Retell 345 pro User manual

Category
Answering machines
Type
User manual
Operating instructions (UK)
Call Manager
tiptel 345 pro
Safety information
3
Safety information
When installing, connecting and operating the tiptel 345 pro, please make sure that
the following is taken into consideration:
Connect the connecting cables only to the provided plugs.
Please take care that the cables do not lead to any danger of stumbling and avoid
folding, pushing and pressing of the cables.
Avoid to install the device near electrical interference sources.
Only connect accessories that is approved for this device.
Never open the device. Do not touch the plug contacts with sharp or metal ob-
jects.
Only use a soft, slightly moist cloth to clean your tiptel 345 pro. Do not use
chemicals or abrasive cleaning products.
Avoid operating your tiptel 345 pro in damp or dusty rooms and keep the device
away from liquids and steam or smoke.
Do not install the device where it is exposed to direct sunlight.
Do not operate the device in areas with danger of explosions.
Only use the original tiptel AC adapter.
Key assignment
4
Key assignment
Playback: Starts the playback of new and not yet played back incoming
messages. Allows the repetition of the last 3 seconds when being pressed
during playback.
Stop: Stops a function that is currently being executed and serves to exit an
open menu.
Answering mode: Activates or de-activates the answering mode and the
greeting and call transfer.
Menu: Opens the menu. Serves as an entry key for letters and numbers
within the telephone directory.
Outgoing message: When pressed briefly, starts the playback of the current
outgoing message. When you press the button and keep it pressed, you can
start the recording of the currently set outgoing message. In the electronic
telephone directory, the button is used to enter letters and numbers.
Message transfer: Activates or de-activates the message transfer function.
In the telephone directory, the button is used to enter letters and numbers.
Time control: Activates or deactivates the time control. In the electronic
telephone directory, the button is used to enter letters and numbers.
Secondary function: Allows to use a second function. In the electronic
telephone directory, the button is used to enter letters and numbers.
or
Control or arrow buttons (up/down): Opens the telephone directory to
navigate and input in the menus. When pressed during playback, the
playback speed is changed.
or
Control or arrow buttons (left/right): Are used to change the display con-
trast, to move the cursor to the left or right side and to change the volume
when being pressed during playback.
Select button: This button is used to select menus, entry fields and
functions which are shown in the display next to the corresponding button.
and
Secondary function and playback pressed consecutively: Starts the play-
back of all incoming messages. The playback begins with the oldest
incoming message and ends with the latest incoming message.
and
Secondary function and control or arrow button (up) or (down) pressed
consecutively: Opens the entry field for the telephone directory.
and
Press and keep pressed secondary function followed by outgoing
message: Button combination used to start the recording of the outgoing
message via the audio input.
and
Secondary function and control or arrow button (left/right) pressed
consecutively: Changes the brightness of the display.
Operating elements
5
Operating elements
Table of contents
6
Table of contents
Safety information ............................................................................................... 3
Key assignment ................................................................................................... 4
Operating elements ............................................................................................ 5
Table of contents ................................................................................................ 6
Display symbols .................................................................................................. 10
Initial operation ................................................................................................... 11
Scope of supply ........................................................................................... 11
Installation .................................................................................................... 11
Connection .................................................................................................. 11
Settings ................................................................................................................ 13
Programmable parameters ......................................................................... 13
Set-up menu ................................................................................................ 16
Contrast adjustment .................................................................................... 17
Brightness adjustment ................................................................................ 17
Outgoing messages ............................................................................................ 18
General information ..................................................................................... 18
Examples of outgoing messages ................................................................ 18
Recording outgoing messages ................................................................... 19
Recording OGMs from an external signal source ...................................... 20
Testing the outgoing messages .................................................................. 21
Deleting outgoing messages (OGMs) ........................................................ 21
Answering mode ................................................................................................. 22
Playing back and deleting incoming messages (ICMs) ................................... 24
Playback of new incoming messages ........................................................ 24
Playback of all incoming messages ............................................................ 24
Repetition ..................................................................................................... 25
Interrupting the playback ............................................................................ 25
Search (Skip) ............................................................................................... 25
Scan function (Flexi-Speech) ...................................................................... 25
Direct connection to the caller .................................................................... 26
Table of contents
7
Deleting individual incoming messages ..................................................... 26
Deleting all incoming messages ................................................................. 26
Two-way conversation recording/Personal information (dictation) .............. 27
Two-way conversation recording (telephone calls) .................................... 27
Personal information (dictation) .................................................................. 28
Time control ......................................................................................................... 29
Programmable parameters for the time control .......................................... 29
Programming the time control .................................................................... 30
Example of time control settings ................................................................. 31
Activate the time control .............................................................................. 32
Message transfer ................................................................................................ 33
Programmable parameters for the message transfer ................................. 33
Message transfer settings ........................................................................... 34
Example on how to enter the target number .............................................. 36
Activating the message transfer .................................................................. 36
Call forwarding .................................................................................................... 37
Programmable parameters for the call forwarding function ....................... 37
Call forwarding settings ............................................................................... 38
Example on how to enter the call forwarding function ............................... 40
Individual ringing tone ....................................................................................... 41
Automatic two-way conversation recording .................................................... 43
Programmable parameters for the automatic two-way conversation
recording ..................................................................................................... 43
Settings for the automatic two-way conversation recording ...................... 43
Call list ................................................................................................................. 45
Telephone directory ............................................................................................ 47
General information ..................................................................................... 47
Editing and storing entries .......................................................................... 47
Overview of possible characters and numbers .......................................... 50
Searching for entries ................................................................................... 50
Checking and changing entries .................................................................. 51
Personal announcement (call filter) ............................................................ 52
Vocal Clip ..................................................................................................... 53
Dialling via the telephone directory ............................................................. 54
Automatic redialling/Call-back when busy .................................................. 55
Table of contents
8
Special functions ................................................................................................ 56
Placing a telephone call on hold ................................................................. 56
Music-on-Hold ............................................................................................. 56
Code lock ............................................................................................................. 58
Locking the device/changing the PIN ......................................................... 58
Unlock the device ........................................................................................ 59
Message and VIP function ................................................................................. 60
Message function ........................................................................................ 60
VIP function .................................................................................................. 61
Remote control .................................................................................................... 62
Remote operation ........................................................................................ 62
Remote control functions ............................................................................ 63
Remote activation of the answering mode ................................................. 66
Mailboxes ............................................................................................................. 67
General information ..................................................................................... 67
Setting parameters for the mailboxes ......................................................... 67
Mailbox set-up ............................................................................................. 68
Mailbox handling ......................................................................................... 70
Remote control of the mailboxes ................................................................ 71
Automatic call forwarding to the mailbox .................................................... 71
Greeting and call transfer .................................................................................. 72
General ........................................................................................................ 72
Options for setting the greeting and call transfer ....................................... 72
Settings for the greeting and call transfer ................................................... 73
Examples of greeting and call transfer ....................................................... 74
Answering mode with greeting and call transfer ........................................ 75
Examples of applications for the tiptel 345 pro ............................................... 76
Automatic attendant .................................................................................... 76
Time-controlled voice mail system .............................................................. 82
Greeting and call transfer ............................................................................ 86
Queuing system in case of overflow ........................................................... 89
Menu-driven information system ................................................................. 92
Service menu ....................................................................................................... 96
Table of contents
9
Appendix .............................................................................................................. 98
Service ......................................................................................................... 98
Guarantee .................................................................................................... 98
CE sign ........................................................................................................ 99
Ecological information ................................................................................. 99
Troubleshooting .......................................................................................... 100
Factory pre-set ............................................................................................ 102
Technical data ............................................................................................. 104
Index ..................................................................................................................... 105
Brief operating instructions ............................................................................... 109
Display symbols
10
)&
Display symbols
*
Answering mode is active,
new messages exist
v
Answering mode is active, no
new messages exist
p
Playback
T
Telephone number of the calling
party
m
Message recording in process,
microphone is active
r
Call forwarding
x
2-way conversation recording
is active
l
Volume
a
Recording (general)
0k100%
Remaining recording capacity
u
Time control is active,
switching times
z
Secondary function
n
Message transfer is active U
T
Inserting a telephone number
from the telephone directory
o !
Selected outgoing message
>
Delete
&
Search (skip) forwards
,
Automatic call-back
$
Search (skip) backwards
-
Redialling
b
Unsuccessful call
<
Playback speed
s
Successful call
!@
Mailbox 1 set up, new messages
exist.
TT
Branching to a sub-menu
!
ß
Mailbox 1 set up, no new
messages
?
Device locked
bv
Telephone mode with greeting
and call transfer
~
Current recording via the audio
input
)&
Initial operation
11
Initial operation
Scope of supply
In the packaging carton of your tiptel 345 pro, you will find:
tiptel 345 pro
Telephone connecting cable
AC adapter 11.5V/ 500mA
Operating instructions
Cable for input/output (coying lead)
Installation
Your tiptel 345 pro was designed for normal use conditions. Solvents in some furni-
ture lacquers or furniture cleaning products may attack the rubber at the feet of the
device and thus cause patches. In such cases please use a non-slip pad under the
device.
Here, especially with new furniture, please use a non-slip pad under the device.
Connection
Before you can take your tiptel 345 pro into operation, you need to connect all nec-
essary cables.
1 Fit the small plug of the AC adapter in the “POWER” jack and plug the adapter
in a 230V power outlet.
2 Fit the western plug of the telephone connecting cable in the “LINE” jack. Fit the
a/b telephone plug in the telephone socket. When the greeting and call transfer
functions are being used, the telephone cable must be connected to a free ex-
tension (port) of a PABX system.
3 If you want to copy any recordings to an external medium, plug the jack plug of
the copying lead in the “OUT” jack. Then, plug the chinch plug into the AUDIO
input of the external device (tape recorder, audio device).
Initial operation
12
4 If you want to record outgoing messages from an external source, plug the jack
plug of the copying lead in the IN jack and plug the chinch plug in the audio
output of the external device (tape recorder, audio device, CD player).
5 If you want to copy the telephone directory of your tiptel 345 pro to another tiptel
345 pro, use a copying lead with two jack plugs (accessory). Plug one end of
the copying lead into the OUT jack and plug the other end of the copying lead
into the IN jack of the second tiptel 345 pro.
Settings
13
Settings
Programmable parameters
Language ............................... German or English.
Time ........................................ Here, you can set the time if necessary.
Date ........................................ Here, you can set the date if necessary.
Summer (daylight saving
time)/winter ............................ Yes or no. If you set yes, the summer time (daylight
saving time) will be set automatically on the last Sun-
day in March. Winter time, i. e. the end of the daylight
saving time will be set automatically on the last Sun-
day in October.
Voice time stamp ................... >>
Voice time stamp ....... Yes or no. Here, you can decide, whether you want
to have a voice time stamp after each incoming mes-
sage or not.
Voice date stamp ....... Yes or no. Here, you can decide, whether you want
to have a voice date stamp after each incoming mes-
sage or not.
Announcement
at the device ............... No or yes. Here, you can determine whether the
voice time stamp shall be turned ON or OFF at the
device directly when you play back your messages
locally.
Recording quality .................. Level 1 to 4, whereby level 4 has the highest record-
ing quality. Please bear in mind that an increasing re-
cording quality also means a decrease of available
recording time. Level 1 corresponds to about 60
minutes, level 2 is about 35 minutes, level 3 about 25
minutes and level 4 only provides about 4 minutes.
As an example, you could set level 4 before record-
ing an outgoing message with background music. In
order to maximise the recording capacity for incom-
ing messages, you should set the device back to
level 1 afterwards.
Settings
14
Length of inc. recordings ..... 1 to 12 minutes. Here, you can limit the time a caller
has at disposal to leave a message.
loudspeaker ........................... Yes, no or OGM. You can set here whether or not it is
possible to use the loudspeaker function during the
recording of an incoming message. If the option
OGM (outgoing message) is selected, you can as
well listen to your set announcement.
Ringing signals ..................... 2 to 9 ringing tones. This is to set up the number of
ringing signals until the answering machine picks up
for the greeting and/or call transfer.
Own telephone number ........ >>
Own number ............... If you enter your own telephone number, your tiptel
345 pro will play this number back within the internal
announcement text (by synthesised voice)
Remote control code ............ The remote control code consists of 1 to 4 digits
ranging from 0 to 9999. If you set “–” as remote con-
trol code, the remote control is deactivated.
Remote ON ............................ Yes or no. Here, you can decide whether the function
remote ON or OFF is possible or not.
Remote delete ....................... Yes or no. Here, you can decide whether the function
remote delete is possible or not.
Room monitoring .................. Yes or no. Here, you can decide whether the function
room monitoring is possible or not.
Message code ....................... The message code is a 1 to 4 digit number ranging
from 0 to 9999. The code - is used to turn the mes-
sage function off.
VIP code ................................. The VIP code is a 1 to 4 digit number ranging from 0
to 9999. The code - is used to turn the VIP function
off.
Redialling ............................... Every 5 to 60 seconds. Here, you can define the
length of the pause between the individual dialling
attempts during the automatic redialling process.
Settings
15
Call-back code ...................... Here, you enter the call-back code of your telecom-
munications provider (as for the Deutsche Telekom,
this is H*37#). The H stands for the hook flash-
function. Up to 6 digits are at your disposal for en-
tries.
hold ......................................... Off or 1-8. This function allows you to set an outgoing
message which can be played back during a tele-
phone conversation on pressing one key (hold-
OGM).
Telephone systems/PABXs .. >>
Trunk access code .... Here, you enter the code to access the public ex-
change time (e. g. 0). This number will then always
be dialled automatically before the telephone number
apart from cases where a telephone number is
marked by i which stands for an internal extension
of the telephone system.
CLIP correction .......... Some telephone systems insert digits before the
transferred caller's telephone number. This leads to
wrong numbers being displayed. In order to identify
the digits added and to eliminate those, you can
enter the numbers in questions here.
Internal call-back
code (CCBS) .............. Here, you can enter the call-back code of your tele-
phone system (e. g. 79). Up to 6 digits are available
for your entry.
Dialling mode ............. DTMF (dual tone multi frequency also known as tone
dialling) or the pulse dialling method. If your tele-
phone access does not support the customary tone
dialling method yet, you have the option to switch to
the old pulse dialling method.
Special information tone ...... You can either set the information tone volume to
level 1 to 4 or you can set it OFF. If you activate the
information tone by setting the volume, a new in-
coming message will be indicated by an information
tone given every 10 seconds.
Display light ........................... Automatically or ON. As for the parameter automa-
tically, the display will no longer be lit after 10 sec-
onds. Should the display be lit permanently, select
ON here.
Settings
16
Set-up menu
Press the menu button. The display shows the main menu.
Press the select button next to the
corresponding menu item.
The set-up menu is shown in the display.
Use the arrow buttons (up/down) to
view the available setting parame-
ters.
All available parameters for the function
in question are shown in the display.
Press the select button located next
to the setting to be changed until
the desired setting option is being
displayed.
The display shows the current setting.
or
When entering numbers, press the
select button next to the correspon-
ding line.
The cursor blinks.
Use the arrow buttons (up/down) to
change the settings.
The display counts up or down.
Settings
17
For settings with more than one
digit or character, you can move the
cursor by pressing the arrow but-
tons (left/right).
The selected cursor position blinks.
To complete the entry of numbers,
press the select button next to the
corresponding line again.
The selected cursor position stops
blinking.
To complete the entry, press the
stop button several times.
The display goes back to initial state.
Contrast adjustment
You can adjust the display contrast when the device is in the stand by mode.
Adjust the contrast by pressing the
arrow buttons (left/right).
The display contrast is being changed.
Brightness adjustment
The brightness of the display light can be adjusted when the device is in the stand by
mode.
Press the button for the secondary
function.
The display shows the symbol for the
secondary function.
Adjust the brightness by pressing
the arrow buttons (left/right).
The brightness of the display light is be-
ing changed.
Press the stop button to complete
the entry.
The symbol indicating the secondary
function is no longer displayed.
Outgoing messages
18
Outgoing messages
General information
Your tiptel 345 pro provides 8 individual outgoing messages (OGM 1-8) and one pre-
recorded outgoing message (OGM 9). In addition each of the 8 mail boxes has an
individual OGM. You can exchange the outgoing messages by pressing the function
key next to the outgoing message symbol. For outgoing message number 9, no
changes are allowed. The duration of an OGM can be between 3 seconds and 3
minutes. Generally, two different kinds of outgoing messages are distinguished, i. e.
outgoing message with incoming recording and outgoing message without incoming
recording. In the case of an OGM with incoming recording, the caller has the option
to leave a message after the outgoing message. An OGM without incoming recording
(announcement only) is just used for information purposes without giving the caller
the option to leave a message. Announcements only are also used for devices
workung in greeting and transfer mode.
Examples of outgoing messages
OGM with incoming recording
Hello, this is the answering machine of ... (name) in ... I am currently out visiting cus-
tomers and will be back in the office at approx. ... oclock. You can call me between
... oclock and ... oclock under the telephone number ... If you prefer, you can leave
your name and number. I will ring you as soon as I am back. Please speak after the
beep.
OGM without incoming recording (announcement only)
Hello, this is ...(name), Sales Representative of ... (name of the company). My office is
temporarily closed due to illness (holidays etc.). Please call my deputy, Mr. ... in ...
His telephone number is ... He will assist you. Many thanks for your call.
Message for automatic attendant
Hello, you are connected to the firm XYZ. If you wish to speak to the sales depart-
ment please press 1, for despatch please press 2, for service please press 3. If you
havent made a choice please wait while we transfer you to one of our representa-
tives.
Outgoing messages
19
Recording outgoing messages
For high quality recordings (e. g. outgoing messages with background music),
we recommend to set the highest recording quality temporarily (see settings).
Select the desired OGM by pressing
the select button next to the OGM
symbol.
The selected OGM is displayed next to
the symbol at the bottom right side.
Keep OGM pressed. Wait until you will hear a brief tone, the
display shows a microphone symbol to
indicate the readiness for recording.
Start speaking your outgoing mes-
sage (keep a distance of about 25
cm from the microphone)
The display shows the current duration of
your recording in minutes and seconds.
Release the OGM button to interrupt
the recording
The display shows “with incoming re-
cording” and “without incoming record-
ing”.
To continue recording your outgo-
ing message, keep the OGM button
pressed (which is not possible for
recordings with quality level 4).
The recording is being continued.
To stop the recording, without sav-
ing, press the stop button.
The OGM recording is stopped.
Use the select button next to the
corresponding line, to determine
whether the OGM shall be available
with or without an option for an in-
coming message recording.
The recording is complete and it will be
played back for test purposes. An OGM
without incoming recording is indicated
by just 1 signal tone. An OGM with in-
coming recording option is indicated by
2 signal tones.
Outgoing messages
20
If you record OGM 5 as outgoing message without incoming recording
(announcement only), your tiptel 345 pro will automatically switch to this OGM
as soon as the recording capacity for the current OGM with incoming recording
should be exhausted.
Recording OGMs from an external signal source
Professional OGMs can also be recorded from external signal sources (e. g. tape
deck) - via the audio input.
Select the desired OGM by pressing
the select button next to the OGM
symbol.
The selected OGM is displayed next to
the symbol on the bottom right side.
Press the button for the secondary
function.
The display shows the symbol for the
secondary function.
Keep OGM pressed. Wait until you hear a brief tone, the dis-
play shows a cassette symbol which in-
dicates the readiness to record via the
audio input.
Start the playback function at the
external signal source.
The display shows the duration of the
current recording in minutes and sec-
onds.
To stop the recording, release the
OGM button.
The display shows with incoming re-
cording and without incoming record-
ing.
Use the select button next to the
corresponding line, to determine
whether the OGM shall be available
with or without an option for an in-
coming recording.
The recording is complete and it will be
played back for test purposes. An OGM
without incoming recording is indicated
by just 1 signal tone. An OGM with in-
coming recording option is indicated by
2 signal tones.
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Retell 345 pro User manual

Category
Answering machines
Type
User manual

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