SwyxPhone L400 User Documentation

SwyxPhone L400 The perfect Desktop Phone for Computer Telephony Integration using SwyxIt!

Please replace the included documentation from Siemens with this user documentation.

As of: May 2004

© 2000-2004 Swyx. All rights reserved.

Legal Information

Whilst Swyx attempt to convey accurate and current information relative to the creation ofSwyxPhone L400 and this documentation, the information provided in this user guide maycontain typographical or technical errors.This documentation, including all information contained herein is provided “as is”, without anywarranty of any kind, whether expressed or implied, including, but not restricted to, any impliedwarranties of merchantability or fitness for a particular purpose or non-infringement.Trademark: Swyx, SwyxIt!, the integration smiley and „Click. Phone. Smile.“ are registeredtrademarks of Swyx. All other trademarks and product names are trademarks or registeredtrademarks of the respective owners. Siemens and CorNet® are registered trademarks ofSiemens AG. This documentation is proprietary intellectual property of Swyx. Reproduction,adaptation, or translation of this documentation without the express written consent of Swyx isprohibited and will be prosecuted as a violation of intellectual property rights.

Swyx

Joseph-von-Fraunhofer-Straße 13aD-44227 Dortmundwww.swyx.com

http://www.swyx.com

Table of Contents

Preface .........................................................................................................................i

1 Illustration of SwyxPhone L400 with a Description of the Buttons1.1 Defined Function Keys ........................................................................... 1-1

1.1.1 Numeric Keypad ................................................................................ 1-11.1.2 +/- Buttons ....................................................................................... 1-1

1.2 Configurable Function Keys (Default Setting) ........................................ 1-21.2.1 Lines .............................................................................................. 1-21.2.2 Speed Dials...................................................................................... 1-21.2.3 Redirection....................................................................................... 1-21.2.4 Voicemail......................................................................................... 1-31.2.5 Call transfer...................................................................................... 1-31.2.6 Redial ............................................................................................. 1-3

2 Telephoning with SwyxPhone2.1 How do I call a subscriber? .................................................................... 2-12.2 Other Options for Calling a Number ....................................................... 2-12.3 How do I answer a call? ......................................................................... 2-12.4 How do I pick up a call? ......................................................................... 2-22.5 How do I end a call? ............................................................................... 2-22.6 How do I start an inquiry call? ................................................................ 2-32.7 How do I switch between two subscribers (Call Swap)? ........................ 2-42.8 How do I connect two subscribers to one another? ............................... 2-42.9 How do I transfer a call without using Inquiry Call?................................ 2-52.10 How do I redirect a call? ......................................................................... 2-52.11 Speaker .................................................................................................. 2-6

2.11.1 Activating the Speaker During a Call ....................................................... 2-62.11.2 Deactivating the Speaker During a Call.................................................... 2-62.11.3 Regulating the Volume ........................................................................ 2-6

2.12 Configuring the ringing tone ................................................................... 2-62.13 Further Functions ................................................................................... 2-7

3 Configuration of SwyxPhone L4003.1 Configuration on SwyxPhone L400 directly............................................ 3-13.2 Configuration of SwyxPhone in SwyxIt!.................................................. 3-2

4 Remote control of your SwyxPhone orvia CTI-SwyxIt!

Table of Contents 1

App. A: Set It Up & Log OnA.1 Items Included in the Delivery ................................................................A-1A.2 System Requirements ............................................................................A-1A.3 Connect SwyxPhone L400 .....................................................................A-1A.4 Logging on to SwyxServer......................................................................A-3

App. B: Technical DetailsB.1 Care Instructions ....................................................................................B-1B.2 Technical Data SwyxPhone L400...........................................................B-1

B.2.1 Restore the factory settings ..................................................................B-2

Index ........................................................................................................................... 1

Table of Contents2

PrefaceYour SwyxPhone L400 is a modern telephone for a new generation of telephone exchanges.Youno longer require a separate, in-house telephone network with complicated switchingtechnology. Now your PC network (LAN) also serves as an inhouse telephone network. Thesophisticated software operating on your network server provides a much more powerfulconnection management, with far more extensive telephony functions than have previouslybeen available.SwyxWare offers you all these new telephone exchange functions! In addition to the PC phoneSwyxIt! and the system telephone SwyxPhone L420, SwyxPhone L400 is a second telephonedevice which allows you to use telephone functions in an IP environment, even without a PC.If you have already installed SwyxIt! with your PC turned on, it is possible to dial from eitheryour SwyxPhone L400 or your PC (CTI). So you can dial from your PC, e.g. from anyapplication, but you make the call using your SwyxPhone L400.SwyxPhone L400 is a new member of the SwyxPhone family. Using SwyxPhone L400, youhave a fully-fledged phone on your desk also if your PC is turned off.This manual will describe SwyxPhone L400 for you. For further information please refer to theSwyxIt! documentation.

SwyxWare

Why SwyxWare?

Until now, two isolated communication infrastructures have existed side by side. On the oneside, you have the LAN (Local Area Network) for data communication and, on the other side,you have the private branch exchange (PBX) network for voice communication. Both networksare usually equipped with interfaces to the outside world. The introduction of new technologieswhich are based in the Internet Protocol (IP) make this separation unnecessary.IP is the technology behind SwyxWare and it represents a specific type of data transfer. IP-basedtelephone systems no longer transfer calls via permanently switched lines, but rather vianetworks which are based on Internet technology. This new type of technology for voicetransmission provides the user with a high degree of flexibility. It makes it possible to placetelephone calls via the internal company LAN, as well as via the Internet. This allows you toreach colleagues at other company locations far away with the same telephone and exchangefunctionalities as you would use to contact colleagues in the same building. This not onlyprovides new application options for business communication and easier use of telephones, italso offers companies a significant cost-saving potential.

SwyxServer

SwyxServer is the heart of the new SwyxWare telephony generation. You have the option ofusing either a phone of the SwyxPhone family as desk telephone, or SwyxIt! as a software-based telephone for the PC. These components have been optimally adjusted on SwyxServer.This ensures that you have unlimited use of all of the functions provided by SwyxServer.Compared to classic systems, your new SwyxWare telephony solution offers a wide range ofnew uses, e.g. a high-performance Voicemail functionality for every subscriber. Thisfunctionality provides you with an answering machine which records those calls which don’t

Preface 1-i

reach you, and it allows you to set various announcement texts. The voice messages from yourtelephone are then found in the form of e-mails in your e-mail inbox.

SwyxPhone L400

SwyxPhone L400 is the smallest member of the SwyxPhone family. In collaboration withSwyxIt! it offers comfortable telephony via CTI. The user can use the telephone also if the PCturned off.

SwyxPhone L420 and SwyxPhone L440

SwyxPhone L420 and SwyxPhone L440 combine the familiar and easy operation of a telephonewith the new IP technology and, therefore, it offers a multitude of attractive additionalfunctions, such as centrally stored user data, a display driven menu mode, and freely assignablefunction keys. Due to the use of the CorNet®-Protocol (basis for the PhoneManager), yourSwyxPhone L420 or SwyxPhone L440 has access to all of the important SwyxIt! properties and,at the same time, it remains independent of your PC. In order to be able to install SwyxPhoneL420 or SwyxPhone L440, PhoneManager must already be installed in the network.

SwyxIt!

SwyxIt! is a telephony application, which can be installed on your PC and will turn your PC intoan extremely high-performance telephone. SwyxIt! uses the Internet Protocol and interactsexcellently with Microsoft Outlook 97/98/2000/XP and Microsoft Exchange. For example, youcan use Drag & Drop to “drag” the numbers of an Outlook contact onto the SwyxIt! interface or,in the Outlook “Contacts” folder, you can click on the contact you want in order to call thissubscriber. Depending on the Outlook Calendar and the Call Routing Manager, it is alsopossible to define intelligent call redirections. All of your Voicemails can be opened in Outlookwhich you can then listen to them using a headset, the SwyxIt! Handset, or the PC speakers.

The Layout and Organization of this Documentation• Chapter 1 - In this chapter SwyxPhone L400 the buttons and the pre-configured

funcionality will be explained.• Chapter 2 - This chapter describes the following basic telephone functions.• Chapter 3 - In this chapter the configuration of the function keys of SwyxPhone L400 will

be explained.• Chapter 4 - In this chapter you will find out how you can control your SwyxPhone L400

remotely using a CTI-SwyxIt! on your PC. This means, you dial a number from your PC,but you make the call using your telephone.

• Appendix A - This chapter provides information concerning the requirements and settingsnecessary for initial operation of SwyxPhone L400.

• Appendix B - In this section you will find the technical details of Your SwyxPhone.

Preface1-ii

1 Illustration of SwyxPhone L400 with a Description of the ButtonsIn this chapter SwyxPhone L400 the buttons and the pre-configured funcionality will beexplained.All SwyxPhone L400 LED buttons can be configured, i.e. functions, lines or phone numberscan be assigned to LED buttons. All of the descriptions listed in this manual are based on thedefault button assignments present at the time of purchase.

Fig. 1-1 The Buttons of SwyxPhone L400

1.1 Defined Function KeysThe following SwyxPhone L400 buttons are preset and cannot be assigned to other functions.

1.1.1 Numeric KeypadThe numeric keypad is used to enter a telephone number.

1.1.2 +/- Buttons

You can use the +/- buttons to adjust the volume of the speaker and the handset, depending onwhich one is currently active. The volume setting will stay at this level for the next call. Furtheryou can set the volume of the ringing tone during a ringing call.

1. Labels

2. Function Keys

3. Volume Adjustment

4. Numeric Keypad

1 2

43

Illustration of SwyxPhone L400 with a Description of the Buttons 1-1

1.2 Configurable Function Keys (Default Setting)All function keys on SwyxPhone L400 can be individually configured. All function keys arepre-configured upon purchase. You have the option of assigning theses keys to meet your needs.The keys described in the following are pre-configured upon purchase.

1.2.1 LinesWith SwyxPhone L400, you have access to two (default setting) or more lines. By pressing theappropriate Line button, you can select the line you want to speak on, switch between lines, andpair lines in order to unite two subscribers.To select a specific line, just press short the Line button you want. A red LED signals thecurrently active Line. When you then call a subscriber, the selected line will be used for thiscall. If a call is received on this line, the corresponding LED will blink and the telephone willring. Is the call on hold the assigned Line button also blinks.

The call will be terminated by pressing the line button for two seconds. This occurs independentof the status of this line (active or on hold). If you press the line button for two seconds in theevent of an incoming call, the call will be redirected to the Voicemail.

1.2.2 Speed DialsSpeed Dials function just like abbreviated dialing buttons. If the Speed Dial is pressed theassigned number will be dialed immeadiately. SwyxPhone L400 offers in the pre-configurationtwo Speed Dials which can be configured by the user. Write the name on the insertion cardsupplied. Printable templates for the insertion card you will find as a PDF or a Word file on theSwyxWare-CD. For more information, please contact your administrator.To configure the Speed Dials, please refer to Chapter 3, Configuration of SwyxPhoneL400, page 3-1.Configuring a Speed Dial in SwyxIt!, you can define wether the button will be used for anIntercom Connection. In this situation the call will be accepted by the device of the calledperson automatically and you can speak to him immediately.

1.2.3 Redirection Press the redirection button to redirect calls immediately to another subscriber or to your

Voicemail. You must configure a redirection befor you can use it. For further information pleaserefer to chapter 3, Configuration of SwyxPhone L400, page 3-1.

Button Function Explanation

1 Line 1see chapter 1.2.1, Lines, page 1-2

2 Line 23 Speed dial 1

see chapter 1.2.2, Speed Dials, page 1-24 Speed dial 25 Redirection see chapter 1.2.3, Redirection, page 1-26 Voicemail see chapter 1.2.4, Voicemail, page 1-37 Call Transfer see chapter 1.2.5, Call transfer, page 1-38 Redial see chapter 1.2.6, Redial, page 1-3

Illustration of SwyxPhone L400 with a Description of the Buttons1-2

1.2.4 Voicemail A Voicemail is a spoken message in the form of a WAV file, which is sent via e-mail.

If the caller couldn't reach you, he can leave a Voicemail. You can listen to the Voicemail, whenYou are back at your desk or from an other phone using the remote inquiry.If you have e-mail access, your Voicemails will be sent to your e-mail address if this has beenset for your SwyxPhone during installation:When a new Voicemail has been left for you, this will be indicated by

• a glowing LED for the “Voicemail” button • a briefly interrupted (stuttered) dial tone

This is how you check your new Voicemails1. Press the “Voicemail” button.

A connection for querying the SwyxServer will be initiated immediately.

This is how you check your Voicemail1. Press the “Voicemail” button.

A connection for querying the SwyxServer will be initiated immediately.You can also check your Voicemail per Remote Inquiry. To do this, your Standard Voicemailmust be configured appropriately.For further information please refer to the SwyxIt!documentation.

1.2.5 Call transfer The Call Transfer button can be used to connect the currently active call to a call which is on

hold.After the subscribers have been connected, both of your lines will automatically becomeinactive.

1.2.6 Redial The Redial button will dial immedeatly the number you dialed last.

Checking Your New Voicemail

Voicemail inquiry

Configurable Function Keys (Default Setting) 1-3

Illustration of SwyxPhone L400 with a Description of the Buttons1-4

2 Telephoning with SwyxPhoneThis chapter describes the following basic telephone functions.

• How do I call a subscriber? (page 2-1)• How do I answer a call? (page 2-1)• How do I end a call? (page 2-2)• How do I switch between two subscribers (Call Swap)? (page 2-4)• How do I connect two subscribers to one another? (page 2-4)• How do I redirect a call? (page 2-5)• Speaker (page 2-6)

2.1 How do I call a subscriber?SwyxPhone is inactive, but logged on.

This is how you call a subscriber1. Simply lift the handset.

You will then hear the dial tone.2. Enter the number you want using the numeric keypad.

The subscriber is then immediately called.

2.2 Other Options for Calling a Number• Lift the SwyxPhone-handset and press the Redial button. The number of the last call will

be redialed immediately.• Press a Speed Dial. The number assigned to the Speed Dial will be dialed immediately.

2.3 How do I answer a call?If an incoming call is received, which is directed to you, or a call is forwarded to you, or if aGroup Call is received for a group of which you are a member,

• a ringing sound will be produced and• the Line button, on which the call is received, will blink.

This is how you pick up a telephone call1. To pick up the call,

• simply lift the handset. The handset is activated so that you can speak to the caller.

If you pick up a call by pressing the Speaker button only, please note that there is no microphonein SwyxPhone L400. In this instance you only can listen to the caller. If you like to talk to thecaller, you must lift the handset. The Handset button is not available in the preconfiguration.

Call Subscriber

Pick up Call

Telephoning with SwyxPhone 2-1

2.4 How do I pick up a call?You can pick up a direct call, a forwarded call and a call to a group of which you are a member,by lifting the handset. In the case of a signaled call, it only will be indicated by a brief tone thatanother user or a group has received a call. Signaling is set up by the system administrator. Youcan pick up a signaled call pressing the "Pick Up" button.If a call is signaled to you,

• the Pick Up button will blink, if there is one, and• if one exists, the Speed Dial, which has been assigned to the number called, will blink.

If the call is not picked up within 10 seconds by the subscriber originally called, you will thenhear an additional acoustic signal.

This is how you pick up a signaled callTo pick up the call,1. press the Pick Up button, if there is one, and lift the handset off the hook or1. press the blinking Speed Dial, if there is one.

This is how you pick up a telephone call if you are currently involved in a different telephone call1. press the Pick Up button, if there is oneor1. press the blinking Speed Dial, if there is one.

The previously active connection is put on hold, the subscriber hears music on hold, and the incoming call is picked up.

2.5 How do I end a call?You have been speaking to a caller and now you would like to end the call.

This is how you end a telephone call1. To disconnect the call,

• simply put the SwyxPhone handset back on the hook

or• press the Line button for two seconds.

If you end a call and you have a second call on hold, a single telephone beep will be producedafter 5 seconds have passed. Pick up the handset once again in order to directly connect to thecaller on hold.

This is how you end one of several calls1. You can end either a active line or a line on hold.

• Place the handset on the hook.or• press the Line button for two seconds.

The connection will be terminated. If the call was on hold the line won't be activated before termination.

Activating a Telephone Call

Activating a Second Call

End Call

Ending one of several calls

Telephoning with SwyxPhone2-2

If you have created the active connection yourself, putting the handset on hook will result in thetransfer of this call to the call on hold.

2.6 How do I start an inquiry call?You are having a telephone conversation and you would like to call another subscriber (InquiryCall). Then you would like to alternately speak to both subscribers (Call Swap).Example:

• You are speaking to a customer (subscriber A) and you would like to ask someone in thewarehouse (subscriber B), whether a certain article is on stock.

• You begin a second call at the same time with subscriber B. Then you can alternately speakwith subscriber A and subscriber B.

• While you are speaking with one subscriber (the corresponding Line button is activated),the other subscriber will hear music on hold.

• If you end the call with one of the subscribers (pressing the line button for two seconds),the corresponding line will be free again. You can then switch to the line on hold.

If you initiated the call on the active line and you place the handset on hook, the callers will beconnected to each other.

This is how you call an additional subscriber1. Press a free Line button during an active connection.

You will hear the dial tone and you can now call a second subscriber. 2. Insert the number and wait until the connection is established.

While you do this, the first call will be placed on hold and your conversation partner will hear music on hold. The LED for this line on hold blinks.

Inquiry Calls

How do I start an inquiry call? 2-3

2.7 How do I switch between two subscribers (Call Swap)?You are having conversations with two subscribers at the same time. The active connection isthe connection to the person you are currently talking to. The other subscriber,is on the line onhold. Switching between callers is called “Call Swap”.Example:

Several calls are received at the operator desk and you would like to redirect these calls tovarious colleagues, who, however, cannot be reached immediately. You can put the callers onHold, so that these callers will hear music on hold. You can switch to these connections onhold at any time in order to inform the callers on the progress of your efforts to connect themto the correct colleagues.

This is how to swap between an active call and a call on holdRequirement: You have one active line and at least one other line on hold.1. Press the Line button with the connection on hold; this line will now become active after a

delay.The activation of the corresponding line will be delayed. The LED of the active line is on, the LED for the line on hold blinks.

You can have as many calls simultaneously as you have lines. This means, however, that whilstyou have several (one) calls on hold and one active line at the most.

2.8 How do I connect two subscribers to one another?You are connected with two subscribers simultaneously. While you are talking to onesubscriber, the other subscriber is placed on hold, which means that he will hear music on hold.You can now connect these two subscribers to each other.Example:

You are talking to Subscriber A on Line 1. Line 2 has a connection on hold withSubscriber B. You connect Subscriber A with Subscriber B. Then both of your lines arefree again (inactive).

This is how you connect two subscribers1. Press the button “Call Transfer” (default: function key “Call Transfer”).

The subscribers are now connected to one another. Both lines become inactive.

If you have initiated the call on the active line, for example for an Inquiry Call, you can connectthese two lines by putting the handset on hook. If you were called on this line, this connectionwill be terminated if you put the handset on hook. The line previously on hold will once againbe active.

When you directly connect subscribers, you may still incur costs, even if you are no longerinvolved in their telephone call. This will only occur if you set up one or both of theconnections. If, for example, Subscriber A called you and you then called Subscriber B toinquire about something, you will only incur telephone costs for the connection to Subscriber B.No costs will be incurred if you are called by both Subscriber A and Subscriber B. However, ifyou have called both subscribers, you will be charged for both connections.

Switch between Calls

Connecting Subscribers

Telephoning with SwyxPhone2-4

2.9 How do I transfer a call without using Inquiry Call?Your SwyxPhone can be used to accept incoming calls and then to transfer these calls to anothersubscriber, without waiting for the new subscriber to answer. This means you can connect twosubscribers even though there is not yet an active connection to one of the subscribers.

This is how you transfer a call without inquiryYou currently have a call (e.g. with Subscriber A) and the line is active.1. Press a free Line button.2. Now select the number of the subscriber, to whom you would like to transfer the call

(Subscriber B).3. Then press the “Call Transfer” button or simply go on hook.

Subscriber A hears a ringing tone. The Line on which you initiated the second call will become free and the first line will change its status from “Hold” to “Transferring”. Your previous caller (Subscriber A) hears the telephone ring.The call will be accepted directly by Subscriber B.If the call is not accept within 20 seconds or if the call is redirected to Voicemail, the call attempt will be terminated and the caller will be placed once again on “Hold”. He will hear the usual music on hold.

4. You can activate the call again by pressing the Line button.

In case the caller to whom the call should be transferred is not available, please remember thatthe call may be redirected with some delay. If the call is redirected to Voicemail, the call transferwill automatically be interrupted, the caller is once again put on “Hold” and will hear the normalmusic on hold.

2.10 How do I redirect a call?You can redirect incoming calls

• to another telephone number (internal or external) or• to your Standard Voicemail.

This is how you activate immediate redirection1. Press the “Redirection” button on your SwyxPhone

The assigned LED glows/goes out. The redirection is activated resp. deactivated.To configure the immediate redirection on your SwyxPhone L400 directly, please refer toChapter 3, Configuration of SwyxPhone L400, page 3-1. For further information please refer to the SwyxIt! documentation.

Transferring a Call Without Inquiry

Redirection:switch on/off

How do I transfer a call without using Inquiry Call? 2-5

2.11 SpeakerWith SwyxPhone L400 you can activate the speaker so that people present in the room canfollow the telephone conversation.For this, please configure a function key as a Speaker button. For further information pleaserefer to chapter 3, Configuration of SwyxPhone L400, page 3-1.

2.11.1 Activating the Speaker During a CallRequirement: You are telephoning and using the handset.Switch on the speaker by pressing the Speaker button. This will allow those present in the roomto listen to the call. If the speaker is active, this will be indicated by the red LED next to theSpeaker button. The call will continue to be held via the microphone in the handset.

2.11.2 Deactivating the Speaker During a CallRequirement: You are making a call via the handset and the speaker is activated.Switch off the speaker by pressing the Speaker button. You can now telephone as usual usingthe handset. The LED for the Speaker button will go off.

2.11.3 Regulating the VolumeThe “+/-“ buttons located next to the numeric keypad can be used to regulate the speakervolume. These settings can also be made during a call. Please remember that the speaker mustbe switched on to allow the adjustment of the speaker volume.If you press the “+/-” buttons located next to the numeric keypad while the speaker is off, thevolume of the handset speaker will change.

2.12 Configuring the ringing toneYou can configure the ringing tone.Requirement: You are called and your SwyxPhone L400 is ringing.The “+/-“ buttons located next to the numeric keypad can be used to regulate the volume of theringing tone.

Telephoning with SwyxPhone2-6

2.13 Further FunctionsUsing SwyxIt!, you can assign other functions to the function keys. For further informationabout the configuration on the SwyxIt! please refer to Chapter 3.2, Configuration of SwyxPhonein SwyxIt!, page 3-2.You can use the following functions:

Function ExplanationHold The line is put on holdHook on/off Hook on / off (e.g. for using a headset instead of a handset)Incognito Suppress your number for the next callConference Starts a conferenceSpeaker Switches on or off the speaker or activates a lineLine button Represents an additional line (max. 9)

Default setting: Two Lines on Button 1 and 2Swap call Switches between linesMute Switches on or off the microphone during a callSpeed dial Abbreviated dialing button

Default setting: Two Speed Dials on Button 3 and 4Callback Request Requests a CallbackDo not Disturb Redirection of all calls to the Standard Voicemail.Disconnect Terminates the active connectionPickup call Picks up a signaled callRedirection Switches on or off the Immediate Redirection.

LED indicates, if the redirection is activeDefault setting: Button 5

Call Transfer Connects the active line and a line on hold.Default setting: Button 7

Voicemail LED glows, if a new Voicemail is availablePress the button to start the Remote Inquiry.Default setting: Button 6

Redial The number last dialed will be dialed againDefault setting: Button 8

Secondary call Enables or disables a second incoming call during a conversation.

Further Functions 2-7

Telephoning with SwyxPhone2-8

3 Configuration of SwyxPhone L400In this chapter the configuration of the function keys of SwyxPhone L400 will be explained.You can configure the Speed Dials and the function keys directly on SwyxPhone L400 or - morecomfortably - using SwyxIt!, which is logged on with the same user account.

Please note, that the configuration of the Line buttons and the Speed Dials are assigned to theuser account. So they are identical for all devices.

Example:On your SwyxIt! you have the assigned with the number "0555777888". Inthis case the button on your SwyxPhone L400 or on SwyxPhone L420 assigned to the, is also assigned to the same number. If you change the assigned numberon your SwyxPhone L400, the number in the user profile of SwyxIt! will be changed too.

3.1 Configuration on SwyxPhone L400 directlyYou can define the numbers assigned to the Speed Dials or the Immediate Redirection on yourSwyxPhone L400 directly.If you want to define your function keys different from the standard settings, please use aSwyxIt!, which is logged on with the same user account or ask your administrator.

This is how you assign a Speed Dial to a number1. Press the Speed Dial you want to configure for two seconds.

The assigned LED begins to blink.2. Enter the destination number you want.3. Press the Speed Dial once again to save the number.

LED goes out. The number is saved.

The property of the speed Dial "Dial immediately" or "Intercom" remains unchanged. Thissetting you only can change usingSwyxIt!.

This is how you configure the Immediate Redirection1. Press the Redirection button for two seconds.

The assigned LED begins to blink.2. Enter the number to which all calls should be redirected.3. Press the Redirection button once again to save the number.

LED goes out. The number is saved.The Immediate Redirection on SwyxPhone L400 is switched on or off by pressing the Redirection button. If the Immediate Redirection is activated, the assigned LED glows.

Speed Dial assign

Configure the Immediate Redirection

Configuration of SwyxPhone L400 3-1

This is how you configure the Redirection to your VoicemailTo configure a Redirection to your Voicemail, the button Voicemail must be available on your SwyxPhone L400. This is like the standard configuration.1. Press the Redirection button for two seconds.

The assigned LED begins to blink.2. Press the “Voicemail” button.

LED goes out. The Redirection to the Standard Voicemail ist saved.The Immediate Redirection on SwyxPhone L400 is switched on or off by pressing the Redirection button. If the Immediate Redirection is activated, the assigned LED glows.

Voicemails are recorded Voice messages which are sent as an e-mail to you. For theconfiguration of your Standard Voicemail please refer to the SwyxIt! documentation.

3.2 Configuration of SwyxPhone in SwyxIt!SwyxIt! offers a comfortable configuration for the buttons of your SwyxPhone.

This is how you configure SwyxPhone on SwyxIt!Requirement: SwyxIt! is logged on with the same user account as the SwyxPhone is logged on.1. Open in SwyxIt! under „Settings | User

profile...“ the tab „SwyxPhone“.

2. Select which kind of SwyxPhone you want to configure.Choose between the following phones:• SwyxPhone L400• SwyxPhone L420• SwyxPhone L420-2• SwyxPhone L440• optiPoint 600

3. Click on "Configure...".

Immediate Redirection to Voicemail configure

SwyxPhone configured on SwyxIt!

Configuration of SwyxPhone L4003-2

4. The following window appears: “Properties of ..." the selected SwyxPhone.

You see an image of the selected device. The buttons are displayed like they are placed on the phone.

5. Click on a button to configure it.

The following window appears: "Properties of..."

6. Select the type of this button.

Configuration of SwyxPhone in SwyxIt! 3-3

Depending on the type of the key (here: Line button) an additional tab appears. Enter more parameters (e.g. the number) directly.

7. Click on “OK” to confirm the parameters.8. Select the next button of the phone and

handle it in the same way.9. If you assigned all buttons you want, click

on "OK".10. Click on "OK" to close the dialog

"Properties of ..." of the User Profile.The new parameters are stored and they are now available on your SwyxPhone.

Configuration of SwyxPhone L4003-4

4 Remote control of your SwyxPhone orvia CTI-SwyxIt!In this chapter you will find out how you can control your SwyxPhone L400 remotely using aCTI-SwyxIt! on your PC. This means, you dial a number from your PC, but you make the callusing your telephone.With the CTI functionality you can dial the person you wish to speak to from your PC, e.g. fromOutlook Contacts but the call will be carried out as usual on the telephone device. Even ifSwyxPhone is remotely controlled from another CTI-SwyxIt!, all telephony functions areavailable to you at all times directly on SwyxPhone.

Please note that a user must also have a PIN in order to use SwyxPhone. Did you use onlySwyxIt! until now, please ask your administrator.

SwyxIt! can only remotely control a SwyxPhone or an additional SwyxIt! which is logged on assame user on SwyxServer. To do this, the SwyxIt! used for operation sets into the CTI mode. Ifonly one other telephony terminal (SwyxIt! or SwyxPhone) is logged on under the same user toSwyxServer, the link will take place automatically.

If you want to use a SwyxPhone L400 as your telephony device, please see that at this timethere is no other device logged in using your account. Only in this case a unique pairingbetween SwyxIt! and SwyxPhone L400 is possible.

You are provided with the following options on the CTI-SwyxIt! for the remotely controlledtelephony client:

• DialYou can dial from Outlook or from another application, via the Caller List or Redial Listand from the phonebooks. In this case, highlight the telephone number and click on thehandset (block dialing). Alternatively, you can click on the handset first (the line becomesactive) and enter individual digits on the PC.

• Telephony functions such as Hold, Call Swap, Transfer, Start Conference, Callback orCallback on busy

• SettingsButton assignments (Speed Dials and Shortcuts), signaling (call and status signaling),Redirections, Voicemail and Call Routing Manager or Skin (only for SwyxIt!), areassigned to the user account and are therefore the same for the remotely controlledtelephone and the CTI SwyxIt!.

You can only pick up or end calls using a CTI SwyxIt! via the SwyxIt! interface per mouseclick. Picking up a handset which is connected to the CTI SwyxIt! will not result in theactivation of a line. If you lift the handset of the remotely controlled SwyxPhone or SwyxIt!,this will activate the line.

Remote control of your SwyxPhone orvia CTI-SwyxIt! 4-1

With a CTI SwyxIt! you cannot use the following properties of the remotely controlled client:• Conversation Recording• Application Sharing• The Speaker button and the microphone of the CTI SwyxIt! have no effect

This is how you configure the SwyxIt! as CTI SwyxIt!1. Go to the menu bar and click on "Settings | CTI | Run as CTI SwyxIt!".2. SwyxIt! will log off and then log on again as a CTI SwyxIt! on SwyxServer.

After logon, SwyxIt! searches for a telephony terminal that is logged on to this SwyxServer under the same user account. • If only one other terminal (SwyxIt! and SwyxPhone) is logged on, a pairing will be

created immediately.• If there is more than one other terminal logged on, “Looking for controlled device” will

appear in the display. A message appears on all telephony devices (SwyxIt! and SwyxPhone) to accept the remote control request. Accept this by clicking on “OK” on SwyxIt! or select in the menu bar “Settings | CTI | Accept Pairing“ or by pressing the OK button on SwyxPhone.

3. If a telephony device accepts the control request, the pairing will be started. You can now carry out all functions for the remote controlled telephony devices on the CTI SwyxIt!.

4. You can terminate the CTI SwyxIt! search for a telephony device by selecting “Settings | CTI | Cancel Pairing”.

If you want to use a SwyxPhone L400 as your telephony device, please see that at this timethere is no other device logged in using your account. Only in this case a unique pairingbetween SwyxIt! and SwyxPhone L400 is possible.

For every Windows user account, only one SwyxIt! can be operated in CTI mode at the sametime. Please remember that a CTI SwyxIt! can not log on if there are not sufficient CTI licenseson SwyxServer. Ask your system administrator should you have questions about this.

If a SwyxPhone is remotely controlled, there will only be as many available lines as offered onthe interface of the CTI SwyxIt!.

If during installation of SwyxIt! the CTI functionality is already activated, this will be valid forall users who start on this PC SwyxIt!. Regardless of this, each user of this PC can use the “Runas CTI SwyxIt!” checkbox to deactivate the CTI functionality.

Configuring a CTI SwyxIt!

Remote control of your SwyxPhone orvia CTI-SwyxIt!4-2

This is how you end the remote control using CTI SwyxIt!Requirement: SwyxIt! is in CTI mode, i.e. SwyxIt! operates another SwyxIt! or SwyxPhone remotely.1. Click in the menu bar of the CTI SwyxIt! on “Settings | CTI | Release Pairing”.

The connection between the CTI SwyxIt! and the remotely controlled SwyxIt! or SwyxPhone is released. SwyxIt! remains in CTI mode.

This is how you end the remote control on the remotely controlled SwyxIt!Requirement: SwyxIt! is remote controlled by another SwyxIt!1. Click in the menu bar of the remote controlled SwyxIt! on “Settings | CTI | Cancel Pairing”.

The connection between the CTI SwyxIt! and the remote controlled SwyxIt! is cancelled.

The connection cannot be cancelled from a remote controlled SwyxPhone. In this case pleasecancel the connection using the CTI SwyxIt!.

This is how you start the remote control using CTI SwyxIt! again1. Go to the menu bar and click on “Settings | CTI | Start Pairing”.

SwyxIt! will once again search for a telephony device which is logged on to this SwyxServer under the same user.• If only one other terminal (SwyxIt! and SwyxPhone) is logged on, a pairing will be

created immediately.• If there is more than one other terminal logged on, “Looking for controlled device” will

appear in the display. A message appears on all telephony devices (SwyxIt! and SwyxPhone) to accept the remote control request. Accept this by clicking on “OK” on SwyxIt! or select in the menu bar “Settings | CTI | Accept Pairing“ or by pressing the OK button on SwyxPhone.

2. If a telephony device accepts the control request, the pairing will be started. You can now carry out all functions for the remote controlled telephony device on the CTI SwyxIt!.

Ending Remote Control

Ending Remote Control

Start remote control again

Remote control of your SwyxPhone orvia CTI-SwyxIt! 4-3

Configuring the Ringing If you use a CTI SwyxIt! to operate a SwyxPhone or another SwyxIt! remotely, you can indicatewhich of these telephony clients will ring.

This is how you configure the ringing in CTI mode1. Go to the menu bar and click on "Settings |

User Profile…".The “Properties of…” page opens.

2. Select the “Ringing” tab. 3. You have several options:

• Only controlled deviceIn this case, only the controlled SwyxPhone or SwyxIt! will ring.

• Only CTI SwyxIt!Only the CTI SwyxIt! will ring. Here you can vary the ringing accordingly within SwyxIt!.

• Both devicesBoth the CTI SwyxIt! and the controlled SwyxPhone or SwyxIt! will ring.

Configuring ringing

Remote control of your SwyxPhone orvia CTI-SwyxIt!4-4

App. A: Set It Up & Log OnThis chapter provides information concerning the requirements and settings necessary for initialoperation of SwyxPhone L400.

A.1 Items Included in the DeliveryThe following items are included in the package:

• SwyxPhone L400• telephone handset and spiral cable• network cable• insertion cards and plastic covers for the programmable function keys

A.2 System RequirementsThe following requirements must be fulfilled to be able to make phone calls with SwyxPhoneL400:

• Power supply (Mains Power Supply or Power over LAN)• network with TCP/IP protocol• operable 10/100 Base-T-Ethernet connection• installed and operable SwyxServer• SwyxWare account and PIN must be configured on the SwyxServer. (’Automatic logon’

must be activated for SwyxPhone L400.)For the configuration of SwyxPhone L400 a configured DHCP server is mandatory. You will find additional information in the SwyxWare documentation. The server will thenconfigure SwyxPhone L400 automatically.

A.3 Connect SwyxPhone L400Optionally, the power supply for your SwyxPhone L400 can be provided over the LAN cable orover a mains power supply.

Power Supply Over Mains Power Supply

A mains power supply for power supply can be delivered together with your SwyxPhone L400.This device must be ordered additionally. A mains power supply can provide power to twoSwyxPhone L400 at the same time.

Power Supply Over LAN

If your networks supports power supply over the LAN (Power over LAN), you can supplypower to your SwyxPhone L400 even without a mains power supply.

Set It Up & Log On A-1

This is how you connect SwyxPhone L400

Both ends of the handset cable are equipped with identical four-pole RJ-11 plugs.

1. Connect the handset cable (short straight end) to the telephone handset.2. Plug the long end of the handset cable into the RJ-11 jack (3) on the underside of the

telephone.3. Plug the LAN cable (RJ-45 plug) in the LAN jack (2) on the underside of the telephone and

then connect your SwyxPhone L400 to the Ethernet data network.4. If necessary, plug the RJ-11 plug of the mains power supply into the jack for the power

supply (1). The mains power supply has two jacks which are equivalent. Please ignore the labels. You can connect two SwyxPhone L400 to the power supply.

5. Place the handset cable in the provided guide groove on the underside of the telephone.

Fig. A-1 Back of the SwyxPhone L400

SwyxPhone L400 must be disconnected from the power supply each time you connect ordisconnect the cable!

Connect SwyxPhone L420

Set It Up & Log OnA-2

A.4 Logging on to SwyxServerWhen you connect SwyxPhone L400 to the power supply, a restart will automatically beinitiated. The IP network configuration and the address of the PhoneManager are identifiedduring the start. This process may take several seconds in some cases.

Normally, for example after a power failure the SwyxPhone L400 will be logged on toSwyxServer automatically. If you logged on for the first time or if your administratior hasdeactivated the automatic logon, enter yout PIN and a '#' when all LEDs are blinking.

Always use the configuration via DHCP. The network settings cannot be displayed becauseSwyxPhone L400 does not have a display. So you cannot change these settings. Therefore theuse of static IP addresses makes no sense.

In the SwyxWare-Administration please configure the 'Automatic Log on' for the SwyxPhoneL400. The user logged on cannot be displayed and it is not possible to log off the user. So thesharing of the SwyxPhone L400 for several users makes no sense.

This is how you install SwyxPhone L400

Please note that for a successful assignment the automatic log on for the SwyxPhone must beenabled and the field for the MAC address must be empty. Both are fullfilled creating a newuser using the configuration wizard.1. Start the SwyxWare-Administration and open the tab "PhoneController" under the

properties of the server.2. Configure the IP address range the IP address will be selected from (via DHCP) (e.g.

192.168.0.10-192.168.0.254 with PhoneManager address 192.168.0.2).3. Start the automatic configuration of SwyxPhone (Scan).4. Connect the Phones to the network and the power supply.5. All LEDs of the SwyxPhone L400 light short and remain dark for zwei minutes. There are

two options for this:• Alle LEDs turn on

This status should take 30 seconds. Otherwise check the settings of the PhoneController and verify, if he is active.

• All LEDs are blinking.You can now enter the PIN. Enter the PIN of the user account you will this phone assign to. End your input with '#'.

SwyxPhone L400 is ready for operation. If the user has already installed a SwyxIt! on his PC, he can now use the SwyxPhone L400 with CTI.

Connect SwyxPhone L400

Logging on to SwyxServer A-3

Set It Up & Log OnA-4

App. B: Technical DetailsIn this section you will find the technical details of Your SwyxPhone.

B.1 Care InstructionsUse a slightly damp cloth, or even better, an anti-static cloth, to wipe off the case of yourSwyxPhone. Do not use any detergents or scouring agents.

Do not use a dry cloth because this may cause a static charge which could destroy theelectronics.

B.2 Technical Data SwyxPhone L400

The device conforms to the EU guideline 1999/5/EG, as attested by the CE mark.

Acceptable Environmental Conditions for Operation:

+5°C to +40°C

Dimensions ( complete device with handset, L * H * W):

220 mm x 64 mm x 160 mm

Weight (complete device with handset):

600g

Connection Cable Length: Network Cable: 3mPower Supply Cable: Mains Power Supply – Telephone: 3m

Mains Power Supply - Input: 230v, 50Hz, 40WMains Power Supply - Output 2 x 36V, 480mARadio Interference Suppression: SwyxPhone L400 complied to EN55024 (Immunity) and

EN55022 Class B (Emission). It can be operated withoutinterference in living quarters.

Voicemail Announcement Text: length: 10 secondsText: “Hello. The person you have called is not available at the

moment. Please leave your message after the tone. Thank you!”This announcement is the standard announcement and can be changed by the administrator or you can do it yourself using SwyxIt!. For further information please refer to the SwyxIt! documentation.

Message Length: maximum of 180 seconds.Voicemail Memory: Limited by the size of your mailbox. 16 KB of memory are

required for each recorded second.

Technical Details B-1

B.2.1 Restore the factory settingsYou can reset the SwyxPhone L400, to get the factory settings once again.

So you reset the settings of SwyxPhone L4001. Disconnect the power cable; in case of Power over LAN disconnect the LAN cable.2. Connect the cable once again.3. Simply lift the handset.4. Press simutaneously the digits „2“, „8“ and „9“ for one minute (!).5. Afterwards enter the digits "124816" and confirm it with #.6. Place the handset on the hook.7. SwyxPhone L400 will reboot and after 2 minutes you will have the factory settings once

again.

Factory settings restore

Technical DetailsB-2

Index- A -Abbreviated dialing button 1 - 2Activating a call 2 - 2

- B -Brief Description of the Buttons 1 - 1Button

Numeric Keypad 1 - 1

- C -Cable Length B - 1Call

Exit 2 - 2Pickup call 2 - 2Redirect All 2 - 5transfer 2 - 5

Call CheckExit 2 - 2Pickup call 2 - 2redirect 2 - 5Redirect All 2 - 5

Call Redirection 2 - 5Call Transfer 1 - 3, 2 - 4Call Transfer without Inquiry 2 - 5Calling

Subscriber 2 - 1Care Instructions B - 1Connect

SwyxPhone A - 2Connection

switch between 2 - 4CorNet® protocol 1 - iiCTI 4 - 1

configure 4 - 2End 4 - 3Ringing settings 4 - 4

- D -Delivery settings restore B - 2Dimensions B - 1

- E -Environmental Conditions for the Phone B - 1

- F -Function Key

Configurable 1 - 2

- H -Handsfree Telephone 2 - 6

- I -Inquiry Calls 2 - 3Items Included in the Delivery A - 1

- L -L1-L4 1 - 2Line button 1 - 2Log in

on SwyxServer A - 3

- M -Message length (maximum) B - 1

- N -Numeric Keypad 1 - 1

- P -Phoning

with SwyxPhone 2 - 1Power Input B - 1

- R -Redial 1 - 3redirect 2 - 5

All Calls 2 - 5Call Check 2 - 5

Redirect Immediately 2 - 5Redirection 1 - 2Remote control of SwyxIt! 4 - 1Remote control of SwyxPhone 4 - 1Restore factory settings B - 2

- S -Set Up A - 1Speaker 2 - 6Speed dial 1 - 2Subscriber

call swap between 2 - 4Call Transfer 2 - 4Calling 2 - 1

Swap call 2 - 4switch

between several connections 2 - 4Swyx Family 1 - iSwyxIt! 1 - ii

SwyxPhonecare instructions B - 1connect A - 2figure 1 - 1

SwyxPhone L420 1 - iiSwyxServer 1 - i

log in A - 3SwyxWare 1 - iSystem Requirements A - 1

- T -Technical Data B - 1Terminating a call 2 - 2transfer

Call 2 - 5

- V -Voicemail 1 - 3

“Send”. 1 - 3Announcement Text B - 1listen 1 - 3record 1 - 3

VolumeHook 2 - 6Speaker 2 - 6

Volume Regulation (Button) 1 - 1

- W -Weight B - 1

Index 1-1

Index1-2

SwyxPhone L400 User DocumentationTable of ContentsPreface1 Illustration of SwyxPhone L400 with a Description of the Buttons1.1 Defined Function Keys1.1.1 Numeric Keypad1.1.2 +/- Buttons

1.2 Configurable Function Keys (Default Setting)1.2.1 Lines1.2.2 Speed Dials1.2.3 Redirection1.2.4 Voicemail1.2.5 Call transfer1.2.6 Redial

2 Telephoning with SwyxPhone2.1 How do I call a subscriber?2.2 Other Options for Calling a Number2.3 How do I answer a call?2.4 How do I pick up a call?2.5 How do I end a call?2.6 How do I start an inquiry call?2.7 How do I switch between two subscribers (Call Swap)?2.8 How do I connect two subscribers to one another?2.9 How do I transfer a call without using Inquiry Call?2.10 How do I redirect a call?2.11 Speaker2.11.1 Activating the Speaker During a Call2.11.2 Deactivating the Speaker During a Call2.11.3 Regulating the Volume

2.12 Configuring the ringing tone2.13 Further Functions

3 Configuration of SwyxPhone L4003.1 Configuration on SwyxPhone L400 directly3.2 Configuration of SwyxPhone in SwyxIt!

4 Remote control of your SwyxPhone orvia CTI-SwyxIt!App. A: Set It Up & Log OnA.1 Items Included in the DeliveryA.2 System RequirementsA.3 Connect SwyxPhone L400A.4 Logging on to SwyxServer

App. B: Technical DetailsB.1 Care InstructionsB.2 Technical Data SwyxPhone L400B.2.1 Restore the factory settings

Index