# Phonebook

## Description

Phonebook lets you find a user's number in the system phone directory based on last name, extension number, department, and/or location, and then place a call to that user.

## Conditions and Feature Interactions

- Phonebook is only available on some phones; see Feature Availability below for more information.

- You cannot access Phonebook when the Night Answer bell is ringing.

- Telephone users cannot display or call a private number by using Phonebook. Console users may display and dial private numbers by using Phonebook; if a number is private, a "p" appears beside the number.

- If Multilingual Name Display feature is enabled, capable MiNET devices, including 5540 IP Console and MiVoice Business Console, display UTF-8 encoded characters in Phonebook matches. This capability applies only to Call Control (Superkey) Phonebook application; not to the locally programmed Phonebook available through the blue Menu (Applications) key.

- Only the Phonebook application in the 69xx (excluding 6905 and 6910) can support names stored in an external LDAP Server.

- Phonebook does not support location-based searches.

- Phonebook do not support all character sets.

- Truncation rules for the display of Phonebook matches are as follows:

- When a 20-character one-line display phone (e.g., a 5312 or 5324 IP Phone) displays a Phonebook match, the number and, if possible, the full name are displayed on the same line. If there is not enough space, names are truncated according to the existing rules. The maximum number of digits displayed in a telephone number is seven.

- When a 20-character two-line display phone (e.g., a 5320, 5330, or 5340 IP Phone) displays a Phonebook match, the full name, if possible, is displayed on the second line. If there is not enough space, names are truncated according to the existing rules. The maximum number of digits displayed in a telephone number is seven.

- On sets with a 40-character display, no name truncation is performed. Numbers, however, are truncated after 12 digits.

- For sets equipped with the blue Menu (Applications) key, Phonebook can be locally programmed and accessed using the Applications key, even if the feature is disabled through the Call Control (Class of Service Option "Multiline Set Phonebook Allowed" set to "No").

- For any Superkey Phonebook application, as well as for 5540, and MiVoice Business IP Console Phonebook applications, only entries marked in the Telephone Directory as 'Include In Phonebook' are used for TelDir lookups.

## Programming

1. Telephone Directory form

- Enter the names, numbers, departments, and locations.

- If required, configure the "Include In Phonebook" field: select 'Yes' for records to be included in the Phonebook lookups, and 'No' for records to be ignored.

By default all entries are set to 'Yes', except for the primary or secondary devices with the service level 'IP Device Only' or 'Multi-device' - if not a member or not a prime member of a Multi-device User Group (MdUG).

2. Class of Service Options form

- For telephone users, enable "Multiline Set Phonebook Allowed".

- 5020, 5212, 5215, 5220, 5224, 5312, 5320/5320e, 5324, 5330/5330e, 5340/5340e, 5360 IP Phones, 5560 IPT, Navigator, 6905 and 6910 IP Phones:

- enable "Phonebook Lookup - Display User Location" to allow the phonebook search function to display the user's location after the user's directory number and name. The display alternates between the name/number and the location every 2 seconds. If the user's location is blank, the name/number remains displayed.

- enable "Phonebook Lookup - Default to User Location" to limit the directory search to names that share the user's location.

3. For 5540 IP Consoles, program a Phonebook firmkey or softkey.

4. LDAP Client Configuration form (on supported IP Phones only)

- Create a profile that supported 69xx IP Phones will use to populate its Phonebook with directory data.

5. System Options form (on supported IP Phones only)

- From LDAP Client Configuration Profile ID list, select the profile created in the previous step.

## Device Support

- Supported on all devices.

## Operation

(See also Operation with "Phonebook with Location" below.)

For each letter in the name, press the appropriate key on the keypad until the letter is shown in the display; for example, if the letter C is required, press the 2 key three times. Use the back arrow softkey to correct errors. If the next letter in a name is on the same key as the previous letter, press the forward arrow softkey before proceeding or wait three seconds for the cursor to advance automatically.

NOTE: Automatic advance applies to the following sets only: 5020, 5212, 5212 (Dual Mode), 5215, 5215 (Dual Mode), 5220, 5220 (Dual Mode), 5224 Dual Mode, 5312, 5320/5320e, 5324, 5330/5330e, 5340/5340e, 5360, 5560 IPT, and Navigator.

If required, use the forward arrow softkey to introduce a space between the first and last name.

Sets without softkeys use the *, 0 and # keys to access Phonebook commands such as backspace.

#### 5020 IP Phone, 5220 IP Phone and 5220 IP Phone (Dual Mode), 5224 IP Phone, 5320/5320e IP Phone, 5324 IP Phone, 5330/5330e IP Phone, 5340/5340e IP Phone, 5360 IP Phone, and Navigator

To use Phonebook:

1. Press Superkey (must be programmed to a key on the 5320/5320e IP Phone, 5330/5330e IP Phone, 5340/5340e IP Phone, and 5360 IP Phone) .

2. Press Phonebook.

3. Enter the name of the desired party.

4. Press Lookup.

5. If no match exists, edit the original entry.

6. If the name is not unique, press Next (if required).

7. Do one of the following:

8. To make the call, press Call.

9. To exit, press Superkey.

#### 5212 IP Phone, 5215 IP Phone, 5215 IP Phone (Dual Mode), 5304 IP Phone, and 5312 IP Phone

To use Phonebook:

1. Press Superkey. PHONEBOOK is displayed.

2. Press *.

   NOTE: Press # for Help to display the keys used to enter Phonebook commands (Lookup, Call, Next, Retry, etc.). Help is available from the Phonebook top-level menu only.

3. Enter the name of the desired party.

   NOTE: Use the 'r;1' key to enter any of the following characters: . , / # ! ? % 1 @ & $ 0 ' " - _ *

4. Press 0 (zero) for Lookup.

5. If no match exists, edit the original entry.

6. If the name is not unique, press 0 for Next.

7. Do one of the following:

8. To make the call, press *.

9. To exit, press Superkey.

#### 5140 IP Phone and 5240 IP Phone

To use Phone Book:

1. Press Phone Book.

2. Do one of the following:

3. To search by name, enter the name.

4. To refine the search by using name, number, department, and/or location, press Options and complete the desired fields.

3. Press Lookup.

4. If no match exists, edit the original entry.

5. If the name is not unique, press Next (if required).

6. Do one of the following:

7. To make the call, press Call.

8. To exit, press Phone View.

#### 6905 IP Phone

NOTES:

- The 6905 phone uses the contact information from the MiVoice Business Directory Server.

- Contact your system administrator to configure a programmable key for Phonebook.

To use Phone Book:

1. Press the Phonebook line key.

Note: To close the directory, press .

2. Do the following to locate the contact in the phonebook:

- Enter the first or last name of the person you want to call.

- For each letter in the name, press the appropriate key on the dialpad until the letter is shown in the display. For example, if the letter C is required, press the digit 2 three times.

- Use the navigation key to correct errors.

- If the next letter in the name is on the same digit key as the previous letter, press the navigation key before proceeding.

- If required, press the key to add a space between the first and last name.

3. Press the Enter key to lookup the contact in the phonebook.

4. If no match exists, edit the original entry.

5. If more than one match is found, press the Next softkey.

6. You can do any of the following:

- To make the call, press the Call softkey.

- To edit the entry, press the Retry softkey.

- To exit, press .

#### 6910 IP Phone

Note: The 6910 phone uses the contact information from the MiVoice Business Directory Server.

To use Phone Book:

1. Press the key.

Note: To close the directory, press .

2. Do the following to locate the contact in the phonebook:

- Enter the first or last name of the person you want to call.

- For each letter in the name, press the appropriate key on the dialpad until the letter is shown in the display. For example, if the letter C is required, press the digit 2 three times.

- Use the navigation key to correct errors.

- If the next letter in the name is on the same digit key as the previous letter, press the navigation key before proceeding.

- If required, press the key to add a space between the first and last name.

3. Press the Enter key to lookup the contact in the phonebook.

4. You can do any of the following:

- To make the call, press the Call softkey.

- To edit the entry, press the Retry softkey.

- To exit, press .

#### 6920, 6930, 6940, 6970 IP Phones

To use Phone Book:

1. Press the (Contacts) key.

2. (Optional) Tap the search bar, enter the first letters of the contact’s name, and tap the blue return button to initialize the search function.

3. Tap the contact you want to call.

4. (Optional) If the contact has multiple phone numbers defined, press the right arrow button to navigate to the contact card and use the tap the phone number you wish to call.

5. Tap the Dial softkey or press the (Speaker/Headset) key for speaker or headset operation

- or -

Pick up the handset for handset operation.

#### 5560 IPT

To use Phone Book:

1. Press Phonebook.

2. Do one of the following:

3. To search by name, enter the name.

4. To refine the search by using name, number, department, and/or location, press Options and complete the desired fields.

5. Press Lookup.

6. If no match exists, edit the original entry.

7. If the name is not unique, press Next (if required).

8. Do one of the following:

9. To make the call, press Call.

10. To exit, press Cancel.

#### IP Console Applications(MiVoice Business Console)

To access the system directory:

1. Select Phone Book.

2. Type the person's name or other information in the appropriate boxes. (Use the mouse or the Tab key to move between boxes.)
   Press Backspace to erase incorrect keystrokes.

3. Select Search.
   Entries that match what you typed appear in the Phone Book area.

4. Use the mouse, the arrow keys, or the PAGE UP/PAGE DOWN keys on the keyboard to scroll through the list until you find the desired entry.

5. Select Call to call the selected entry. You can also press F12, Enter, or double-click the selected entry to call it.

6. To begin a new search, select New Search.

#### 5540 IP Console

To use Phonebook to look up a name:

1. Press Phonebook.

2. Do one of the following:

3. To search by name, enter the name.

4. To search by name, number, department, and/or location, press Options and complete the desired field(s).

3. Press Lookup.

4. If no match exists, edit the original entry.

5. If the name is not unique, press the down arrow key (if required).

6. To make the call, press Call.

#### Symbol NetVision Phone

To use Phonebook:

1. Press FCT.

2. Press # until Superkey is displayed.

3. Press SND.

4. Press FCT until PHBK is displayed.

5. Press RCL.

6. Enter the name of the desired party.

7. Press MENU.

8. If no match exists, edit the original entry.

9. If the name is not unique, press MENU (if required).

10. Do one of the following:

11. To make the call, press RCL.

12. To exit, press END.

#### Symbol MiNET Wireless Phone

To use Phonebook:

1. Press FCT.

2. Press Top Arrow Key until Superkey is displayed.

3. Press the Send Key.

4. Press Top Right Hand Key until PHBK is displayed.

5. Press Top Left Hand Key.

6. Enter the name of the desired party.

7. Press Top Arrow Key.

8. If no match exists, edit the original entry.

9. If the name is not unique, press Top Right Hand Key (if required).

10. Do one of the following:

11. To make the call, press Top Left Hand Key.

12. To exit, press End Key.

#### OpenPhone 27

To use the MiVoice Business system phonebook:

1. Long press of the key.

2. Press Phonebook.

3. Enter the name of the desired party.

4. Press Lookup.

5. If no match exists, edit the original entry.

6. If the name is not unique, press Next (if required).

7. Do one of the following:

- To make the call, press Call.

- To edit the entry, press Retry.

- To exit, long press of the key.

- To cancel, press .

NOTE: The OpenPhone 27 also supports a phonebook that is internal to the phone. Refer to the OpenPhone 27 user guide for more information.

#### SpectraLink Wireless Telephones

To use Phonebook:

1. Press MENU.

2. Press Supr.

3. Press Yes.

4. Enter the name of the desired party.

5. Press Lkup.

6. If no match exists, edit the original entry.

7. If the name is not unique, press Next (if required).

8. Do one of the following:

- To make the call, press Call.

- To exit, press .

## Operation with "Phonebook with Location"

- If COS option "Phonebook Lookup - Display User Location" is enabled for the phone, after the phonebook search function displays the user's directory number and name, the user's location is displayed. The display alternates between the name/number and the location every 2 seconds. If the user's location is blank, the name/number remains displayed.

- If COS option "Phonebook Lookup - Default to User Location" is enabled in the Class of Service Options form, the directory search is limited to names that share the user's location.

#### 5212 IP Phone, 5215 IP Phone, and 5215 IP Phone (Dual Mode)

1. Press Superkey. PHONEBOOK is displayed.

2. Press *.

   NOTE: Press # for Help to display the keys used to enter Phonebook commands (Lookup, Call, Next, Retry, etc.). Help is available from the Phonebook top-level menu only.

3. Enter the name of the desired party.

   NOTE: Use the '1' key to enter any of the following characters: . , / # ! ? % 1 @ & $ 0 ' " - _ *

4. Press 0 (zero) for Lookup. The phone displays the first matching directory entry that shares your location.

   NOTE: If your location is blank (not programmed in the system database), the search results only include directory entries that also have a blank location.

5. If the name is not unique, press 0 for Next.

6. If no match exists, select Retry by pressing *. ALL LOCATIONS? is displayed. Press * to search the entire directory or press # to display only names that share your location.

5. Do one of the following:

6. To make the call, press *.

7. To exit, press Superkey.

#### 5020 IP Phone, 5220 IP Phone and 5220 IP Phone (Dual Mode), 5224 IP Phone, 5330/5330e IP Phone, 5340/5340e IP Phone, 5560 IPT, and Navigator

1. Press Superkey (must be programmed to a key on the 5330/5330e IP Phone and 5340/5340e IP Phone).

2. Press Phonebook.

3. Enter the name of the desired party.

4. Press Lookup. The phone displays the first matching directory entry that shares your location.

   NOTE: If your location is blank (not programmed) in the system database, the search results only include directory entries that also have a blank location.

5. If no match exists, select Retry (Backup on 5330/5330e/5340/5340e) . ALL LOCATIONS? is displayed. Press Yes to search the entire directory or press No to display only names that share your location.

6. If the name is not unique, press Next.

5. Do one of the following:

6. To make the call, press Call.

7. To exit, press Superkey.