Configure features for the Yealink T40S series phones

This guide covers the features and functions of the Yealink T40S series phones.

Function buttons

These buttons are key to many of the feature processes of Yealink T40S series phones:

• Navigation cluster - The navigation cluster is the circular buttons in the middle of your phone. Press up or down to scroll through the options, lists, and menus. Press the center button to select the highlighted item.
• Softkey buttons - The softkey buttons, located beneath the main display are used to perform various functions that appear directly above them. The softkey functions may change to support your current activity. For example, when you’re on a call, the softkey functions help you manage that call.
• Line keys - The line buttons indicate the status of your lines and calls. The backlighting lets you know whether a line is:
  • Idle
  • Ringing
  • In Use
  • On Hold

Make and receive calls

Place a call

1. To place a call using the handset:
   1. Pick up the handset. 
   2. Press the Speakerphone key.
   3. Press the Headset key.
2. Enter the number, and then press the Send soft key. 

During a call, you can alternate between the Headset, hands-free speakerphone, and handset modes by pressing the headset key, the speakerphone key, or by picking up the handset. Headset mode requires a connected headset. 

Answer a call   

You can answer an incoming call in three different ways:

1. Pick up the handset. 
2. Press the Speakerphone key. 
3. Press the Headset key. 

Reject a call  

You can reject an incoming call by pressing the Reject softkey. 

End a call 

To end a call using the handset, hang up the handset or press the End Call softkey. 

Enable calling functions

Place and resume a call on hold 

To place a call on hold,  press the Hold softkey during an active call. 

To resume the call, do one of the following:

1. If there is only one call on hold, press the Resume softkey. 
2. If there is more than one call on hold, press the Up or Down arrow to select the desired call, and then press the Resume softkey. 

Initiate a conference call

Initiate a conference call, while on an active call:

1. Press the Conf softkey during an active call. The call is placed on hold.
2. Enter the number of the second party, and then press the Send softkey. 
3. Press the Conf softkey again when the second party answers. All parties are now joined in the conference.    
4. Press the End Call softkey to disconnect all parties. 

You can split the conference call into two individual call by pressing the More softkey, followed by the Split softkey. 

End a conference call

To end a three-way call:

1. Hang up the phone.

Enable do not disturb

To enable Do Not Disturb:

1. Press the Do Not Disturb (DND) softkey.
   

When Do Not Disturb is enabled, all incoming calls will be diverted to voicemail or to your call forward no answer destination number. To disable Do Not Disturb, press the Do Not Disturb softkey again.

Enable call forwarding 

To enable call forward:

1. Press the Menu softkey.
2. Use the navigation keys to locate and select Features.
3. Select Call Control.
4. Next, select Call Forwarding.
5. Press the Enter softkey.
6. Select you call forwarding option from:
   1. Always Forward
   2. Busy Forward
   3. No Answer Forwarding 
7. When your option is selected, press the Enter softkey.
8. To enable, press the Switch softkey.
9. Press the down navigation button and enter the valid extension or phone number.
10. When complete, press the Save softkey.

The display shows that the line is forwarded to that destination number.

To disable your call forwarding option, repeat the steps and switch to disable.

Transfer a call

Blind transfer 

To transfer a call to another person without talking to them privately about the caller beforehand.

While on an active call:

1. Press the Transfer softkey.
2. Enter the valid 10-digit phone number.
3. Then press the Blind Transfer softkey.

Consulted transfer  

To talk privately about a call before transferring:

1. While on an active call, press the Transfer button or Transfer softkey.
2. Enter the phone number and press the Call softkey. The first call will be automatically placed on hold and the destination party’s phone will ring.
3. When the destination party answers, you can talk privately about the call before transferring.
4. To complete the transfer, press the Transfer button or Transfer softkey again.

Direct Transfer to voicemail 

To transfer a call directly to another user’s voicemail without ringing their phone, while on an active call:

1. Press the Transfer softkey.
2. Dial *55 followed by the extension you would like to transfer the call to.
3. This completes the transfer to voicemail.

Park and retrieve calls

Call Park is a shared hold that allows you to “park” a call on one phone and retrieve it on another phone. For example, if you receive a call from a customer with a question about their archived file, you can park the call and retrieve the call from the file room phone to answer their account questions.

To park a call:

1. Press the More options softkey.
2. Press the Park softkey. *68 will automatically be dialed.
3. Enter the extension where you would like to park that call against or press # (pound) to park the call against your own extension.
   
   

To retrieve a parked call from any phone:

1. Press More options softkey.
2. Press the Retrieve softkey.

Enter the extension in which the call was parked. If parked against you own extension, press # (pound).

Access your call history  

To access Call History for placed, answered, and missed calls:

1. Press the Menu softkey.
2. Use the navigation keys to locate and select History.
3. You can move through the following lists using your right and left navigation keys:some text
   •  All calls, 
   • Missed Calls, 
   • Received Calls
   • Placed Calls.

To place a call, scroll to the desired number and press the Call softkey.

To immediately place a call to a most recently missed call, press the Call return softkey.

This key will only be visible if you recently missed a phone call and if the Missed call shortcut feature is set to On. You may check this setting by selecting the Information and Settings button, User Preferences then Call Preferences.

Retrieve your voicemail

To access your voicemail system:

1. Press the Messages button,
2. Then follow the voice prompts to choose a PIN, record your name, and record your personal greeting.

To retrieve your voicemail:

1. Press Messages and follow the voice prompts to enter your voicemail PIN. 
2. The menu options are as follows:
   • Press 3 for Greeting Menu.
     • Press 1 to change your name
     • Press * (star) to go back to the previous menu.
     • Press  # (pound) to repeat the menu options.
   • Press 8 to change your passcode
   • Press 9 to exit the voice portal

Press # (pound) to repeat the menu options.

Transfer your voicemail messages

Sometimes you receive voicemail messages that are meant for another co-worker or would like for a colleague to listen to information left in a voicemail message. In these instances, it is easiest to simply transfer the voicemail to his or her extension instead of transcribing the information and calling or emailing your co-worker. 

To transfer your voicemail message: 

1. Call your Voice Portal, either by dialing your business phone number or by pressing the message button, if applicable.
2. Proceed to enter your passcode, usually a 4-digit number followed by # (pound) . The prompt for the voicemail menu options will begin.
3. Press 1 to listen to your current voice message.
4. Press 9 for additional options.
5. Press 2 to forward the current message. You will be asked to record an introduction prior to sending the message. Once finished, press # (pound). Note: This step is required, and you will not be able to proceed until you record an introduction.
6. Press 3 to forward to 1 or more destinations.
7. You will then be prompted to enter the extension/mailbox ID of the new recipient followed by # (pound).
8. Your voice message will now be sent to the extension/mailbox ID previously entered.
9. Once finished, you can end the call or listen to additional voicemail menu options.

Set up your extended away greeting

1. Call your Voice Portal, either by dialing your business phone number or by pressing the message button, if applicable.
2. Proceed to enter your passcode, usually a 4-digit number followed by # (pound). The prompt for the voicemail menu options will begin.
3. Press 4 to access the Extended Away Greeting menu.
4. Press 3 to record your Extended Away Greeting. You will be prompted to record your message following the tone. Once finished, click on # (pound).
5. To activate your Extended Away Greeting, press 1.
6. Your Extended Away Greeting has now been activated.

To deactivate the Extended Away Greeting, follow the steps 1 through 3. When prompted, press 2 to deactivate the Extended Away Greeting.