callers
dial your phone number when Make Busy is enabled a message indicating that your line is busy
is displayed on their phones.
To enable Make Busy:
•
Press the key you programmed to Make Busy. The key illuminates when Make Busy is
activated and MAKE BUSY is displayed.
To disable Make Busy:
•
Press the key you programmed to Make Busy.
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Message Waiting Indicator
The Message Waiting Indicator (MWI) feature allows you to be notified when messages have
been left on another phone. Once you have programmed a key to MWI, this key is always
enabled.
To use MWI to contact the extension that left a message:
•
Press the key you have programmed to MWI.
Messaging - Advisory
Advisory Messaging enables you to select a notice that appears on your phone display to inform
people visiting your desk of your whereabouts. Select from a variety of advisory messages,
including "On vacation", "In a meeting", or "Out to Lunch".
To turn Messaging - Advisory on:
1. Press Superkey (must be programmed to a key).
2. If necessary, press the No softkey until "Advisory Msgs” appears.
3. Press the Advisory softkey.
4. Press the Next softkey until the desired message appears.
5. Press the Turn Msg On softkey.
To turn Messaging - Advisory off:
1. Press Superkey (must be programmed to a key).
2. If necessary, press the No softkey until "Advisory Msgs" appears. .
3. Press the Yes softkey when "Advisory appears.
4. Press the Turn Msg Off softkey .
Messaging - Callback
To leave a Callback Message when you hear busy or ringback tone:
•
Press
(MESSAGE) or press the Callback softkey.
To respond to a message waiting condition on your phone:
1. Press
(MESSAGE).
2. If a password is required, dial your password (and press the Enter softkey if available).
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3. Press the Read Message softkey, and do one or all of the following:
•
To display the time the message was sent, press the More Msg softkey.
•
To display the number of the caller, press the More Msg softkey twice.
•
To call the message sender, press the Call softkey.
•
To delete the message, press the Erase Msg softkey.
•
To view the next message, press
(MESSAGE).
You can check for messages from a remote station:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Remote Msging?" appears.
3. Press the Yes softkey.
4. Dial your extension number.
5. Press the Enter softkey.
6. If a password is required, enter your password and press the Enter softkey.
7. Press the Yes softkey.
You can set, change, or clear a password (up to 7 digits, not including 0):
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Set Password?" appears.
3. Press the Yes softkey.
4. Do one of the following:
•
To enter a new password, enter your password.
•
To change or clear your password, enter your current password.
5. Press the Enter softkey.
6. To change or clear your password, do one of the following:
•
To change your password, enter your new password and press the Enter softkey.
•
To clear your password, enter 0.
7. Enter your new password again.
8. If you are setting up or changing a password, press the Enter softkey.
9. Press Superkey (must be programmed to a key).
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Messaging - Cancel Callback
To cancel a Callback:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Dial the number of the called station.
4. Hang up.
Messaging - Cancel All Callbacks
To cancel all Callbacks:
1. Lift the handset.
2. Dial the appropriate feature access code.
3. Hang up.
Music
To turn Music on and off when the phone is idle, do one of the following:
•
To turn the music on, press the key that you programmed to Music or the Music softkey.
•
To turn the music off, press the key that you programmed to Music or the Music softkey.
When the Music is activated, the key you have programmed is highlighted.
Night Answer
The Night Answer feature allows you to route calls to an attendant or message at night.
To enable Night Answer:
•
Press the key you programmed to Night Answer. When you have enabled Night Answer,
this key is highlighted.
To disable Night Answer:
•
Press the key you programmed to Night Answer
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Override (Intrude)
When you dial a number whose owner has enabled Make Busy, your phone displays the message
indicating that the line is busy. You have the option to override this setting.
To use Override when you encounter a busy tone:
1. Press the key you programmed as Override.
2. Wait for an answer.
Paging
To use Paging:
1. Lift handset.
2. Press the key that you have programmed to Page.
3. Dial the Paging zone number (if required).
4. Make the announcement.
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 2-party call:
•
Press the Record Call key. (See Feature Keys elsewhere in this guide for instructions on
programming a Record Call key to your phone.)
Note: Your system may be programmed to automatically begin recording external calls when
you or the other answers.
To control recording, do one or all of the following:
•
To pause recording, press the Pause softkey.
•
To resume recording after pausing, press the Resume softkey.
•
To stop a recording without saving it, press the Erase softkey or
•
To stop and save a recording, press the Save softkey.
(CANCEL).
Putting the call on hold saves the recording; taking the call off hold starts a new recording.
Depending on system programming, hanging up, or pressing
(TRANS/CONF) or a DSS
key, may also save the recording.
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To listen to a recording:
1. Lift the handset.
2. Access your voice mailbox.
3. Follow the prompts to retrieve the recording.
Reminder
To program a Reminder:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Timed Reminder" appears.
3. Press the Reminder softkey.
4. Enter the time in 24-hour format.
5. Press the Save softkey.
To view, change, and/or cancel a pending Reminder:
1. Press Superkey (must be programmed to a key).
2. Press the No softkey until "Timed Reminder" appears.
3. Press the Reminder softkey.
4. Do one of the following:
•
To change the Reminder, press the Change Key softkey, enter the new time, and
press the Save softkey.
•
To cancel the Reminder, press the Cancel No. softkey.
•
To exit without canceling the Reminder, press Superkey (must be programmed to
a key).
To acknowledge a Reminder when your phone rings once:
•
Press the Confirm softkey.
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Speak@Ease
Users of the Speak@Ease softkey can place a call by speaking the name of the person they wish
to dial. Speak@Ease enables you to have access to Mitel Speech Server. The Speech Server is a
speech recognition application that routes incoming calls to a specific destination based on
spoken commands.
To dial a call using Speak@Ease:
1. Press the key you have programmed to Speak@Ease.
2. Speak the name of the person you wish to call.
Speed Call
Speed Call is an application that allows you to dial a specific number with one key press. You
must program Speed Call on a Programmable key. For more information on programming this
key, see Program Feature Keys Using the Settings Application.
To make a Speed Call:
•
Press the key that you have programmed as your Speed Call key.
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:
1. Press the programmed Tag Call key while the call is in progress. For information on how
to program keys, see to Programming Features On Your Keys
-OR1. Press
(TRANS/CONF).
2. Dial the appropriate feature access code.
If the call was successfully tagged, Thank You is shown on the display; otherwise, Not
Allowed is displayed.
Note: Tag Call can be used on active two-party calls only. Calls on hold and conference calls
cannot be tagged.
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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. Press the key you have programmed to Flash.
Note: You can program a key to single flash or double flash.
2. Wait for dial tone.
3. Dial the Centrex feature access code.
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USING YOUR PHONE WITH THE 5310 IP
CONFERENCE UNIT
Your phone uses the 5310 IP Conference Unit for conferencing. You use the Conference
Controller to turn the conference unit off or on, to adjust the volume or to put the conference unit
into Presentation mode. You can only run one Conference Controller session at a time. If the
5310 Conference Unit is not connected to your phone, the Conference Controller application is
not available.
Access the Conference Controller
To access the Conference Controller:
1. Press Applications and press Conference Unit, or
2. Press the key programmed to the Conference Unit application.
Turn the conference unit on and off
1. Verify that the conference unit is connected to your phone.
2. Access the Conference Controller. For more information, see Access Conference
Controller.
3. Press Turn On/Turn Off.
While the Conference Unit is on, the
icon shows in the phone status line.
Adjust the conference unit volume
•
Press Volume Up or Volume Down.
Place the conference unit in Presentation mode
Presentation Mode is used when only one individual is speaking to a group. If another member in
the group wishes to speak, you must disable Presentation Mode. Presentation Mode minimizes
extraneous noise.
To place the conference unit in Presentation mode
•
Press Presentation Mode.
Exit the conference controller
To exit the conference controller
•
Press Close.
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Mute the conference unit
To mute the conference unit so that conversation in the meeting room cannot be heard by
individuals being conferenced:
•
Press Mute.
USING THE LINE INTERFACE MODULE
Your phone supports the Mitel Line Interface Module. The Line Interface Module allows you to
make and receive calls over an analog line (Line Interface Module line) connected to your phone.
The Line Interface Module operates in either of the following two modes, as determined by your
System Administrator:
•
Line Interface Module Mode: your phone allows you to use the Line Interface Module
line at any time
•
Failover Mode: you can use the Line Interface Module line only when the IP connection
has failed
Note: Handsfree and on-hook dialing are not supported on the Line Interface Module line.
For information on emergency number dialing using the Line Interface Module, refer to
Emergency Calls.
Making and Answering Calls Using the Analog key
To make a call using the Analog line:
1. Lift the handset.
2. Press the key you programmed as Analog Line.
ANALOG CALL is displayed.
3. Dial the number.
Note: When you make an external call over the analog line, a prefix dialing number is not
required. If your phones Analog Line key has the Privacy option enabled, you cannot access the
analog line when another phone is using the analog line (key is solid orange).To access the
analog line, the user of the other phone must first hang up. To determine whether the Privacy
option is enabled, contact your System Administrator.
To answer a Call using the analog line:
1. Lift the handset.
2. Press the Analog Line key that is highlighted.
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To answer a waiting call on the analog line:
Note: If you have subscribed to an analog call waiting service, you may use the hookswitch or
press Cancel ( ) to answer a waiting analog call. When you are on an analog call and a waiting
analog call arrives, you hear a beep. This feature may not be supported in all regions.
To answer a waiting analog call or return to the original analog call:
1. Do one of the following:
•
Press and release the hookswitch
•
Press Cancel (
)
2. Press the key you have programmed as Analog Line.
To put a current call on hold to answer an incoming analog call:
•
Press the highlighted Analog Line key.
To switch between the current call and the held call when one of the calls is using the analog
line, do one of the following:
•
If your current call is using the analog line, press the flashing Line key of the held call.
The analog call is automatically put on hold.
•
If your current call is using an IP line, press the highlighted Analog Line key. The IP line
is automatically put on hold.
To end a current call when an incoming analog call arrives:
•
Press Cancel ( ) and then press the highlighted Analog Line key. The current call ends
and you are connected to the caller on the analog line.
To end the current analog call when an incoming call arrives:
•
Press Cancel (
). The current analog call ends and you are connected to the new caller.
Making and Answering Calls Using the Failover Mode
To make a call using the analog line during an IP connection failure:
1. Lift the handset.
The phone displays IP FAIL: ANALOG CALL.
2. Dial the number.
To answer a call using the analog line during an IP connection failure:
•
Lift the handset. The call is answered. The phone displays IP FAIL: ANALOG CALL.
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APPENDIX - FOR YOUR INFORMATION
Upgrading Integrated Office Companion
If upgrading from a Standalone PC Companion to the Integrated Office Companion, it is recommended
that you first uninstall the Standalone PC Companion.
Integrated Office Companion and Microsoft Framework 2.0
In order to run the Integrated Office Companion, your PC will also need to have the
Microsoft .NET Framework 2.0 installed.
•
If the Microsoft .NET Framework 2.0 is not installed when you install the Integrated
Office Companion, the IOC install will download and install the Framework at that
time.
•
The Microsoft .NET Framework 2.0 must also be present if you uninstall the
Integrated Office Companion.
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APPENDIX – LIST OF LIMITATIONS
Integrated Office Companion Limitations
Integrated Office Companion is designed to tie together functionality from various other
applications. There are some cases of incompatible versions of these other applications that may
result in limitations to certain Integrated Office Companion features.
Microsoft Windows Messenger and Outlook
Integrated Office Companion “Presence” Feature: Due to an incompatibility between
Microsoft Windows Messenger version 5.1 and Microsoft Outlook 2002, presence
information may not be passed on to the Integrated Office Companion correctly. If you
have this combination of Microsoft tools, it is recommended that you upgrade either one or
both.
Integrated Office Companion “On the Phone” Feature: There are certain combinations
of Microsoft Windows Messenger and Outlook that will interfere with the functionality of
the Integrated Office Companion “On the Phone” feature. The following is a list of
combinations that work, and those that do not:
•
Windows Messenger 4.7 with Outlook 2002 – works
•
Windows Messenger 4.7 with Outlook 2003 – works
•
Windows Messenger 5.1.0639 with Outlook 2002 - DOESN'T WORK
•
Windows Messenger 5.1.0639 with Outlook 2003 – works
•
Windows Messenger 5.1.0701 with Outlook 2002 – works
•
Windows Messenger 5.1.0701 with Outlook 2003 – works
•
MSN Messenger 7.0 with Windows Messenger 4.7 & Outlook 2002 – works
•
MSN Messenger 7.0 with Windows Messenger 4.7 & Outlook 2003 – works
•
MSN Messenger 7.0 with Windows Messenger 5.1.0701 & Outlook 2003 – works
•
Windows Live Messenger 8.0 with Windows Messenger 4.7 & Outlook 2003
(11.8010.8036) – works
•
Windows Live Messenger 8.1 with Windows Messenger 4.7 & Outlook 2003
(11.5608.5606) - WORKS & DOESN'T WORK (SEE BELOW)
•
Windows Live Messenger 8.1 with Windows Messenger 5.1.0701 & Outlook 2003
(11.5608.5606) - WORKS & DOESN'T WORK (SEE BELOW)
For Windows Live Messenger 8.1:
•
Case 1:
1) Win Messeneger 4.7 installed / Outlook 2003 installed
2) Install Windows Live Messenger 8.1
3) Install IOC
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RESULT: ON THE PHONE WORKS
•
Case 2:
1) Win Messeneger 4.7 installed / Outlook 2003 installed
2) Install and run IOC
3) Install Windows Live Messenger 8.1
RESULT: ON THE PHONE DOESN'T WORK (even if you stop and start IOC)
Microsoft Windows Messenger and Office Communicator
Integrated Office Companion “Presence” and “Alternate Number” Feature: The
combination of certain versions of Microsoft Windows Messenger and Microsoft Office
Communicator can cause the Integrated Office Companion to fail to call an alternate phone
number when the presence is set to “Away”. One valid combination that functions correctly is
Microsoft Windows Messenger version 4.7.3001 and Microsoft Office Communicator 1.0.559.
iTunes
Integrated Office Companion “Pause Music” Feature: iTunes 7.0.2.16 does not conform to
the Microsoft Application Programming Interface (API) and treats the PAUSE message as a
PLAY/PAUSE message. Meaning that if it is in a paused state it will start playing when it gets
the PAUSE message again.
Most other versions of iTunes do not respond to the command at all and therefore, will not pause
when requested from Integrated Office Companion
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