Aastra 9516CW manual

9516CW Installation and User Guide[...]

9516CW Impor tant Tips ➤ W ait for at least two rings to allow the phone to identify a caller and display the caller’ s name and/or number . Y ou will have to subscribe to a Calling Line Identification service to take advanta ge of this featur e . ➤ If the Handsfr ee mode (speakerphone) is not working , ensur e that you have the Headset opti[...]

Table of Contents Introduction 1 Ke y Descriptions 2 The Set Options list 3 Basic Installation 4 Connecting the handset cord 4 Connecting the line cord 4 Connecting an optional f ax machine or modem 4 Connecting the pow er adaptor 4 Checking y our telephone 5 Desk Mounting 5 Optional W all Mounting 5 Adjusting the Displa y 5 The Set Options K ey 5 [...]

Table of Contents Saving from the displa y to memor y ke ys 37 Recording a Call Announcement (V oice T ag) for a memory ke y 38 Labeling the memor y ke ys 38 P ersonalized Greetings f or Memor y ke ys 38 Making calls from memor y ke ys 39 Editing memor y ke ys 40 Deleting memor y ke ys 40 Saving f eatures in memor y ke ys 41 Using f eature k eys 41[...]

1 Intr oduction Thank you for purchasing Aastra’ s 9516CW telephone. W e think you’ll find it’ s full of exciting features. W ith a built-in digital answering machine, personal Directory , and a Callers list, your ne w telephone is designed to take full adv antage of the latest services of fered by your local telephone company . When you sub[...]

2 K ey Descriptions ∆ Cycles through eight settings to adjust the display contrast. ¢ Allo ws you to store 75 numbers and names. Y ou can also assign mailbox es and record customized messages and Call Announcements (V oice T ags). ß Stores numbers and names in the Directory and in memory ke ys. This k ey also sa ves recordings, greetings and me[...]

3 ∑ Allo ws you to erase memory keys, delete single or all items in the Directory and Callers List as well as the entire Redial List. Y ou can also delete greet- ings and messages. ˚ When you hear the Call W aiting tone or to initiate Three W ay Calling, press Link to acti v ate these features. Link is also kno wn as Flash. µ Allo ws you access[...]

4 Basic Installation This section explains ho w to install your 9516CW telephone. Connecting the handset cor d Connecting the line cor d Attach one end of the handset cord to the handset and the other end to the handset jack. Attach one end of the line cord to jack number 1 and the other end of the line cord to the wall jack. Connecting an optional[...]

5 Chec king y our telephone When you first plug in your 9516CW , the telephone initializes itself and then you may see a message asking you to make a language selection. F ollow the directions on the display to select a language. Y our telephone also runs a test to ensure that the line cord is connected properly . If the test fails, the display pr[...]

6 Basic Features Making a call Y ou can use the 9516CW to simply make a re gular call, or else you can predial a telephone number to ensure it is correct before it is dialed out. Follo w the procedures below to mak e a regular or predialed call. Note : If you hav e turned on the li ve dial pad option, you will not ha ve to lift the handset or press[...]

7 Making a Handsfree call Y ou don’t ha ve to use the handset to use your telephone. Instead, you can use Handsfree mode to place a call, or you can switch to Handsfree mode while a call is already in progress. Putting a call on m ute Y ou can turn of f the microphone so that the caller cannot hear you b ut you can still hear the caller . Muting [...]

8 Call W aiting Identification † The 9516CW is capable of displaying Call W aiting Identification information of a second incoming call while you ha ve a call in progress. When you are on a call and you hear the Call W aiting tone, the Call W aiting information is displayed as shown belo w . If you decide you want to speak to the ne w caller , [...]

9 SuperFlash † The SuperFlash feature allo ws either of two telephone e xtensions to acti v ate the link to a Call W aiting call. When a person at either extension presses ˚ both e xtensions switch to and speak with the Call W aiting caller as sho wn in the diagrams below . Calls will not be disconnected when you press ˚ . If you wish to return[...]

10 T urning the displa y of Call W aiting Identification on or off Y ou can choose whether or not Call W aiting Identification is displayed on your telephone. Note : T urning the display of Call W aiting Identification on or off does not turn the feature itself on or of f. When the Call W aiting display is turned off, you will still hear the Cal[...]

11 T urning the ringer on or off Note: Do not lift the handset while you are turning the ringer on or of f. Setting the ring tone and ringer v olume Y ou can choose one of four dif ferent ring tones and set the ringer v olume. Contr olling the ringer volume When the telephone is idle or ringing, you can press the left or right side of the v olume b[...]

12 T urning the Ans wering Machine on or off Y ou can turn the answering machine on or of f through the Set Options list. The default set- ting is on. Even when the answering machine is turned of f it will answer the call after 15 rings. This allo ws you to turn on the answering machine using the Remote Access feature. F or infor - mation about Rem[...]

13 Greetings When the answering machine is turned on, a greeting is played to your incoming callers when you are una v ailable to take their calls. The 9516CW greets your callers with a fac- tory-recorded General Greeting that asks your callers to lea ve a message. If you choose not to use the factory General Greeting, you can record your o wn. See[...]

14 The General Greeting If you choose not to use the factory-recorded General Greeting, you can record your o wn. The purpose of the General Greeting is to greet your callers and provide them with infor - mation about lea ving messages. After you finish recording, you should replay your greet- ing to ensure it sounds the way you intended. For e xa[...]

15 The Priv ate Greeting † The Pri v ate Greeting is played to callers who ha ve block ed the display of their telephone numbers. Calling Line Identification for these callers appears as “Pri v ate name” and/or “Pri v ate number”. Y ou must record the Pri v ate Greeting before it can be played to callers who ha ve block ed their telephon[...]

16 Messages The maximum recording time for each greeting and incoming message is two minutes. The maximum total time for all of your greetings and messages is 30 minutes. As you delete messages and delete or record memos, the amount of time remaining is sho wn on the display . Knowing when y ou have a message The 9516CW indicator light flashes slo[...]

17 Contr olled playbac k using the Callers List Y ou can select or screen the messages that are played back by using the Callers List. Pla yback Options There are five options you can use when you are listening to your messages: • pressing ‘ once allo ws you to listen to your messages at a faster than normal speed and still understand the mess[...]

18 Call screening When the 9516CW answers a call, your greeting and the v oice of the person calling is played back through the handsfree speaker . Y ou can choose to pick up the call or let the call go to the answering machine. The Call Screening option is on by def ault. Call inter cept If the 9516CW answers a call and you want to speak to the ca[...]

19 Memos If you are going out and want to lea ve a message for someone, you can record a memo directly into the 9516CW . Memos can be retriev ed at the telephone or remotely . Memos are stored in the Callers List along with your messages. The set indicator light flashes letting you kno w there is a memo. If it is a ne w memo, the display sho ws: .[...]

20 Directory The 9516CW stores the numbers and names of up to 75 of your b usiness associates, cli- ents, contacts, and friends in your Directory . Y ou can dial these numbers by selecting them. Names are sorted alphabetically starting with their first character . (If you want your Directory sorted by the last name, enter the last name first.) If[...]

21 Creating a New Directory Entry To save a new entry to the Directory: 1. Press ß . 2. Press ¢ . 3. Enter the number (up to 24 digits) using the dial pad. 4. Press ß . Only the number is stored at this point. 5. If y ou do not want a name , go to step 6. T o enter a name, use the dial pad. See Entering Names belo w . 6. Press ß . 7. Select the[...]

22 Entering Names Y ou can enter names (up to 16 letters) to correspond with numbers you ha ve entered into the Directory or a memory ke y . The follo wing paragraphs explain ho w to enter letters using the dial pad. Before you can use the dial pad to enter names, you must first sa ve or edit a number in the Directory or a memory ke y . T o progra[...]

23 Y ou can also record a Call Announcement (V oice T ag) to a programmed memory key . Call Announcment (V oice T ag) options There are three dif ferent choices under the Call Announcement (V oice T ag) option. No Announce : When you choose No Announce, nothing is played through the 9516CW speaker after the first ring. No Announce is enabled by de[...]

24 Name Only: When you choose Name Only , the 9516CW announces the name through the handsfree speaker if you ha ve recorded a Call Announcement (V oice T ag) for that number in your Directory . For e xample: If someone in your Directory named Linda calls and the incoming telephone number matches the telephone number in the Directory , the 9516CW pl[...]

25 Saving a displa yed number to the Directory To save a displayed number to the Directory when not on an active call: 1. Ensure that a number appears on the displa y . F or example , access the Redial List, the Callers List, or a memor y ke y . 2. Press ß . 3. Press ¢ . If the name is display ed with the number , both are no w sav ed in the Dire[...]

26 Saving a memory ke y entry to the Director y P ersonalized Greetings for Directory entries Y ou can record a personal greeting for each number (up to 75) that you ha ve entered in the Directory . When the call is recei ved and the incoming number is matched to a number in the Directory , the caller will hear a personal greeting. † For e xample[...]

27 Finding items in the Directory To listen to a personalized greeting: 1. Press ¢ . 2. Press ª to find y our greeting. 3. Press ¶ . 4. Press ® . To change a personalized greeting: 1. Press ¢ . 2. Press ª to find the g reeting you w ant to change. 3. Press § . 4. Lift handset and press § . 5. Re-record y our greeting. 6. Press ß to end y[...]

28 Making a call fr om the Directory Editing in the Directory To make a call from the Directory: 1. Press ¢ . 2. Press ª or use the dial pad to find the n umber you w ant to dial. 3. Lift the handset or press either © or ∂ . 4. T o end the call, hang up the handset or press ® . To edit a Directory entry: 1. Press ¢ . 2. Press ª to find th[...]

29 Deleting items fr om the Directory Mailbo xes The 9516CW is equipped with 12 mailboxes for indi vidual message storage. It uses Call- ing Line Identification information to send the incoming calls to the assigned mailboxes automatically . † When an incoming number matches an entry in the Directory , the call is routed to the assigned mailbox.[...]

30 All mailboxes def ault to the Normal class. T o change the class of the mailbox, you must use the editing function belo w . Note that you cannot change the class of the General and Special mailboxes. Mailbo x Greetings Each of the 12 mailboxes on the 9516CW can ha ve a specific greeting assigned to it. These greetings are called Mailbox greetin[...]

31 Note: If you delete your General mailbox greeting, callers will hear the factory-pro- grammed greeting. To record your greeting: 1. Press ∞ . 2. Press ª to find the g reeting you w ant to record. 3. Press § . 4. Lift the handset and press § again. 5. Record y our greeting. 6. Press ß to end y our recording. 7. Press ® . To listen to your[...]

32 Assigning people to a Mailbo x A person’ s telephone number must be entered into the Directory before you can assign that person to a mailbox. For more information on Directory entries, see Creating a New Directory Entry on page 21. Y ou can assign a mailbox to a group of family members or colleagues. Ev ery person in this group will hear the [...]

33 Caller s List Using the Callers List The 9516CW stores up to 75 calls and messages in the Callers List. Y our telephone logs callers’ numbers (and names if av ailable), when they last called, the number of times they tried to reach you and the messages they left. † Y ou use the Callers List to access your stored calls and messages. See Calle[...]

34 Making a call fr om the Callers List If you call a number from the Callers List and you do not get connected, you may ha ve to edit the number (for example, the number may be long distance and you may ha ve to add “1”). See Editing in the Callers List below . Editing in the Callers List T o hav e the Callers List sho w local numbers without [...]

35 Saving displa yed number s from the Caller s List Deleting items fr om the Callers List To make the message new in the Callers List: 1. Press ≈ . 2. Use ª to find the message that y ou want to make ne w . 3. Press • . The indicator light begins flashing and appears on the displa y . Once you e xit the Callers list, appears on the displa y[...]

36 Memory keys Saving n umbers and names to memory ke ys Y ou can sa ve the numbers and names of your customers, b usiness associates, or anyone you call frequently in 9516CW’ s fiv e memory ke ys. Y ou can also assign those numbers Call Announcements (V oice T ags) and personal greetings. See Directory on page 20 for more information on sa ving[...]

37 Saving fr om the display to memory keys Note : Some of the memory keys may be f actory programmed. These k e ys are locked and cannot be erased or reprogrammed. Note : Some of the memory keys may be f actory programmed. These k e ys are locked and cannot be erased or reprogrammed. To save from the display to a memory key when not on an active ca[...]

38 Recor ding a Call Announcement (V oice T ag) for a memory ke y Y ou can also record Call Announcement (V oice T ag) to a programmed memory key . See Call Announcement (V oice T ag) on page 22 for more information. Labeling the memory keys After programming the memory ke ys, label them with the supplied blank labels and ke y caps. † P ersonaliz[...]

39 Note: The Li ve dial pad option must be turned of f to listen to greetings in memory keys. See Selecting the dial pad mode on page 45 for more information. Note: The Li ve dial pad option must be turned of f to edit memory keys. See Selecting the dial pad mode on page 45 for more information. Note: The Li ve dial pad option must be turned of f t[...]

40 Editing memory keys Note: The Li ve dial pad option must be turned of f to edit memory keys. See Selecting the dial pad mode on page 45 for more information. Deleting memory keys Before you can sa ve to a memory ke y that already contains a sav ed entry (a name, number , feature code, etc.), you must first delete the old contents of the memory [...]

41 Saving f eatures in memory keys † For easy access, you can sa ve the feature codes of telephone company services in your memory ke ys. This w orks well with network features such as Call Forwarding, Call W ait- ing and Call Return. Some features require an On and Of f code in two separate ke ys, while other features are stored in only one ke y[...]

42 Saving a f eature and light to memory keys Y ou can make the set indicator light come on when you turn a feature on and go of f when you turn that same feature of f. Y ou can only do this with one feature, and the feature must ha ve separate On and Of f codes (such as Call Forwarding). For e xample, you may want the light to remind you that you [...]

43 Ad v anced Features Adding a timer ke y Y ou can program any of the memory k eys to be a timer k ey . Using the call Timer The timer ke y is used to time the length of a call. Deleting a timer key Adding a pa ge key Y ou can program any of the memory k eys to be a page k e y . If the page k ey is assigned, the 9516CW is able to recei ve and init[...]

44 Using the page The page feature of the 9516CW allo ws you to send a page message to other 9516CW telephones, to an external speak er within your of fice, or to other page- compatible 9000 series telephones (such as the 9417CW). Before you can use this feature, you must pro- gram one memory ke y on each telephone in the paging network to be the [...]

45 Installing the page lines The page lines must be connected in parallel with each other on pins 1 and 6 of Jack #2 as sho wn belo w: Note : A separate jack and a 6 conductor line cord is required to connect page lines. This cord is not supplied with the 9516CW telephone. Contact your telephone company representati ve to ha ve page lines connected[...]

46 Entering area codes When you enter an area code or prefix using this feature, your 9516CW telephone will remov e that code or prefix from incoming numbers. For example, if you enter your area code into this option, all calls in your area code will appear in the Callers List with the area code stripped of f (the area code will appear in bracket[...]

47 Entering Dialing Restrictions Dialing Restrictions are used to pre vent certain numbers from being dialed out. There are three codes (up to se ven digits each) that can be programmed to pre vent certain numbers from being dialed. If you attempt to dial a number that matches the restricted digits, the message, appears on the display . For example[...]

48 The Security Numbers f eature The 9516CW is equipped with a Security Numbers feature to keep selected numbers pri- v ate when you dial. When you hav e entered a security number using this option, your tele- phone does not display or store the digits that you dial after that security number . Instead, the numbers that follo w the security number [...]

49 The F ax Switch The Fax Switch feature allo ws you to hav e two telephone numbers on one incoming line. There is one telephone number for the line and another telephone number for a Fax Switch peripheral (e.g. fax machine). T o use the Fax Switch, you must subscribe to your telephone compan y for Distincti ve Ringing † . The telephone compan y[...]

50 Copying the Directory to another 9516CW telephone The contents of the Directory of one 9516CW telephone can be copied into the Directory of another 9516CW . Y ou can sav e a lot of programming time by cop ying the contents of a completed Directory to another Directory instead of entering the names and numbers again. The contents of the Directory[...]

51 Call Bloc king The Call Blocking feature detects “Pri v ate Name” and/or “Pri v ate number” incoming calls. When “Priv ate Name” or “Priv ate number” calls are receiv ed, Call Blocking directs the call to be answered after the first ring by the answering machine. The caller will hear the Pri v ate Greeting if you ha ve recorded [...]

52 A utomated Attendant The Automated Attendant feature of the 9516CW w orks as the receptionist for a small b usiness. When acti v ated, the Automated Attendant prompts provide a list of options so your callers can: • recei ve information • lea ve messages • be connected to an operator The Automated Attendant feature pro vides your callers w[...]

53 Joe then set up his mailboxes as sho wn in this table. Enabling or disabling the Automated Attendant feature is done through the Set Options list. When Automated Attendant is enabled all calls are answered by either your General, Spe- cial or Pri v ate Greetings. If your caller does not press any of the dial pad k eys after the greeting has play[...]

54 Remote Notification Y ou can program the 9516CW to call you at a dif ferent telephone number when there is a ne w message for you. If the Remote Notification call is not answered, the 9516CW will attempt to call you five more times. The Remote Notification def ault is of f. Note : Y ou should enable the Remote Notification feature from the [...]

55 Remote Access Y ou can access the 9516CW from another telephone number to retrie ve your messages and/or call log information. Call your 9516CW and listen to the greeting. During the greeting press • . The 9516CW prompts you to enter your password. Using the dial pad, enter your four digit passw ord (as sho wn belo w). After you ha ve entered [...]

56 Remote Access To listen to your messages remotely: 1. Dial the telephone number of the remote 9516CW . 2. While the greeting is pla ying, press • . Ev en if y our ans w ering machine is tur ned off , it will still pick up after 15 rings to allow y ou to tur n it on or access other options. 3. Enter y our pass word. 4. Press ⁄ f or Callers an[...]

57 Displa y messages and lights The 9516CW has a back-lit three-line display that uses icons and messages for your call information as sho wn belo w . The Callers List screen A Sample Callers List screen is sho wn belo w . Knowing when y ou have a V oice Mail message The 9516CW’ s set indicator light lets you kno w that your telephone company V o[...]

58 General displa y messages Message What it means If there is no dial tone, mak e sure the line cord and handset cord are attached securely . The transf er of Director y information from one 9516CW to another 9516CW has begun. The transf er of Director y information has been abor ted. The number y ou ha v e entered cannot be dialed because it has [...]

59 Callers List displa y messages Indicates an incoming Call W aiting call. Indicates the number of ne w messages in y our 9516CW ans wering machine. When you are not on the telephone and not in the Callers List, the displa y shows y ou how many callers ha ve been added to the list since you last chec ked it. Y ou hav e tr ied to sa ve to a memory [...]

60 Learning about the Lights The 9516CW’ s set indicator light also alerts you when another e xtension is on the line, the telephone rings, a call is on hold or a feature is on. There is a small red light beside © to sho w you the status of handsfree and mute. Set indicator light messages Handsfree indicator light messages Viewing m ultiple disp[...]

61 Special Inf ormation about y our 9516CW If a po wer failure occurs while you are on your call, your call will not be disconnected. Y our 9516CW is capable of maintaining your call during a po wer failure. If a power failure occur s while you are on a handset call: • Y our call will continue as usual with no interruptions. If a power failure oc[...]

62 T r oubleshooting The display is in the alternate language. Y ou can change to the other language by pressing the Set Options ke y , then pressing ‚⁄ and pressing • . The cursor does not mov e when I am sa ving in the Directory . The number or name is too long. Numbers can be no longer than 24 digits and names can be no longer than 16 char[...]

63 Call W aiting Identification inf ormation is not being displayed. Make sure that the Call W aiting Identification information option is enabled, and that you ha ve subscribed to a Call W aiting ID † service. I am unable to call back from the Callers List. The Callers List will record the area code of any call, including local calls. Y ou nee[...]

Index A Answering Machine number of rings before answering 12 turning off/on 12 Area codes 46 Automated Attendant 52 C Call Announce (Voice Tag) 22 options 23 recording a name 22, 23 setting the volume 11 Call Blocking enabling/disabling 51 Call Display see Calling Line Identification Call Waiting Identification 8 turning display on/off 10 Call Wai[...]

Index E Editing area codes 46 dialing restrictions 47 mailbox names 30 memory keys 40 Security numbers 48 the Callers List 34 the Directory 28 F Fax Switch 49 Feature Light keys 42 Finding items in Options List 3 in the Callers List 33 in the Directory 27 Flash see Link, SuperFlash G General greeting 29 Greetings Automated Attendant 52 choosing to [...]

Index Mute 7 O Options 3 P Page key 43, 44 volume control 11 Pager 54 Passwords 55 Pause 14, 54 Play key 3 Playback auto 16 listen privately 16 options 17 R Record key 3 Redial key 3 list 7 Release key 2 Remote Access 55 Remote Notification 54 Right Arrow key 2 Ring tone setting 11 S Save key 2 Saving Feature Off code 41 Feature On code 41 feature/[...]

L IMITED W ARRANTY Aastra T elecom warrants this product against def ects and malfunctions dur ing a one (1) year period from the date of original purchase. If there is a def ect or malfunction, Aastr a T elecom shall, at its option, and as the exclusiv e remedy , either repair or replace the telephone set at no charge, if returned within the warra[...]