Mitel 5320 Owner's manual

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Mitel 5320 User Information Guide

Intercom Calls – Calls made between stations:

To place a call to an available station:

Lift the handset and dial the extension number

Or, with the handset in the cradle, dial the extension number

Receiving Intercom Calls:

To answer an intercom call that comes through the speaker on your phone:

Respond hands-free OR lift the handset for privacy

To answer a ringing intercom call:

Lift the handset or press the SPEAKER button

Placing a call to a Busy Station:

Lift the handset and dial the extension number OR

While the handset is in the cradle, dial the extension number

Depending upon the urgency of the intercom call:

a. Wait (CAMP ON). Do not hang up; you will hear the phone ring about every 8

seconds until answered.

b. Dial feature code 6 (Queue). When the busy phone is available, your phone will ring

(to cancel the call back, dial feature code 6 (Queue) again.

How to place an Outgoing Call:

Lift the handset and press the OUTGOING button

Dial the phone number

How to place a call on Hold:

Press the RED HOLD button

Either hang up or place another call

To return to the call on HOLD, lift the handset and press the CALL KEY button

How to Make an Emergency Call:

Lift the handset and dial 911 (you do not have to press the OUTGOING button first)

Redialing an Outside Call:

Lift the handset and press the REDIAL button

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Answering Incoming Calls:

When you hear a repeating long ring tone:

oLift the handset OR press the SPEAKER button

How to Transfer Calls to an Extension (Ringing Transfer):

While on the call, press the TRANSFER button

Dial the extension number

If desired, wait for an answer and announce the call

To complete the transfer, hang up

How to Transfer Calls to Hold (Non-ringing Transfer):

While on the call, press the TRANSFER button

Dial the extension number

Press the RED HOLD button

To complete the transfer, hang up

Reverse Transfer (Picking up a ringing or holding call from another

extension):

Lift the handset dial feature code 4

Dial the extension number where the call is ringing

How to Transfer Calls to an Outside Number:

While on the call, press the TRANSFER button

Press the OUTGOING button and dial the phone number

Wait until your party answers then hang up to complete the transfer

How to Transfer Calls to Voice Mail:

While on the call, press the Voice Mail button

Dial the mailbox number of the person

Hang up to complete the transfer

Advanced Features:

Do-Not-Disturb

Press the DO NOT DISTURB button

Press the DO NOT DISTURB button again

To cancel, press the DO NOT DISTURB button and hang up

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Changing Ring Tones

With the handset in the cradle:

oDial feature code 398

oUse your VOLUME CONTROL bar to scroll through the ring types.

oPress in the middle of the VOLUME CONTROL bar to save your ring type.

How to Place a Conference Call:

To place a conference call with up to four (4) parties, including you:

1. While on the first call, press the Conference button this immediately places

your first caller on hold

2. Place another intercom or outside call

3. Press the Conference button to put the second call on hold.

4. Repeat these steps to place a third call on hold

5. Press the Conference button twice to join all party’s together in the

conference

To drop out of the conference:

Press the Conference button and hang up. (You have to be the person who initiated

the conference call to use this method). The conference call will terminate when all

callers hang up

Setting Up Personal Speed Dial Numbers:

Press feature code 383

Screen will prompt (0-9) or scroll using your VOLUME CONTROL button

Pick a bin number (0-9)

Enter a name using the keypad, to go forward press the FORWARD button

Press the #key when you have finished entering a name

Enter the speed dial number (8+1+Area Code + Number) Example: 815867746000

After entering the number press #

Repeat these steps for each speed dial you wish to store

Using your Personal Speed Dial Numbers:

Dial feature code 382

Enter the speed dial bin number or use your VOLUME CONTROL button to scroll

through the numbers

Press the #button

The number is then dialed

Using System Speed Dial Numbers and Directory Look Up:

Press the SYSTEM SPEED button

Select Directory Type (IC=1; Outside=2; Features=3)

Press 2 for the Outside System Speed Dial Directory

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Enter the first letter(s) of the name using the telephone keypad

Use the VOLUME CONTROL bar to scroll the desired name

Press #to place the call

Using Record-a-Call Feature

While on a call, dial the feature code 385. If you wish to record the conversation into someone

else’s voice mailbox, enter that voice mail box number (extension). To end the Record-a-Call

feature, either hang up your phone or dial the feature code 385 again to disconnect from

recording.

Call Logging

While the receiver is in the cradle, dial 333 to view missed, incoming or outgoing calls to your

Endpoint. Press 1 to view missed messages, press 2 for incoming or press 3 for outgoing. After

making your selection, use your VOLUME CONTROL bar and select the number. To call the

person, press the POUND SIGN to make the return call.

Frequently Used Feature Codes

Queue 6

Speed dial 383 (to set up)

Speed dial 382 (to choose bin)

Headset On/Off 317

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VOICE MAIL

How to Set Up Your New Voice Mail Box:

The first time you use your mailbox, you must first initialize the mailbox (set up). The system

prompts will instruct you to do the following:

1. Change the default password to a personal password

2. Record your name for the directory

3. Listen to the voice mail application introduction (you can skip this introduction by

pressing #, if desired)

4. Record your primary greeting

To setup your mailbox:

Changing your Default Password:

1. Dial voice mail extension 2500

2. Press the star (*) button to identify yourself as a voice mail subscriber

3. Enter your mailbox number

4. Press pound (#) when asked for a password

5. Enter a new password, up to 12 digits

6. Press # (pound) (The voice mail system will then read back your new password)

7. If you do not want a password Press # (pound)

8. Press # (pound) to accept new password (or press 3 to re-enter your password)

Recording Your Name:

1. The system will prompt you to record your name for the company directory

2. Record your first and last name

3. Press # (pound)

4. Press 1 to listen to your recording; press 2 to add to your recording or press 3 to

erase and rerecord

5. Press # (pound) to accept your recording

The voice mail introduction will now play. (Press # (pound) if you do not want to listen to the

voice mail introduction.)

Recording your Greeting:

After the voice mail introduction is finished:

1. Press 4for Personal Options

2. Press 1for Personal Greeting

3. Press 1for Primary Greeting

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4. Record your greeting (at the tone…record your greeting)

SAMPLE GREETING

“Hello, this is ___________________. I am currently away from my desk. Please

leave your name, telephone number and a detailed message and I will return your

call as soon as possible. If you need to speak to someone immediately, please press

zero now.”

5. Press # (pound) to accept your greeting. Or Press 1to replay your greeting, press

2to add to the greeting; press 3to erase and rerecord the greeting)

HANG UP! Your mailbox is now set up!

Accessing Voice Mail:

1. Lift the handset or while on hook, dial the voice mail extension 2500

2. Press the star (*) button

3. Enter your Mailbox number

4. Enter your password

5. Press 1to listen to new messages

6. Press 2to record a message for someone on the voice mail system

7. Press 3to listen to saved messages

8. Press 4for Personal Options

9. Press 5for Message Options (undelete messages or cancel unheard sent

messages)

Accessing Voice Mail from Outside of the Office:

Dial the backdoor number (number reserved for employees only, main number or private

DID number) if one has been provided; otherwise dial your main phone number

You will hear “Welcome to the Voice Messaging System….”

Immediately during the message:

oPress *star

oEnter your mailbox number

oEnter your password

Press 1 For New Messages

Press 2To record a message

Press 3To listen to saved messages

Press 4Personal Options (changing greetings, password)

Press 5Message Options

Listening to NEW Voice Mail Messages:

Dial into the voice mail system as instructed above, or lift the handset

1. Press the MESSAGE button on your telephone

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2. Enter your password

3. Press # (pound)

4. Press 1to listen to new messages

5. The Message Envelope will play time, date, length of message and source of

message

6. The new messages will play

Press 9 Save your message

Press 7 Delete your message

Press 3 Forward the message to another user

Press 2Reply to a message

Sending Voice Mail Messages:

NOTE: Always use your mailbox to leave a message for someone; the system recognizes you as

a user and allows for more options.

1. Lift handset, dial the voice mail extension 2500

2. Press *(star)

3. Enter your mailbox number

4. Enter your password

5. Press 2to record a message (to leave a message for another user)

6. Enter the mailbox or group list number

7. Press #(pound)

8. Record a message

9. Press #(pound)

10. To use Special Delivery Options, press 9 (see Voice Mail guide for further instructions)

Changing Your Message Envelope:

1. Choose Option 4(personal options)

2. Press option 4(message envelope options)

3. You can change the following:

Press 1Enable/disable time and date stamp

Press 2Enable/disable message source

Press 3Enable/disable the message length

Press 4Enable/disable all options and return to the Personal Options Menu

Press 5Enable/disable the entire envelope and return to Personal Options Menu

Recovering Deleted Messages:

1. Choose Option 5for message options

2. Press 2to access the UNDELETED option

3. Press 1to listen to deleted messages

4. Press 2to recover all deleted messages

5. Press 3to purge all messages

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