Mitel OfficeConnect 5340 User manual

MITEL 5340; 5330; & 5320 IP Phones

Provided By:

Message/Ring Indicator

Down

Speaker

On/Off

Hold

(Left Cursor)

Special

(Programming)

Redial

Screen

Transfer

(Right Cursor)

Message

(Alpha/Numeric)

Mute

On/Off

Change Volume

(or ring when idle).

Press both keys to

save adjustment.

Also Up/Down for

lists appearing in

the display (like

LOGS or DND).

Screen adjust…

i.e. Brightness

and Contrast.

3 Key-Pages

1 Key-Page

Feature Buttons

Feature buttons provide quick access to commonly used features. See the

following table for descriptions.

Button

Action

(Up)

(Down)

• Provides volume control for the ringer, handset, and speaker.

• Scrolls through feature options.

(Speaker)

• Activates Handsfree Mode (speakerphone).

• Activates features.

(Mute)

Temporarily turns off your microphone during a call.

(Applications)

Activates the Application menu to view system information and

adjust Contrast and Brightness settings.

(Special)

Activates features while on a call. The (Special) button does not

cancel features. To cancel features, press the Star button (*).

(Redial)

Calls the last external number dialed. You cannot redial internal

numbers.

(Hold)

• Places the current call on hold.

• Left/backspace when entering dialpad characters.

(Transfer)

• Transfers the current call.

• Right/forward when entering dialpad characters.

(Message)

• Connects to your voice mailbox and flashes to notify you of

waiting messages.

• Toggles between Alpha Mode and Numeric Mode when entering

dialpad characters.

ANSWERING A CALL

Lift handset or press the (Speaker) button

INCOMING CALLS –RING PATTERN

Outside calls present a long ring

Inside calls a double ring

PLACING AN INTERNAL CALL TO ANOTHER EXTENSION

Dial the extension number (you do not need to go off-hook first)

After 2 short rings, begin speaking

*Note: By default, an internal call will be over the speaker. To turn this off (so

that your extension always rings until you answer), press 319.

PLACING AN EXTERNAL CALL

Lift handset or press the (Speaker) button

Press 8for outside dial tone

Dial the telephone number

PLACING A CALL ON HOLD

With call in progress, press the red (Hold) button

To return to the caller, press the fluttering CALL button call is on

TRANSFERRING A CALL TO ANOTHER EXTENSION

With call in progress, press the (Transfer) button

Dial the extension number (or press the programmed button for that extension)

*Blind Transfer: Hang up. Call will ring through to the transferred extension.

*To announce the call: After 2 short rings, inform user of the call.

Hang up to complete the transfer.

TRANSFERRING A CALL TO A USERS VOICEMAIL BOX

With call in progress, press the VOICEMAIL button

Dial the extension number (or press the programmed button for that extension)

Hang up

TRANSFERRING A CALL TO AN OUTSIDE NUMBER

With call in progress, press the (Transfer) button

Press 8for outside dial tone

Dial the telephone number

Hang up

TRANSFERRING A CALL TO HOLD ON AN EXTENSION

With call in progress, press the Transfer to Hold Button or 346

Dial the extension number (or press the programmed button for that extension)

*Blind Transfer: Hang up. Call will ring through to the transferred extension.

*To announce the call: After 2 short rings, inform user of the call.

Hang up to complete the transfer.

TO RETRIEVE A CALL HOLDING or RINGING ON AN EXTENSION

From any telephone on the system, Press 4 or Pickup if Programmed

Dial the extension number where the call is holding

The held call will now be live

MUTE

Press the (Mute) button (key will light red when feature is activated)

You can hear your caller, but they cannot hear you

To un-mute –press the lit (Mute) button

CALL FORWARDING

To forward your calls to another number

Dial Forward Feature Code 355

Enter 8+the outside phone number to forward your phone to

Press Speaker to hang up

To cancel call forwarding

Dial Forward Feature Code 355

Press Speaker to hang up

SETTING DO-NOT-DISTURB (DND)

Press the DND button or Dial Feature Code 370

Enter the 2-digit DND code (see list of codes and messages below)

-OR-

Use the volume up/down arrows to scroll through the available messages

Press the (Speaker) key to activate the displayed message

Available DND Messages:

01 –Do Not Disturb 08 –At the Doctor 15 –With a Guest

02 –Leave a Message 09 –On a Trip 16 –Unavailable

03 –In Meeting Until _____ 10 –On Break 17 –In Conference

04 –In Meeting 11 –Out of Town ‘til _____ 18 –Away from Desk

05 –On Vacation ‘til _____ 12 –Out of Office 19 –Gone Home

06 –On Vacation 13 –Out Until _____ 20 –Out to Lunch

07 –Call Me At _____ 14 –With a Client

You can enter a custom 2nd line of text via the keypad with any DND message

Use the (Msg) button to toggle between numbers and letters

Use the (Hold) button to backspace

Use the (Transfer) to move forward a space

Use the * key for colon (:)

Use the # key for (-)

CANCEL DO-NOT-DISTURB (DND)

Press the lit DND button or Dial Feature Code 371

PROGRAMMING STATION SPEED DIALS

With handset in the cradle, press 383

Select a speed dial location, from 0 to 9

Enter in the name via the keypad (as you would on a cell phone)

(Use the (Hold) button to backspace, and the button to forward

space)

Press #

Enter 8, then the telephone number

Press # to save the entry

TO CALL A STATION (PERSONAL) SPEED DIAL

Press the STN SPDL button OR press 382

Enter the speed dial location (0-9)

-OR-

Use the volume up/down arrows to scroll through speed dials on the display

Press # to call the number

TO CALL A SYSTEM SPEED DIAL (Optional)

Press the SYS SPDL button OR press 381

Enter the 3-digit speed dial location (000-999)

-OR-

Use the volume bar to scroll through speed dials on the display

Press # to call the number

REDIAL

Press the redial button

The last number dialed from your phone will automatically be called (external

calls only)

MAKING A CONFERENCE CALL

You can have 6 parties, including yourself, on a conference call.

With first call in progress, press the CONF button or 50

Dial the second party (either dial inside extension number, or press 8and then

dial telephone number)

When second party answers, press the CONF button or 50

(IF THIS IS THE LAST PARTY, press CONF or 50 again to connect

everyone. Otherwise, continue to next step.)

Dial the third party.

When third party answers, press CONF + CONF to connect all parties

Or 50 + 50 to connect all parties

UNUSED BUTTONS

Any button that has not been programmed by our technician can be programmed as a

one-touch station speed dial button, or as a one-touch speed dial to other extensions

(which also serves as a way to see the status of that extension –it will be lit red with the

extension is busy, and flash when it is in Do-Not-Disturb).

TO PROGRAM AN UNUSED BUTTON

With handset in the cradle, press 397

Press the unused button that you would like to program

Station Speed Dial- Dial 382

Enter the speed dial location (0-9)

System Speed Dial- Dial 381

Enter the speed dial location (000-999)

Direct Station Selection- Dial the extension

(Enter the extension number that you want to appear)

Call Logs-Dial 333

(This will give you the ability to see a call history)

Headset Key-317

(This key is not necessary if you have a wireless lifter)

CHANGING YOUR RING TONE

With handset in the cradle, press 398

Press the keys on your keypad (0-9)

Each key will play a different ring tone

Press # to save when you hear a tone you like

VOICEMAIL

INITIALIZING YOUR MAILBOX FOR THE FIRST TIME

1. Lift handset

2. Press the VOICEMAIL button on the screen, not the message key ( )

3. Interrupt the Mitel greeting by pressing *

4. Enter your extension number

5. When the system says “Enter your password, re-enter your extension

and press #.

6. The system will prompt you to enter a new password (Suggested 5-10

digits)

7. Enter your new password, then press #

➢The system will play back new password

➢Press # to accept

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

➢At the tone, record your first and last name (callers will hear

this when they dial your name in the company directory)

➢Press # to end recording

9. The system will play back your name

➢Press # to accept

10. The system will play a mailbox introduction

➢Press # if you wish to skip this introduction

11. Press 4 1 1 to access your primary greeting

➢Record your greeting at the tone

➢Press # to end recording

➢After recording, either press 1 to replay, 3 to erase and re-

record, or # to accept your recording

Your mailbox is now setup!

ACCESSING YOUR MAILBOX VIA THE BUTTON

When you have new messages, your button will be flashing

When this happens, lift handset

Press the button

Enter your password then press #

*Note: This only works when the button is flashing

USING THE BUTTON TO LEAVE A MESSAGE FOR ANOTHER EXT

When calling an internal extension that is busy or in DND –

Press the button

WAIT on the line until you hear their greeting

Leave message at the tone

(If you do not wait on the line, you will be setting a callback as described above)

ACCESSING VMAIL FROM ANOTHER EXT OR IF IS NOT FLASHING

Press the Voicemail button

When the system answers, press the * key

Enter your mailbox number (your extension number)

Enter your password when prompted, then press the # key

Follow Voicemail Menus to navigate through voicemail, or listen to the system

voice prompts

FROM OUTSIDE THE OFFICE

Call your main number OR backdoor to voicemail OR your direct line

When the voicemail answers, press the * key

Enter your mailbox number (your extension number)

Enter your password when prompted, then press the # key

Follow Voicemail prompts to navigate through voicemail

•VOICEMAIL FLOWCHART

•Note: At any menu level, you can press * to cancel or return to the previous

menu, or press # to accept.

Note: To swap 7 and 9 (save/delete), Press 4 (Personal Options), 9 (More Options), 3 (Swap)

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