Transcript
IPicUGIss1.book Page 0 Monday, January 5, 2004 4:26 PM
i.Picasso IP Business Telephone
USER GUIDE
Issue 1
IPicUGIss1.book Page i Monday, January 5, 2004 4:26 PM
i.Picasso IP Business Telephone
USER GUIDE
Telrad Connegy, Inc., Farmingdale, New York
IPicUGIss1.book Page ii Monday, January 5, 2004 4:26 PM
NOTICE This publication refers to Telrad Connegy's i.Picasso Station connected to Telrad Conegy's Unite IP system, Release e2e-1.12, as of January, 2004. Reproduction and/or distribution of this publication or parts thereof, without written permission from Telrad Connegy, Inc., is strictly prohibited. Telrad Connegy, Inc., reserves the right to modify the equipment and the software described herein without prior notice. However, changes made to the equipment or to the software described herein do not necessarily render this publication invalid. © 2004 Telrad Connegy Inc. Farmingdale, New York
ii
IPicUGIss1.book Page iii Monday, January 5, 2004 4:26 PM
CONTENTS 1.
INTRODUCING I.PICASSO .................................................... 1
Read this first ............................................................................................2 About the i.Picasso IP telephone ..............................................................3 Conventions used in this Guide ................................................................3 Description of i.Picasso .............................................................................5 Buttons .....................................................................................................6 Light indicators .........................................................................................8 The i.Picasso display ..................................................................................9 Soft buttons ............................................................................................10 Soft button state: the color principle ......................................................11 The touchscreen .....................................................................................12 Screen Standby Mode .....................................................................12 The stylus pointer ............................................................................12 Calibrating the touchscreen ............................................................13 Programmable memory soft buttons: BLF, SPD, Feat .............................13 The screen in four tabs ...................................................................14 QWERTY Pop-up Soft Keyboard ......................................................15 Soft button states ...........................................................................15 Overlapping pages ..................................................................................16
2.
OPERATING YOUR I.PICASSO ............................................. 18
Muting the microphone .........................................................................19 Allowing other people to hear your conversation ...................................19 Making internal calls ...............................................................................19 To place a ringing call .....................................................................19 To place a non-ringing call ..............................................................19 If the extension you called is busy (Callback) ..................................20 To cancel Callback ..........................................................................20 To barge into a conversation ..................................................................20 Paging calls .............................................................................................21 Answering calls .......................................................................................21 To answer an intercom call .....................................................................21 To answer a ringing or flashing call .........................................................22 To answer a second call ..........................................................................22 iii
IPicUGIss1.book Page iv Monday, January 5, 2004 4:26 PM
CONTENTS Pickup .....................................................................................................23 To pick up a call at another extension ............................................23 To pick up a call ringing in your pickup group ................................24 To view details of a call ...........................................................................24 Making outside calls ...............................................................................25 To place an outside call ..................................................................25 To redial the last outside number you dialed ..........................................25 Correcting dialing mistakes (Delete) ........................................................25 Disconnecting calls .................................................................................26 Automatic redial ......................................................................................26 When you hear an external busy tone ............................................27 To temporarily deactivate or reactivate ARD ...................................27 Waiting for an available outside line (Trunk Queue) ...............................27 To cancel trunk queue ....................................................................28 Hold ........................................................................................................28 To pick up a call from hold ..............................................................29 Manual hold ...........................................................................................29 To place a call on exclusive hold manually ......................................29 To place a call on inclusive hold manually .......................................30 Transferring calls .....................................................................................30 To retrieve a transferred call ............................................................31 Other transferring options: .............................................................31 Conference calls ......................................................................................32 To establish a conference ...............................................................32 To add a new party to a conference ...............................................33 To drop the last party to join the conference .................................33 To remove a party from the conference .........................................33 To consult privately with a conference member .............................34 To return to the conference call together with the conference member ....................................34 To exit a conference ........................................................................34 Do Not Disturb (DND) ............................................................................34 To place your telephone in Do Not Disturb mode .........................35 To cancel DND mode .....................................................................35 DND messages .......................................................................................35 To program a DND message ..........................................................35 iv
IPicUGIss1.book Page v Monday, January 5, 2004 4:26 PM
CONTENTS To view more DND messages ........................................................35 To select a DND message ..............................................................36 To cancel your DND message ........................................................36 Forwarding calls ......................................................................................36 To program call forwarding .............................................................36 Canceling Call Forward To Me ................................................................37 To cancel Call Forward To Me ........................................................38 Speed Dial ...............................................................................................38 To speed dial an outside number ...................................................39 To program a speed dial button .....................................................39 To program a system speed dial code (for authorized stations) ...........................................................40 emaGEN Voice Mail ................................................................................41 What is emaGEN? ..........................................................................41 Basic concepts of emaGEN .............................................................42 What can you do with emaGEN .....................................................43 Accessing emaGEN ........................................................................44 Entering your mailbox .....................................................................44 Recording your name and personal greetings ........................................46 To record your name ......................................................................46 To record your personal greetings ..................................................47 Changing your password .......................................................................48 To change your password ..............................................................48 Leaving voice mail messages ..................................................................49 To leave a message .........................................................................49 Leaving special types of messages ..................................................51 To tag a message with a special attribute ......................................52 Receiving messages ................................................................................53 Listening to your messages ............................................................53 To listen to your messages .............................................................53 Viewing the contents of your mailbox ....................................................55 To review your messages on the telephone display .......................56 Browsing through history (Call Log) ........................................................56 The Address Book ...................................................................................57 Using the Address Book .................................................................59 To make a call directly from the Address Book ...............................60 v
IPicUGIss1.book Page vi Monday, January 5, 2004 4:26 PM
CONTENTS Creating New Contacts ..........................................................................60 To add a contact to the Address Book: ..........................................60 To update information of a contact ................................................62 To delete a contact from the Address Book ...................................63 Using the company extension list ...........................................................64 To access the Company Extension List ...........................................64 To sort the Company Extension List by name or extension ............64 To navigate through the Company Extension List ..........................64 To make a call from the Company Extension List ...........................65 Messages ................................................................................................65 Sending messages ..................................................................................65 To send a basic text message .........................................................65 To select and send a predefined message ......................................66 To view more messages ..................................................................66 To select a message ........................................................................66 To send the message to the called extension .................................66 To cancel the message process ......................................................67 Receiving messages ................................................................................67 To review your messages ................................................................67 To call the message sender .............................................................67 To delete a message .......................................................................67 Alarm ......................................................................................................67 To program an alarm time ..............................................................67 To cancel the alarm setting .............................................................68 To stop the alarm ring ....................................................................68 Telephone lock ........................................................................................68 To lock your telephone ...................................................................68 To unlock your telephone ...............................................................68 To bypass extension restrictions .............................................................69 Traveling Class of Service .................................................................69 Recording conversations .........................................................................69 To record a conversation ................................................................70 Screening incoming calls .........................................................................70 To screen your calls .........................................................................71 To reject the call ..............................................................................71 To stop screening your calls ............................................................72 vi
IPicUGIss1.book Page vii Monday, January 5, 2004 4:26 PM
CONTENTS Message Monitoring and Call Interception .............................................72 To monitor your messages .............................................................73 To intercept the call ........................................................................73 To reject the call ..............................................................................73 To stop monitoring your calls .........................................................73 Accessing special services (Centrex or PBX) .............................................73 To access services while connected to an outside line ...................74 Advanced features ..................................................................................74 Feature codes .........................................................................................75
3.
CUSTOMIZING YOUR I.PICASSO ........................................... 80
Setting user preferences ..........................................................................81 Turning your i.Picasso into another extension ........................................84 To take ownership of an extension: ...............................................84 Forwarding Calls .....................................................................................85 To define forwarding calls rules from the web: ..............................86 Changing your password .......................................................................87 To change your password: .............................................................87 Information .............................................................................................87 Volumes ..................................................................................................88 To set the volume: ..........................................................................88 Sounds ....................................................................................................89 To select the tune of an incoming call:............................................89 To enable or disable the key click or touch screen sound: .............89 To calibrate your display .........................................................................90 Setting the default Speed Dial screen tab ...............................................91 The UNITe Web Portal ............................................................................92 To access the UNITe Web Portal .....................................................93 Web Interface Settings ....................................................................94
4.
WORKING WITH CUSTOM APPLICATIONS .............................. 96
Custom applications ...............................................................................97 To access i.Picasso’s web applications: ...................................................97 3.1 VIP List – Selective DND ............................................................98 3.2 Conference ...............................................................................99 3.3 Page List ....................................................................................99 3.4 View News ................................................................................99 vii
IPicUGIss1.book Page viii Monday, January 5, 2004 4:26 PM
CONTENTS
5.
HARDWARE ISSUES ........................................................ 100
Installing i.Picasso .................................................................................101 Unpacking and Inspection ............................................................101 Cautions .......................................................................................101 Connections .........................................................................................102 Back Panel indicators ....................................................................102 Left Side Panel ...............................................................................104 Connection to the Office Ethernet Local Area Network (LAN) .............104 To connect to the office LAN: ......................................................104 Connecting to a PC ..............................................................................105 To connect to a PC ......................................................................105 Connecting the Handset ......................................................................105 To connect the headset: ..............................................................105 Connecting the Headset ......................................................................105 Connection to a power source .............................................................106 To connect the power supply: .....................................................106 Adjusting the lateral tilt .........................................................................106 To connect the tilt adjuster ...........................................................106 Power-On Self Test ...............................................................................107 Adjusting the brightness of your i.Picasso screen .................................108
viii
IPicUGIss1.book Page 0 Monday, January 5, 2004 4:26 PM
1
Introducing
i.Picasso
IPicUGIss1.book Page 1 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
READ THIS FIRST This Guide contains information about your i.Picasso telephone. In it you will find the following information:
SECTION
CONTENTS
1
Introducing i.Picasso
Includes basic information about the operating principles of your i.Picasso: the i.Picasso buttons and light indicators, the microphone, the display, the meaning of the icons and sofkeys, etc.
2
Operating instructions
Contains instructions for making, receiving and transfering calls, establishing conferences, getting and leaving messages, and many other advanced telephony functions.
3
Customizing your i.Picasso
Explains how to tailor the i.Picasso operation to suit your preferences, add entries to your personal Address Book and Personal Speed Dial List, program memory buttons, change your password and more.
4
Working with Web applications
Tells you about the i.Picasso’s ability to display and operate web applications and how to manage them.
1
IPicUGIss1.book Page 2 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
5
SECTION
CONTENTS
Hardware issues
Describes the main physical components of the i.Picasso and instructs you about connecting it to the power and data networks, as well as for regulating its operation.
ABOUT THE I.PICASSO IP TELEPHONE The Telrad Connegy i.Picasso is the first fully featured and complete IP telephone of its kind.
i.Picasso features a VGA LCD and a touch screen, high quality IP
audio, multi-line appearances and handsfree operation. Its advanced telephone features include graphical call transfer, forwarding and recording. Its integrated HTML capabilities allow direct access and viewing of content from web sites.
The Telrad Connegy i.Picasso combines the power of the UNITe business system with the latest developments in web and Internet based communications.
CONVENTIONS USED IN THIS GUIDE Throughout this Guide, the following conventions have been used: Bolded capitals, as in SPEAKER, indicate an i.Picasso button. Italic text denotes a keyboard button as on a PC, such as Enter. 2
IPicUGIss1.book Page 3 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Bolded numbers in square brackets indicate i.Picasso dialpad buttons, such as [1], [#]. Text inside a box indicates an i.Picasso screen textual soft button. For example -
Feat
. Icon soft buttons are either shown, as in
, or referenced in plain text. The Letter Gothic Italic font indicates text you enter through the dialpad or the display keyboard, as in Yes. Text in Courier New font, as in IP Address, stands for text displayed on the i.Picasso screen.
3
IPicUGIss1.book Page 4 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
DESCRIPTION OF I.PICASSO
Figure 1.1 i.Picasso telephone faceplate layout
4
IPicUGIss1.book Page 5 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
BUTTONS Figure 1.1, above, shows the buttons on the i.Picasso. These are listed below:
BUTTON
FUNCTION
MUTE
This button disables and enables your telephone microphone. While having a conversation, press MUTE when you do not want to be heard by the other party. Press MUTE again to enable the microphone.
VOLUME
Controls the volume of the currently active device. For example, if you are listening to a voice mail message through the speaker, pressing the VOLUME button will affect the volume of the speaker.
SPEAKER
Turns the speaker On/Off. If you were engaged in handsfree dialing or a handsfree conversation, pressing SPEAKER will be the same as hanging up.
SHOW CALLS
Displays the i.Picasso Calls Screen.
TRANSFER
Used to transfer the call to another extension and to establish conference calls.
REDIAL
Redials the last number that you have dialed.
HOLD
Places the current call on hold.
5
IPicUGIss1.book Page 6 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
BUTTON
FUNCTION
MESSAGE CENTER
Press to display current voice mail and text messages.You can press the MESSAGE CENTER button at any time, but the telephone must be idle for you to be able to answer messages.
APPLICATIONS
Displays your customized web applications.
ADDRESS BOOK
Opens the Address Book screen.
SPEED DIAL
Displays the i.Picasso All screen. [>>>> Need
a better name for this screen <<<<]. In idle state, all four tabs (All, BLF, SPD and FEAT) are displayed, with all their soft buttons in reduced state (see below, page page 1-14).
SETTINGS
Displays the Configuration menu for customizing your extension and displaying information about it.
NAVIGATION BUTTONS:
These buttons serve a variety of purposes: Functions as the PgUp and PgDn buttons on a PC keyboard. It also scrolls along a textual configuration screen.
UP/DOWN BACK, FWD
Enable you to navigate between fields in application screens.
CLEAR
Erases the last digit or character that you have typed.
6
IPicUGIss1.book Page 7 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
OK
The OK button is equivalent to the keyboard’s Enter key on a PC.
LIGHT INDICATORS The red indicators that appear on the top of i.Picasso notify you of the following: Indicator SPEAKER MUTE
Function This green light indicates that the speaker is on. A green steady Mute light indicates that the telephone speaker has been disabled. You can activate the Mute feature, for example, during a handsfree call; this will enable you to talk to someone in the room without the other party to the call hearing you. The green Mute light starts blinking when the i.Picasso screen goes into Standby mode (see also “Screen Standby Mode” on page 11). When the Speaker and the Mute indicators blink, this means the telephone is in Do Not Disturb or in Follow Me state.
7
IPicUGIss1.book Page 8 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
Voice Mail
This lets you know when you have new text or voice mail or messages waiting for you. The number under the icon indicates how many new messages you have. If the Unified Message feature is enabled in your system, this indicator will alert you to e-mail messages too.
THE i.Picasso DISPLAY The i.Picasso display is divided into three main areas: 1. Top zone – Displays the user’s name, extension number, day of week, date and time. 2. Main zone – Displays the currently active screen. Speed Dial is i.Picasso’s default screen. 3. Hot zone – The hot Zone is the bottom area of the i.Picasso display. It shows two groups of functional soft buttons. The actual soft buttons contained in the Hot Zone depend upon system programming. The Hot Zone is visible at all times, independently of which display pages shown (see below, Overlapping More pages, on page 1-15). iOnly one group of soft buttons is displayed at each time. You can switch between them by pressing the More soft button. Once you press the More soft button, the second set of Hot Zone soft buttons is displayed, and More changes to Prev. The second Hot Zone soft button group is displayed for about one minute, then it returns to the
8
IPicUGIss1.book Page 9 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
default state, with More and the first group of soft buttons displayed.
The Top Zone
The Active Zone
The Hot Zone
SOFT BUTTONS Soft buttons are the software-enabled touchscreen icons that appear on the display, in the dynamic Hot Bar. Five buttons appear on each Hot Bar screen at any given time. Press the More soft button to display the second set of buttons. The actual soft buttons displayed on your i.Picasso screen depend on system programming. Your system administrator should be able to provide more information regarding the possibilities of your i.Picasso display.
9
IPicUGIss1.book Page 10 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
SOFT BUTTON STATE: THE COLOR PRINCIPLE Some soft buttons on the i.Picasso screen change their background or foreground color depending of the state of their associated function. The general principle is as follows: • A green background or icon indicates that the associated extension/line number or feature are in use; • A red background or icon indicates that the associated extension/number or feature cannot be activated presently, either because it is already active, or because it cannot be accessed for other reason. The following soft buttons have different states: Table 1.1: Soft button state indicators Extension programed in Busy Lamp Field (BLF) soft button
Flashing red: extension ringing. Steady red: extension busy
Do Not Disturb (DND)
Steady red: DND mode is On. Flashing red: Follow Me is activated.
Automatic redial (ARD)
Green when active.
Music on Hold
Green when active.
Call Record
Green when active.
10
IPicUGIss1.book Page 11 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Table 1.1: Soft button state indicators Call Log
Green when there is a new unanswered call.
THE TOUCHSCREEN The i.Picasso display has touchscreen capability. This means it is sensitive to contact pressure, so that touching an area of the screen is the same as pressing a button. The touchscreen enables you to use the system and navigate within it simply by touching icons and links displayed on it. The touchscreen is i.Picasso’s input device, much like a keyboard or a mouse. In order to select an option you simply touch it on the screen; in order to move between fields on a screen, you touch the required field.
Screen Standby Mode The i.Picasso screen automatically goes into standby mode when idle for 15 minutes. In standby mode the screen is off, and the Mute indicator blinks at a slow rate. To turn the screen back on simply press any key, or touch any area on the screen.
The stylus pointer Touching the screen is best done using the i.Picasso stylus pointer. The stylus pointer is a pen-like pointing device that can used with a touchscreen. A stylus usually has a much finer point than a finger and therefore is useful for more precise touchscreen operation. Pull out the i.Picasso stylus pointer from its holder at the top right corner of the telephone. 11
IPicUGIss1.book Page 12 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
Calibrating the touchscreen If you find that soft buttons on the screen fail to react properly, your touchscreen may need calibrating. See “To calibrate your display” on page 90, for instructions on how to perform this simple procedure.
PROGRAMMABLE MEMORY SOFT BUTTONS: BLF, SPD, FEAT The i.Picasso enables you to store codes in soft button memory for diverse uses. There are three types of memory soft buttons:
BLF (Busy Lamp Field) soft buttons: Enable
you to store an extension number and name for one-touch dialing. BLF soft buttons also show the present state of the associated extension: idle extension soft buttons are shown with a blue Talk icon, while busy extensions are shown with a green Talk icon. Bob Snyder
SPD (Speed Dial) soft buttons . You can store frequently dialed numbers in SPD soft buttons. The numbers you store can include both telephone numbers and special codes, such as outside line numbers, Least Cost Routing (LCR) numbers, pause characters, etc. SPD buttons display the name of the destination for eas access. Feature soft buttons: These soft buttons can store function codes for single touch activation of diverse functions and features of the system.
12
IPicUGIss1.book Page 13 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Feature soft buttons display the feature name and (if existing) icon of the function associated with them. See Section 3 Customizing your i.Picasso, for more information on how to store numbers in your BLF, SPD and Feature soft buttons.
The screen in four tabs BLF, SPD and Feat buttons can be displayed in full view format each, or all together in reduced format. The i.Picasso All screen shows all soft buttons in reduced formats. Pressing each of the other three tabs of the Active Controls screen tabs displays the respective soft buttons in full view format. Pressing the All tab displays all three groups in reduced format. By default, the All tab is the first choice displayed whenever you press the SPEED DIAL button. You can select which of the four tabs will be displayed as first choice. See “Setting the default Speed Dial screen tab” in Section 3. Figure 1.1 The four tabs of the Active Controls screen
13
IPicUGIss1.book Page 14 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
QWERTY Pop-up Soft Keyboard An integrated QWERTY soft keyboard, pops-up automatically at the bottom of the screen, whenever you have to enter text. The default setting is lower-case. Pressing the S
hift key will change all the keys to the upper-case mode (and the key’s color changes to blue), until you release the Shift key.
Soft button states Soft buttons can be displayed in one of two formats:
Reduced. soft buttons appear in a minimized format. For example, the BLF, Speed Dial and Feature soft buttons displayed by pressing the SPEED DIAL button, under the All tab, are contained in a square frame. Even in reduced format, soft buttons are sensitive to contact.
Figure 1.2 Soft buttons in reduced format
Full display. soft buttons appear in a rectangular format, as can be seen when selecting one of the screen tabs: BLF, SPD or FEAT.
14
IPicUGIss1.book Page 15 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Figure 1.3 Full display of soft buttons under the BLF tab
OVERLAPPING PAGES Several screens or “pages” coexist on the i.Picasso display. Although you can see only one of them at a time, they are all in the telephone’s memory, and you can recall each one of them at the press of a button. Even when it is not displayed, each page is still fully active, and can be redisplayed by just pressing the appropriate button. Active operations controlled by each of the screens, such as ongoing telephone calls and working applications, still go on even if they are not displayed. You may compare these overlapping screens to 15
IPicUGIss1.book Page 16 Monday, January 5, 2004 4:26 PM
Introducing i.Picasso
channels on a TV set. As you flip through the channels, these do not stop broadcasting: they still continue in the background.
16
IPicUGIss1.book Page 18 Monday, January 5, 2004 4:26 PM
2
Operating your i.Picasso
IPicUGIss1.book Page 19 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
MUTING THE MICROPHONE If you want to talk to someone in your office during a handsfree or handset call without the connected party hearing, you can disable the telephone set microphone. Just press MUTE during a conversation.
ALLOWING OTHER PEOPLE TO HEAR YOUR CONVERSATION While you are speaking through the handset, the conversation can be directed through your telephone speaker, so that people next to you can hear it. • Press SPEAKER. The SPEAKER button indicator turns on. Both you and the other party are heard via the speaker.
MAKING INTERNAL CALLS To place a ringing call 1. Dial [1]. 2. Dial the extension number. To place a non-ringing call • Dial the extension number.
19
IPicUGIss1.book Page 20 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
If the extension you called is busy (Callback) When you dial an extension and hear busy tone, you can activate the Callback feature: 1. Press CBack . 2. Hang up. When the called extension becomes available, your telephone rings. Then: The Talk soft button
Talk
Press the Talk soft button. If you prefer, you can press SPEAKER or lift the handset. You hear the called extension ringing. To cancel Callback Press CnclCBack .
TO BARGE INTO A CONVERSATION Depending on system programming, you may be able to break into another conversation.
Barge
When you dial an extension and hear busy tone: • Press the Barge soft button. A warning tone is heard by all parties, depending on system programming.
20
IPicUGIss1.book Page 21 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
PAGING CALLS You can make announcements through an external page unit, or through the speakers of all telephone sets in a page zone. 1. Lift the handset. Feat . 2. Press 3. Dial the Page zone access code ([4][1] - [4][8]). After the double tone burst: 4. Make your announcement.
ANSWERING CALLS Talk
When you receive a call, the display changes to show an active line with the Talk and the Drop soft buttons. On the line above the active display, the ringing outside line or extension number are displayed. If the caller name is available, it is displayed too.
Drop
The Talk and Drop soft buttons
You usually also hear a ring, unless your set has been programmed not to ring.
TO ANSWER AN INTERCOM CALL To answer an intercom call coming through your 21
IPicUGIss1.book Page 22 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
telephone speaker: • Talk through the microphone. Intercom calls are restricted in time (the exact duration is programmed in your system by the System Administrator). If you lift the handset, the call becomes a handset-to-handset call, which is not restricted in time.
TO ANSWER A RINGING OR FLASHING CALL • Pick up the handset or • Press the flashing Talk soft button. After you answer the call the display changes to the following:
The line below the display reads Active, and the duration of the call..
TO ANSWER A SECOND CALL When a call arrives while you are already engaged in conversation, it appears in the display on top of the current call.
22
IPicUGIss1.book Page 23 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
Figure 2.1
A second call arriving
Press the Talk soft button on the panel of the new call with the tip of your finger or with the stylus. The new call is answered and the previous call goes on hold (see “Hold” on page 28).
PICKUP You can answer a call that is ringing or on hold at another extension, without leaving your desk. Pickup
To pick up a call at another extension The Pickup 1. Press the Pickup soft button. soft button
Figure 2.2
23
After pressing the Pickup soft button
IPicUGIss1.book Page 24 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
2. Dial the number of the extension at which the call is ringing or on hold. To pick up a call ringing in your pickup group • Press a soft button programmed with Group Pick Up. or 1. Press the Pickup soft button. 2. Press All.
TO VIEW DETAILS OF A CALL When a call is ringing, or when you are engaged in conversation, you can view details of the call on your display. The following details are displayed: • Outside line name
• Outside line number
• Caller ID name (if available)
• Caller ID number (if available)
• Inside caller’s name
• Time display
One of the above details is displayed by default when a call starts ringing at your extension.
NOTE
The information displayed by default is preprogrammed and can be modified to suit your preferences. Ask your system Administrator for more details.
24
IPicUGIss1.book Page 25 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
MAKING OUTSIDE CALLS Outside calls may be placed by accessing an outside line (or outside line group) or by using the Least Cost Routing (LCR) feature. Wherever this Guide instructs you to access an outside line, you may: • Dial directly (if programmed to do so). • Press a soft button programmed with an outside line or outside line group code. • Dial an outside line code or outside line group code. • Press a soft button programmed with the LCR code. • Dial the LCR code (usually [9]). To place an outside call 1. Obtain an outside line. 2. Dial the desired number. See also
TO REDIAL THE LAST OUTSIDE NUMBER YOU DIALED Press REDIAL.
CORRECTING DIALING MISTAKES (DELETE) You can correct digits you entered in a dial sequence before these are dialed out.
25
IPicUGIss1.book Page 26 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Delete
The Delete soft button appears to indicate the the Delete feature is available. This will happen when programming Speed Dial numbers or Account Codes, and when dialing on outside lines defined as working in en-block (Send) mode. Numbers dialed on these lines are sent out manually after dialing is finished.
DISCONNECTING CALLS If you want to disconnect an ongoing, intrusion or page call, or are not interested in answering a ringing one, you can do so at the touch of a soft button. While in conversation, or when a call is ringing, press the Drop soft button. Ringing calls you drop are transferred to the Call Forward No Answer (CFNA) number, if one has been programmed at your extension. If no CFNA number has been programmed, the caller continues hearing the ringback tone, and you stop hearing the ring, but you can retrieve the call by pressing the soft button associated with it, on the right side of the display.
AUTOMATIC REDIAL If you dial an outside number and hear busy tone, you can have the system dial the number several times, at defined intervals.
26
IPicUGIss1.book Page 27 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
When you hear an external busy tone • Press an ARD soft button, if one has been programmed on your telephone. When the called party answers: • Press SPEAKER or lift the handset. If the dialed number rings, or if the system makes the maximum number of dialing attempts, the Automatic redial is deactivated. To temporarily deactivate or reactivate ARD Press the ARD soft button again.
NOTE
Several Automatic redials may be activated simultaneously by using more than one ARD soft button.
WAITING FOR AN AVAILABLE OUTSIDE LINE (TRUNK QUEUE) When you try to select an outside line and hear busy tone: 1. Press TKQue . The TKQue button background changes to green, to indicate that the feature has been activated. When an outside line becomes available, the system rings your extension. Then: 2. Press SPEAKER or lift the handset. 3. Listen for outside dial tone and dial the desired number.
27
IPicUGIss1.book Page 28 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To cancel trunk queue • Press TKQue again.The soft button background reverts to its normal color.
HOLD Ongoing calls are automatically placed on hold whenever you answer another ringing call.
NOTE
Automatic hold may be disabled by the system administrator. The call on hold is contained in a separate panel and indicated on the panel’s tab. You can switch between panels -and calls- by clicking on the desired tab and press the Talk soft button:
Figure 2.3 One call is active on one panel; a second call is on hold on the panel behind There are two types of hold: • Exclusive hold: the call can be retrieved only from your extension.
28
IPicUGIss1.book Page 29 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
• Inclusive hold: the call can also be retrieved by other sets with a BLF soft button for your extension.
Figure 2.4
NOTE
A call on hold
You cannot transfer a call that is on hold. To pick up a call from hold Click the tab representing the call on hold to bring its panel forward. Click the Talk soft button. If you were connected to another call when performing this action, that call will be placed on hold automatically.
MANUAL HOLD When you place a call on hold, you automatically receive dial tone and can make a page call or dial to another extension. If you do not receive dial tone this means no DN is available. To place a call on exclusive hold manually Press HOLD once.
29
IPicUGIss1.book Page 30 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To place a call on inclusive hold manually • Press HOLD twice. Depending on the programming of your extension, the operation of Inclusive and Exclusive Hold may be reversed, that is, the first press of HOLD may activate Inclusive Hold, and the second press, Exclusive Hold. When a call is placed on hold automatically, it is on hold as defined by default.
TRANSFERRING CALLS You can transfer a call to another extension: 1. Press the TRANSFER button or touch the The Xfer soft Transfer soft button on the touchscreen. button
Figure 2.5
The display after pressing TRANSFER
2. Dial the number of the extension to which you wish to transfer the call.
30
IPicUGIss1.book Page 31 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
Figure 2.6
After dialing the transfer target
3. Announce the call when the other party answers and then hang-up. To retrieve a transferred call If you have not yet hung up and the other party has not yet answered the transferred call, you may retrieve the transferred call. To do so, press the soft button showing the call you wanted to transfer. Other transferring options: You may also: • Hang up without waiting for the called extension to answer. In this case the call will be transferred “unscreened” that is, without being announced. • Press a BLF or a SPD soft button without pressing Xfer. The called extension rings you can wait until it answers, or hang up for the call to be transferred unscreened.
31
IPicUGIss1.book Page 32 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
• Transfer the call to a voicemail mailbox. To do so, press the V.Mail soft button, then enter the desired mailbox number, then hang up.
CONFERENCE CALLS Both internal and external parties can participate in a conference call. To establish a conference 1. Make the first call.
Conf
Join
2. Press the Conf soft button. 3. Make the next call.
After the call is answered: 4. Press the Join soft button to complete the three-way conference. While in a conference, the display shows one soft button for each of the parties to the con-
32
IPicUGIss1.book Page 33 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
ference. Each soft button shows the number or caller ID of one of the parties.
Figure 2.7 A conference call established To add a new party to a conference 1. Press the Conf soft button. 2. Make the next call. 3. Press the Join soft button when answered. To drop the last party to join the conference Press the Last soft button. To remove a party from the conference 1. Press the SPLT soft button on the left side of the screen, next to the indicator of the party you want to remove from the conference. 2. Press The Drop soft button. 3. Press RET to return to the conference.
33
IPicUGIss1.book Page 34 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To consult privately with a conference member • Press the SPLT soft button that has the number of the required party. To return to the conference call together with the conference member • Press the Join soft button. You are connected again with all conference members. To exit a conference • Hang up. The remaining parties are still connected as long as there is a system extension in the conference.
DO NOT DISTURB (DND) If you do not want calls to ring at your telephone, temporarily, you can activate the DND feature. DND
To activate Do Not Disturb mode press the DND The DND soft soft button. When DND is off, the DND soft butbutton, ton appears in blue. When activated, the DND deactivated soft button changes to steady red, and no calls ring at your telephone. Internal callers hear busy tone and see your DND message, if programmed. If your set is programmed for DND call forwarding DND or for Call Forward, calls are forwarded to a preThe DND programmed number. soft button, activated
34
IPicUGIss1.book Page 35 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
To place your telephone in Do Not Disturb mode Press and hold the DND soft button. To cancel DND mode • Press and hold the DND soft button. The color of the DND soft button reverts to blue and calls ring at your set.
NOTE
The MUTE and SPEAKER lights blink if the screen saver is active while the i.Picasso is in DND mode.
DND MESSAGES You can select a predefined message that appears on the display of telephones that call your extension, while it is in DND mode. You can also ask the System Administrator to program additional messages for you. To program a DND message 1. Press SETTINGS. 2. Press the DND Msg soft button. The first five of the available messages are displayed (see the DND Messages table, at the end of this guide for a complete list of available messages). Next
The Next soft button
35
To view more DND messages • Press the Next soft button.
IPicUGIss1.book Page 36 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
The OK soft button
To select a DND message 1. Press the soft button adjacent to the desired message. If the message includes asterisks (*), you can edit the message by pressing the desired digits on the dialpad. The numbers you dial appear in the message in place of the asterisks. 2. Press the OK soft button. To cancel your DND message 1. Press the SETTINGS button. 2. Press DND Msg. 3. On the Messages list screen, press the Cancel soft button.
FORWARDING CALLS You can program your telephone set to forward your calls to another extension. To program call forwarding 1. Press SETTINGS. 2. Press the Forwarding soft button. The Call Forwarding screen appears, showing three tabs: All Calls, Internal, External. For each of these you can program the Call Forwarding behavior of your i.Picasso telephone. 3. At each tab you can select whether to forward all calls unconditionally (that is, always), only when your set is busy, or only calls that are not answered.
36
IPicUGIss1.book Page 37 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
4. For each category you want to program, select the type of destination from the list box on the left, then enter the new destination for Call Forwarding: • Attendant - Forward calls to the attendant. • None – Do not forward calls. This is i.Picasso’s default option. • Telephone – to direct calls to a specific internal phone number. Enter the required phone number in the text box on the right.
NOTE
To use an external number as a forward destination, you must store it as a speed dial code first. • Speed dial - To forward calls to a number stored in a speed dial list. Enter the required speed dial code in the text box on the right. • Voice mail – To direct calls to your voice mailbox. 5. Press Update to store your settings, or Exit to leave without change. You can also program Call Forwarding from the UNITe IP Web Portal l (ask your system administrator for instructions on accessing the UNITe Web Portal from your internet browser).
CANCELING CALL FORWARD TO ME If another set has programmed your telephone set as its forwarding destination and you do not 37
IPicUGIss1.book Page 38 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
wish to be disturbed by those calls, you can cancel your status as a call forwarding destination. To cancel Call Forward To Me 1. Press the Cancel soft button. The following screen appears:
2. Press Flw ; 3. Press All to cancel Call Forward To Me from all extensions or Dial the number of the extension from which you no longer want calls forwarded to your extension.
SPEED DIAL Speed dial shortens the procedure of dialing outside numbers by using speed dial soft buttons and speed dial memories (called “bins”). Two speed dial lists are available for your use: a system speed dial, which is programmed by an authorized user and can be accessed by all system users, and a personal speed dial list that you can program and can only be accessed from your extension.
38
IPicUGIss1.book Page 39 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
In addition, ten speed dial soft buttons appear on your i.Picasso All screen for easy and quick access to the first ten codes of your personal speed dial list. To display them, just press SPEED DIAL. The i.Picasso Speed Dial screen will appear showing the ALL, BLF, SPD and Feat tabs. See Programma-
ble memory soft buttons: BLF, SPD, Feat in Section 1, above, for an explanation of screen soft speed dial buttons.
The Speed soft button
To speed dial an outside number 1. Press the appropriate Speed Dial soft button, or 2. Press the Speed soft button. The screen shows the following panel:
3. Dial the desired speed dial code (three digits). To program a speed dial button With the ALL or SPD tab of the Speed Dial screen displayed, press a soft speed dial button for about two seconds. The Speed Dial programming panel opens.
39
IPicUGIss1.book Page 40 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To program a system speed dial code (for authorized stations) 1. Press Prog and the Speed soft button, or press SETTINGS and the Speed Dial soft button. The Speed Dial programming panel opens. 2. Dial a speed dial bin code (three digits; e.g. 008). 3. Dial a number followed by the number you want to store. (See also CORRECTING DIALING MISTAKES, above).
NOTE
The Save soft button
While dialing, you may press the Delete soft button to erase the last digit you entered.
3. Press the Save soft button to save the number and exit, or Press the Send soft button to enter the number immediately into memory and continue programming (you may, for example, press Name afterwards, to program a name for the speed dial bin). 4. Hang up. You may enter pauses where needed in a speed dial sequence by pressing [#]. Also, if programming a number to be dialed on Centrex lines, you can press Flash to enter a signaling digit.
40
IPicUGIss1.book Page 41 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
NOTE
If you hear an error tone, you are probably out of speed dial memories. Ask your System Administrator to increase the amount of memories allocated to you. You may also program private speed dial numbers from the UNITe IP Web Portal (consult your system administrator for instructions on accessing the Web Portal from your internet browser).
EMAGEN VOICE
MAIL
What is emaGEN? emaGEN is the Unite IP system’s application generator, incorporating an electronic voice mail system. It provides you with an easy, fast and dependable way to communicate with people inside and outside your organization. • For outside callers dialing in to your organization, emaGEN plays a recorded announcement that offers assistance in reaching the person with whom they want to speak, and provides options for proceeding if that person is subsequently unavailable. • For you, as an emaGEN subscriber, the wide variety of emaGEN features provides you with the flexibility you need in managing your communications requirements, such as handling incoming calls, and leaving and receiving messages.
41
IPicUGIss1.book Page 42 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Basic concepts of emaGEN What is a mailbox? Every internal emaGEN user is assigned a mailbox for her own personal use. This is where the recorded messages you receive are stored. Each mailbox has a unique number (up to six digits). Your mailbox number is usually the same as your extension number. Once the system administrator has assigned a mailbox to you, you personalize it by: • Obtaining a unique password from the system administrator (which you can change or cancel); • Recording your name in your mailbox; • Recording the personal greetings that you want your callers to hear when you are unavailable or busy.
Menus. A menu is a list of options. You make a
selection from a menu by pressing the appropriate button or dialing a digit. You may then receive another, different list of options, depending upon your selection. You do not have to listen to the entire recorded menu before making your selection. Your system may have been programmed with menus that are slightly different from the ones in
42
IPicUGIss1.book Page 43 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
this Guide. See your system administrator for more information.
NOTE
After the menu recording is finished, you have five seconds in which to make a selection from the menu. If you do not make a selection within five seconds, the previous menu appears or is played. If again you do not make a choice within five seconds, you exit emaGEN.
Password. Your mailbox has a unique password to make sure that no one but you has access to the messages you receive. You receive a password (of up to 12 digits) from the system administrator, and you can change it later. What can you do with emaGEN emaGEN enables you to perform the following functions: • Receive messages; • View your message listing on screen; • Leave messages for other subscribers; • Leave messages for a group of subscribers; • Record your telephone conversations; • Screen incoming calls; • Store messages intended for future delivery; • Have a message time tag (date and time that a message was sent) attached to incoming messages;
43
IPicUGIss1.book Page 44 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
• Attach an annotation to a message you are redirecting; • Receive confirmation when a message you have sent is heard by the receiving party; • Tag messages as urgent and/or private; • Forward calls and/or messages to another destination; • Index saved messages for future retrieval; • Copy or transfer messages you have received to other mailboxes; • Program Automated Attendant service for your mailbox.
The V.Mail soft button
Accessing emaGEN Press the V.Mail soft button, if one has been programmed for your i.Picasso, or dial the emaGEN access code. Four soft buttons appear on the screen: LEAVE MSG, ENTER MBOX, YOUR MBOX and EXT ASSIST. Entering your mailbox You generally enter your mailbox from your own extension, using the emaGEN access code that the system administrator has defined. However, you can also enter your mailbox from any standard tone dial telephone. For example, if you are at home and want to listen to the messages you received at the office, you can dial the emaGEN
44
IPicUGIss1.book Page 45 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
telephone number and then enter your mailbox number. 1. Press the YOUR MBOX soft button, or dial [#][#]; if you have any messages, you hear a recorded announcement:
You have new messages and saved messages, and are asked to
enter your password. 2. Enter your password; Four buttons appear on the screen: NEW MSGS, MSGS FOR GR, GREETING, SET OPTION. Four soft buttons appear on the panel above: Prev, List, Undel, Msg and Help. You hear the MAILBOX Menu. To view a list of your messages
[9]
To listen to your new messages
[1]
To record a group message
[5]
To listen to your saved messages
[6]
To leave a message for another mailbox
[2]
To record personal greetings
[3]
To set mailbox options
[4]
To undelete messages
[7] *
To review your future delivery messages
[8] **
* You hear this option only if there are deleted messages which may still be recovered. ** You hear this option only if there are future delivery messages waiting in your mailbox.
45
IPicUGIss1.book Page 46 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
RECORDING YOUR NAME AND PERSONAL GREETINGS You personalize your mailbox by recording your name and your own personal greetings. To record your name 1. Press the GREETING soft button; you receive the Personal Greetings Menu: To record your mailbox greeting
[1]
To record your personal busy greeting
[2]
To record your name
[3]
To record your special temporary greeting
[4]
To record your internal mailbox greeting
[5]
2. Press YOUR NAME or dial [3]; you hear the Personal Greetings Record Menu. To playback the message
[1]
To erase the existing message
[3]
To record a new message
[5]
To record a new message -with amplification
[6]
3. Press RECORD NEW and wait for the tone before saying your name. While you are recording either your name or personal greetings, the ADD TIME and END OF MSG soft buttons appear on the screen. Unless your system is programmed differently, you have one minute to finish recording. The sys-
46
IPicUGIss1.book Page 47 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
tem administrator may program the recording time to a greater value, up to unlimited. 4. When you finish recording, press END OF MSG, or [#]; You receive the End of Record Menu: To review your recorded message
[1]
To save your message
[2]
To erase this message
[3]
To add to this message
[4]
To erase this message and record a new one
[5]
5. Press SAVE MSG or [2], to save the recording of your name; you return to the Personal Greetings Menu.
NOTE
If you exit the END OF RECORD Menu without pressing {SAVE MSG}, your recording will not be effective. To record your personal greetings You record your various personal greetings in the same way that you record your name. The only difference is that you select [1], [2], [4] or [5] from the Personal Greetings Menu in step 2 above, depending upon the type of greeting you want to record. There is no other difference in the procedure. • Callers hear your personal mailbox greeting when you don't answer your ringing telephone, when it is in the Do Not Disturb (DND)
47
IPicUGIss1.book Page 48 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
mode, or when you have not recorded a busy greeting; • Callers hear your busy greeting if they call while you are using your telephone; • Callers hear your special temporary greeting (for example, while you are on vacation), until you erase it, after which your mailbox reverts to your regular personal greeting. • Callers from within the system hear your internal greeting (if programmed) as an alternative to your mailbox greeting.
CHANGING YOUR PASSWORD You receive your initial password from the system administrator, but can change it at any time. You may also delete your password. However, if you do so, anyone can enter your mailbox and listen to your messages. To change your password 6. Enter your mailbox (dial the emaGEN access code and dial [#][#]). 7. Enter your current password; you receive the Mailbox Menu. 8. Press the SET OPTION soft button or dial [4]; you receive the Mailbox Options Menu: Call out options
[1]
To change your password
[2]
To program group lists
[6]
9. Press the PASSWORD soft button, or dial [2];
48
IPicUGIss1.book Page 49 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
10.You are asked to enter your new password. Enter your new password (up to 9 digits) followed by [#]. 11.You now have the following options: Call out options
[1]
To change your password
[2]
12.The new password is either confirmed or canceled and you return to the Mailbox Options Menu.
LEAVING VOICE MAIL MESSAGES To leave a message 1. From inside your mailbox -- press the Msg soft button (or dial [2]) and enter the number of the mailbox to which you wish to send a message, or [#] for group; you hear a recorded message:
Message will be sent to mailbox number ___. Please record after the tone, then dial [#] after recording.
Then you hear a short tone. If the mailbox has a personal greeting, you hear it instead of the voice message sequence. 2. After you hear the tone, record your message. While you are recording, the soft buttons ADD TIME and END OF MSG appear. Unless programmed differently, you have two minutes to record your message. 3. When you have finished recording, dial [#] or press the END OF MSG soft button; the panel 49
IPicUGIss1.book Page 50 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
above displays the following soft buttons: Prev, Repeat, Save, Erase, Record. Four soft buttons appear also: PLAYBACK, ADD TO MSG, RERECORD, SAVE OPTION. You hear the following menu: To review your recorded message
[1]
To confirm and save this
[2]
message in the system To erase this message
[3]
To add to this message
[4]
To erase this message and record a new one
[5]
To confirm and save this message with options
[6]
To repeat this menu
[#]
To return to previous menu
[ ]
*
4. Press SAVE MSG or [2]; your message is sent and you return to the MAIN Menu.
NOTE
If you hang up without pressing any key, your message is sent and you exit emaGEN. • If you dial [1] you hear the message again and remain in the End of Record screen. • If you dial [3] the message is erased and you return to the Mailbox screen. • If you dial [4] you hear a tone, state your addition to the message, and dial [#]; you remain in the End of Record Menu. 50
IPicUGIss1.book Page 51 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
• If you dial [5] the message is erased. You hear a tone, record your new message and dial [#]. You remain in the End of Record Menu. • If you dial [6], you can designate the message as being of a special type. Leaving special types of messages A message can be tagged with one or more of the following four attributes: 1. Urgent. A message tagged 'URGENT' will be heard before other non-tagged messages sent to the target mailbox, regardless of its chronological arrival. 2. Confidential. When you tag a message with the CONFIDENTIAL attribute, the system indicates that it saved the message as “confidential”. However, you should be aware that a CONFIDENTIAL tag does not prevent the recipient from forwarding the message to other subscribers. However, you can ask the system administrator to program your mailbox so that private messages are not automatically copied from your mailbox into another mailbox. 3. Confirmation. If you tag a message for confirmation, you will receive a recorded announcement at the time the person to whom you sent the message listens to it: Your message to
on was heard. If the target mailbox has no name, the mailbox extension number is heard instead. Note that the date and time in the recorded announcement
51
IPicUGIss1.book Page 52 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
are the date and time that you sent the message to the target mailbox. 4. Future delivery. The message you have recorded will be sent on the date and time that you specify (see below). To tag a message with a special attribute 1. If you dial [6] in the End of Record screen (see above), you hear the Message Attributes Menu as follows: To designate a message as urgent
[1]
To designate a message as private
[2]
To tag a message as confirmed
[3]
To designate a message as future delivery
[4]
2. Select the attribute you desire for your message by dialing the corresponding number. You can give a message more than one of the above attributes. For instance, you can make a message both urgent and private. First dial [1] for urgent and then dial [2] for private. The Message Attributes screen continues to appear until you dial [*] or until you have given the message all of the possible attributes. emaGEN plays a confirmation announcement for each attribute you attach to a message.
52
IPicUGIss1.book Page 53 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
RECEIVING MESSAGES Listening to your messages If there are any messages waiting for you in your mailbox, the VOICE MAIL button lights up; you hear a broken dial tone when you lift the handset; and the second line of your idle display tells you how many new and existing messages there are. The number in the upper right hand corner is the mailbox number. To listen to your messages 1. Press MESSAGE CENTER; the screen shows any predefined text messages, and how many emaGEN messages are waiting for you -- ten in this example: 2. Press the soft button to the left of the line showing how many emaGEN messages there are; You hear a recorded announcement telling you how many messages there are and then you are asked to enter your password. 3. Enter your password; you hear the Mailbox Menu:
53
To view a list of your messages
[9]
To listen to your new messages
[1]
To listen to your saved messages
[6]
To record a group message
[5]
To leave a message for another mailbox
[2]
IPicUGIss1.book Page 54 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1 To record personal greetings
[3]
To set mailbox options
[4]
To undelete messages
[7] *
To review your future delivery messages
[8] **
* You hear this option only if there are deleted messages which may still be recovered.
** You hear this option only if there are future delivery messages waiting in your mailbox.
The emaGEN offers you two ways of reviewing your new and existing messages. You may choose to listen to them directly (as described below) or view a listing of all your messages on the display before selecting the message/s you would like to hear, as described in “Viewing the contents of your mailbox”, below. 4. To listen to your messages, press [6]; the Message Type Selection Menu is heard: To listen to your new messages
[1]
To listen to your saved messages
[2]
To listen to your future delivery messages
[3]
To listen to your confirmation messages
[4]
To listen to your indexed messages
[5]
Fax messages
[7]
5. Dial [1], [2], [3],[4] or [5] to hear messages in any of the above categories. After listening to each message, you hear the Listen Menu: To repeat this message
[1]
To save this message and play the next one
[2]
54
IPicUGIss1.book Page 55 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso To erase this message and play the next one
[3]
To reply to this message
[4]
To transfer/copy the message to another box
[5]
For more options
[6]
To rewind message while listening
[7]
To pause message while listening
[8]
To fast forward message while listening
[9]
Skip this message
[0]
If you dial [6] while listening to a message, you hear the More Listen Options Menu: To lower volume
[1]
For normal volume
[2]
To raise volume
[3]
To decrease speed
[4]
For normal speed
[5]
To increase speed
[6]
To convert a saved message to new
[7]
To add an ID tag to this message
[8]
To repeat this message with time and mailbox tag
[9]
The above menu enables you to change the volume or speed of the message you are listening to, or to repeat the message with its time tag.
VIEWING THE CONTENTS OF YOUR MAILBOX This feature displays a visual listing of all the messages currently stored in your mailbox. You can 55
IPicUGIss1.book Page 56 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
scroll through the list and play a particular message without having to listen to all the preceding messages first. To review your messages on the telephone display 1. From the Mailbox Menu, press the List soft button or dial [9]; The display shows how many messages you have in each of the following categories: New, Saved, Urgent, Future, Deleted, E-Mail: 2. Press the soft button adjacent to the message category you wish to view; You see a listing of the messages contained in the selected category. Your screen displays the mailbox number and name, the number of messages in the selected category and the page number. Each subsequent line contains details of a particular message. Messages are listed in chronological order, with the first message being the one most recently received.
BROWSING THROUGH HISTORY (CALL LOG) Your telephone enables you to view details of your external call history. Information about up to 90 calls (30 for each of the categories: Outgoing,
56
IPicUGIss1.book Page 57 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
Incoming and Missed calls) is stored and can be displayed and dialed back. To access the Call Log press the LOG soft button. Note that if new unanswered calls are still unanswered, the soft button displayed reads New.
NOTE
Only incoming calls with Caller ID will be displayed under Received or Missed. The display shows three tabs: Received, Dialed and Missed. Pressing each of these will display a list of calls in the selected category. On the lower part of the screen appear navigation and editing controls: Delete Deletes the currently displayed call from the list. Clear All Deletes the entire list in the present category. The arrows enable you to browse back and forward through your list of messages.
Figure 2.8 Navigation and editing controls
THE ADDRESS BOOK The Address Book contains your personal contact list as well as the list of company extensions.
57
IPicUGIss1.book Page 58 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
The Address Book is your telephone information storage for the contacts and businesses you communicate with. Use the Address Book to store multiple phone numbers, the e-mail address, street address, web addresses (URLs), and any other information related to a contact, such as the contact’s company name and job title. You define this data through the Web (see below, Creating New Contacts). The Address Book includes a convenient feature that allows you to dial a number directly by just touching it, as well as view data of .
Figure 2.9 The Address Book screen The list of extensions, defined by the Company Administrator, comprises the name of each extension on the company network, and its number.
58
IPicUGIss1.book Page 59 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
Using the Address Book To access the Address Book, press the ADDRESS BOOK button. The Address Book screen opens.
Figure 2.10 Contacts in the Address Book screen Contacts are arranged alphabetically according to the last name. Press the tabs on the left of the screen to go to a particular letter. Selecting a contact gives you access to the contact’s first name, last name, phone number(s), street address, e-mail address and web address.
59
IPicUGIss1.book Page 60 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To make a call directly from the Address Book 1. In the Address Book, locate and press the required contact. A screen opens displaying the contact’s details. 2. Press the required telephone number. A Call Panel appears and i.Picasso automatically dials the number. 3. If you have assigned a URL to this contact, the URL will automatically open on the screen.
CREATING NEW CONTACTS You can store different information about a contact, such as job title, phone numbers, fax number, pager number, and e-mail addresses. You can also enter a URL that can be opened when receiving a call from the contact or when calling the contact. New contacts are added to the Address Book via the Telrad Connegy’s Web Portal application, dedicated specifically for i.Picasso configuration.
To add a contact to the Address Book: 1. Open the Unite IP Web Portal (ask your system administrator for instructions on how to access the Unite IP Web Portal. 2. The Address Book screen opens, displaying a form with the first name, last name, telephone number, e-mail address and company name of all contacts in your address book, if you have already added contacts.
60
IPicUGIss1.book Page 61 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
3. Click the Add button. The Add New Contact form appears .
4. Enter all necessary details.
NOTE
61
Fields marked with an asterisk are mandatory.
IPicUGIss1.book Page 62 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
5. If necessary, use the field to the right of the Work Phone Number field for the contact’s Extension number. You can also dial to an Address Book entry by clicking on its number on the Personal Address Book screen of the UNITe IP Web Portal. 6. Check the radio buttons against the data you wish to appear in the Address Book. Only one set of data appears from each data group. 7. Click Update. The contact’s details appear in the Personal Address Book list, and in the i.Picasso’s Address Book, when you press on the required contact.
To update information of a contact 1. On the navigation pane, click Address Book. The Address Book page opens, displaying all contacts in your address book.
62
IPicUGIss1.book Page 63 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
2. Click the contact whose information you wish to update. A form with all details of the contact appears, as illustrated below.
3. Change the required details, and click Update. The details now appear updated in the Address Book. To delete a contact from the Address Book 1. On the navigation pane, click Address Book. The Address Book page opens, displaying all contacts in your address book. 2. Check the option box of the contact you wish to delete and at the bottom of the form, click delete. The contact is deleted from your Address Book.
63
IPicUGIss1.book Page 64 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
USING THE COMPANY EXTENSION LIST To access the Company Extension List 1. Press the ADDRESS BOOK soft button. The Address Book screen appears. 2. Press the Extensions icon. The Company Extensions List appears, with the Names and their Extensions displayed. To sort the Company Extension List by name or extension 1. On the Company Extensions List screen, press the Name or Extension button. The names or extensions are sorted in either ascending or descending order. To sort in the opposite order, press the Name or Extension button again. To navigate through the Company Extension List The scroll buttons are located to the right of the Company Extensions List: • The top button displays the first page of the list. • The second button displays the next page of the list. • The third button displays the previous page of the list. • The bottom button displays the last page of the list.
64
IPicUGIss1.book Page 65 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
To make a call from the Company Extension List Press either the name or number of the required extension.
MESSAGES If after dialing an extension, there is no answer or you hear busy tone, you can send a basic text message or a message from a defined list, which appears on the display. When you send a basic text message, display telephones show “CALL” followed by your extension name or number (e.g. “CALL STEVE”). When you send a predefined text message, display telephones show the text of the message, followed by your extension name or number e.g. (“GONE OUT STEVE”).
SENDING MESSAGES
The Msg soft button
65
To send a basic text message After dialing an extension: 1. Press the Msg soft button. 2. Hang up. The message is sent.
IPicUGIss1.book Page 66 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To select and send a predefined message You can select a message from a predefined list (see a list of system messages at the end of this guide). After dialing an internal number: • Press the Msg soft button. The first five of the available messages are displayed.
To view more messages • Press Next . To select a message • Press the soft button adjacent to the desired message. If the message includes asterisks (*), you may edit the message using the dialpad. Enter digits on the dialpad; they appear on the screen in place of the asterisks. The Send soft button To send the message to the called extension • Press the Send soft button 66
IPicUGIss1.book Page 67 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
To cancel the message process You may cancel the message process at any time: • Press Flash .
RECEIVING MESSAGES The system informs you, through the display, of up to six messages waiting for you. When messages have been left at your extension, your VOICE MAIL indicator lights and you hear a broken dial tone when you lift the handset or press SPEAKER. To review your messages • Press MESSAGE CENTER. All your messages are displayed. To call the message sender • Press the line containing the message. To delete a message • Press the soft button to the left of the message you wish to delete.
ALARM Your telephone can sound an alarm ring at a programmed time. Alarm
The Alarm soft but67
To program an alarm time 1. Press Prog . 2. Press the Alarm soft button.
IPicUGIss1.book Page 68 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
3. Dial the four-digit alarm time (HH:MM) using the 24 hour format (e.g. 1530 for 3:30 pm). 4. Hang up. To cancel the alarm setting Before the alarm rings: 1. Press the Cancel soft button. 2. Press the Alarm soft button. To stop the alarm ring • Press the Alarm soft button.
TELEPHONE LOCK You can prevent people from making outside calls from your telephone. To lock your telephone 1. Press SETTINGS. 2. Press the Lock soft button. 3. On the Telephone Lock screen, enter your password. 4. Press Lock to lock the telephone, or Exit to cancel. To unlock your telephone • Repeat the above procedure, pressing Unlock after entering your password.
68
IPicUGIss1.book Page 69 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
TO BYPASS EXTENSION RESTRICTIONS Traveling Class of Service You can dial an outside number from a tollrestricted telephone by temporarily assigning it your own extension's Class of Service (COS) or a system-wide (Global) COS accessible only to privileged users. 1. Press TrvlCOS (if defined) or dial the Travel COS access code. The display shows ENTER NO: 2. Dial your extension number - to apply your extension's COS, or Press [*] for a Global COS. The display shows ENTER CODE: 3. Dial your ECC authorization code or a Global COS code. The TrvlCOS indicator background turns red. The Travel COS feature is active for a defined period. 4. Access an outside line and place a call.
RECORDING CONVERSATIONS Your i.Picasso enables you to record your telephone conversations.
NOTE
69
To be able to record conversations, the emaGEN option must be up and running in
IPicUGIss1.book Page 70 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
your system, and a Record soft button must have been programmed to operate at your station. Ask your system administrator for more details.
Record
The Record soft button, idle
A conversation you have recorded is stored in your mailbox, as any message is. You can, therefore, transfer or copy the recorded conversation to another mailbox or mailbox group. (See Copying
or transferring a message to another mailbox).
Unless your system is programmed otherwise, the initial recording time allotted to each call is 15 minutes. You can, however, add additional recording time, for up to a total of 30 minutes.
Record
The Record soft button, activated
To record a conversation 1. Press the Record soft button, while engaged in a conversation. The Record soft button’s background turns red, indicating the Record feature has been activated. 2. Press the Record button again to stop the recording. It is advised that you inform the second party that the conversation is being recorded.
SCREENING INCOMING CALLS The call screening feature allows you to screen external calls arriving at your station through the Auto Attendant. You hear who is calling you and
70
IPicUGIss1.book Page 71 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
decide which calls you want to answer, and which callers you prefer having leave a message.
NOTE
To be able to screen conversations, the emaGEN option must be up and running in your system, and a Screen soft button must have been programmed to operate at your station. Ask your system administrator for more details. When the feature is operative and you receive a call, the Auto Attendant answers the call. Callers hear a recorded announcement, asking them to identify themselves. You hear both the Auto Attendant and the caller's response through the station speaker. You can either answer the call, or have the emaGEN system take a message. To screen your calls 1. Press your Screen soft button; the button light goes on, indicating that the feature is operative. 2. When you receive a call, listen to the caller identifying herself and decide if you want to accept the call. 3. To answer the call, either: 4. pick up the receiver, or press the Talk soft button, or press SPEAKER. To reject the call Either press the End soft button, or press any key other than SPEAKER;
71
IPicUGIss1.book Page 72 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
The caller hears your No Answer greeting. At this stage, you can no longer change your mind and pick up the call. To stop screening your calls Press the Screen button again. The button background reverts to blue.
MESSAGE MONITORING AND CALL INTERCEPTION The message monitoring feature allows you to monitor messages being recorded in your mailbox for you, by external callers. When message monitoring is activated for your telephone set, each of your calls will be answered by the automated attendant, who will suggest that the caller leave you a message. You can hear the message while it is being recorded and decide whether you prefer to intercept and answer the call, or to have the caller leave a message. You can program the monitoring time from your telephone set.
NOTE
To be able to screen conversations, the emaGEN option must be up and running in your system, and a Monit soft button must have been programmed to operate at your station. Ask your system administrator for more details.
72
IPicUGIss1.book Page 73 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
To monitor your messages 1. Press the Monit button; the button background turns red, indicating that the feature is active. 2. When a caller begins recording a message for you, the caller’s voice can be heard -- through your telephone set speaker -- and you can then decide if you want to accept the call. At this stage, your telephone set will be in mute mode, so that the caller cannot hear you. To intercept the call 1. To intercept and answer the call: Lift the handset, or press the Talk soft button, or press SPEAKER. To reject the call Press any key other than SPEAKER; To stop monitoring your calls Press the Monit soft button again. The button’s background reverts to blue.
ACCESSING SPECIAL SERVICES (CENTREX OR PBX) You may be able to access special services provided by a CENTREX or PBX exchange.
73
IPicUGIss1.book Page 74 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To access services while connected to an outside line Feat • Press and Flash .
ADVANCED FEATURES This section lists some advanced features which you can activate from your telephone. Details concerning the operation of these features can be found in the Unite IP System’s Operating Instructions manual. • Account code (voluntary, reminder, verified, forced); • Camp on; • Confirmed transfer; • Dial attendant; • DISA; • Executive intercom; • External Call Forward; • Hot line; • Meet me conference; • Last hold; • Page transfer; • System speed dial; • Trunk patch - Retrieve trunk patch.
74
IPicUGIss1.book Page 75 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
FEATURE CODES Features can be activated by pressing the Feat button and then dialing a feature access code. The default feature codes (see next page) reflect the feature initials, using the letters on the dialpad buttons. For example: To access Barge In Feat • Press followed by the dialpad buttons corresponding to the letters BI (Barge In). That is,
FEATURE
2
4
ABC
GHI
The feature codes in your system may have been changed. If so, enter the updated feature access codes in the “Access method” column of the Feature codes table.
75
IPicUGIss1.book Page 76 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Feature codes Feature name ACCOUNT CODE
Abbreviation Access method AT
[FEAT][2][8]
ACD LOGIN (1)
-
-
ACD LOGOUT (1)
-
-
ALL/GROUP
-
[*]
ATTENDANT
-
[0]
BACKGROUND MUSIC 1
BM
[FEAT][2][6]
BACKGROUND MUSIC 2-4 (1) (3)
-
-
BARGE IN
BI
[FEAT][2][4]
CALL ACCOUNT MONITOR (1)
-
-
CALLBACK/QUEUE
CB
[FEAT][2][2]
CALL FORWARD-ALWAYS
FL
[FEAT][3][5]
CALL FORWARD-BUSY
FB
[FEAT][3][2]
CALL FORWARD-NO ANSWER
FN
[FEAT][3][6]
CANCEL
-
[#]
CLIR (1)(2)
-
-
CONFERENCE LOOP 1-10 (1)
-
-
DIRECTORY 1 THROUGH 9 (1)
-
-
DIRECTORY 10 (HELP) (1)
-
-
DROP (from conference) (1)
-
-
END OF DIALING/SEND EXECUTIVE CREDIT CODE
-
[FEAT][#]
EX
[FEAT][3][9]
FEATURE
-
[7]
FLASH SIGNAL(1)
FS
[FEAT][3][7]
FLIP FLOP
FF
[FEAT][3][3]
-
-
GROUP PICKUP (1) INTRUSION
-
[6]
LAST HOLD
LH
[FEAT][5][4]
(1) Access method not assigned by default. (2) Only available on ISDN PRI calls. (3) In the Unite IP C-400 up to eight; in the Unite IP C-1000 up to 24. Not all of the above features are available on every type of telephone set.
76
IPicUGIss1.book Page 77 Monday, January 5, 2004 4:26 PM
Operating your i.Picasso
Feature codes (Continued) Feature name
Abbreviation Access method
LEAST COST ROUTING (1)
-
-
LOCK (1)
-
-
MEET ME CONFERENCE 1-5 (1)
-
-
MEET ME PAGE
MM
[FEAT][6][6]
MESSAGE
ME
[FEAT][6][3]
-
-
PAGE - INTERNAL 1 through 8
I1 through I8
[FEAT][4][1] through [4][8]
PAGE - EXTERNAL 1 through 8 (1)
X1 through X8
-
Address Book (private list)
-
[FEAT][7][1]
Address Book (system lists 1 to 9)
-
[FEAT] [7][2][0] to [7][2][8]
PICKUP
PU
[FEAT][7][8]
PROGRAM
PM
[FEAT][7][6]
REDIAL
RL
[FEAT][7][5]
SAVE/REPEAT
SR
[FEAT][7][7]
SPEED DIAL
SD
[FEAT][7][3]
TIME ALARM
NIGHT SERVICE (1)
TA
[FEAT][8][2]
TONE
-
[1]
TONE DIAL (DTMF) (1)
-
-
TRAVEL COS (1)
-
-
TRUNK PATCH
TP
[FEAT][8][7]
TRUNK SPEED DIAL (1)
-
-
VOICE MESSAGE (1)
-
-
(1) Access method not assigned by default. (2) Only available on ISDN PRI calls. (3) In the Unite IP C-400 up to eight; in the Unite IP C-1000 up to 24. Not all of the above features are available on every type of telephone set.
77
IPicUGIss1.book Page 78 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Your speed dial codes Name
Number
Code 001 002 003 004 005 006 007 008 009 010
78
IPicUGIss1.book Page 80 Monday, January 5, 2004 4:26 PM
3
Customizing your
i.Picasso
Customizing your i.Picasso - 3-80
IPicUGIss1.book Page 81 Monday, January 5, 2004 4:26 PM
Customizing your i.Picasso
SETTING USER PREFERENCES i.Picasso lets you customize some of its features
to suit your preferences. Some of the settings can be made directly from the telephone, while others may be set also through the Web Browser (see below, “The UNITe Web Portal” on page 92).
Figure 3.1 The first Settings menu The first Settings menu is accessed by pressing the Settings key on your i.Picasso phone, and enables you to set the following preferences: 1. Ownership – Change ownership of a specific extension. In this case, you take over the extension and your Personal profile in transferred from your original extension. 2. DND Message - You can program text messages for callers to receive when your telephone is in DND mode. 81
IPicUGIss1.book Page 82 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
3. Lock - Locks the telephone. You can prevent access to your telephone buttons. After pressing Lock, enter your password and press Lock. To unlock the telephone just repeat the procedure, pressing Unlock after entering your password. 4. Forwarding – Define the conditions (i.e., busy, no answers or always forward) according to which calls are forwarded to voice mail or to another telephone number. The definition is set at the user’s own extension and is known as Conditional Forwarding. . 5. Password – Change your password. 6. Information – Display information regarding your extension’s details, application version and user details. 7. Volumes – Adjust the volume of the speaker, handset, headset and ringer. 8. Sounds – Set the sounds for an external and internal ring. 9. Alarm – You can program a time for your telephone to ring an alarm or wakeup call. After pressing Alarm, enter the time you wish the telephone to ring and press Update. Press Exit if you want to cancel the procedure. Pressing the More soft button on the first Settings menu will display the second part of the Settings menu:
Customizing your i.Picasso - 82
IPicUGIss1.book Page 83 Monday, January 5, 2004 4:26 PM
Customizing your i.Picasso
Figure 3.2 The second Settings menu 1. Time Zone - Enables you to set the time zone of your i.Picasso This is required if your i.Picasso is located in an area different from that of the UNITe system. 2. Speed dial - You can program personal speed dial codes here, in addition to the ten programmable speed dial soft buttons available to you on the display. 3. Calibration -- Enables you to calibrate the touch screen with your display, for smoother operation. 4. Display - Enables you to set the tab that will be displayed by default when pressing the SPEED DIAL button. You also can define certain User Preferences through the UNITe Web Portal:
83
IPicUGIss1.book Page 84 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
1. Personal Settings – Such as your language, where the text (but not the data) on the Web pages will appear in the selected language. 2. Call Settings – To define the number of waiting calls. 3. Web Interface Settings – To define the number of rows in displayed lists.
TURNING YOUR I.PICASSO INTO ANOTHER EXTENSION The Ownership feature enables any user to take ownership of any other extension. This new extension can be any telephone type supported in the UNITe system, except for single line telephones. When you assume ownership of another extension, the i.Picasso takes on all the functional characteristics of the new extension, including functional capabilities and limitations, dialing privileges, associated mailboxes, dialing history, etc. To take ownership of an extension: 1. Press the SETTINGS button. The Settings menu opens. 2. Press the Ownership soft button. The Take Ownership screen opens. 3. In the Extension: field, enter the number of the extension of which you want to take ownership. 4. In the Password field, enter your password. 5. Press OK. From now on, the i.Picasso behaves, and is Customizing your i.Picasso - 84
IPicUGIss1.book Page 85 Monday, January 5, 2004 4:26 PM
Customizing your i.Picasso
seen by the system, as though it was the extension of which you took ownership. 6. To retturn the i.Picasso to its original extension settings, perform the above procedure again, entering your own extension number in the Extension: field..
NOTE
You cannot change your password while your i.Picasso has taken ownership of a different extension.
FORWARDING CALLS The Forwarding Calls feature enables you to define under which conditions your calls are forwarded to voice mail or to another telephone number. For example, you can define that all your calls will be forwarded to the operator’s extension when you do not answer. The definition is set at the user’s own extension and is known as Conditional Forwarding. Calls can be forwarded to voice mail or to a specific telephone number whenever your line is busy, when your extension does not answer, or unconditionally (at all times). Forwarding calls rules can be defined from either the telephone or from i.Picasso’s web application. The procedure for forwarding calls from the telephone is detailed in ‘Forwarding calls” on page 236, above.
85
IPicUGIss1.book Page 86 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
To define forwarding calls rules from the web: 1. Open the UNITe Web Portal (ask your system administrator for instructions on accessing the UNITe Web Portal). 2. On the navigation pane, click the Forwarding tab. The Forwarding page opens, as illustrated below.
Figure 3.3 The Forwarding page You may modify the forwarding rules (Forwarding when there is no answer, when you are busy, or always; for internal calls only, external calls only, or for all calls) as desired. After selecting a forward destination for any of the rules, enter the destination number in the box to the right of the rule selected:
Customizing your i.Picasso - 86
IPicUGIss1.book Page 87 Monday, January 5, 2004 4:26 PM
Customizing your i.Picasso
Figure 3.4
Forwarding rules applied
When you want to receive calls at your extension, your must redefine the forwarding rules.
CHANGING YOUR PASSWORD You can change your password at any time. Using the password you can access the unit, and unlock it, if it is locked. To change your password: 1. Press the SETTINGS button. 2. On the menu select the Password soft button. The Password screen opens, together with the dynamic keyboard, in the lower part of the screen. 3. In the Old Password box enter your current password, 4. In the New Password box enter your new password. You may enter up to ten digits. 5. Re-enter the new password in the Confirm box. 6. Press Update. Your new password is now active.
INFORMATION The Information feature enables you to view details of the system and telephone software, data connection and user.
87
IPicUGIss1.book Page 88 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Name
Bess Hathaway
Extension
5571
Figure 3.5 The User tab on the Information screen The Information feature comprises the following three tabs: • The User tab, which displays the your name and extension number. • The Version tab, which displays details of the software in your telephone. • The Network tab, which displays information concerning the data connection of your i.Picasso telephone.
VOLUMES This feature enables you to set the volume of the Speaker, Handset, Headset and Ringer. To set the volume: 1. Press the SETTINGS button. Customizing your i.Picasso - 88
IPicUGIss1.book Page 89 Monday, January 5, 2004 4:26 PM
Customizing your i.Picasso
2. The Settings menu opens. 3. Press the Volume soft button. The Volume screen opens. 4. Use the left and right arrows on the screen to set the volume for each component, as illustrated below.
SOUNDS The Sounds feature enables you to select the type of ring for both incoming external and internal calls. It also enables you to specify whether or not there will be an audible beep when the touch screen or any key is touched. To select the tune of an incoming call: 1. Press the SETTINGS soft button. The Settings menu opens. 2. Press the Sounds soft button. The Sounds screen opens, showing the Ring tab. 3. Press the list box next to the External or Internal labels, and select a tune from the list. The selected tune will play three times. If required, choose another tune. 4. To save the selected tunes, click Update. To enable or disable the key click or touch screen sound: 1. From the Sounds screen, press the Key tab to display it.
89
IPicUGIss1.book Page 90 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
2. Select Enabled or Disabled for the Hard Key and touch screen. 3. To save your selection, click Update.
TO CALIBRATE YOUR DISPLAY To ensure the best operation possible of your i.Picasso’s touchscreen, it may become necessary to calibrate it. This means that the upper layer of the touchscreen, which provides the touch sensitivity, must be made to overlap perfectly with the soft button layer underneath. To achieve this, proceed as follows: 1. Press Settings. The first Settings menu is displayed. 2. Press the More soft button, on the lower right part of the screen. 3. On the second Settings menu, press the Calibration soft button. 1. The screen clears and the following message appears: Main Screen To start calibration: Press ‘*’ To restore factory calibration: Press ‘#’ To cancel calibration: Press any other key
*
2. Press [ ]. The following message is displayed: Calibration step 1. To abort: Press any key To continue: Touch the box on the top left corner Customizing your i.Picasso - 90
IPicUGIss1.book Page 91 Monday, January 5, 2004 4:26 PM
Customizing your i.Picasso
3. A small square appears on the upper left corner of the screen. Touch it lightly and the calibration process continues with the next step. A small square will appear consecutively, first on the upper left corner of the screen, then on the lower left corner, then on the lower right.
NOTE You may cancel the calibration process by pressing any button on the dialpad.
4. Once all four corners of the screen have been calibrated, press [ ] to save the new settings.
*
SETTING THE DEFAULT SPEED DIAL SCREEN TAB This option lets you select the tab that will be displayed by default whenever your press the Speed Dial button. 1. Press Settings. The first Settings menu is displayed. 2. Press the More soft button, on the lower right part of the screen. 3. On the second Settings menu, press the Display soft button. The Display Definition screen opens:
91
IPicUGIss1.book Page 92 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Figure 3.6 The Display Definition screen 4. Select the tab you wish to be your default display choice. 5. Select whether you want the last feature button line displayed or not. 6. Press the Update soft button to save your changes, or Exit, to continue without saving your changes
THE UNITE WEB PORTAL The UNITe has the ability to provide web-based applications that enable remote access of your messages and configuration of your i.Picasso. When you are away from the office, you will find it extremely convenient to use the web applications, for example to retrieve your voice mail messages, or to define new forwarding rules, such as forwarding all calls to your home number. The web applications also enhance the telephone’s features by offering additional functions Customizing your i.Picasso - 92
IPicUGIss1.book Page 93 Monday, January 5, 2004 4:26 PM
Customizing your i.Picasso
more easily provided from a web based application. For example, you can add a contact to your address book and create a new speed dial button through the web. Several functions can be performed from both the telephone and the web applications, for example recording voice mail greetings, accessing your voice mail messages and defining call forwarding rules. To access the UNITe Web Portal
NOTE
To access the UNITe Web Portal,you must obtan its web address from your system administrator.
1. Enter the web address in the address line of your browser. The Login Page opens
Figure 3.7 93
The UNITe Web Portal Login Page
IPicUGIss1.book Page 94 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
2. The Web Portal opens up, displaying the Directory tab with the Address Book entries you have defined:
3. In the Preferences tab, select the Language and Time Zone from the drop-down list boxes. You may chage your Password details as indicated. When you select a particular language, the text of the Web page will appear in the chosen language after your next login. Any data that is entered will appear in English. Web Interface Settings This feature enables you to define the number of lines that are displayed on one page of a list.
Customizing your i.Picasso - 94
IPicUGIss1.book Page 96 Monday, January 5, 2004 4:26 PM
4
WORKING WITH CUSTOM APPLICATIONS
IPicUGIss1.book Page 97 Monday, January 5, 2004 4:26 PM
Working with custom applications
CUSTOM APPLICATIONS i.Picasso is the first IP business telephone of its kind. It works with the network to unleash new business communication services and applications. You can program your phone to launch customized web applications. For example, you can check the stock market in real time, check the weather report all over the world or shop online. Your system administrator can define any available custom application to appear on your i.Picasso unit.
TO ACCESS I.PICASSO’S WEB APPLICATIONS: 1. Press the APPLICATIONS soft button. The screen displays web applications that you can activate by pressing their icon, just like you activate a program on your PC.
97
IPicUGIss1.book Page 98 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Figure 4.1 The Applications screen
NOTE If no applications were defined for your unit, a blank page will appear.
Among the applications available on the i.Picasso are:
3.1 VIP List – Selective DND The user may program a maximum of five entries in her address book to be VIP numbers. Parties defined as VIP will override the DND state, if active. Each entry can have up to three numbers, so the maximum number of VIP numbers is 15. Definition of Address Book entries as VIP is done through the Web Portal (see above, “The Address Book” on page 57). 98
IPicUGIss1.book Page 99 Monday, January 5, 2004 4:26 PM
Working with custom applications
This application is available for all users in the system, not only IP telephones. The i.Picasso may see the VIP numbers in the application screen.
3.2 Conference The user may predefine several special numbers (conference bridge room numbers) to be associated with other contact numbers. The numbers may be dialed from the i.Picasso after being stored from the Web Portal. One of the numbers can be used for dialing the bridge, a second one for dialing a secretary who is part of the bridge, and so on
3.3 Page List The ipicasso can see all Internal Page Zones defined in the UNITe IP system and their members, as well as activate a page.
3.4 View News i.Picasso telephones may display a text page with news or other material. The text can be inserted from the Web Portal by authorized users. Different organizations may develop customized applications, taking advantage of the flexibility of the UNITe IP system. Ask your system administrator about the applications available in your system.
99
IPicUGIss1.book Page 100 Monday, January 5, 2004 4:26 PM
5
Hardware issues
IPicUGIss1.book Page 101 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide
INSTALLING I.PICASSO Unpacking and Inspection When unpacking i.Picasso, each item should be unpacked carefully and visually inspected for any signs of damage. All items should be checked against the enclosed packing list. Should any damage be apparent or any part be missing, contact your local dealer immediately. Do not attempt to set up the unit if any damage to an item is apparent.
NOTE If possible, keep the original shipment container for
shipping i.Picasso back for repair or verification of damage.
Cautions Do not connect power to the unit until all other connections have been completed. Avoid installing the unit in the following places: • In direct sunlight and hot, cold, or humid places. • Dusty places, or places where water or oil may come into contact with the unit. • When cables run on the floor surface, use cable protectors to prevent stepping or tripping over the wires. • Avoid wiring under carpets.
101
IPicUGIss1.book Page 102 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
CONNECTIONS i.Picasso comes with two Ethernet ports to enable you to connect your i.Picasso to a PC, through which it will be connected to the network..
The following connectors are located on the i.Picasso back and side panels: Power supply socket
Connects i.Picasso to the external power supply.
Headset socket
Connects a headset to the i.Picasso.
Handset socket
Connects the handset to the i.Picasso.
USB (Universal Serial Bus) Host Serial bus for connecting Port peripherals to the unit. Two RJ-45 Ethernet – 10/100 BaseT sockets
Connect to the LAN Ethernet hub/ switch and to a PC
Back Panel indicators The indicators that appear on the i.Picasso back panel notify you of the following: Indicator Link (green)
Function Lights continuously when there is an active link. Blinks to indicate activity.
Hardware issues - 102
IPicUGIss1.book Page 103 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide Speed (amber)
Indicates the current speed: Lights continuously when the unit is operating at 100 Mbps. Off when the unit is operating at 10 Mbps.
Stylus pointer holder
Speed indicator
Ethernet 10/100 BaseT connects to the LAN
Link indicator
USB socket (for future use)
Figure 5.1i.Picasso rear side view
103
Reset
Power
IPicUGIss1.book Page 104 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
Left Side Panel
Handset socket
Headset socket
Figure 5.2 i.Picasso left side view
CONNECTION TO THE OFFICE ETHERNET LOCAL AREA NETWORK (LAN) To connect to the office LAN: 1. Insert the plug of the LAN cord (8-conductor wiring, RJ-45 plug) into the right-hand Ethernet 10/100BaseT socket on the i.Picasso unit (looking from the back of the phone). 2. Connect the other end of the line cord to the LAN socket on the wall.
Hardware issues - 104
IPicUGIss1.book Page 105 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide
The green Ethernet Indicator on the socket at the rear side of the telephone should turn on if properly connected.
CONNECTING TO A PC To connect to a PC 1. Insert the plug of the PC cord (8-conductor wiring, RJ-45 plug) into the left-hand Ethernet 10/100BaseT socket on the i.Picasso unit (looking from the back of the phone). 2. Connect the other end of the line cord to the PC interface.
CONNECTING THE HANDSET To connect the headset: Insert the plug of the telephone extension cord (4-conductor wiring Handset) into the modular socket on the unit.
CONNECTING THE HEADSET To connect the headset, insert the plug of the headset extension cord into the socket on the unit.
105
IPicUGIss1.book Page 106 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
CONNECTION TO A POWER SOURCE If your system supports Power over Ethernet, your telephone is connected to a power source upon hooking up to the data network. If this is not the case, you need to connect an external power supply. To connect the power supply: 1. Insert the plug of the power cord into the power socket of the unit. 2. Connect the power cord to the electrical outlet (see above, Figure 5.1, i.Picasso rear side view).
ADJUSTING THE LATERAL TILT You can adjust the tilt of the telephone using the tilt adjuster that comes with i.Picasso. The tilt adjuster consist of two parts that can be connected to one another in one of two ways, each causing the telephone to tilt at a different angle. Connect the parts to achieve a high or a low angle. To connect the tilt adjuster 1. Connect part A in the following figure to the bottom panel of the telephone. You may find it more comfortable to turn the telephone upside down. 2. To achieve a high angle tilt, connect part B to part A as shown in the figure:
Hardware issues - 106
IPicUGIss1.book Page 107 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide
Part A
Part B
Figure 5.3Mounting the tilt adjuster 3. In order for the telephone to tilt at a lower angle, connect part B to part A as shown in the following figure:
POWER-ON SELF TEST Once you have installed the unit and connected the required cables, i.Picasso is ready to be powered up. Upon power up, the following sequence occurs:
107
IPicUGIss1.book Page 108 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide - Issue 1
1. MUTE and SPEAKER green LEDs on the left side of the unit light up for a number of seconds. 2. SPEAKER LED switches off. 3. SPEAKER LED lights up again. 4. MUTE and SPEAKER LEDs switch off. 5. The four red LEDs (VOICE MAIL, FAX, E-MAIL, NOTES) at the top of the unit light up, and a booting message appears on the display during loading of the software. 6. After approximately 30-60 seconds, if no failures were detected, the UNITe i.Picasso All screen appears and the telephone is fully operational.
ADJUSTING THE BRIGHTNESS OF YOUR I.PICASSO SCREEN To adjust the i.Picasso screen brightness, use the wheel button on the right side of the telephone. Microphone
Screen brightness adjustment wheel
Figure 5.4i.Picasso right side view
Hardware issues - 108
IPicUGIss1.book Page 109 Monday, January 5, 2004 4:26 PM
i.Picasso User Guide
Turning the wheel clockwise increases brightness. A counterclockwise turn makes the screen darker.
109
