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Aastra M401 User Manual

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USER GUIDE

M401 / M405 / M405D phones
M 401
M 40 5
M 405D

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Summary of Contents for Aastra M401

  • Page 1: User Guide

    USER GUIDE M401 / M405 / M405D phones M 401 M 40 5 M 405D...

  • Page 2: Table Of Contents

    Contents Introduction ………………………………………………………………………………… The M 401 and 405/405D digital telephones ………………………………………… Placing a call ……………………………………………………………………………… Calling a second party ………………………………………………………………… p 14 Receiving one or more calls …………………………………………………………… p 17 Call pickup ………………………………………………………………………………… p 19 Filtering a call ……………………………………………………………………………… p 21 Call forwarding ……………………………………………………………………………...

  • Page 3: Introduction

    Introduction Y our new terminal or telecommunications system has just been installed. A large range of communications services and functions is now at your fingertips! This Users' Guide will lead you through each step to make sure you get the most out of your new communications tool.
  • Page 4 M 401 and M 405/405D digital telephones Leading-edge technology for maximum ease of use Because telephones are essential to everyday efficiency, you need a complete, high-performance phone that is also fast and easy to use. This is why the manufacturer has designed the M 401 and M 405/405D telephones for all catego- ries of employees –...
  • Page 5 M 401 and 405/405D digital telephones Communicating has never been so simple. You might want a colleague to listen to your call: just press the following key (on M 405/405D terminals) To meet your everyday telephone needs, the M 401 and M 405/405D sets are equipped with programmable keys (for direct access to numbers and telephone features which you most often use): 1 key on the 401 and 5 keys on the M 405/405D.
  • Page 6 Learning how to use your phone This guide contains simple instructions for all the main features of your phone, including: dialing an internal (see section 1.1.) or external (see 1.2.) party, calling an internal or external number with the last number redial function (see 1.3.1.) with a preprogrammed key (see 1.3.2.) or with an abbreviated number (see 1.3.3.) stored in your directory, calling a second party while you are having a conversation (see 2.1.), then returning...
  • Page 7 M 401 and 405/405D digital telephones filtering a call between two extensions (manager/secretary) (see 5.1. and 5.2.) or cancelling the filtering function (see 5.3.), forwarding your calls to another extension (see 6.1.) or to a voice mailbox (see 6.2.), either immediately, after several rings on no answer or on busy or canceling call forwarding (see 6.4.), customizing your terminal by preprogramming any or all of the following: abbreviated (speed dial) numbers in your personal directory (see 7.1.), appointment reminders...

  • Page 8: Placing A Call

    Placing a call 1.1. INTERNAL CALLS 1.1.1 Calling an internal party For standard calls On your keypad: Lift the handset EXTENSION NUMBER Dial the extension number When your party answers, speak. At the end of your conversation, replace the handset. Note To use the loudspeaker: Press the key...
  • Page 9 Placing a call Calling the switchboard On your keypad: Lift the handset Dial the code When the switchboard answers, speak. At the end of the conversation, hang up.
  • Page 10 1.1.2. The internal extension is busy Automatic redial If the extension you are trying to reach is busy, you can automatically redial the number. Press the key Then the key You will hear a beep to let you know that the redial function has been activated. Hang up.
  • Page 11 Placing a call 1.2. EXTERNAL NUMBER 1.2.1. Calling an external number For standard calls On your keypad: Lift the handset Dial the external access code Then dial the complete number EXTERNAL NUMBER When your party answers, speak. At the end of the conversation, hang up. 1.2.2 If the external number is busy or does not answer Storing a number for redial...
  • Page 12 To store the number: Hang up. Press the keys The number is now stored and you can redial it later on (even if it is not the last number dialed). To redial the stored number: Press the keys Stored number cancellation To cancel the stored number: Press the keys Hang up.
  • Page 13 Placing a call 1.3. FOR EITHER INTERNAL OR EXTERNAL NUMBERS 1.3.1 Last number redial To redial the last number dialed: Lift the handset Press the key When your party answers, speak. At the end of the conversation, hang up. 1.3.2 Calling a number with a programmable key You have previously programmed a directory number on a programmable key.
  • Page 14 1.3.3 Calling a party using an abbreviated dialing code ("speed dialing") You have previously created abbreviated dialing codes using the personal directory function (see 7.1. for programming abbreviated dialing codes). To dial your party: Lift the handset Press the key (on M 401/405 sets) Choose the abbreviated dialing code assigned to your number by pressing 0 TO 9...

  • Page 15: Calling A Second Party

    Calling a second party CONSULTATION CALL You are in conversation, and you wish to speak to a second internal or external party. On your keypad: Press the key Dial the number EXTERNAL or INTERNAL NUMBER You are in contact with your second party. Your first party is on hold (music-on-hold or hold tone).
  • Page 16 "SHUTTLE" If you wish to switch from one party to the other: Press the key then Press the key You can speak to both parties, but they cannot speak with each other. CONFERENCE CALL If you wish to establish a three-party conference: Press the key then Press the key...
  • Page 17 Calling a second party TRANSFERRING CALLS If you wish to connect the first party with the second party: Replace your handset Both parties are connected with one another, without you on the line. Please note: Transfer is not always possible between two external numbers. If the transfer is unsuccessful, your phone will ring after you have hung up.

  • Page 18: Receiving One Or More Calls

    Receiving one or more calls RECEIVING A CALL Your phone rings when you have an incoming call: Pick up the handset You are in conversation with your caller. Replace the handset at the end of the conversation. RECEIVING A SECOND CALL Please note: If you have a multikey set, please go to section 8.2.
  • Page 19 Receiving one or more calls You now have the same options as when you call a second party while you're already connected to a first call (see 2.2. to 2.5.). 1. To return to your first caller and disconnect your second caller Press the key then Press the key...

  • Page 20: Call Pickup

    Call pickup PICKING UP A CALL TO THE COMMON BELL The receptionist is absent and you wish to pick up a call to the common bell (your company's main number). On your keypad: Lift the handset Press the following keys consecutively Forward the call to the person requested by pressing then EXTENSION NUMBER...
  • Page 21 Call pickup You can transfer the call to the person requested by pressing then Dialing the extension number EXTENSION NUMBER Hang up when he/she answers PICKING UP A CALL WITHIN YOUR EXTENSION GROUP You are a member of an extension group (groups are defined by your telecom administrator). This means that group members can pick up calls ringing on the extension of other members.

  • Page 22: Filtering A Call

    Filtering a call SETTING UP CALL FILTERING Programming the filtering (or "screening") function is a fairly technical operation and you should contact your telecom administrator. Note : the filtering function requires that two programmable keys be available and is therefore not possible on M 401 sets, which have only one programmable key.
  • Page 23 Filtering a call DESCRIPTION OF FILTERING FUNCTION Four programmable keys are required for the filtering function: two on the secretary's keypad, and another two on the manager's keypad. Programmable key 1: is used for filtering and is generally marked "filter" on the keypad. It activates and deactivates the filtering function.
  • Page 24 Notes: If the filtering key on the manager's phone is activated, the secretary's filtering key is automatically activated as well, and vice versa. One of the keys will be used for the filtering function, and the other for the monitoring function. Below are examples of different ways in which the filtering function can be used: example: Someone calls the manager.
  • Page 25 Filtering a call Second example: Somebody calls the manager, the secretary isn't available, and the Manager's extension is free. Secretary Manager Extension rings "Secretary" key flashes Secretary is temporarily absent Manager takes call by pressing "Secretary" key "Manager" key lights up "Secretary"...
  • Page 26 Note : A call may come in for the manager when the secretary's extension is already engaged: • if the secretary's extension has only one line, he/she has to use the "second call" function to pick up the call, • if the secretary has a multiline extension, he/she presses the incoming call key (flashing key) (the multikey function is described in the next section).

  • Page 27: Call Forwarding

    Call forwarding FORWARDING YOUR CALLS TO ANOTHER EXTENSION 6.1.1 Immediate call forwarding To forward all your calls immediately to another extension. On your keypad: Press the following keys consecutively Dial the extension number to which calls are to be forwarded EXTENSION NUMBER You will hear two beeps.
  • Page 28 Dial the extension number to which calls are to be forwarded EXTENSION NUMBER You will hear two beeps. Hang up. 6.1.3 Call forwarding on busy To forward all your incoming calls to another extension when your extension is busy. On your keypad: Press the following keys consecutively Dial the extension number to which calls are to be forwarded EXTENSION NUMBER...
  • Page 29 Calls forwarding 6.2.1 Immediate call forwarding To forward all your calls immediately to your voice mailbox. On your keypad: Press the following keys consecutively You will hear two beeps. Hang up. 6.2.2 Forwarding your calls on no answer To forward all your calls to your mailbox automatically after several rings. On your keypad: Press the following keys consecutively You will hear two beeps.
  • Page 30 6.2.3 Forwarding your calls on busy To forward all your calls to your voice mailbox when your extension is busy. On your keypad: Press the following keys consecutively You will hear two beeps. Hang up. Please note: You can forward: - external calls only, - internal calls only.
  • Page 31 Calls forwarding On your keypad: Press the following keys consecutively Dial the extension number EXTENSION NUMBER The extension you are trying to call will ring. Note: This function is subject to calling party and called party entitlements. Please see your telecom administrator.

  • Page 32: Customizing Your Phone

    Customizing your phone PROGRAMMING ABBREVIATED NUMBERS ("SPEED DIALING") You can store the numbers you use most often (maximum of 10). They can be internal or external numbers. To store abbreviated numbers in a directory On your keypad: Press the following keys consecutively Press a number key between 0 and 9 0 TO 9 Dial the number you wish to store in the directory...
  • Page 33 Customizing your phone Deleting an abbreviated number from a directory On your keypad: Press the following keys consecutively 0 TO 9 Dial the abbreviated number you wish to delete You will hear two beeps. Hang up. Note : 1° The external network access code is the one you dial (often "0") to obtain an outside line before dialing your external number.
  • Page 34 PROGRAMMING AN APPOINTMENT REMINDER You can use your phone as a diary and record your appointment times. Entering appointment times On your keypad: Press the following keys consecutively Enter the appointment time (between 0000 2359) HHMM example: 5:30 PM = 1730 Hang up.
  • Page 35 Customizing your phone Removing an appointment reminder On your keypad: Press the following keys consecutively Enter in your appointment time HHMM example: 5:30 PM = 1730 Hang up. Clearing all appointment reminders On your keypad: Press the following keys consecutively 9999 Press the number keys Hang up.
  • Page 36 PROGRAMMING A PERSONAL PASSWORD You can program a four-digit personal password to restrict access to your phone or for access to certain services. To program a personal password for the first time On your keypad: Press the following keys consecutively Press the number keys 0 0 0 0 Enter your personal password...
  • Page 37 Customizing your phone Changing your personal password On your keypad: Press the following keys consecutively FOUR DIGITS Enter your old password FOUR DIGITS Enter your new password Enter your new password a second time FOUR DIGITS Hang up.
  • Page 38 BARRING EXTERNAL CALLS FROM YOUR PHONE You can prevent external calls from being made on your phone. Locking your extension On your keypad: Press the following keys consecutively You will hear two beeps. Hang up. Unlocking your extension On your keypad: Press the following keys consecutively Enter your personal password FOUR DIGITS...
  • Page 39 Customizing your phone Making an external call from a locked extension On your keypad: Pick up the handset Enter the code Enter your password FOUR DIGITS You will hear two beeps. Dial the external number EXTERNAL NUMBER When your party answers, speak. At the end of the conversation, hang up.
  • Page 40 DO NOT DISTURB If you do not wish to receive calls, you can activate the Do Not Disturb (DND) function. To program the DND function On your keypad: Press the following keys consecutively You will hear two beeps. Hang up. To deactivate the DND function On your keypad: Press the following keys consecutively...
  • Page 41 Customizing your phone Overriding the DND function You may be trying to call an extension that is in DND mode. To override the DND function and ring the extension. On your keypad: Press the following keys consecutively Dial the extension number you are trying to reach EXTENSION NUMBER The extension rings.
  • Page 42 USING YOUR LINE FOR DATA TRANSMISSION You can protect your phone line from incoming calls during data transmission via modem or videotex terminal. See your telecom administrator if you require this type of protection. PROGRAMMING KEYS AND FEATURES ON YOUR PHONE Programming functions for phones are generally set by the telecom administrator.
  • Page 43 Customizing your phone Select the feature type you wish to program TYPE Dial the code you want to assign to that feature (see p.44) CODE Press the key to validate the operation. Hang up. THE MOST COMMONLY USED PROGRAMMED FUNCTIONS ARE: Type 1 : storing internal and external numbers.
  • Page 44 Type 4 : key system programming: extension status display, call pickup, direct calling from the extension. Type 5 : programming the call filtering function: extension status display, call pickup for your own calls and for calls forwarded to the filtering extension or another extension, direct calling from the extension.

  • Page 45: Programming Examples

    Programming examples Programming examples Type Code (1 part) Code (2 part) Call internal number ..... . 1 ..ext.number ..Call external number .
  • Page 46 Special features Certain special features are described in this section. As these features are usually programmed by the telecom administrator, only instruction on how to use them are given here. For M 401 terminals: The M 401 terminal only has one programmable key, which can be assigned to one function. MONITORING (ALSO KNOWN AS "KEY SYSTEM"...

  • Page 47: Special Features

    Special features Procedure When a call arrives for a monitored extension, the status indicator light on the extension key flashes on all monitoring terminals. If you wish to pick up the call: Press the corresponding key CALLED EXTENSION Example: Extension 31 and 32 monitor extension 30 Called @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ?
  • Page 48 MULTIKEY FUNCTION An extension using the multikey function has only one directory number, but has several programmed keys enabling it to handle several calls simultaneously. Please note: You have to program as many keys as the number of calls you wish to handle at the same time (not more than the number of programmable keys available on your phone).
  • Page 49 Special features If another party tries to call you, you will hear a beep, and the light on a second programmable key will start flashing. To take the second call: Press the second programmable key PROGRAMMABLE KEY 2 The key light will stop flashing and remain on. The first party is placed on hold, and the first key light will start flashing again.
  • Page 50 Example: extension A with two programmable keys @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ e ? @ @ h ? @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @...
  • Page 51 Special features MULTILINE FUNCTION A multiline extension can be assigned several directory numbers. Each directory number has its own key with an associated status indicator light. This function is mainly used to program two numbers for the same extension: • a "main"...
  • Page 52 Procedure When a call arrives on your extension, the LED corresponding to your standard call number flashes. To take the call: Press the corresponding programmable key PROGRAMMABLE KEY 1 The light stops flashing and remains on. When another party tries to reach you on your second number, the light on your "private"...
  • Page 53 Special features Example: two directory numbers are assigned to extension A: 5223 and 5246 @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ ? e @ @ @ @ @ @ @ @ e ? @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ @ e ? @ @ h ?

  • Page 54: Glossary

    Glossary CALL FORWARDING: This function lets you forward your calls to a designated extension (see pages 26 to 30): - immediatly - after several rings (delayed) - or on busy. CANCEL: You can cancel programmable features on your extension (stored numbers, filtering, call forwarding, programmed features) (see pages 11, 30, 32).
  • Page 55 Glossary PASSWORD: This feature lets you enter a 4-digit code which must be entered to "unlock" your extension or to make external calls (see pages 35 to 38). PICKUP: With this feature you can pick up the following types of calls from your extension (see pages 16 to 20): - calls on the common bell (main company number), - calls to the extension of a colleague,...
  • Page 56 EADS Defence and Security Systems SA Defence and Communications Systems rue JP Timbaud - Montigny le Bretonneux 78063 SAINT QUENTIN YVELINES CEDEX - France T é e l : 33 (0)1 34 60 80 20 é F ax : 33 (0)1 30 47 60 87 www.eads.net...

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M405dM405

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