IP320 IP PHONE
User Manual
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Smarter Business Communications
IP320
HD- E Q U I P P E D
E N T E R P R I S E - G R A D E
V O I C E E N D P O I N T
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Tables of Contents
1. About ........................................................................................................ 3
2. IP320 Overview: ........................................................................................ 3
3. Features..................................................................................................... 3
4. Technical Parameters ................................................................................ 4
5. Inside the box ............................................................................................ 5
6. Connecting Your Phone ............................................................................. 5
7. Adjustable Stand ....................................................................................... 7
8. Phone Buttons and Hardware ................................................................... 8
9. IP320 Display ............................................................................................. 9
10. Placing a Call ........................................................................................... 10
11. Placing a Call (pre-dial)............................................................................ 11
12. Ending a Call: ........................................................................................... 11
13. Using Last Number Redial: ...................................................................... 12
14. Last Number Redial One-Button Speakerphone ..................................... 12
15. Using Call Logs: ........................................................................................ 13
16. Answering a call ...................................................................................... 14
17. Answering a call while connected to a call ............................................. 14
18. Auto – Answer: Answering a call............................................................. 15
19. Using Hold and Auto Hold ....................................................................... 16
20. Transfer a Call .......................................................................................... 17
21. Transfer Line-to-Line ............................................................................... 18
22. Using Mute .............................................................................................. 18
23. Do Not Disturb (DND) ............................................................................. 19
24. Selective DND .......................................................................................... 19
25. Conference – Three-Way ........................................................................ 20
26. Conference Rooms 901 & 902 ................................................................ 21
27. Parking a Call 700 .................................................................................... 21
28. Phonebook Individual/Enterprise ........................................................... 22
29. Transfer to Voice Mail ............................................................................. 23
30. Voice Mail ............................................................................................... 23
31. Voice Mail – Access from outside ........................................................... 23
32. Voice Mail – Access from a phone other than your extension ............... 23
33. Voice Mail Setup (The First Time You Log In) ......................................... 24
34. Voice Mail Menus ................................................................................... 24
35. Voice Mail – Listening to Messages ........................................................ 25
36. Voice Mailbox – Greetings ...................................................................... 27
37. Voice Mailbox – Folders .......................................................................... 27
38. Pause Key ................................................................................................ 27
39. Custom Ringing ....................................................................................... 28
40. Volume Adjustments – Receivers/Speaker ............................................. 29
41. Volume Adjustment – Microphones ....................................................... 30
42. Menu ....................................................................................................... 31
43. Buttons and Codes .................................................................................. 33
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1. About
The IP320 is an enterprise-grade communications device designed to provide the user access to all of the capabilities
possible in Voice Over Internet and Voice Over LAN/WAN technologies. The IP320 is a HD® (High Definition) equipped,
2 – SIP-Line phone; SIP is the most advanced packet-switched data transport available for voice communications.
Through the use of SIP-Gateways the IP320 is also capable of interfacing the legacy telephony network.
IPitomy’s HD telephones use wideband speech CODECs which encode 7.1KHz of the voice
spectrum instead of the standard 3.4KHz. This doubles the bandwidth for communications and
elevates voice quality substantially. Combine HD audio with IPitomy’s acoustically tuned housing,
and the end result is industry-leading speakerphone clarity.
Your IP320 can utilize the g.722 codec and provide HD audio while taking up no more bandwidth than the standard
g.711 codec. This means better sound and no sacrifice.
2. IP320 Overview:
4 dynamic, context-sensitive soft keys
2 SIP Line keys for use with up to two SIP extensions (SIP Accounts) or two appearances of the same extension
(SIP Account)
Up/Down/Right/Left and OK Navigation keys
12 programmable keys (speed-dial/feature keys)
Segmented and fixed features access and call processing keys for ease of use
12-key standard telephone dial pad
Big Red speaker button to answer and disconnect calls
All Clear button for easy navigation back to original menu position
Multi-position Stand
Integrated Wall Mount
Dual 10/100Mbps auto-sensing Ethernet ports with integrated PoE
High Definition Audio
Auto provisioning to IPitomy IP PBX
Enterprise Phone Book
Personal Phone Book
3. Features
128 X 64 Pixel Grey Scale LCD
2VoIP accounts
HD Voice: HD Codec
BLF
Business Features – Park, Page, Group Page, Hands Free
XML Phonebook
Headset Mode with two alternatives for connectivity – RJ9 and 3.5mm Audio
PoE, 2xRJ45
Supports up to 6 Expansion Modules
12 Programmable keys
Encryption
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4. Technical Parameters
Item
IP320
Screen
Color Graphics Display
128X64 pixels
Various Use icons and Features Status icons
Language
English, Chinese
SIP Lines
2
Function Keys
4 Soft keys, 2 Line keys (dual-color LED)
12 Programmable Keys
6 Navigation keys(arrow button, OK button, Clear button)
12-key telephone Dial Pad
Volume adjust bar +/-, Speakerphone (Red button), Mute, Headset, Message,
Menu, Directories, Service, Hold, Redial, Conference, Transfer
VoIP Protocol
SIP 2.0
Network
2 - RJ45 10/100M Ethernet interfaces (LAN/PC)
IP Assignment: Static IP or DHCP
DNS Client
Network
Protocol
TCP/IP, HTTP, BOOTP, TFTP, *IEEE 802.1Q, *IEEE 802.1X
Codec
G.723.1, G.729 A, G.711 A/U, G.722
QoS
TOS, Jitter Buffer, VAD, CNG, G.168 (32ms)
Call Processing
Call Sharing/Bridged Lines
Line Status Indicator(dual color LED)
Two Accounts possible
Call Waiting, Call Queuing, Line Switching
Call Forward, Call Transfer, Call Holding, Call Pickup, Call Park, Page
Callback One Key Dial, Redial
Phone directory speed dial, Call record direct dial
3-way conference (Phone capacity)
Do Not Disturb
Voice mail, Voice Prompt, Voice Message
BLF (Busy Lamp Field)
USB
N/A
Security
User Authentication for configuration pages
Signaling encryption
Media encryption
Application
Public phone directory
Private phone directory
Auto Discovery / Auto Provision
Power Supply
Power adapter: AC 100-240V input and DC 12V/1A output (not included)
PoE (IEEE 802.af)
Environment
Storage Temperature: 0
o
- 60
o
C
Operating Humidity: 10% - 90%
Size 254mm*205mm*87mm
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5. Inside the box
If you are removing the IP320 from its carton, you can check the contents against the following list to assure
that all parts have been received:
Item
Quantity
HD-compliant IP Speakerphone
1
HD-compliant Handset
1
1.5-meter Handset Cord
1
3-meter RJ45 cable
1
Wall Mount Guide
1
Button label Sheet (6 labels)
1
6. Connecting Your Phone
Your system administrator will likely connect your new IPitomy IP320 IP Phone to the corporate IP telephony
network. If not, use the steps and figures to connect your phone and setup your telephone.
1) Connect the Handset Cord into RJ9 (4) connector on the underside of the telephone.
a) Inspect the handset cord and notice that one end has an extended portion that is flat (not coiled). This
is the end of the cord is to be placed into the molded plastic channel leading from the connector to the
edge of the telephone.
2) Connect the LAN connector to the telephone to the Telephony enabled network.
a) When your network is PoE (Power Over Ethernet) equipped it will not be necessary to use a power
supply with your telephone. If not, you will need the optional power supply (PN: PS346) to use your
phone.
3) You may also connect a PC to the “PC” connector to facilitate that PC’s network connection.
Figure 1 Connections on the back of IPitomy IP320
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Figure 2 Photo of connections and definitions
Hardware
Functions
Adjustable Stand
(integrated Wall Mount)
The telephone viewing angle may be adjusted to suit your
preference. Press in button (2) and adjust as you wish. In the
position shown (all the way up) the telephone can be wall mounted.
Stand Adjustment Button
Press buttons at the same time to adjust the angle
Handset connector
Connect the Handset
Headphone port
Connect the Headphone
Microphone port
Connect the Microphone
USB port
Reserved for future functionality
Headset port
RJ9 – Type Headset connection
Power connector
Used with optional Power Supply (PN: PS346) 12VDC
LAN connector
Connect to Telephony-enabled LAN (PoE preferred)
PC port
Connect to a local PC (if desired)
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7. Adjustable Stand
Figure 3 Adjustable Stand
Your IP320 telephone is equipped with an integrated universal adjustable positioning stand. This feature allows you to
position the telephone as you wish for your own optimum viewing angle. The design of the stand also allows the
telephone to be wall mounted if desired – no additional parts are required.
For wall mounting, use the included wall mount template to position screws (not included) on the wall surface.
(Care should be taken to secure the mounting screws adequately with consideration of the wall material.)
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Figure 4 IPitomy IP320 Buttons and Hardware Definitions
8. Phone Buttons and Hardware
Headset:
Toggles the headset on or off
(Red) active
Service:
Future Use – no uses at this time
Mute:
Toggles the Mute feature on/off
(Red) when MUTE active
Directories: Use to access Call
History and Phone Books.
Messages:
Use to access voice mail
Red = unheard voice
messages waiting
Menu: Used to set features and
access programming.
128 X 64 Grey Scale LCD:
SIP Line activity display
Soft-Key operations
Display all various data
Line buttons
Line Status Lamps
Select line（Call/Answer)
Red, flashing: ringing call
Red, steady: call setup
Green, flashing: Holding call
Green, steady: Active call
Light Bar
Indicates In-Use status
Soft Keys: activate displayed function
using associated button (key) below
Programmable Buttons: quick access
to frequently used functions and user
status (BLF) display and calling
Microphone (for hands-free
operations)
Clear: used similarly to abort
displayed menu prompts and
return to previous/Home
Navigation and Select “OK”
buttons for use in menu
operations and call processing
Speakerphone: answer and place
calls using the hands-free
speakerphone
Dial Pad: Basic Call Placement,
AND:
Press to send a dialed
number
Speaker
The speaker used in all hands-free
operations
Hold: Place calls on hold
Transfer:
Transfer a connected call to
someone else
Volume rocker:
Controls the volume for all
various modes
Volume settings are retained for
each function:
Handset
Headset
Hands-free
Speakerphone
Ringer
Conference:
Build phone-based conference
calls (3-parties max.)
Redial:
Redials the last number
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9. IP320 Display
Features
Status
For the two user-invoked
features a status is displayed:
Auto-Answer
feature is active
VoIP Call Forward
Active (Telephone-based
CFWD)
Time and
Date
Current time and date is
displayed
Line Activity
The Line Call Activity is
displayed:
Number Dialed
(for outbound calls)
Caller ID Name
(for inbound calls)
Time Duration of call on
the line
Missed Calls per line
(not shown)
Soft Keys
Displayed content here is
dynamic to the call status.
Soft Keys enhance the use of
features.
SIP Line
SIP Line and status are shown
here. The display is programmed
to show the extension or line
that is accessed by the
associated button.
In this case, PBX extension 2233.
ICONs are also shown indicating
the status of the line.
Line NOT
registered
Line Registered
and Idle
Line In Use
connected
Line during call
setup
before connection
Line on Hold
flashing green
Line in Do Not
Disturb
flashing green
Line in Transfer
state
Line Ringing
flashing red
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10. Placing a Call
There are three ways to use your phone for calls:
1. Using the handset
2. Using the Speakerphone
a. Use of the speakerphone is convenient and desirable for many calls, however the environment in which
the phone is located must be taken into consideration when using the speakerphone. Acoustic
properties and ambient noise will impact the performance of your speakerphone.
3. Using a Headset
a. Using a headset requires that an ancillary headset device be connected to either the RJ9 connector on
the back of the phone or to the 3.5mm Microphone and Speaker connectors on the side of the
phone.
Steps:
1
2
3
Handset
Call
Lift Handset
Dial Number
Press
OR
Your call will
be connected
Line Lamp Steady
Green
Speakerphone Call
Press
Speaker Button, OR:
Idle Line Button OR:
Soft Key
Headset
Call
Headset Button
Notes:
1) The IPitomy PBX will automatically place your call based on the number dialed.
a) Extension calls and network numbers are dialed in the same manner.
2) When calling an IPitomy telephone extension it is possible to place the call with hands-free reply. To do this
preface the extension number with .
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11. Placing a Call (pre-dial)
Steps:
1
2
3
Your call will be
connected
Line Lamp Steady
Green
Handse
t Call
Dial Number
Press:
to make
corrections in
number
OR:
to abort
Lift Handset
Speakerphone Call
Press
Speaker Button, OR:
Idle Line Button OR:
Soft Key
Headset
Call
Headset Button
12. Ending a Call:
Steps:
1
Handset Call
Hang Up
Speakerphone
Call
Press
Speaker Button
OR
Soft Key
Headset Call
Headset Button
OR
Soft Key
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13. Using Last Number Redial:
Steps:
1
2
Handset
Call
Lift Handset
Press
Speakerphone Call
Press
Speaker Button, OR:
Idle Line Button OR:
Soft Key
Headset
Call
Headset Button
14. Last Number Redial One-Button Speakerphone
Steps:
1
Press
OR
Your call will
be
connected
Line Lamp
Steady Green
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15. Using Call Logs:
Your IPitomy IP320 telephone will store 100 numbers each for the following Call Logs:
Missed Calls
Received Calls
Dialed Numbers
These numbers can be stored on your personal Phone Book or dialed directly from the list.
Follow these steps to retrieve a number from those saved on your telephone.
Steps:
1
2
3
4
5
6
Dialed
Numbers
Right Nav. Key
Use the
Up and
Down
Navigation
Keys to
find the
number
you want.
Press
OR:
to view call
data
From View
press
To store in
your Phone
Book
Missed
Calls
Down Nav Key
Received
Calls
Up Nav Key
Phone Book &
Call History
Directories Button
Use the
Up and
Down
Navigation
Keys to
select
“Calls”
Use the Up
and Down
Navigation
Keys to
select the
Call Log
desired
Use the Up
and Down
Navigation
Keys to find
the
number
you want.
OR
to view call
data
From “View”
press
To store in
your Phone
Book
Menu Access
to Call Logs
OR
Navigation “OK” Key
Use the
Up and
Down
Navigation
Keys to
select
“Calls”
Use the Up
and Down
Navigation
Keys to
select the
Call Log
desired
Use the Up
and Down
Navigation
Keys to find
the
number
you want.
OR
to view call
data
From View
press
To store in
your Phone
Book
Notes:
1) Use soft-keys to delete one entry or (empty) to delete all entries in a call log.
2) When saving a dialed number to your Phone Book, you may modify the number and name as
requierd/desired. Use to modify the name and/or number
3) An asterisk (*) in front of a Missed Call entry identifies missed calls not previously viewed.
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16. Answering a call
You can answer a call by simply lifting the handset. To answer using one of the other call options:
Steps:
1
2
To End Call
Answer
Using
Handset
Line Ringing
Line Button
flashing Red
Lift Handset
You will
be
connected
to the
ringing
call
Hang Up
Answer Using Speakerphone
Press
Line Button, OR:
Soft Key, OR:
Speaker Button
Press
OR:
Answer Using
Headset
Press
Headset Button
Press
Note: Your IP320 gives you the option of Rejecting a ringing call. To do so press while your phone is ringing.
17. Answering a call while connected to a call
Answering a new call while connected on a call is enhanced with Auto Hold (see Using Hold and Auto Hold). The
streamlined steps to making this function are:
Steps:
1
2
note 1
note 2
Line
connected
Line Button lit
steady Red
Line Ringing
Line Button
flashing Red
Press
Ringing
(flashing)
Line Button
You will be
connected
to the
ringing call.
Steady Green
The previous
call is
automatically
placed on
hold
Flashing Green
You may
choose to
reject the
ringing call
and send the
caller to
Voice Mail.
To do so
press:
Soft Key
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18. Auto – Answer: Answering a call
Auto Answer simplifies answering calls by connecting them automatically. When this mode is active all calls to the
extension will be answered automatically in the respective modes.
Idle Status
Auto Answer
To End Call
Answer
Using
Handset
Handset
off-hook
Line
Ringing
Line
Button
flashing
Red
You will be
connected
to the
ringing call.
Steady Green
Press
Answer Using
Speakerphone
Speaker
Button idle
Press
OR
Answer Using
Headset
Headset
Button
Press
OR
Activate Auto Answer
1) At Idle phone press
2) Use the Navigation keys and scroll to “Function settings” and press or .
3) Use the Navigation keys and scroll to “Auto answer” and press or .
4) Use the Navigation keys and scroll to “Enable” and press or .
5) Press to exit the menu. Auto Answer is now active.
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19. Using Hold and Auto Hold
Hold
You can hold calls and then retrieve them when you’re able.
Auto Hold
Your IP320 will automatically hold calls for you. While already on one line – press another (ringing or idle); the first call
is held and the next line is accessed.
Steps:
1
Hold
On a call
Press
OR
Call is placed on
hold
Flashing Green
Auto Hold
Press
Idle Line
AND
Ringing Line
The first call is
placed on hold
Flashing Green
AND
Connected to the
ringing call.
Answer Line lit steady
Green
Notes:
1) To retrieve a call from Hold, press the desired holding line button (flashing green) .
2) Callers on hold usually hear music or a periodic tone to indicate their held status.
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20. Transfer a Call
Call Transfer is used to direct a call from your telephone to the exact destination you wish. In the steps below the
“target” is the number to which you want to the call to be delivered.
There are two techniques you can use to transfer calls:
Blind – used to deliver the call to the target expeditiously
Announced – announce the call transfer to the target before completing the transfer
Steps:
1
2
3
4
Blind Transfer
On a call
Press
OR:
Press
Blind
Input
Extension No.
Press
OR
The call is
moved from
your
telephone
to the
target
Announced Transfer
OR:
Input
Extension No.
Press
OR
Wait for
the target
to answer
and then
announce
the transfer
To
complete
the transfer
press
OR:
To cancel
the transfer
and retrieve
the call,
press
Notes:
1) Blind Transfer will convey the Caller ID of the call being transferred.
2) Announced Call Transfer will convey the Caller ID of your extension since that was the call connected prior
to the transfer taking place.
3) You can transfer a caller to an extension’s voice mailbox to leave a message by inserting a before the
extension number (see Transfer to Voice Mail.)
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21. Transfer Line-to-Line
Sometimes it’s desirable to transfer a call to a line that you have previously placed on hold. The IP320 makes this
possible with Transfer Line-to-Line.
In this operation, one caller is on hold and the other is on the active line (connected to you). To connect these two
people together simply transfer the connected call to the held call. As follows:
Steps:
1
2
Transfer Line-to-Line
Line on Hold
Connected Call
(other line)
Press
OR
Press
Line on Hold
The call to which
you were
connected is now
connected to the
call that had
been on hold.
(Your phone returns
to idle)
22. Using Mute
When Mute is active, you can hear other parties on a call but they cannot hear you. You can use mute in any of the
modes:
Handset
Speakerphone
Headset
Steps:
1
Announced
Transfer
On a call
(any line)
Press
Red indicates
Mute is active
Notes:
1) Mute May be activated prior to connection.
a) Press Mute then lift handset
b) Press Mute then press Speaker Button
c) Press Mute then press Headset Button
2) Mute may be activated and deactivated during a conversation
3) When a connection is ended, Mute will automatically deactivate
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23. Do Not Disturb (DND)
You can use Do Not Disturb (DND) to block incoming calls to your phone.
Steps:
1
Do Not Disturb
While Idle
Press
A bar over the
idle line
indicates DND
is active.
Notes:
Callers will hear busy tone when they call the extension in DND
You can still make calls on a line that is in DND.
To cancel DND just press again
24. Selective DND
Since up to two SIP Accounts may be registered on your phone you may wish to activate
DND on one specific SIP Line only. The IP320 accommodates this nicely with Selective
DND.
In the photo notice:
one line is extension 2233, and
one line is extension 4951
Notice too that extension 4951 is in DND
Steps:
1
2
3
4
5
6
Selective DND
While Idle
Press
Scroll to
“Function
Settings”
and Press
Scroll to
“DND” and
Press
Scroll to the
Account to place
in DND.
(In the example
“5555” is
Account02)
Then press
Scroll to
“Enable” and press
Press
to exit the menu
and your selected line will be in
DND.
Notes:
1) To cancel Selective DND repeat the process and select “Disable”.
2) To cancel all DND, press twice.
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25. Conference – Three-Way
Conference calling allows you to merge two other people onto a connection on your telephone. (3-way conference =
you and two others.) When using an IPitomy IP PBX, conference capacities are greatly increased through the use of
Conference Rooms. Conference – Three-Way is a telephone centric feature.
Perform the following steps to establish a three-way conference call on your telephone:
Steps:
1
2
3
4
5
6
Conference from transfer
On a call
(any line)
Press
OR:
The transfer
is initiated
Input
Extension No.
Press
OR
Wait for the
target to
answer and
then
announce the
transfer
If you
decide to
conference
rather
than
transfer
just
Press
The
conference
is
established
Conference from idle
Idle Line
Place your
first call
using
Placing a
Call
Press
OR:
Place your
second call
using
Placing a
Call
Press
OR:
The
conference
is
established
Conference from Hold
Line on Hold
Place a Call
That which
will be merge
to holding
line
Press
OR:
Press
Holding line
The
conference
is
established
Notes:
1) Conference – Three-Way is a telephone function and does not impact the Conference Rooms of the IPitomy
IP PBX.
2) You may exit a Three-way Conference at any time – doing so will leave the other two parties connected in
their own private conversation.
3) A Three-way Conference call cannot be transferred.
4) A Three-way Conference can be placed on hold.
a) While on-hold the holding parties are not connected to one another.
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26. Conference Rooms 901 & 902
Conference Rooms are an IPitomy IP PBX feature and allow up to 32 parties to be connected. All IPitomy IP PBX’s are
equipped with two Conference Rooms minimum (Room 901 and Room 902). Additional Conference Rooms are
available as an option. Use of Conference Rooms is quite easy and streamlines grouping any number of people up to
32 maximum in any one conference.
Steps:
1
2
From Idle
While Idle
Use Placing a
Call
operation
and place a
call to any
Conference
Room
Input
Conference
Room No.
You are connected to
that Conference
Room
Transfer to
Conference Room
On a call
(any line)
Use
Transferring
Call
operation
and transfer
this call to
any
Conference
Room
Input
Conference
Room No.
The call being
transferred is
connected to that
Conference Room
Note:
1) Callers may enter Conference Rooms from a Menu (Auto-Attendant)
2) A Conference Room PIN (password) may be required.
27. Parking a Call 700
The IPitomy IP PBX is equipped with twenty (20) Park locations. Park locations are available for unique situations
when a call cannot be transferred to a specific extension. Park locations are accessible by any PBX user and therefore
are a general call delivery option.
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Unless changed by specific application programming, the first four Programmable Buttons of your IP320 are
preconfigured to operate with an elevated functionality with the first three Park locations. Button 1 is designated Park
Call. Button 2, 3 and 4 are designated Park locations 701, 702, and 703.
Using Call Park is as simple as pressing the Park Call Button. When you do this the IPitomy IP PBX will position the call
on the next available Park location (that is, if 701 is already in use, 702 will be selected.) The IPitomy IP PBX will
verbally advise you of the park location where the call has been positioned.
You may then make a group page announcement and advise the recipient of the park location where their caller is
waiting.
Steps:
1
2
3
4
Park a Call using Park
Call button
On a call
(any line)
Press
Button
adjacent to
Park Call
Listen for the
IPitomy IP PBX to
announce the Park
location
The button adjacent to
the Park location will
light steady red
Park a Call using Call
Transfer
On a call
(any line)
Press
OR:
Input
Park Call code
Press
OR
Listen for
the IPitomy
IP PBX to
announce
the Park
location
Notes:
1) Idle Park location buttons may be green if programmed for green on idle operation.
2) Users may dial the park location to retrieve a call from that call park or press a button programmed for that
call park.
3) Calls that are retrieved from call park locations are moved from that call park location to the extension line.
Hence the call park location is available for another call.
28. Phonebook Individual/Enterprise
Phonebook keeps a list of contacts available for dialing. Two Phonebooks are available:
Individual, and
Enterprise
Phonebook entries can be assigned to groups for easy lookup. Each contact allows for three numbers.
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29. Transfer to Voice Mail
At times you may wish to connect a caller to a mailbox to leave a message for a user that is known to be unavailable.
This is easily accomplished using the Transfer to Voice Mail function. To accomplish this operation you perform a
transfer as usual but preface the extension number with a . This will cause the transfer to go directly to that
extension user’s voice mail box greeting and allow them to leave a message.
Steps:
1
2
3
4
5
On a call
Press
OR:
Input
Input
Extension No.
Press
OR
The call is
moved from
your
telephone
to the voice
mail box
greeting to
leave a
message.
30. Voice Mail
Press the Voice Mail key on your telephone. This will bring you to a voice menu that will ask you to
enter your password. Enter your password and follow the prompts to listen to messages.
31. Voice Mail – Access from outside
When you wish to access your voice mailbox while not in the office, you can do so from the automated attendant.
1) Dial into the automated attendant. (Usually this is the main number or another number that has been
designated for outside voice mail access.)
2) Dial the designated digit (assigned during installation of the IP PBX).
3) You will be prompted to enter your mailbox number, then your password.
4) Follow the prompts to listen to messages.
32. Voice Mail – Access from a phone other than your extension
1) From a phone inside the office, dial .
2) You will be prompted to enter your mailbox number, then your password.
3) Follow the prompts to listen to messages.
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33. Voice Mail Setup (The First Time You Log In)
The first time that you log into your mailbox you should always change some settings. In particular, you should:
Record your name
Record your busy greeting
Record your unavailable greeting
Change your password
34. Voice Mail Menus
In voice mail there are many options for handling messages and how you are able to interact with the system to retrieve
and administer your messages. Once you have entered into your mailbox you have the following menu options
available:
Main Menu
The main menu will be the first menu that you are presented with once you have logged in.
Listen to messages in the currently selected folder
Change folders. See Section Changing Folders for more information
Advanced options
Mailbox options (see page 25)
Repeat the menu options
Exit from the voice mail system
Advanced Options
Place an outgoing call
Leave a message for another user on the system
Return to the main menu
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Mailbox Options
Record your unavailable message
Record your busy message
Record your name
Record your temporary greeting
If there is not a temporary greeting recorded, you will immediately be prompted to record a
temporary greeting. If you do have a temporary greeting recorded you will be presented with
the following menu:
Record a temporary greeting. This will allow you to record a new temporary greeting.
Erase temporary greeting.
Return to the main menu
Once your temporary greeting has been erased, callers will be presented with either your
busy or unavailable messages, depending on your status.
Change your password
Return to the main menu
35. Voice Mail – Listening to Messages
The Message Envelope
The voice mail system will play back the message “Envelope”. The “Envelope” is information about the message:
Message Number
Date and time that the message was received
Caller ID information
Duration of the message
Pressing while listening to the message Envelope will skip the Envelope and playback the voice message.
During Message Playback
During the playback of the message(s), any of the following buttons may be pressed:
Rewind the message by 3 seconds
Fast forward the message by 3 seconds
Pause the message playback. Press any other button to resume
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After Message Playback
After the message has been played back, the system will play a prompt and wait for you to press a button:
Go to the first message in the current folder
Change folders
New messages
Folder 1 messages
Old messages
Folder 2 messages
Work messages
Folder 3 messages
Family messages
Folder 4 messages
Friends messages
Folder 5 messages
Cancel the change folder operation
Advanced options
Record a message and send it directly to the mailbox of the person who sent you the current
message
Call the person that left the message back
Play the message envelope
Place an outgoing call *May not be allowed
Leave a message for another user on the system
Return to the main menu
Go to the previous message in the folder
Replay the current message
Go to the next message in the folder
Delete or undelete the message
Forward the message to another user on the system
Save the message to a different folder
Mailbox options
Replay the prompt
Exit the voice mail system
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36. Voice Mailbox – Greetings
A mailbox greeting is a message for you to inform the caller that you are away from your desk or busy on another call.
There are three types of Greetings:
Not Available Greeting – Played when your phone is un-answered:
“Hello, this is Mark; I am not able to answer your call right now. Please leave a detailed message and
a number where I can reach you, and I’ll call you back as soon as I am able.”
Busy Greeting – Played when your extension is busy
“Hello, this is Mark, I am currently on the phone and not able to take your call right now; please leave
a detailed message and I will call you back as soon as I can.”
Temporary Greeting – if there is a Temporary Greeting recorded it is the greeting that callers hear.
The temporary greeting is played as an override for your other greetings. When the situation
warrants a greeting to inform your callers of something different than your regular greetings; record
a temporary greeting and it will replace the others while it is active. Be sure to go back and delete
your temporary greeting to return to the normal greeting. “Hello this is Mark; I am on vacation with
limited access to messages. Please call extension 1500 and speak to Mary with any matters that need
immediate attention. I will return on Monday, February 24.”
Default Greetings - If you do not record any greetings, IPitomy will play a set of default greetings depending on the
status of your extension. Be sure to record your name so your greeting will be a little more professional
sounding. If you do not record your name, the default greeting will say “the person at extension (your
extension number) is not available”. If you record your name the greeting will say “Mark Smith” is not
available…”
37. Voice Mailbox – Folders
The IPitomy IP PBX allows you to save and organize your messages into folders.
There are ten folders. The first 5 folders have convenient names for organizing messages:
New
Old
Work
Family
Friends
Folder 1
Folder 2
Folder 3
Folder 4
Folder 5
38. Pause Key
The IPitomy Pause Key is pre-programmed on your telephone (its button number 5). Pause is similar to DND but has a
broader reach. Pause will instruct the IP PBX that you are unavailable to take calls. This is different than just placing
your telephone in DND because DND is local to the phone and does provide a status for call processing operations at
the PBX. When Pause is active your status is rendered as busy at any device that indicates your status. Pause also
makes your extension unavailable in Groups and ACD Call Queues.
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39. Custom Ringing
You can select a ringing tone from a list of eight pre-programmed tones or upload a sound file to the telephone to
make your telephone more distinctive among others when it is ringing.
To select your ring tone:
1) While busy or idle, press
2) Use the Navigation keys and scroll to “System settings” and press or .
3) Use the Navigation keys and scroll to “Phone settings” and press or .
4) Use the Navigation keys and scroll to “Ring Type” and press or .
5) All of the available ring tones will be listed here. Use the Navigation keys and select a tone/file from the list.
a) As you move your cursor over the file it will be played.
6) Press or to select this tone/file.
Notes:
1) Uploading a sound file is not covered in this document.
2) Sounds files that are uploaded to your telephone will be listed with the other ring tones.
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40. Volume Adjustments – Receivers/Speaker
Your IP320 telephone has the ability to adjust volume settings in both directions for the call types:
Handset
Speakerphone
Headset
This will allow you to fine-tune your telephone for the best possible audio connection in each of the various modes.
Status
Adjust Listening
Volume
Handset
Handset
off-hook
Press the Volume Bar
Up/Down to adjust the
volume level for the mode
in operation
Speakerphone
Speaker
Button
Headset
Headset
Button
Ring
Telephone Idle
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41. Volume Adjustment – Microphones
3) While busy or idle, press
4) Use the Navigation keys and scroll to “System settings” and press or .
5) Use the Navigation keys and scroll to “Phone settings” and press or .
6) Use the Navigation keys and scroll to “Volume settings” and press or .
7) Use the Navigation keys and scroll to the desired device to adjust and press or .
Ring volume (same as that adjusted using Volume Bar while phone is idle.)
Handset volume (Same as that adjusted using Volume Bar while using Handset.)
Handset mic volume – use to adjust the microphone level of the handset
Speaker volume (Same as that adjusted using Volume Bar while using Speakerphone.)
Speaker mic volume – use to adjust the microphone level of the Speakerphone
Headset volume (Same as that adjusted using Volume Bar while using Headset.)
Headset mic volume – use to adjust the microphone level of the headset
8) Press or .
9) Use the Navigation keys and scroll to the desired Volume Level and press or .
10) The new setting is saved for this device. Press to exit the menu.
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42. Menu
Your IP320 has many settings available via its MENU function. They are listed
below.
Language
English only is available at this time
English
Functions
Features and resources on the phone
Auto Answer
Enable/Disable
DND
Do Not Disturb – Phone based
Account01 – 06 Enable/Disable
Enable/Disable per account
Message code
Used to assign the code that is associated to the VM button
Hot Line
Number to dial when this phone goes off-hook
Hot Line
Enable/Disable + Number (immediate)
Warn Line
Enable/Disable + Number (Hot Line after 3s pause)
Time & Date
Time and Date settings – usually serviced by PBX
SNTP
SIP Server
Manual Setting
VOIP Call Forward
Telephone Call Forwarding (Independent of PBX CFWD)
All Calls
Unconditional Transfer
Enable/Disable
Number
If Busy
Busy Transfer
Enable/Disable
Number
If No Answer
No Answer Transfer
Enable/Disable
Number
Program Key
Programmable Keys 1 – 8
Mode
Speed Dial
Programmed with a number to dial when pressed
Asterisk BLF
BLF = Busy Lamp Field
Shows the status of the monitored extension and can be used to
call/transfer that extension. May also be used to pick up calls that
are ringing at that extension.
Speed Dial Prefix
Programmed with a number to insert prior to subsequent actions
BLA
not used at this time
DTMF
Used to send DTMF tones per telephony interface needs
Account SIP Account 1 - 2
Allows assignment of the button action to one or any of the installed
SIP Accounts.
Name
Label for this button (reference and printout purposes)
Number
The actual value (content) of the button
Calls
History of calls
Missed Calls
Received Calls
Dialed numbers
Contacts
Phone Book
Enterprise phone book
Future Release
Personal phone book
Future Release
Messages
Future Release
Create Message
Future Release
Inbox
Future Release
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Settings
System Settings
Phone Settings
Volume Settings
Ring Volume
Levels 0 – 9 possible
Handset Volume
Levels 0 – 9 possible
Handset Microphone Volume
Levels 0 – 7 possible
Speaker Volume
Levels 0 – 9 possible
Speaker Microphone Volume
Levels 0 – 7 possible
Headset Volume
Levels 0 – 9 possible
Headset Microphone Volume
Levels 0 – 7 possible
Ring Type
Bellcore-DR1 – 8, you may select from files that are uploaded
Brightness
Level 1 – 5
Contrast
Level 1 – 5
Baklite off time
Time that backlight stays on after activity (“0” means always ON)
Advanced Settings
Password Protected – at default password is <blank>
Network
Various settings for network connection
VLAN
LAN/PC Port VLAN settings
SIP
Global/Accounts/Auto Provision
Load Default Settings
Are you sure you want to do that?
Reboot
Restart the phone
Modify Password
TR069
Boot-up configuration method – not yet supported
Status
View the current settings
Network
Lines
Software
Diagnose
Keys
Enter into mode and press one key a t a time to check response
LCD
Lights LCD at full brightness
Lights
Press “OK” to cycle through all LED modes
Sound
Press “OK” for echo-repeat test
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43. Buttons and Codes
Personal
Voicemail:
Dial this to access your personal voicemail box from your extension.
Voicemail Main:
Dial this to reach the voice mail system from any extension or the
automated attendant.
Transfer to
Voicemail:
+ ext #
Use this to transfer a caller directly to someone’s mailbox when you don’t
want to ring their extension
Directory:
IPitomy’s directory and dial by name service
Blind Transfer:
Use this to transfer a caller when you don’t need to speak to the party you
are transferring to before sending them the call
Attended
Transfer:
Use this when you want to ask the party if they would like to speak to the
caller first before transferring
One Touch
Record:
This will record the conversation (Requires Permission)
Pickup
Extension:
Dial this to pick up a ringing extension from your phone
Directed Pickup
Extension:
+ ext #
Dial this to pick up a specific extension.
Ring Group
Page:
+ ext #
Dial this to page someone over their speaker phone
Pause Phone
Queues:
Pause phone in all Queues (ACD Feature)
Un-pause Phone
Queues:
Return phone to Queue (ACD Feature)
Pause Agent
Queues:
+ Agent #
Pause agent in all queues (ACD Feature)
Un-pause Agent
Queues:
+ Agent #
Return Agent to Queue (ACD Feature)
Agent Callback
Login:
Following the in-call instructions allows for the agent to login at any phone.
Once logged in, to log out you will follow the instructions, and when asked
for the extension to login,simply press # without entering a number. (ACD
Feature)
Agent Login:
This logs the agent in at the phone the code was dialed at. In order to
remain logged in, the phone must stay off-hook. To log out, simply hang up.
(ACD Feature)
PBX Call Forward
PBX-based Call Forward. Enable/Disable access and voice prompted
menu to input number where calls will be forwarded.
PBX Call Forward
Destination
PBX-based Call Forward. Direct access to forward destination entry.
PBX Call Forward
Cancel (disable)
PBX-based Call Forward. Direct access to disable function.
