Mike's PBX Cookbook

M3900 Series User Guide

BUTTONS ON YOUR PHONE

DN KEY keyDN KEY - The Directory Number is the extension of a telephone set. The DN key is the green line key on your set
ROLLOVER KEY keyROLLOVER KEY - The Rollover key is the second line for your set. The system is programmed so that if you are busy on your primary DN, a second call will 'rollover' to this additional line. This allows you to handle multiple calls at once.
GOODBYE keyGOODBYE - This key is used to hang up or disconnect.
HOLD keyHOLD - This key is used to put someone on hold. To take a call off of hold, press the DN key next to the flashing indicator.
HANDSFREE keyHANDSFREE - A feature you can use to place calls without lifting the handset.
MUTE keyMUTE - This feature can be used to mute the microphone on your set while using handset or handsfree operation. When muted, the LED beside the mute key will flash. To deactivate the mute feature, press the mute key again.
HEADSET keyHEADSET - This key is used to toggle the headset mode on and off.
VOLUME CONTROL BARVOLUME CONTROL BAR - The volume control bar is used to adjust the volume of the handset, the headset, or the handsfree speaker.
DISPLAY keysDISPLAY KEYS - These four keys are located directly below the LCD display and are used during feature operation and programming. When an option is available, it is shown in the bottom line of the display. Press the display key directly under the appropriate display prompt to activate that feature.
SHIFT keySHIFT - This key allows you to access the second layer of the programmed DN/Feature keys.
MESSAGE keyMESSAGE - This key allows you to access your voicemail.

INDICATORS ON YOUR PHONE

ACTIVE CALLACTIVE CALL - The DN/line has an active call on this telephone.
RINGINGRINGING - A flashing indicator represents an incoming call to the DN/line.
HOLDHOLD - A slow flashing indicator represents a call on this line is on hold.
ACTIVE BUTTONACTIVE BUTTON - The feature assigned to this button is active.

DIALING INSTRUCTIONS

➤ To Answer an Incoming Call

  1. Lift the handset or press the handsfree key
  2. You are connected to the incoming ringing line

➤ To Place an Internal Call

  1. Lift the handset or press the handsfree key
  2. Dial the desired extension number

➤ To Place an External Call

  1. Lift the handset or press the handsfree key
  2. Dial 9 plus the desired external number

➤ Using Last Number Redial

  1. Lift the handset and press the DN key
  2. The last number you called will be dialed
or
  1. Press the DN key twice
  2. The last number you called will be dialed handsfree

TRANSFER

  1. With the caller on the line, press the TRANSFER display key
  2. DIAL the extension number of the person you wish to transfer the call to
  3. If you wish, you may announce the caller in privacy
  4. Press the CONNECT display key to complete the transfer

NOTE: Before pressing the CONNECT display key, you can press the SWAP display key to switch between talking with the original caller and the new caller. If you misdial or get voicemail, press GOODBYE then the DN key next to the flashing indicator to return to the original caller.

TRANSFER AN OUTSIDE CALLER DIRECTLY TO VOICEMAIL

  1. With the caller on the line, press the TRANSFER display key
  2. DIAL the Express Messaging access number, xxxx
  3. DIAL the extension number of the person you wish to transfer the call to
  4. Press #
  5. Press the CONNECT display key to complete the transfer

CONFERENCE

  1. With the caller on the line, press the CONFERENCE display key
  2. DIAL the number of the person you want to add into the conference
  3. When the call is answered, press the CONNECT display key
  4. Repeat to add additional parties

CALL FORWARD

➤ To Activate Call Forward

  1. Without lifting the handset, press the FORWARD display key
  2. DIAL the number where you wish your calls to be forwarded
  3. Press DONE display key to activate call forward

➤ To Cancel Call Forward

  1. Press the CHECK FORWARD display key
  2. Press the CANCEL FORWARD key

CALL FORWARD DIRECTLY TO VOICEMAIL

➤ To Activate Call Forward

  1. Without lifting the handset, press the FORWARD display key
  2. DIAL the Voicemail access number, xxxx
  3. Press DONE display key to activate call forward

➤ To Cancel Call Forward

  1. Press the CHECK FORWARD display key
  2. Press the CANCEL FORWARD key

AUTODIAL

➤ To Program an Autodial Number

  1. Without lifting the handset, press an available AUTODIAL key
  2. Enter the telephone number you wish to store, including 9 if needed
  3. Press the AUTODIAL key again to save the entry

➤ To Place an Autodial Call

  1. Lift the handset
  2. Press the AUTODIAL key you wish to call

OPTIONS

The OPTIONS key allows you to customize certain characteristics of your phone. Screen prompts take you step-by-step through the procedures and keep you informed on the status of various features such as:

➤ Language (Do Not Access)

➤ Change Feature Key Label (change the name on programmable DN/feature key)

  1. Use the arrow key to highlight CHANGE FEATURE KEY LABEL
  2. Press the SELECT key
  3. Change Feature Key Label should be highlighted, press SELECT again
  4. Press the programmable LINE/FEATURE key you want to change
  5. Use the keypad to enter the letters, the arrow keys to move the cursor
  6. Press the DONE key to save changes
  7. Press the QUIT key to exit Options

➤ Screen Contrast (adjust the contrast of the LCD display)

➤ Volume Adjustment of the following:

  1. Ringer
  2. Buzzer
  3. Speaker
  4. Handset
  5. Headset
  6. Handsfree

➤ Ring Type (select from one of four rings)

➤ Call Log Options (choice of calls to be logged, new call indicator off or on)

➤ Call Timer Enable (times how long you are on each call)

➤ Date/Time Format (select format for your date and time display)

➤ Key Click Enable (enables a clicking sound when dial pad digits are depressed)

➤ * On-Hook Default Path (Do Not Access)

➤ * Display Diagnostics (Do Not Access)

NOTE: Use the NAVIGATION keys to select your choice and press the DONE key to save the changes. Press the QUIT key to exit the options menu.

DIRECTORY/LOG

This key allows you to access your Personal Directory, Callers List and Redial List. The Call Log feature provides access to the name and number of incoming calls. The incoming calls are stored in order of date and time received. The M3904 Call Log holds up to 100 entries for incoming calls in the Callers List and 20 outgoing calls in the Redial List. The M3904 can Copy a number from the callers log and store it in the Personal Directory. The Personal Directory allows you to add, delete, search, and change any entry. The Personal Directory holds up to 100 entries.

➤ To Add A Number To The Directory:

  1. Press the ADD NEW key
  2. DIAL the new name using the dial pad
  3. Press the NEXT key
  4. DIAL the telephone number using the dial pad (be sure to include the 9.)
  5. When you are finished entering all of the digits, press the DONE key
  6. Press the QUIT key to exit the Directory.

➤ To Copy A Number To The Directory:

  1. Use the navigation keys to highlight the name or number you want to copy
  2. Press the COPY key
  3. When the prompt asks "Copy to?", press the DIRECTORY key
  4. Press NEXT to copy without editing the name, edit the number if needed

OR

  1. Press CLEAR to make changes to the name before saving, use the dial pad to enter the name, press the NEXT key and make changes to the phone number if needed.
  2. Press the DONE key. The entry is saved to your Personal Directory.
  3. Press the QUIT key to exit the Directory.

Directory password protection

You can password protect your Call Log, Redial list, and Personal Directory.

To enable password protection:

  1. Press the Call Log Key (M3903) or the Directory/Log Key (M3904).
  2. From the Directories menu, use the Navigation Keys to highlight Password Administration.
  3. Press the Select Key.
    The Password Administration menu appears with Password enabled: OFF highlighted.
  4. Press the Select Key again to select Password enabled: OFF.
  5. Press the On Key to enable password protection.
  6. Dial the password. Press the Enter Key.
  7. Dial (enter) the password again to confirm your password.
  8. Press the Enter Key.
  9. Press the Done Key to save changes.
  10. Press Directory/Log Key to exit.

To disable Personal Directory password:

  1. Press the Call Log Key (M3903) or the Directory/Log Key (M3904).
  2. Dial the password, and press the Enter Key.
  3. Use the Navigation Keys to highlight Password Administration.
  4. Press the Select Key.
    The Password Administration menu appears with Password enabled: ON highlighted.
  5. Press the Select Key again to select Password enabled: ON.
  6. Press the Off Key to disable password protection.
  7. Press the Done Key to save changes.
  8. Press Directory/Log Key to exit.

If you forget your password, it can only be reset by the system administrator.