Operating Instructions
Manual 4
ISDN Digital Keyphone varix SD 38
for use with the
varix 14 and varix 200 Digital PABX Systems
Manager/Secretary Configurations
The manuals
Four separate manuals provide you with instructions on how to use your varix SD 38 telephone.
Manual 1
Telephoning and setting up facilities in the service menu
This manual contains general instructions on how to handle your varix SD 38 ISDN digital keyphone. Using
examples, it explains the types of key and the display, as well as standard telephoning and exchange
functions using internal and external call keys. In addition, it provides an overview of the service menu in
which facilities (e.g. call diversion, short code dialling) can be called up simply by pressing the appropriate
numeral keys. For ease of operation, facilities can also be programmed to free keys on the telephone.
Manual 2
Use of MULTIFUNCTION keys
This manual describes how to use the MULTIFUNCTION keys. Here, several facilities are stored on one
single key. The user simply browses through to the required item before making the desired settings.
Manual 3
Central settings for the varix 14 and varix 200 digital PABX systems
This manual describes the central settings for your PABX system. These settings are usually made on the
switchboard operator’s telephone (e.g. programming of central short destination codes). The settings are
protected by a password. The manual is supplied together with your PABX system.
Manual 4
Manager/Secretary configurations
Your PABX system is equipped with a special feature allowing several telephones to be switched together
in a manager/secretary team constellation. This manual describes telephoning operations using this
team variant and its particular features. The manual is supplied together with your PABX system.
The manuals
Mat.no. 77915.015
Edition 6.96
We reserve the right to make alterations
1
Contents
Manager/secretary telephones 2
General 2
The manager-secretary team 2
Size of team 3
Key layout 3
Call keys 3
Key markings 3
Key layout 4
Example: the manager’s workplace 4
Example: manager’s workplace 5
Example: the secretary’s workplace 6
Example: secretary’s workplace 7
Example: conference table telephone
for manager 8
Example: conference table telephone
for manager 9
Telephoning 11
Making internal calls 11
within a team (calling manager or secretary) 11
outside of the team 11
to numbers not in the team 12
using MI keys 13
Terminating calls (hanging up) 13
Making external calls 14
via the INTERNAL key on the
manager or secretary telephone 14
using MI keys 15
Ending calls (hanging up) 15
Answering calls 16
by lifting the handset 16
Several calls 16
Answering while speaking
on a manager or secretary telephone 17
Answering other manager’s or
secretary’s telephones (MI keys) 17
Enquiries 18
... to manager or secretary telephone using
PARTNER keys 18
...via the R key 19
Call shuttle 20
Brokering with the CALL keys or the R key 20
Transferring calls 21
Passing on a call to an internal subscriber 21
Passing on a call to an external subscriber 22
Accepting a call 22
Using a conference table telephone 23
Digital keyphone 23
Standard telephone 24
Service menu 25
Special facilities 25
Notes 25
Ring signal assignment 26
Applications 26
Activating/deactivating the function 27
Delegation / deputy configuration 28
Applications 28
Delegation on/off 29
Preventing and re-enabling delegation 30
Appendix 31
Key layouts 31
1 manager/1 secretary telephone 31
2 manager/1 secretary telephone(s) 32
2 manager/2 secretary telephone(s) 33
3 manager/1 secretary telephone(s) 34
3 manager/2 secretary telephone(s) 35
3 manager/3 secretary telephones 36
Conference table telephone for manager 38
Index 39
2
General
Manager/
secrettary team
BManager/secretary telephones
General
A special feature of your PABX system is that you can combine several telephones to form a team. One
variant of the team function is the manager/secretary configuration, which is particularly useful in office
communication. The following pages explain what your telephone can do when configured in this way and
how it is operated.
In addition, you should also read the instructions for use supplied with your telephone, so that you can utilize
the full performance range.
The instructions manual which corresponds to this one shows the update state 09/95 on the rear cover.
The manager-
secretary team
The manager-secretary team configuration provides a large number of facilities to ensure fast and flexible
telephone access. These include:
- Individual call keys on each telephone for making calls and signalling your own calls.
- Parallel switching of the call keys to every telephone of the team in order to signal calls for other team
members.
- PARTNER keys to establish direct connections from the manager to the secretary and vice versa.
- Signalling of calls to the manager on the secretary’s phone and answering of these calls by the secretary.
- Making of connections for manager by secretary.
- Answering of calls for any manager or secretary telephone from any other telephone in the team.
- Pick up ring signal function, so that all other telephones ring when a call comes for a manager or
secretary.
- Delegation function so that calls are diverted to another secretary telephone if the original secretary
telephone is not manned.
- Identical key layouts on all telephones in order to facilitate operation.
- Upon request: additional conference table telephone parallel to manager telephone (as comfort
telephone, standard telephone or wireless telephone).
- If necessary: private lines for manager telephones.
3
General
Manager/
secretary team
Size of team
Depending on individual requirements, up to 3 ”manager“ telephones with conference table telephone and
3 ”secretary“ telephones can be combined in a manager/secretary configuration. varix SD 38, varix S 37
and varix SD 38 B (with add-on unit) telephones can be used. The following combinations are possible:
- 1 manager telephone and 1 secretary telephone
- 2 manager telephones and 1 secretary telephone
- 2 manager telephones and 2 secretary telephones
- 3 manager telephones and 1 secretary telephone
- 3 manager telephones and 2 secretary telephones
*)
- 3 manager telephones and 3 secretary telephones
**)
*) Depending on the number of conference table telephones, a varix SD 38 B secretary telephone (with add-on unit)
may be required.
**) Only varix SD 38 B telephones (with add-on unit) can be used.
Key layout
Your telephone is equipped with numeral keys, fixed function keys, freely programmable keys and keys for
making internal and external calls. This manual concentrates largely on the keys used and on procedures
involved in the manager-secretary team. To obtain more information on the operation of other keys not des-
cribed in this manual, please refer to the operating instructions for your telephone.
Call keys
In a manager-secretary team, a series of so-called call keys are available to you for making telephone calls.
The basic layout and the operation of these keys are described, using examples, on the following pages.
We distinguish three types of key:
i
Calls made to your own number are indicated to you on the
INTERNAL key
(I)
. As a special feature,
the secretary usually answers incoming calls on the manager’s telephone. You can make internal and
external calls using this key.
m
Calls for the manager or secretary are indicated simultaneously on the
MULTIPLE-INTERNAL key
(MI)
.
This means that the secretary or the manager can answer calls for the respective team partner. You can
also place calls from these keys (in doing so, however, you occupy your partner´s line).
p
Using the
PARTNER keys (P)
you can call the manager or secretary, respectively, with one simple
keystroke. Your partner also has a key which she/he can use to call you. The indicator on the key
shows whether the line is free or busy. You can call the other partner on this key even if it is engaged.
Key markings
The key layout is fixed for all telephones in a manager-secretary team. You will find the key layout for your
particular telephone in the appendix. Here, the key function is marked either as INTERNAL key (I), MULTIPLE-
INTERNAL key (MI) or PARTNER key (P). As one normally marks names or numbers on keys and not their
function, you are requested to use the neutral marking strips supplied with your telephone and mark these
according to your own requirements.
4
Key layout
Manager/
secrettary team
Key layout
Example: the
manager’s
workplace
This example shows the first manager telephone in a configuration with 2 managers and 2 secretaries.
SERVICE key
MUTE key
HANDS-FREE/LOUDSPEAKER key
DISCONNECT key
HOLD key
REPEAT DIALLING key
STORE key
DELETE key
Freely programmable keys
(Default assignment shown)
PARTNER key (P)
This key is used to call the manager(s) or
secretary(ies) directly.
Flag indicator: Shows the status of the call keys or
incoming calls on the lines.
MULTIPLE-INTERNAL keys (MI)
You can use these keys to answer calls for the secretaries or
managers and/or use their (I) lines.
Text display: telephone numbers, incoming calls,
facilities etc.
I
INTERNAL key (I):
This key is assigned to the telephone number of the manager's telephone. It accesses internal
lines or is used to answer calls for the manager's telephone.
PARTNER key (SE) to the manager's conference table telephone:
This key is used to call the manager's conference table telephone directly.
123E
456A
789B
C0DR
abcd
Centr.
speed dial.
LM delete
Pick up
Call
diversion
Call back
varix SD 38
I
MANAGER1
MI
SEC1
MI
SEC2
MI
MANAGER
2
SE
MANAGER1
P
SEC1
P
SEC2
P
MANAGER
2
5
Key layout
Manager/
secretary team
Example:
manager’s
workplace
Depending on the size of the manager-secretary team, each manager telephone has a different key layout.
This example describes the basic arrangement and functions of the keys. The key layouts for the individual
variants are shown in the appendix. Your service engineer can provide you with information on the key
layout of your telephones.
i
INTERNAL key (I
):
When you want to place a call, you have to lift the handset or press the INTERNAL key, which then
indicates “busy“, and you can then place either an internal or an external call.
If you receive an incoming call on your number, the call symbol for the INTERNAL key appears and,
where applicable, a message is given in the text display. The call is only signalled acoustically on the
appropriate secretary’s telephone, since the secretary normally answers the call and then passes it on.
As an alternative, you can also switch on acoustic signalling of calls (picking up ring signal,
delegation function).
m
MULTIPLE-INTERNAL key (MI
):
You can also use the call key to make a call from another manager’s or secretary’s telephone. In this
case, of course, your team partner’s line is ”occupied“.
If a call is received for another manager’s or secretary’s telephone, the call symbol for the your MI key
appears and, where applicable, a message is given in the text display. No acoustic signal is given.
As an alternative, you can also switch on acoustic signalling of calls (picking up ring signal,
delegation function).
p
PARTNER keys (P)
:
If you wish to call a manager’s or secretary’s telephone, simply press the appropriate PARTNER key.
You can also make the call if the other telephone is ”busy“.
If a call is made to your own telephone via a PARTNER key, the call symbol for the key of the person
calling appears and, where applicable, a message is given in the text display. In addition, an
acoustic signal is given. If you are currently on the phone, the acoustic signal is only given once so as
not to disturb your existing call.
If a call is received for another manager’s or secretary’s telephone on a PARTNER key, the LED
indicator to this key lights up. No acoustic signal is given. As an alternative, you can also switch on
acoustic signalling of calls (picking up ring signal, delegation function).
o
PARTNER key (SE)
to the conference table telephone of the manager’s workplace:
This key can be used to call the manager’s conference table telephone directly. If this is a digital
comfort telephone, it will also have a PARTNER key in the opposite direction so that the manager can
also call his own phone or that of his secretary directly.
6
Key layout
Manager/
secrettary team
Example:
The secretary’s
workplace
This example shows the first secretary telephone in a configuration with 2 managers and 2 secretaries.
PARTNER key (SE) to the manager's conference table telephone:
This key is used to call the manager's conference table telephone directly.
Flag indicator: Shows the status of the call keys or
incoming calls on the lines.
INTERNAL key (I):
This key is assigned to the telephone number of the manager's telephone. It
accesses internal lines or is used to answer calls for the secretary's telephone.
Text display: telephone numbers,
incoming calls, facilities etc.
MULTIPLE-INTERNAL keys (MI)
You can use these keys to answer calls for the secretaries or
managers and/or use their lines.
PARTNER key (P):
A single keystroke on this key is used to call managers or secretaries directly:
123E
456A
789B
C0DR
abcd
Centr.
speed dial.
LM delete
Pick up
Call
diversion
Call back
varix SD 38
MI
MANAGER1
1
SEC1
MI
SEC2
SE
MANAGER
1
P
MANAGER1
P
SEC2
P
MANAGER
2
MI
MANAGER2
SERVICE key
MUTE key
HANDS-FREE/LOUDSPEAKER key
DISCONNECT key
HOLD key
REPEAT DIALLING key
STORE key
DELETE key
Freely programmable keys
(Default assignment shown)
7
Key layout
Manager/
secretary team
Example:
secretary’s
workplace
Depending on the size of the manager-secretary team, each secretary telephone has a different key layout.
This example describes the basic arrangement and functions of the keys. The key layouts for the individual
variants are shown in the appendix. Your service engineer can provide you with information on the key
layout of your telephones.
i
INTERNAL key (I
):
When you want to place a call, you have to lift the handset or press the INTERNAL key, which then
indicates “busy“, and you can then place either an internal or an external call.
If you receive an incoming call on your number, the call symbol for the INTERNAL key appears, a
message is given in the text display and the call is only signalled acoustically.
m
MULTIPLE-INTERNAL key (MI
):
You can also use an MI key to make a call. In this case, of course your team partner’s line is ”busy“.
If a call is received for the corresponding manager’s telephone, the call symbol for your MI key
appears and, where applicable, a message is given in the text display. Also an acoustic signal is
given. You can then answer this call and pass it on to the manager.
If a call is received for another manager’s or secretary’s telephone, the call symbol for your MI key
appears and, where applicable, a message is given in the text display, but no acoustic signal is
given. As an alternative, you can also switch on acoustic signalling of calls (picking up ring signal,
delegation function).
p
PARTNER keys (P)
:
If you wish to call a manager or secretary telephone, simply press the appropriate PARTNER key. You
can also make the call if the other telephone is ”busy“.
If a call is made to your own telephone via a PARTNER key, the call symbol for the key of the person
calling appears and, where applicable, a message is given in the text display. In addition, an
acoustic signal is given. If you are currently on the phone, the acoustic signal is only given once so as
not to disturb your existing call.
If a call is received for another manager’s or secretary’s telephone on a PARTNER key, the call symbol
for this key appears. No acoustic signal is given. As an alternative, you can also switch on acoustic
signalling of calls (picking up ring signal, delegation function).
o
PARTNER key
(SE)
to the conference table telephone of the manager’s workplace:
This key can be used to call the manager’s conference table telephone directly. If this is a digital
comfort telephone, it will also have a PARTNER key in the opposite direction so that the manager can
also call his own phone or that of his secretary directly.
8
Key layout
Manager/
secrettary team
Example:
conference table
telephone for
manager
This example applies to all manager/secretary combinations.
Flag indicator: Shows the status of the call keys or
incoming calls on the lines.
Text display: telephone numbers,
incoming calls, facilities etc.
MULTIPLE-INTERNAL keys (MI) in the team
You can use these keys to answer calls for the secretaries or
managers and/or make internal and external calls.
PARTNER key (P):
This key is used to call the respective secretary or one's own telephone directly.
123E
456A
789B
C0DR
abcd
Centr.
speed dial.
LM delete
Pick up
Call
diversion
Call back
varix SD 38
MI
MANAGER
P
MANAGER
P
S
E
C
MI
SEC
SERVICE key
MUTE key
HANDS-FREE/LOUDSPEAKER key
DISCONNECT key
HOLD key
REPEAT DIALLING key
STORE key
DELETE key
Freely programmable keys
(Default assignment shown)
9
Key layout
Manager/
secretary team
Example:
conference table
telephone for
manager
Digital comfort telephones, standard telephones or cordless telephones can be used as a conference table
telephone. This example describes the key layout of a comfort telephone. Instructions on the use of standard
telephones and cordless telephones are given on pages 23 and 24.
The conference table telephone always has the same key layout, irrelevant of the size of the manager-
secretary team configuration.
Since the conference table telephone is switched in parallel to the corresponding manager and secretary
telephones, it has no number of its own (INTERNAL key), on which it can be called. It can be accessed from
the corresponding manager’s or secretary’s telephone using the PARTNER keys (SE).
m
MULTIPLE-INTERNAL key (MI
):
When you want to place a call, you have to lift the handset or press the MI MANAGER key , which
then indicates “busy“, and you can then place either an internal or an external call. The line of the
manager’s telephone is then “busy“. Alternatively, you can use the MI SEC key; then the line of the
secretary’s telephone is “busy“.
When an incoming call is received on the corresponding manager’s or secretary’s telephone, the call
symbol for the MI key appears, a message is given in the text display but the call is not signalled
acoustically. As an alternative, you can also switch on acoustic signalling of calls (picking up ring
signal, delegation function).
p
PARTNER key (P)
:
If you wish to call the corresponding manager or secretary telephone, simply press the appropriate
PARTNER key. You can also make the call if the other telephone is ”busy“. The other telephones of the
manager-secretary team can be accessed by dialling the extension number.
If a call is made to the corresponding manager or secretary telephone via a PARTNER key, the call
symbol for the key assigned to the person calling appears and, where applicable, a message is given
in the text display. In addition an acoustic signal is given. If you are currently on the phone, the
acoustic signal is only given once so as not to disturb your existing call.
If a call is received for another manager or secretary telephone on a PARTNER key, the call symbol for
the corresponding PARTNER key of the conference table phone appears, but no acoustic signal is
given. As an alternative, you can also switch on acoustic signalling of calls (picking up ring signal).
10
11
Notes
Telephoning
BTelephoning
Making internal calls
This section describes how to make calls in a manager-secretary team. In addition to the operating procedu-
res described here you will also find further information on the configuration and operation (e.g. hands-free/
loudspeaker mode) of your telephones in the operating instructions supplied with these telephones. Please
refer to these to find out how to use the various facilities.
Making internal calls
You can make a call to an internal subscriber either by pressing a PARTNER key (only within a manager-
secretary team) or by dialling the subscriber’s number. Here, there is the limitation that manager telephones
cannot
usually be accessed from the corresponding secretary telephone under the manager’s number (i.e.
access only via the PARTNER key). For this reason, use the PARTNER keys to make calls within a manager-
secretary team and dial the subscriber’s number when calling outside of the team.
within a team
(calling manager
or secretary)
... with the handset or in hands-free mode
N
Lift the handset.
p
Press PARTNER key SEC...
or MANAGER..
P Make the call ...
☛ It is also possible to press the PARTNER key when the handset is in its cradle and then dial the number.
This switches your telephone to “hands-free” mode. You can also call when the team member is already
on the phone. The subscriber then hears a short signal indicating that you wish to speak to her or him.
outside of the
team
... with the handset or in hands-free mode
N Lift the handset.
M Dial internal telephone number.
P Make the call ...
☛ It is also possible to press the INTERNAL key (MANAGER..., SEC...) when the handset is in its cradle
and then dial the telephone number. This switches your telephone to “hands-free” mode.
please dial
internal dial 10:12
140
being called 10:12
please dial
internal dial 10:12
150
being called 10:12
12
Making internal calls
Tele
p
honin
g
to numbers not in
the team
... with preselected dialling
*)
M Dial the internal telephone number.
N Lift the handset.
The telephone number is dialled.
P Make the call ...
☛ It is also possible to press the INTERNAL key (MANAGER..., SEC...) when the handset is in its cradle
and then dial the telephone number. This switches your telephone to “hands-free” mode.
... with direct dialling
**)
If the facility “preselected/en-block dialling” is not programmed on your telephone, you can dial directly. As
soon as the telephone number is dialled, the telephone is switched over to hands-free mode immediately
and the number is dialled.
M Dial internal telephone number.
Hands-free mode Make the call ...
*) “preselected/en-block dialling” must be on; cf. manual 1
**) “preselected/en-block dialling” must be off; cf. manual1
140
15.01.1995 10:12
140
being called 10:12
140
being called 10:12
L
13
Making internal calls
Telephoning
using MI keysThe INTERNAL keys of every telephone in the manager-secretary team are also configured in parallel as call
keys on the other telephones. On the other telephone, this call key is called a MULTIPLE-INTERNAL key (MI).
You can also use these keys (MI SEC .., MI MANAGER ..) for making internal calls.
Application examples:
Press an MI key and dial the desired telephone number, if...
... you want to keep your own telephone number (INTERNAL key) free for an urgently expected call.
... your own telephone number (INTERNAL key) is currently occupied (e.g. because the secretary has just
answered a call for the manager’s telephone ) and you wish to make an urgent call.
Terminating calls
(hanging up)
O Replace the handset.
or
t Press the DISCONNECT key.
or
f Press the HANDS-FREE key if the call is being carried out in hands-free mode.
14
Making external calls
Tele
p
honin
g
Making external calls
via the
INTERNAL key on
the manager or
secretary
telephone
... with the handset or in hands-free mode
N Lift the handset.
The INTERNAL key line is accessed.
M Dial the code number(s), e.g. 0 for
an outside line, and then the external
telephone number.
P Make the call ...
☛ It is also possible to press the INTERNAL key (MANAGER..., SEC...) when the handset is in its cradle
and then dial the telephone number. This switches your telephone to “hands-free” mode.
... with preselected dialling
*)
M Dial code number(s), e.g. 0for
an outside line, and then the external
telephone number.
N Lift the handset.
The telephone number is dialled.
P Make the call ...
☛ It is also possible to press the INTERNAL key (MANAGER..., SEC...) when the handset is in its cradle
and then dial the telephone number. This switches your telephone to “hands-free” mode.
*) “preselected/en-block dialling” must be on; cf. manual1
please dial
internal dial 10:12
061040
extern. dial 10:12
061040
15.01.1995 10:12
061040
extern. dial 10:12
15
Making external calls
Telephoning
... with direct dialling
*)
If the “preselected/en-block dialling” facility is not programmed on your telephone, you can dial directly. As
soon as the telephone number is dialled, the telephone is switched over to hands-free mode immediately
and the number is dialled.
M Dial code number(s), e.g. 0for
an outside line, and then the external
telephone number.
Hands-free mode Call ...
*) “preselected/en-block dialling” must be off; cf. manual1
using MI keysThe INTERNAL keys of every telephone in the manager-secretary team are also configured in parallel as call
keys on the other telephones. On the other telephone, this call key is called a MULTIPLE-INTERNAL key (MI).
You can also use these keys (MI SEC .., MI MANAGER ..) for making external calls.
Application examples:
Press an MI key and dial (after the line access code) the desired telephone number, if ...
... you want to keep your own telephone number (INTERNAL key) free for an urgently expected call.
... your own telephone number (INTERNAL key) is currently occupied (e.g. because the secretary has
just answered a call for the manager’s telephone ) and you wish to make an urgent call.
Ending calls
(hanging up)
O Replace the handset.
or
t Press the DISCONNECT key.
or
f Press the HANDS-FREE key if the call
is being carried out in hands-free mode.
061040
extern. dial 10:12
L
16
Answering calls
Tele
p
honin
g
Answering calls
by lifting
the handset
Call which can be answered by lifting the handset are indicated by the fact that the v symbol for to the rele-
vant key blinks on and off, and also by a text message in the display (e.g. external call). These calls are
indicated by an acoustic ringing signal.
Q The telephone rings.
v symbol blinks.
N Lift the handset.
P Make the call ...
☛ It is also possible to press the key for which the v symbol is blinking while the handset is in its cradle.
This switches your telephone to “hands-free” mode and you are connected to the caller immediately.
Several calls If several calls come in at once, the first call is indicated by a v symbol blinking and the other calls by the
dsymbol for the respective keys blinking on and off. If you do not wish to answer the first call, but another
one instead, proceed as follows:
Q The telephone rings.
v symbol blinks, dsymbol blinks.
fhold down and N Hold down the HANDS-FREE key and
lift the handset.
f e.g. Let go of the HANDS-FREE key and
press the desired call key
(INTERNAL or PARTNER).
P Make the call ...
☛ It is also possible to press the respective call key without lifting the handset. This switches your telephone
to “hands-free” mode and you are connected to the caller immediately.
140
internal call 10:12
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connection 10:12
140
internal call 10:12
press call key
10:12
140
connection 10:12
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