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University of Leeds

INFORMATION SYSTEMS SERVICES
Handset User Guide
OPTIPOINT 500 STANDARD / ADVANCE DIGITAL (DISPLAY) TELEPHONE

Table of Contents

Table of Contents........................................................................................................2
1.

Introduction.........................................................................................................5

2.

Example of Optipoint Advance Telephone......................................................6

3.

Making and Receiving Calls..............................................................................7

To Make an Internal or External Call..........................................................................7
To Receive a Call........................................................................................................7
4.

Transferring Calls...............................................................................................8

Transfer a Call – Unannounced..................................................................................8
Transfer a Call – Announced......................................................................................8
Transfer a Call – Announced on No Answer...............................................................8
Transfer a Call – Announced on Busy........................................................................8
5.

Consultation Hold..............................................................................................9

Hold.............................................................................................................................9
6.

Call Alternating (Toggle)..................................................................................10

Toggle.......................................................................................................................10
7.

Conference........................................................................................................11

To Set up a Conference Call.....................................................................................11
To Join another party to the Conference..................................................................11
To Leave a Conference.............................................................................................11
8.

Call Back...........................................................................................................12

Callback on Busy......................................................................................................12
To Cancel Call back On Busy...................................................................................12
Call back on No Answer............................................................................................12
To Display Callback Request with Mailbox LED......................................................13
Display a Callback Request that you have Set........................................................13
9.

Last Number Redial..........................................................................................14

10.

Individual Speed Dialling.................................................................................14

To Store a Number....................................................................................................14
To Use Individual Speed Dialling.............................................................................14
To Delete an Individual Speed Dialling Number......................................................14
11.

System Speed Dialling.....................................................................................15

To Use System Speed dialling..................................................................................15
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.............................................................16 Incoming Calls.......................19 Retrieving a Parked Call................22 To Deactivate Remotely.......19 Reconnect to a Parked Call at the Destination phone.............................................................. Direct Station Select (DSS)..........................16 13...........................................25 To Use DSS Key.............................................26 To Programme Station Speed Dial Keys.............................................................................................................................................................................................17 Activate Second Call.............20 To Set a Fixed Call Forward.........................................17 Deactivate Second Call............................12........................................................................................................................................................................................ Station Speed Dial Keys (Name Keys).................................................25 Programme A Number under the DSS Key....................................................................................21 17...........................................20 To Delete the Fixed Call Forward Destination.........19 Parking a Call.......................................... Call Park...............23 19.... Forward Station Number..................................................................................................................................................................................................................................................... Volume Control..............................................................................25 21..................25 Programme A DSS Key..............................................................................................................................................17 Answer Second Call...............................22 18...............20 To Set a Variable Call Forward Destination.................17 14......................................................................................................................................................................................................................................24 20........................ Call Forwarding.19 Retrieving a Parked Call from another extension......................................................................................................24 Delete a Reminder................................................................................................................................................................................................................................................................................................ Call Pickup................................................................................................19 Directed Call Park.......................................................19 16....................................21 To Deactivate the Variable Call Forward...........................................26 To Use the Station Speed Dial Keys........................ Station Hunt Groups.............................................................26 22.............................................................................................18 To Activate Call Pickup...........................................18 15............................ Timed Reminders.....................................................................22 To Set Forward Station Number................24 To Acknowledge the Timed Reminder................................................................................... Call Journal..................................................................................................20 To De-activate the Call Forward.................................................................27 3 of 28 ............................................................................................................16 Outgoing Calls................24 To Set a Timed Reminder....................................... Second Call Waiting................

...........................................................27 Ringing Pitch......................27 23.27 Warning Tone.......................................27 Handsfree Mode........Ringing Volume................................................................................................................................................................................................................................................................................................................................................... Display Key Functionality......27 Handset Volume.........28 4 of 28 ................................................................................................................................

Standard and the Advance all have a LCD display. Introduction This document aims to provide information and guidance on the use of the various models of digital telephone available at the University of Leeds. 5 of 28 .1. A separate document has been produced for the non-display digital handset. The University of Leeds telephone system has 4 models of Optipoint handset in its product range. the Basic. the Standard and the Advance. These are the Entry. The Basic. along with the features of the pre-programmed keys and the feature codes of the telephone system. This document contains information on the Standard Key Layout of the Standard and Advance telephone.

Optipoint Advanced Button 1 2 3 4 Feature Service Redial Mail Box Speaker Button 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 Feature Pick Up/Connect Call Park DSS DSS DSS Name Name Name Name Name Name Name Name Name Release NB. Optipoint Standard handsets are as above but have eight feature buttons and no hands-free port. 3. Making and Receiving Calls The Optipoint Standard/Advance Telephone gives you the ability to make calls ‘On Hook’ or 6 of 28 .2. . Example of Optipoint Advance Telephone Key layout.

e. Or Dial required number on ‘Live Keypad’. To Receive a Call  Lift Handset Or  Press Speaker key When you receive a call to your handset you will be able to distinguish if the call is an External call or an Internal call by the ring tone. . To Make an Internal or External Call    Lift handset and dial required number.g. The telephone has a ‘live’ keypad which means you do not need to press the ‘Speaker’ key for handsfree dialling. 7 of 28 . Remember access code. An External call will give a double ring tone at your handset.. just dial straight onto the keypad. 9 for an outside line.‘Off Hook’. when call is answered you can decide whether or not to lift the handset. an Internal call will give a single ring tone at your handset.

press  to “Return to held call?” Transfer a Call – Announced on Busy  Press  to “Release and Return?” 8 of 28 . Transferring Calls On HiPath 4000 you are able to transfer calls Announced and Un-Announced.4. If you transfer a call Un-Announced to an extension and the call is not answered it will return back to the originating telephone after a pre-set time. announce call and replace handset Transfer a Call – Announced on No Answer   Press  to “Dial Again?”. key another number if required Or. Transfer a Call – Unannounced Whilst on a Call:   Press  for “Consultation?”. caller is automatically put on hold Key required number On answer. caller is automatically put on hold Key required number Replace handset Transfer a Call – Announced Whilst on a Call:   Press  for “Consultation?”. If the extension has a Forward set the call will follow the forwarding.

Hold To Put a call on hold:  Press  for “Consultation?”. The ‘Consultation’ option can be used to put calls on temporary hold. Consultation Hold On HiPath 4000 there is no dedicated Hold function key or facility key. but this key is also used for transferring calls.5. caller is automatically put on hold Press  to “Return to held call?” 9 of 28 .

Call Alternating (Toggle) The call alternating feature enables the user to toggle between two calls (internal/external or Network calls). The above calls can either be calls received by the user or set up by the user. press  “Consultation?” Establish second call Scroll ◄► to “Toggle?”. Or 10 of 28 .  Press .6. press . replace handset    You can release a caller. toggle back to the caller you wish to release:Scroll to ◄► to “Release and return?” Press  to return to the other caller. Toggle      With one call established.  to alternate between the callers (Use the display for information) To connect calls.

Conf 1-2-3-4 and briefly the number of the position added. Conf 1-2-3 and “Add Conference?” To Join another party to the Conference      Anyone with “Add to Conference?” displayed can include the fourth party Press  Establish fourth call Press  for “Conference?” All parties receive a warn tone and the screen displays will indicate how many people are in the conference. Or Press  to get to the “Next Conference Party?” you wish to release Scroll ◄► to “Release party?” then press  “Party released” is temporarily displayed During a Conference you also have the option to “Remove last party?” and whilst in “View members” mode. internal or external) To Set up a Conference Call With an existing call established       Scroll ◄► to “Start Conference?” or select “Consultation?” Press  Establish second call Press  for “Conference?” Screen briefly displays your position within the conference All parties will receive a warn tone and the screen displays will indicate how many people are in the conference. Conference The ability to add a third party to an existing call (maximum of 8 people. 11 of 28 . To Leave a Conference      Replace your receiver or Scroll ◄► to “View Members?” Press  Either Scroll ◄► to “Release party?” then press  (to release party in display).7. you have the option to “Stop viewing?” the members in the Conference.

your phone will ring to advise that the extension is now free.8. ◄►”Delete?”. Check the display. Lift the handset to answer the callback. Auto callback deleted will appear briefly Call back on No Answer When there is no reply from the required extension. To Cancel Call back On Busy   Or    When the callback request rings back to you Press  for “Cancel Callback?” Scroll ◄► to “Display Callbacks?”. Call Back It is possible to set up to 5 Callbacks. or ◄► “Cancel?” If you choose the “Delete” option. press  Scroll ◄► to view options “Next Callback?”. To Set      Dial number required Hear ringing tone Press  for “Callback?” Screen will confirm “Will Callback” Replace handset 12 of 28 . To Set      Dial number required Hear engaged tone Press  for “Callback?” Screen will show “Will Callback” Replace handset When caller becomes free. this will show you which callback is ringing you back. This can be a Call Back to a busy extension or Call Back to an extension that is ringing no answer. you can activate a callback request in the called persons mailbox or to be activated automatically when the extension is next used. the number can be stored and will call you back when the called person replaces their handset. Callback on Busy If an extension is engaged when called.

13 of 28 . or ◄► to “Cancel?” If you choose the “Delete?” option. ◄► “Delete?”. press  if you wish to go onto the next message Note:. Auto callback Deleted will appear briefly.A Callback on no reply may light the mailbox LED on the telephone that you have requested to call you back. number and the time of the request is shown in the display. Display a Callback Request that you have Set     Scroll◄► to “Display Callbacks?”. press  if you wish to delete message Or scroll ◄► again to “Next entry?”. press  if you wish to call sender Or scroll ◄► again to “Delete?”. press  The display will show the first callback Scroll ◄► to “Next Callback?”. the callers name. When the recipient presses the lit Mailbox key to see who called.To Display Callback Request with Mailbox LED     Press lit Mailbox key Scroll ◄► once to “Call Originator?”.

To Store a Number         Press Service key Press  for ”Destinations?” Scroll ◄► to “Speed Dialling?” Press  Key index no. you are asked New Entry? Scroll ◄► to “Delete?” Press  . To redial this number. “Nothing stored. 10.9. press the Redial button.g.. lift handset “Last number redial?” will be displayed.your number has now been deleted . Enter destination” appears on display Key required number (remember to include external access code e. To Use Individual Speed Dialling    Press Service key Dial speed dialling access code 3 Key index number (00-29) To Delete an Individual Speed Dialling Number         Press Service key Press  for “Destinations?” Scroll◄► to “Speed dialling?” Press  Key index number 00-29 you wish to delete You now view the number to be deleted. 9) Press  to save. press .. 00-29 etc.. Individual Speed Dialling Each user has the facility to store 30 destinations via the handset keypad. Last Number Redial The Redial button stores the last number that you dialled. or. 14 of 28 .

g. A list of central codes (formally known as short codes) and their corresponding destination details can be found within http://www. *61 Key index number.uk/iss/network/telephony To Use System Speed dialling   1 Key system speed dialling access code.11. i. System Speed Dialling1 The system administrator has the ability to store commonly used numbers centrally and each user on the system can have access to these central codes.leeds.e..ac. 000-499 Formerly known as short code 15 of 28 .. e.

Free or Connected. The information recorded includes the number. Scroll ◄► to “Delete?” Press  the entry has now been deleted Press the Service key to exit. Call Journal The Call Journal feature allows a user to display the last 12 incoming and 6 outgoing calls. i. 16 of 28 . Scroll ◄► to “Delete?” Press  the entry has now been deleted Press the Service key to exit. date and information of the state of the extension when the call was placed.. time. Outgoing Calls           Press Service key Press  for “Destinations?” Scroll ◄► to “Call log?”. Please note that this feature needs to be activated by your system administrator. Busy. press  Scroll ◄► to “Outgoing Calls?” Press  to view the last numbers dialled Press  for “Output?” to return the call Or. Scroll ◄► to “Next call?” Or. Scroll◄► to “Next call?” Press  to display the next call Or. Incoming Calls             Press Service key Press  for “Destinations?” Scroll◄► to “Call log?” Press  Press  for “Incoming calls?” Information is shown Scroll ◄► to “Output?” Press to return the call Or.e.12.

Second Call Waiting If this feature is activated then the user will receive an indication that a second caller is waiting (DDI. internal or from the Attendant Console). Activate Second Call      Press Service key Scroll ◄► to “Feature settings?” Press  Press  to “Camp on?” Press  to “Activate?” Second call Answer Second Call    Press flashing Pickup key or Connect key The first call will automatically be held The Toggle feature can then be used to alternate between the calls or you may wish to transfer one of the callers by using the consultation feature. Deactivate Second Call      Press Service key Scroll ◄► to “Feature settings?” Press  Press  to “Camp on?” Press  to“Deactivate?” Second call 17 of 28 . The second caller will receive ring tone.13.

as the user will be able to see which handset is being called and the type of call that is incoming to that handset. Call Pickup The system administrator can programme users into pickup groups. you must Scroll ◄► to Consultation? if you wish to transfer the call. e.. This can be a mixture of digital and analogue telephones (Note a maximum of 25 digital handsets in one group if all indicators are required).14. To Activate Call Pickup      Press the flashing Call Pickup key or Connect key Or. you can use Directed Call Pickup Directed call pick up makes it possible to answer a call outside of your pickup group Scroll ◄►to “Directed Call Pickup?” and press  then enter the ringing extension number. A display handset enhances this feature. 18 of 28 . Dial the Direct call pickup access code. *3 followed by the ringing extension number.g. Or. When accepting a call from the group the display will show who the call is for and where the call is from.

*3 followed by the extension number where the call is parked.    Whilst connected to a call.g. Call Park The Call Park facility allows you to park a call at one extension and retrieve the call from another extension within your pickup group. 19 of 28 . Parking a Call  Press the Call Park key. the LED is now flashing Retrieving a Parked Call  Press the flashing Call Park key Note: If the call is not retrieved within a pre-determined time. This key can only be used if you are part of a pickup group. Or.. Directed Call Park This feature allows a user to park a call directly on to another extension or your own extension. Scroll ◄► to “Directed Call Pickup?” Press  followed by the extension number. then it is not possible to park another call. Scroll ◄► to “Directed Call Park?” Press  and enter the destination number The call is then automatically held and the handset is replaced Reconnect to a Parked Call at the Destination phone    Lift the handset Scroll◄► to “Reconnect?” Press  to connect to the held call Retrieving a Parked Call from another extension   Dial the direct call pickup access code e. the call will automatically be represented back to the extension that last parked the call.15. If there is a call already parked.

Four variants are possible:    System Call Forwarding (Administrators Only) Fixed Call Forwarding (Administrators & Users) Variable Call Forwarding (Users) Forward Station Number (Users) To Set a Fixed Call Forward          Press Service key then  for “Destinations?” Display shows “Call Forwarding?” Press  Display shows “Variable call forw. the display will confirm your action has been activated. Call Forwarding This feature enables the users to direct their extension number to another destination. 20 of 28 .16. All calls to the user will now forward to the chosen destination To De-activate the Call Forward   Scroll ◄► to “Call Forwarding Off” Press  To Delete the Fixed Call Forward Destination       Press Service key then  for “Destinations?” Press  for “Call forwarding?” Press  for “Next forwarding type?” “Fixed call forw.the fixed destination has now been deleted. off” is shown in display Scroll ◄► to” delete?” option Press  . Off” & “Next forwarding Type?” Press  for “Fixed call forw off” Scroll ◄► to “Enter destination” Key in the required destination required Press to “Save”.

on” This will activate the feature immediately. 21 of 28 . and take preference over any other type of forwarding. To Deactivate the Variable Call Forward   Scroll ◄► to “Call Forwarding Off” Press  The above has now completely been cancelled and the handset will refer back to any “System call forwarding” that may have been programmed. the originating handset will not ring a number of times before forwarding. on?” Press  Key in the required destination Press  to “Save” Display shows briefly “Variable call forw.       Scroll ◄► to “Var.To Set a Variable Call Forward Destination This is an immediate forward for both Internal and External calls i.e. call forw.

22 of 28 .?” Enter your own station number (if forwarding across a Network end the station number with a #) Press  Enter ID if protected or Press  (if forwarding across a Network end the ID number with a #) Enter the destination number Press  to “Save” All calls to the user will now forward to the chosen destination To Deactivate Remotely           Press Service key Scroll ◄► to “Feature settings” Press  Scroll ◄► to “Forward station no.?” Press  Press  for “Variable Call forw.17. Forward Station Number This feature enables the user to ‘pull’ their calls to an alternative destination.?” Press  Press  for “Variable call forw. To Set Forward Station Number           Press Service key then  for “Destinations” Scroll◄► to “Forward station no.?” Enter your own station number (if forwarding across a Network end the station number with #) Press  Enter ID if protected or press  (if forwarding across a Network end the ID number with #) Press  for “Forwarding Deactivate?” The above has now completely been cancelled and the handset will refer back to any programmed destination.

an attendant console and voice messaging services.  Cyclic A call to a cyclic hunt group will be routed to the longest free extension. therefore distributing the calls on an even basis. Extensions can be members of more than one hunt group. If standard codes are used. please contact ISS Telephony Services. then the call is routed to the next free extension in the hunt group. which should receive a call.18. unless that extension is busy/no answer or unavailable. To log out of a Hunt Group  Press #52 To login to a Hunt Group  Press *52 23 of 28 . Destinations in hunt groups can include extensions. The two hunt groups can be accessed in two ways:     Master number – Extension within the hunt group Pilot number . Station Hunt Groups There are two types of hunt groups – Linear and Cyclic  Linear A call to a linear group will always be routed to the first station in the hunt group. users can login/out of the hunt group using the following login/logout codes:- Should you wish to create or alter an existing hunt group.A phantom number within the Hipath 4000 system which is not presently being used by a normal extension.

       Press Service key Scroll◄► “Reminder?” Press  Scroll ◄► to “Next Reminder?” Press  for “New Reminder?” or Scroll ◄► to “Delete?” Press  to “Delete” Press the Service key to exit 24 of 28 . for example. Timed Reminders This feature enables users to set a chosen time to be reminded. To Acknowledge the Timed Reminder  Lift handset Delete a Reminder It is possible to delete a reminder before the set time. The phone rings 10 times and if not acknowledged will try once more later. an appointment. A user can set up to five reminders.19. To Set a Timed Reminder       Press Service key Scroll ◄► to “Reminder?” Press  Press  for “New Reminder” Key chosen time Press  to “Save?” The user’s handset will now ring at that chosen time and the display will also show the time the reminder was set for.

press the relevant DSS key and the extension user will receive a warn tone. then the user is busy. To camp-on to the busy extension. Direct Station Select (DSS) This feature enables the user to access others via a one key operation. They can also monitor the status of another user – busy or free.  To override any Do Not Disturb or Divert. you can pickup the call by pressing the flashing DSS key. it indicates that the extension is ringing.  If the LED is flashing. 25 of 28 . Users can also transfer calls using the DSS key instead of “Consultation” Programme A DSS Key        Press Service key Scroll ◄► to “Key Function” Press  Press the key that you wish to programme Press  to “Change” the feature Scroll ◄► to “Direct Station Select?” then press  Press  to “Save” Programme A Number under the DSS Key      Press Service key Press the DSS key Press  for “New Entry?” Key internal destination number Press  to “Save” To Use DSS Key  Press relevant DSS key to make or transfer a call  If the LED is lit. If they have a display phone. press the DSS key when the LED is not lit. they will see the number/name of the person who is trying to contact them.20. They then have a choice to pick-up the call and use the toggle feature to alternate between the two calls.

Station Speed Dial Keys (Name Keys) This feature enables the user to programme frequently used internal/external or network numbers for one key operation. To Programme Station Speed Dial Keys      Press Service key Press free name key “Nothing stored – Enter new number” is displayed Key in chosen number (Include any access code required) Press  to “Save?” To Use the Station Speed Dial Keys  Press relevant name key 26 of 28 .21.

press  Use the + and – keys by the side of the handset to adjust the volume Press  to set Handset Volume     Whilst on a call Use the + and – keys by the side of the handset to adjust the volume Only press the  if you wish to set it at this level If you don’t press the  . Volume Control You adjust the volume with the handset down Ringing Volume      Press the + key The display will show “Phone settings . select option required Press  to set Warning Tone The warning tone is the indication for a call pickup      Press the + key The display will show “Phone settings . Normal room or Quiet room.22.Ringer volume?” Scroll ◄► to “Warning Tone”.Ringer volume?” Scroll ◄► to “Hands-free mode?”. Press  Use the + and – keys by the side of the handset to adjust the three options Room with echo. Press  Use the + and – keys by the side of the handset to adjust the pitch 8 stages for the optiset & 16 stages for the Optipoint 500 Press  to set Handsfree Mode       Press the + key The display will show “Phone settings . the handset volume will default back to normal level 27 of 28 .Ringer volume?” Press  Use the + and – keys by the side of the handset to adjust the volume Press  to set Ringing Pitch       Press the + key The display will show “Phone settings .Ringer volume?” Scroll ◄► to “Ringer pitch?”.

23. 28 of 28 . press  then Exit You may also be able to change features on keys. Display Key Functionality        Press Service Key Scroll ◄► to “Key function?” Press  “Key layout” – please press a key Display shows what is on the feature key Scroll◄► to “Return”.