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Electronic Telephone Set User Guide

The following User Guide is for most electronic telephone sets. Depending on the model of your telephone, some features may not be available. Contact ITCom Customer Service if you have questions on any of these features.

Using Your Telephone—The Basics

Answering Calls

To signal an incoming call, your telephone rings, the alerter light flashes, and the indicator beside a line or intercom key flashes slowly.

To answer a call:

  1. If the call is ringing on a line other than your primary line, press the line or intercom key beside the flashing indicator.
  2. Lift the handset to speak or press HANDSFREE to answer the call.

To answer a call when the handset is off-hook and the line is not on:

  1. The incoming call is signalled by a lone alerter beep and a flashing indicator beside the line key. To answer the call, press the line key.

Making Calls

Using your handset:

  1. Lift the handset. The primary line key is selected automatically and you hear a dial tone.
  2. Dial the number.

Using a line key:

  1. Press any available line key. You hear a dial tone from the speaker.
  2. Dial the number.
  3. Lift the handset when the other party answers or press HANDSFREE to talk to the called party.

Placing a call on HOLD

Using the HOLD key:

  1. Press HOLD. The indicator flashes beside the line on HOLD and you can use other lines or features.
  2. Press the line key with the flashing indicator to return to the held call.

Using Automatic HOLD:

  1. Press another line key. The indicator flashes beside the line on HOLD and you can use other lines or features.
  2. Press the line key with the flashing indicator to return to the held call.

Ending a Call

  1. Hang up or press Rls.

Setting the Alerter Volume

  1. Press "<<<    >>>" up or down while the telephone is ringing. The display shows the adjusted alerter (ringing) volume level, which remains in effect until the next adjustment.

Setting the Handset Volume

  1. Press "<<<    >>>" up or down while the telephone is ringing. The display shows the adjusted handset volume level, which remains in effect until the next adjustment.

Setting the HANDSFREE Speaker Volume

  1. Press HANDSFREE
  2. Press "<<<    >>>" up or down to adjust the volume. The display shows the adjusted HANDSFREE speaker volume level, which remains in effect until the next adjustment.

Setting the On-Hook Monitoring Volume

  1. Press any available key.
  2. Press "<<<    >>>" up or down to adjust the volume. The display shows the adjusted monitoring speaker volume level, which remains in effect until the next adjustment.

Muting the Handset

The MUTE button can be used to prevent the other party from hearing you over the handset. This is useful when you wish to speak privately with someone at your desk.

To MUTE your handset:

  1. Press MUTE.

Tones You Hear when Using the Telephone

Dial Tone A continuous tone which means you can dial your call.
Busy Tone A tone which repeats once per second to indicate that the number you dialed is busy.
Reorder Tone A fast busy tone which indicates the call cannot proceed.
Confirmation Tone Two short beeps followed by silence informs you that the feature you used was successfully completed.
Call Waiting Tone Two short beeps sent at regular intervals which indicate a second incoming call.
Ring Again Tone One long and two short pings indicate that the line for which you left a Ring Again request has come free.
Special Tone Three beeps followed by a dial tone indicate that you can proceed with the feature you have activated.

HANDSFREE Calling

The HANDSFREE feature allows you to use the built-in microphone and speaker to carry on a telephone conversation. While using HANDSFREE, speak clearly—raise your voice a little if you move away from the telephone. You can also use the MUTE feature to turn off your microphone. MUTE is useful when background noises interfere with you conversation or when you want to speak privately with someone at your desk.

To answer a call using HANDSFREE:

  1. Press HANDSFREE instead of picking up the receiver.
  2. If you wish to speak privately with the other person, pick up the handset. HANDSFREE turns off automatically.
  3. Press Rls to end your call.

To use HANDSFREE during your call:

  1. Press HANDSFREE and replace the handset in the cradle.
  2. To speak privately once again, pick up the handset.
  3. Press Rls to end your call.

To MUTE your microphone while on a HANDSFREE call:

  1. Press MUTE.
  2. To turn your microphone on again, press MUTE once more.

Setting Up Local Features

The PROGRAM key allows you to enter Programming mode to set up the following features:

  • Alerter Volume
  • Time and Date Set
  • Time and Date Format
  • Call Timer
  • Display Language
  • Central Office (C.O.) Features
  • Predial
  • Memory Number

Save, Memory, and Pause

The following three additional feature keys are available, if not disabled by the C.O. Features function:

  • Save Number
  • Memory Number
  • Pause

These keys are always available to you unless C.O. Features are enabled. (C.O. Features must be enabled when the Save Number, Memory Number, and Pause keys are provisioned for switch features by your service provider.) To find out whether the C.O. Features should be disabled or enabled, contact your System Administrator or Customer Service Representative.

The Save Number, Memory Number, and Predial functions are not available when the set is used in the Auto Call Distribution (ACD) environment. These three local features only work with the primary line of the set.

Note that an incoming call interrupts the activation or Programming of all local functions. Local features are also not available during an active call, with a call on HOLD, or when a C.O. feature is active (the Time/Date C.O feature is active for 12 seconds).

Alerter Volume

To adjust the alerter volume:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "Alerter Volume?" is shown on the display.
  3. Press HOLD.
  4. Press "<<<    >>>" to adjust the volume level. The bars on the display indicate the adjusted level.
  5. Press HOLD to save the new alerter volume level.
  6. Press PROGRAM or Rls to exit Programming mode.

Time and Date

To set the time and date:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "Time and Date Set?" is shown on the display.
  3. Press HOLD.
  4. Enter the date using the format shown on the display.
  5. Enter the current time based upon the 24 hour clock.
  6. Press HOLD to save the new time and date settings.
  7. Press PROGRAM or Rls to exit Programming mode.

To select the time and date display format:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "Time and Date Set?" is shown on the display.
  3. Press HOLD.
  4. Press "<<<    >>>" until the desired format is shown on the display.
  5. Press HOLD to save the new time and date settings.
  6. Press PROGRAM or Rls to exit Programming mode.

Call Timer

The Call Timer uses the display to show the time elapsed since the start of a normal call (The timer appears on the display 5 seconds after the call starts and remains on the display 5 seconds after you end the call.) Follow the instructions below to enable the Call Timer.

To enable the Call Timer:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "Call Timer?" is shown on the display.
  3. Press HOLD.
  4. Press "<<<    >>>" to enable or disable the Call Timer.
  5. Press HOLD to save the new setting.
  6. Press PROGRAM or Rls to exit Programming mode.

Display Language

To select the language used to show information on the display:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "Language?" is shown on the display.
  3. Press HOLD.
  4. Press "<<<    >>>" until the desired language is shown on the display.
  5. Press HOLD to save the new setting.
  6. Press PROGRAM or Rls to exit Programming mode.

C.O. Features

The telephone allows you to replace the Save Number, Memory Number, and Pause local features with additional Central Office (C.O.) switch features. When instructed to do so by your System Administrator or Customer Service Representative, use the following instructions to enable or disable Central Office (C.O.) switch features. When enabled, the additional features will be located on the feature keys normally pressed to use Save Number, Memory Number, and Pause.

To enable/disable C.O. Features in place of the Save, Memory, and Pause keys:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "C.O. Features?" is shown on the display.
  3. Press HOLD.
  4. Press "<<<    >>>" until the desired setting is shown.
  5. Press HOLD to save the new setting.
  6. Press PROGRAM or Rls to exit Programming mode.

Predial

The predial feature allows you to dial your number first, inspect it as it is shown on the display, and then pick up the handset or press HANDSFREE to make your call.

To enable/disable the Predial feature:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "Predial?" is shown on the display.
  3. Press HOLD.
  4. Press "<<<    >>>" to enable or disable the Predial feature.
  5. Press HOLD to save the new setting.
  6. Press PROGRAM or Rls to exit Programming mode.

To make a call when Predial has been enabled:

  1. Dial the telephone number. The number is shown on the display.
  2. Pickup the handset or press HANDSFREE. The primary line is selected and the call is made. Note that you can edit the Predial number by using the "<<<    >>>" key and the dialpad digits.

Save Number

The Save Number feature allows you to save the telephone number you are calling so that you can redial the number quickly next time you call.

To save the number for the current call:

  1. Before you end the current call, press SAVE #. When the call has been saved, the Save Number indicator turns on for two seconds.

To make a call using the number you saved:

  1. Press SAVE #.
  2. Pickup the handset or press HANDSFREE. The previously saved number is dialed automatically. Note that the number remains unchanged until you save another number.

Memory Number

The Memory Number feature allows you to PROGRAM up to three telephone numbers which can be recalled and dialed quickly and easily. Note that the Memory? option does not appear on the PROGRAM menu when C.O. features are enabled.

To PROGRAM a number into memory:

  1. Press PROGRAM.
  2. Press "<<<    >>>" until "Memory?" is shown on the display.
  3. Press HOLD.
  4. Press "<<<    >>>" until the desired memory location is shown on the display (M1, M2, or M3). (If a numbers has already been stored, it is also shown on the display.)
  5. Enter the number you wish to store. If you want to keep the number shown on the display, if any, skip to step 6.
  6. Press HOLD to save the new setting.
  7. Press PROGRAM or Rls to exit Programming mode.

To make a call using Memory Number:

  1. Press MEMORY until the stored number you wish to call is shown on the display (M1, M2, or M3).
  2. Pickup the handset or press HANDSFREE.

Pause

In order to make certain types of calls, you are sometimes required to pause a moment during dialing. (For instance, pausing just after dialing 9 to make a call to a telephone outside your system or pausing after dialing an international code for a long-distance call.) When storing this type of telephone number using Memory Number or Speed Call, the required pause can be inserted into the sequence of digits (or dial string) by using the Pause key.

To insert a pause into the dial string:

  1. Press PAUSE at the appropriate place when entering the number. For example, to enter a pause when entering the number requiring an outside line, this sample dial string can be entered—"9 - PAUSE - 5 5 5 1 2 1 2"

Quick Ways to Make Calls

The remaining sections of the guide describe switch features which can be installed on your telephone. Note that some of the switch features contained here may not be available to you. Also note that your service provider may have provisioned your set with switch features which are not described here.

Automatic Dial

Use Automatic Dial to PROGRAM feature keys on your telephone for one-touch dialing. Automatic Dial keys on your set are assigned by your Customer Service Representative or System Administrator.

To PROGRAM an Automatic Dial key:

  1. Press the Automatic Dial key you want to PROGRAM.
  2. Dial the number you want to store.
  3. Press the Automatic Dial key again.
  4. Label the key. You may want to use a name or telephone number to identify the key.

To erase an Automatic Dial key:

  1. Press the Automatic Dial key you want to clear.
  2. Press #.
  3. Press the Automatic Dial key again.

To make a call using an Automatic Dial key:

  1. Lift the handset. (You can also press the desired line key or HANDSFREE to start the call.)
  2. Press the desired Automatic Dial key to dial the number you want to call.

Automatic Line

Automatic Line keys are pre-programmed for you by your Customer Service Representative or System Administrator to dial a specific number. You should label any installed Automatic Line keys with a name or number.

To use an Automatic Line key:

  1. Press the desired Automatic Line key.
  2. Lift the handset or press HANDSFREE when your party answers.

Intercom

An Intercom key is programmed by your Customer Service Representative or System Administrator to call a specific telephone in your system.

To place an Intercom call:

  1. Press I/C.
  2. Lift your handset or press HANDSFREE when the other party answers. If the person does not answer the call within two seconds, their telephone automatically answers through the speaker.

Intercom Group

Telephones in your system can be organized into Intercom Groups based upon projects or departments. Each telephone in the group is then assigned an Intercom Group number. See your Customer Service Representative or System Administrator for more information.

To call someone in your Intercom Group:

  1. Press I/C GROUP.
  2. Dial the intercom number assigned to the person you want to call.
  3. Lift your handset or press HANDSFREE when the other party answers.

To answer an Intercom Group call:

  1. Press I/C GROUP when the indicator is flashing.
  2. Lift your handset or press HANDSFREE.

Last Number Redial

You can redial the last number you called on a specific line. This is useful if the number you called was busy and you want to reach the person again.

To call using Last Number Redial:

  1. Press the line key used to make the last call.
  2. Press # twice
  3. Lift the handset when the other party answers.

Speed Call

You can dial telephone numbers quickly and easily using one or two digit codes. Speed Call provides you with 10 one digit codes (0-9) or up to 70 two digit codes (00-69). See your Customer Service Representative or System Administrator to find out which type of codes are available to you.

To PROGRAM a Speed Call number:

  1. Press SPD CALL.
  2. Enter a one or two digit code (0-9 or 00-69).
  3. Dial the telephone number you want to assign to that code. You can store telephone numbers up to 24 digits long. Note that if there is a number already assigned to this code, the new number you input erases the old.
  4. Press SPD CALL again.
  5. Make a note of the Speed Call code and telephone number for future reference.

To erase a programmed Speed Call number:

  1. Press SPD CALL.
  2. Enter the one or two digit code for the number you want to erase.
  3. Press #.
  4. Press SPD CALL.

To make a call using Speed Call:

  1. Lift the handset. (You can also press the desired line key or HANDSFREE to start the call.)
  2. Press SPD CALL.
  3. Dial the code for the telephone number you want to call.

How to Avoid Missing a Call

Call Forward

Away from your telephone, but expecting an important call? Do you want someone to take your calls for you while on vacation? Call Forward lets you redirect your calls to another telephone or voice message system.

To set Call Forward:

  1. Press CALL FWD. The indicator beside the Call Forward key flashes.
  2. Enter the number to which you want to redirect your calls or skip to step 3 if you want to use the previous Call Forward number.
  3. Press CALL FWD again. The indicator beside the Call Forward key goes ON.

To cancel Call Forward:

  1. Press CALL FWD. The indicator beside the Call Forward key goes OFF.

Call Waiting

Call Waiting lets you know when you have a second incoming call by sending two short tones to the handset or speaker at regular intervals and by lighting the Call Waiting indicator.

To answer your second call:

  1. Press the CALL WAIT key which shows the flashing indicator. The original call goes on HOLD automatically.

To return to your original call:

  1. Press the line key of the original call. The other party is put on HOLD automatically and the CALL WAIT indicator winks. You can alternate between the calls by pressing the appropriate line key.

Call Pickup

Telephones in your system can be programmed by your Customer Service Representative or System Administrator into Call Pickup groups. Call Pickup lets you answer a call ringing at any telephone in your pickup group from your telephone.

To pickup a call ringing at another telephone in your pickup group:

  1. Lift the handset. (You can also press the desired line key or HANDSFREE to start the call.)
  2. Press PICKUP.

Message Waiting

  • The message indicator is activated when a new voice message is left in your mailbox and deactivated after you open all new messages.
  • If your indicator does not automatically deactivate, you can deactivate it manually by dialing access code *82.

When You Can't Reach Someone

Ring Again

When you receive a busy signal when calling someone, Ring Again can signal you when their telephone becomes free. You can then use Ring Again to automatically redial the number. Note that you can only have one Ring Again request at a time.

To use Ring Again:

  1. Make a call.
  2. If the line is busy, press RING AGAIN.
  3. Press Rls to release the call. When the telephone you called becomes free, you hear a Confirmation tone from the speaker and the Ring Again indicator flashes.
  4. Lift the handset or press HANDSFREE.
  5. Press RING AGAIN to automatically redial the number. If you do not press RING AGAIN within a pre-defined time limit (between 8-32 seconds), the Ring Again request is cancelled automatically.
  6. If you have only one line and are already on a call when the Ring Again indicator flashes, you must complete the call before the pre-defined time limit and press RING AGAIN to redial the previously busy number.

    If you have two lines and are already on another call when the Ring Again indicator flashes, press HOLD to put the current call on HOLD. Press the free line key and then press RING AGAIN to redial the number.

To cancel a Ring Again Request:

  1. Press RING AGAIN before you hear the Ring Again Confirmation tone.

Ways to Transfer or Share Calls

Conference

You can set up a telephone call between you an up to five other people. This is useful when meeting in a common place is not possible.

To add a person to a call:

  1. While on the current call, press CONF 3. The current call goes on HOLD automatically and you hear the dial tone.
  2. Dial the number of the new person you want to add to your call.
  3. Press CONF 3 to establish a conference. The line key indicator for the new person goes OFF once added to the conference.
  4. Repeat steps 1-3 until you have added all the desired parties to the conference.

To add an incoming call to the conference:

  1. While on the current conference call, press the line key of the incoming call. The conference call goes on HOLD automatically.
  2. Press CONF 3 to add the new caller.

To end the conference call:

  1. Hang up or press Rls

Note: Check with your Customer Service Representative or System Administrator to verify the number of people that can be added to your conference call.

Call Park

Call Park lets you put a call on HOLD at your telephone, then retrieve the call from any telephone in your system.

To park a call:

  1. While you are on a call, press CALL PARK. You will hear two short beeps followed by silence.
  2. Hang up.

To retrieve a parked call from any telephone in your system:

  1. Lift the handset.
  2. Press CALL PARK. You hear three short beeps followed by the dial tone.
  3. Dial the number of the telephone that parked the call.

Privacy Release

If you share a line with other people and the line is programmed for Privacy, no one can access the line while you are using is. You can temporarily release Privacy so that a co-worker can join your call.

To temporarily release Privacy while on a call:

  • Press PRIV Rls. Your co-worker can now select the line and join the call.

To make your call private again:

  • Press PRIV Rls. Privacy is automatically restored to your line when you end your call.

Transfer

Send a current call to another telephone within your system using Transfer. You can either remain on the line when you make the transfer or simply redirect the call.

To transfer a call directly to another telephone:

  1. Press TRANSFER or CONF 3.
  2. Call the person whom you want to transfer the call. When the person answers, you can talk privately - the original caller cannot hear your conversation. If the line is busy or if the person does not answer, press Rls to return to the original caller.
  3. Press TRANSFER or CONF 3 to complete the transfer and disconnect yourself from the call.

To transfer a call by establishing a conference:

  1. While on the current call, press CONF 3. The current call goes on HOLD automatically. You hear three beeps followed by the dial tone.
  2. Dial the number of the new person you want to add to the conference. When the person answers, you can talk privately - the original caller cannot hear your conversation. If the line is busy or if the person does not answer, press Rls to return to the original caller.
  3. Press CONF 3 to establish a conference. You can now speak with both parties.
  4. Press Rls to disconnect yourself from the call and complete the transfer.

Controlling Your Telephone Line

Make Busy

You can make your telephone appear busy to all callers except those using the intercom. You might want to use this feature when you are meeting with someone and don't want to be disturbed.

To make your telephone appear busy:

  • Press MAKE BUSY. The indicator beside the Make Busy key goes ON.

To cancel Make Busy:

  • Press MAKE BUSY again. The indicator beside the Make Busy key goes off.

Privacy

If you share a line with other people and the line is not programmed for Privacy, anyone can access the line while you are using it. Privacy lets you make a call temporarily private.

To make your call Private:

  • Press PRIVACY. Other people who share your line are now prevented from bridging into your call.

To remove the privacy status from your call:

  • Press PRIVACY again. Privacy is automatically removed from your line when you end your call.

Call Forward Programmable Per Key

Allows user to program three types of Call Forward features on each line number on set.

Activate Call Forward All:

  1. Without lifting handset, press line number you wish to forward.
  2. Dial *108, and the 5-digit forwarding number. Hear confirmation tone.

To Deactivate Call Forward All:

  1. Without lifting handset, press line number you wish to cancel call forward all.
  2. Dial *109. You will hear confirmation tone.

Activate Call Forward Busy:

  1. Without lifting handset, press line number you wish to forward.
  2. Dial *103, and the 5-digit forwarding number. Hear confirmation tone.

To Deactivate Call Forward Busy:

  1. Without lifting handset, press line number you wish to cancel call forward busy.
  2. Dial *104. Hear confirmation tone.

Activate Call Forward Don't Answer:

  1. Without lifting handset, press line number you wish to forward.
  2. Dial *105, and the 5-digit forwarding number. Hear confirmation tone.

To Deactivate Call Forward Don't Answer:

  1. Without lifting handset, press line number you wish to cancel call forward don't answer.
  2. Dial *106. Hear confirmation tone.

Simultaneous Ring (SimRing)

To Manage SimRing:

  1. Press primary line number (usually key 1) of set.
  2. Press *110.

To Turn ON/OFF:

  • Press 3

To Add a Number to List:

  • Press 9+1+ten-digit number.

To Remove a Number from List:

  • Press *9+1+ten-digit number*
    • To Hear List Entries: Press 1.
    • To Delete: Press 07.
    • To Hear Instructions: Press 0.