USER INSTRUCTIONS

RENOWN


Answering calls
1. When the bell rings, pick up the handset and speak to the caller.

2. When you've finished speaking to the caller, replace handset.

Answering calls while you're making an internal call
If you hear a two-second tone through the handset making an internal call, it means an incoming call come through to you. To speak to the incoming caller:

Either

Press RECALL and talk to the caller.

or

Replace the handset, wait for the phone to ring and then pick up the handset and talk to the caller.

Internal calls
1. Pick up your handset.
If you hear the internal dialling tone, go to step.
If you hear a busy tone, replace the handset and again later.

2. Press the extension number of the person you want to talk to, 1, 2, 3 or 4.
If the line is free, you will hear the ringing tone. Wait until the person answers and then talk to them.
If the line is engaged, you will hear the busy tone. Replace the handset and try again later.

3. When you've finished your call, replace the handset.

External calls
1. Pick up your handset.

2. Press RECALL.
If you hear the external dialling tone, go to step If you hear a busy tone, replace the handset and try again later.

3. Dial the number.
If the line is free, you will hear the ringing tone. Wait until the person answers and then talk to them.
If the line is busy, you will hear the engaged tone. Replace the handset and try again later.

4. When you've finished your call, replace the handset.

Enquiry calls
If you are making or receiving an external call, and you want to ask a colleague on an internal line a question, you can put the external caller on hold, make the internal call and then go back to your original caller again.

1. While you are making or receiving an external call, press RECALL.
If you hear the internal dialling tone, go to step 2.
If you hear a busy tone, press RECALL and talk to the caller again.

2. Press the extension number of the person you want to talk to, 1, 2, 3 or 4.

3. When they pick up the phone, talk to them.
The external caller will not be able to hear this conversation.

4. When you've finished making the internal call, press RECALL and talk to the external caller again.

5. When you've finished speaking to the external caller, replace the handset.

Shuttle calls
This facility allows you to speak alternately to an external caller and a colleague on an internal line. Neither the external caller nor your colleague will be able to hear the other conversation.

To set up a shuttle call:

1. While you are making or receiving an external call, press RECALL.
If you hear the internal dialling tone, go to step 2.
If you hear a busy tone, press RECALL and talk to the caller again.

2. Press the extension number of the person you want to talk to, 1, 2, 3 or 4

3. When they pick up the phone, talk to them.

Press 8 when you want to talk to the external caller again Press RECALL when you want to talk to your colleague again.

You can shuttle between the external caller and your colleague as many times as you like.

Connecting your colleague to the external caller
When you have finished speaking to your colleague, replace your handset.

Your colleague is now connected to the external caller.

If you replace your handset while you are speaking to the external caller, your colleague will hear the dialling tone, and will be cut off.

Ending a shuttle call
1. Either

Ask your colleague to replace their handset when you've finished speaking to them and press RECALL to talk to the external caller again.

or

Press RECALL when you've finished speaking to your colleague and talk to your external caller again.

2. When you've finished speaking to the external caller, replace the handset.

Conference calls
A conference call is a call between an external caller and any two extensions on your Renown system. Each person can hear and will be heard by the others.

To set up a conference call:
1. While you are making or receiving an external call, press RECALL.
If you hear the internal dialling tone, go to step If you hear a busy tone, press RECALL and talk to the caller again.

2. Press the extension number of the person you want to talk to, 1, 2, 3 or 4.

3. When they pick up the phone, press 5.

You, your colleague and the external caller can now all speak to each other

Leaving a conference call
If you want to leave the conference call temporarily, replace your handset.
When you want to rejoin the conference call, pick up the handset again.

Ending a conference call
To leave the conference call permanently, press RECALL and replace your handset.

Your colleague will still be connected to the external caller If your colleague has left the conference call, simply replace the handset when you've finished speaking to the external caller.

Holding calls
1. While you are making or receiving an external call,

2. press RECALL to put the caller on hold.
You can then have a conversation with someone without the caller hearing.
While the call is on hold, no other extension can pick it up or make a call to your extension.

3. When you want to speak to the caller again, press RECALL.

Note - If you replace the handset while a call is on hold, your extension will start ringing. If you do not answer within two minutes, the call is disconnected.

Transferring calls
1. While you are making or receiving an external call, press RECALL to put the caller on hold
If you hear the internal dialling tone, go to step 2.
If you hear a busy tone. press RECALL and talk to the caller again.

2. Press the extension number of the person you want to transfer the caller to.
If the line is free, you will hear the ringing tone.

Go to step 1.

If the line is engaged, you will hear the busy tone.
Press RECALL to talk to the caller again

3. either

Wait until your colleague picks up the phone, tell them you are transferring a call to them and then replace your handset

or

If there is no answer, or your colleague does not wish to accept the call, press RECALL and talk to the caller again

Transferring a call without waiting for the extension user to answer
As soon as you hear the ringing tone (mentioned above), replace your handset.

The extension will ring as though it is an external call for 30 seconds.

If there is no answer, the external call will be transferred back to your extension, and your phone will ring for 30 seconds.

If you do not answer within this time, all the extensions ring for one minute.

If the call isn't answered within this time, it will be disconnected.

Answering a transferred call
Either

Pick up the handset, if you are at the phone that is ringing

or

If you are at a phone that is not ringing, or if your bell has been switched off, pick up the handset and press RECALL twice

Switching extension bells on and off
If you are using extension 2, 3 or 4, you can switch the phone bell off if you don't want to be disturbed. You cannot switch the bell off on extension 1. Your phone will still ring for internal calls, or when an external call has been transferred to your extension, and you will still be able to make internal and external calls as normal. When your bell has been switched off you will hear a special dialling tone when you pick up the handset. You must make sure that you replace the handset when you have finished switching the bell on or off.

Switching the bell off
1. Pick up the handset
If you hear the internal dialling tone, go to step 2.
If you hear a busy tone, replace the handset and try again later

2. Press 0 twice
The handset will bleep twice

3. Replace the handset

Note - If bell off override has been set, your instruction to turn the bell off will not work and your phone will continue to ring when there is an external call. However, when the override is cancelled, your bell will be switched off.

Some phones have a switch which allows you to choose how loud the phone rings, or to turn the bell off completely (it is often marked HI/LO/OFF). If you want to switch the bell off on a phone that's connected to the Renown system, you must follow the steps described above rather than adjusting any switch on the phone.

Switching the bell on
1. Pick up the handset.
If you hear the special dialling tone, go to step 2.
If you hear a busy tone, replace the handset and try again later.

2. Press 0 and then press 1
The handset will bleep twice

3. Replace the handset

You will hear the normal dialling tone when you next pick up the handset

Answering external calls when your bell is switched off
Even if the bell on your phone has been switched off, you can still choose to answer an incoming call. If you hear the bell ringing at another extension, or, if you have a Systemphone and you see the LINE light flashing, answer the call by following the steps described below

1. Pick up the handset

2. Press RECALL

3. When you hear the warning tone press RECALL again

4. Speak to your caller

5. When you've finished the call, replace the handset

Setting/cancelling the bell off override (night service)
If you are using extension 1, you can set up the system so that all extensions ring when there is an incoming call, even if their bells have been switched off. 'his is useful at lunchtimes or in the evening when the person who normally answers calls is not present. You must make sure that you replace the handset when you have finished setting or cancelling the bell off override.

Setting the bell off override
1. Pick up the handset

If you hear the dialling tone, go to step

If you hear a busy tone, replace the handset and try again later

2. Press 0 and then press 2
The handset will bleep twice

3. Replace the handset

You will hear the special dialling tone when you next pick up the handset

Canceling the bell off override
1. Pick up the handset
If you hear the special dialling tone, go to step 2.
If you hear a busy tone, replace the handset and try again later.

2. Press 0 and then press 3
The handset will bleep twice

3. Replace the handset

You will hear the normal dialling tone when you next pick up the handset

Using answering machines
Answering machines will only work when connected to a phone which has its bell switched on. So, it may be a good idea to connect the answering machine to extension 1, because its bell cannot be switched off.

Note - The BT Kingfisher II answering machine may be used with Renown, but it is not suitable for use with the Renown Systemphone.

Using fax machines
If the fax has earth loop recall you can send a fax in the usual way.

If your fax machine doesn't have earth recall, you'll need to connect it in parallel with an earth recall phone.

Note - Ideally a fax machine should have a dedicated exchange line.

Sending a fax
1. Pick up the phone handset

2. Press RECALL

3. Follow the instructions shown in your fax user guide to send a fax

4. When you are connected to the other fax, replace the handset

Note - The fax may lose some of its auto-dial facilities when it is used with a phone.

Receiving a fax automatically
1. The phone that is connected to the fax will ring

2. The fax will answer the call and then automatically start to receive the tax

Receiving a fax manually
If you use the phone that is connected to the fax to receive phone calls as well as faxes, you should set your machine so that it receives faxes manually. When the phone rings, pick up the handset. If it is a phone call, speak to your caller as usual. But, if you can hear that it is a tax coming through

1. Press the start button on the fax machine

2. Replace the handset

If you picked up the call on another extension and you can hear that it is a tax coming through

1. Press RECALL

The exchange line will be put on hold

2. Dial the extension number of the phone that's connected to the fax

3. Change the setting on your machine so that it receives faxes automatically

4. Replace the handset

The phone will ring and the tax will answer

Note - The steps shown above will only work if the bell on the phone that is connected to the fax is switched on.

Renown Systemphone
Important!

Do not plug in or attempt to use your Renown Systemphone until you've read this section.

You must set the exchange switch.
For your Renown Systemphone to work properly, you must set the exchange switch (This is on the base of the telephone).  If you are on a modern exchange, set it to MF. Otherwise set it to LD.

How you can tell which switch position to use.
Set the switch to MF.
Lift up the plastic cover on the extension socket attached to your Renown.
Make sure the spring clip on the telephone connector lead is on the right.
Plug in your Renown Systemphone.
Try making a call.

If it works, you are on a modern exchange and can leave the switch on MF.

If it doesn't work, set the switch to LD. Your exchange has not yet been modernised, but your Renown Systemphone will still work perfectly.

Note - Only the Renown Installation Kit contains the appropriate extension sockets. The Renown Systemphone will not work with ordinary extension sockets.

Volume
This lets you choose how loud the phone rings.
Turn it anti-clockwise to turn the volume down.
Turn it clockwise to turn the volume up.

Mute
Hold down this button to speak to someone else in the room without the caller hearing
When you want to talk to your caller again, let go of the MUTE button.

Program
This button is used to store the 10 numbers you use most often. Keep a note of whose numbers you have stored on the reference card enclosed with the phone. Use pencil so they can be changed if necessary

Transmit
This button is used to dial one of the 10 numbers you have stored in the memory. You can also use it to automatically redial the last number you called.

Recall
Use this button to make an external call or to put a caller on hold.

Line light
This light gives you various signals as described below:-

What the light does - What it means

Light off - The exchange line is free.

Light flashes twice, then there is a pause and then it flashes twice again, etc - An external call is coming in.

Light is on continuously - You, or a colleague, are making or receiving an external call.

Light flashes once at regular intervals - An external call is on hold.

Number label
Write down your telephone number and the details of the other extension users on this label.

To remove the plastic cover, put a suitable tool into the notch at the top and lift upwards.

LD/MF
You must set this switch to match your exchange.

USING THE SYSTEM

Using the last number redial facility

To automatically redial the last external number you called

1. Pick up the handset.

2. Press RECALL.

3. Press TRANSMIT twice.

Storing numbers in the memory
To save you having to look up or remember numbers and dial them in full, you can store up to ten 16-digit numbers in the memory.

1. Pick up the handset.

2. Press PROGRAM.

3. Press one of the numbers on the keypad from 1 to 0.

This is where the number will be stored and you will use it to recall the number from the memory

4. Key in the phone number you want to store. This will automatically replace any previous number stored

5. Write down whose number you have stored on the reference card enclosed with the phone. Use pencil so it can be changed if necessary

6. Replace the handset

7. Start again from step 1. to store more numbers.

Note - If you are using the Renown Systemphone on a switchboard, and you need to key in an access code, such as 9, to get an outside line, don't forget to include it when you are storing numbers in the memory.

Some switchboards need you to store a Pause between number and the number to be dialled. If you are on one of these switchboards, you will not be able to store the access code as part of the number. Check your switchboard user guide for further details.

Dialling a stored number
1. Pick up the handset

2. Press RECALL

3. Press TRANSMIT.

4. Press the keypad number of the telephone number that you want to call.

The Renown Systemphone automatically dials the number for you.

Using the Renown Systemphone on a switchboard

Making an external call
1. Pick up the handset.

2. Press RECALL.

If you hear the internal dialling tone that applies to your particular switchboard, go to step 1.

If you hear a busy tone, replace the handset and try again later.

3. Dial the number. You may need to dial an access number e.g. 9 to get an outside line before you dial the number.

4. When you've finished your call, replace the handset.

Making an enquiry call
If you are making or receiving an external call, and you want to ask a colleague on an internal line a question, you can put the external caller on hold, make the internal call and then go back to your original caller again.

1. While you are making or receiving an external call, press RECALL twice within one second
If you hear the internal dialling tone that applies to your particular switchboard, go to step 1.
If you hear a busy tone, press RECALL twice within one second and talk to the caller again

2. Dial the extension number of the person you want to talk to.

3. When they pick up the phone, talk to them.

The external caller will not be able to hear this conversation.

4. When you've finished making the internal call, press RECALL twice within one second and talk to the external caller again.

5. When you've finished speaking to the external caller, replace the handset.


Last revised: January 12, 2001