RCA 4 Line Phone System Manual

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Basic Operation
Hour FormatYou may set this phone to a 12 or 24-hour format. The default is 12-hour format.
1.  Press the Menu button while in standby mode.
2. Use the Vol (+ or -) buttons to scroll up or down to SET TIME & DATE.
3. Press the Sel/Save button.
4. Use the Vol (+ or -) buttons to scroll up or down to SET HOUR FORMAT.
5. Press the Sel/Save button.
6. Use the Vol (+ or -) buttons to scroll up or down to select 12-HOUR or 24-HOUR.
7.  Press the Sel/Save button to save.
Restoring the Default Settings
This feature allows you to reset the menu to the original factory default settings.
1. Press the Menu button while in standby mode.
2.  Use the Vol (+ or -) buttons to scroll up or down to RESTORE TO DEFAULTS.
3. Press the Sel/Save button.
4. Use the Vol (+ or -) buttons to scroll up or down to YES or NO.
5.  Press the Sel/Save button to save.
Basic Operation
Your phone provides the convenience of accessing four separate telephone lines, each  
obtained from the telephone company and each having its own phone number. This is 
generally applicable to small offices. It provides for 16 telephones (or stations) to share 
multiple lines. Each station is interconnected to all others by an intercom. 
Making Calls with the Handset
1. Pick up the handset and the phone automatically selects the priority line. If the  
priority line is occupied, it selects an open line.  
 OR  Pick up the handset and press a Line button to select a line.
2. Wait for a dial tone, then dial a phone number.
3. Hang up the handset when finished. 
						

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Making Calls with the Speakerphone
1. Press the Speaker button and the phone automatically selects the priority line. If the priority line is occupied, it selects an open line.
  OR
 Press a Line button to select a line.
2. Wait for a dial tone then dial a phone number.
3. Press Speaker button when finished.
NOTE: Only one-way conversation is possible in speakerphone mode. When you are speaking, 
you are transmitting. When you are listening, you are receiving. You can’t do both at 
the same time. The phone will automatically switch between transmitting and receiving 
depending on the level of the voice or the room noise picked up by the speakerphone mic.
NOTE:  If a line goes off-hook, the call timer counts time until all the l\
ines go on hook. The 
timer serves for 4 lines.
Making Calls with the Optional Headset
1. Connect the headset plug into the Headset jack on the left side of the base.
2. Adjust the headset to rest comfortably on top of your head and over your ear.
3. Move the microphone to approximately 2 to 3 inches from your mouth.
4.  Press the Headset button and the phone automatically selects the priority line. If the priority line is occupied, it selects an open line.
5.  Wait for a dial tone, then dial a phone number.
6.  Press Headset when finished.
CAUTION: Use only the Thomson Inc. 5-2425 headset that is compatible wit\
h this unit.
NOTE:  If the headset is not connected (or if not completely inserted int\
o headset jack), an 
error tone is heard when the Headset button is pressed and the display will show Error for 
several seconds. 
Pre-dialing
1.  With the phone idle and the handset on the cradle, manually enter the telephone  
number. The telephone number shows in the display.
2.   Press the Dial or Speaker button, or lift the handset to take a line, and the  
telephone number is automatically dialed. 
Basic Operation 
						

							23
Answering Calls
If you receive a call on the priority line, 
1. Pick up the handset (handset mode), OR
2. Press the Speaker button (speakerphone mode), OR
3. Press the Headset button (headset mode).
4. When finished, hang up the handset, or press the Speaker button or press the  
Headset button.
If you receive a call on a line other than the priority line, 
1.  Pick up the handset and press the corresponding line button (handset mode), OR
2. Press the Speaker button and press the corresponding line button (speakerphone mode), OR
3. Press the corresponding line button, and then press the Headset button  
(headset mode).
4.  When finished, hang up the handset, or press the Speaker button, or press the  
Headset button.
NOTE:  Whether you are making or receiving a call, the caller is disconnected if you press 
another line without putting the call on hold first.
Switching Between the Speakerphone, Handset, and Headset
To switch to the speakerphone, press Speaker. The speakerphone indicator turns on.  
Put handset back in cradle.
To switch to the handset, pick up the handset. The speakerphone or headset turns off.
To switch to the headset, press the Headset button to enable the headset, and the  
headset indicator turns on. Hang up the handset. 
Mute
To have a private, off-line conversation, use the Mute feature. The party on the other  
end of the line cannot hear you, but you can still hear them.
1.  Press Mute to activate the mute feature. The mute indicator turns on.
2. Press Mute again to turn it off.
NOTE:  Switching from speakerphone to handset cancels mute.
Basic Operation 
						

							24 
Do Not Disturb
This feature is set at individual telephones to disable (silence) an incoming rin\
g signal, 
intercom ring, or page. When there is an incoming call or an intercom call, the status  
indicators function as normal but the phone will not ring.
1.   When the unit is idle, press the Privacy button. The Privacy indicator flashes and the last setting is displayed.
2.  Use the Vol (+ or -) buttons to scroll up or down to select the duration. You may choose from 15 minutes, 30 minutes, 45 minutes, 1 hour, or 2 hours and increase the duration 
by 1 hour intervals up to 24 hours.
3.  Press the Sel/Save button to confirm. The indicator blinks and the displ\
ay shows how long the ringer will be disabled. 
4. To cancel, press Privacy again or hang up the handset.
NOTE: If Intercom Auto Answer is turned ON, the unit automatically answers the intercom 
call even if the Do Not Disturb function is activated.  
Hold
Placing a Call on Hold
Press the Hold button to put the line in use on hold. The line indicator f\
or the line on hold 
flashes blue. The phone emits a beep every 30 seconds as a reminder. At the other stations, 
the indicator blinks red but no beep is heard.
NOTE:  If you put a call on Hold while in Privacy mode, no one but you can\
 access the line on 
hold. Anyone trying to access the line receives an error tone.
Releasing a Call from Hold
Press the Hold button or the corresponding Line button to release hold.
NOTE:  If you want to change modes, lift the handset to switch to the hand\
set, or press the 
Headset button to use the headset.
NOTE:  The call on hold can be picked up at any station using this procedure.
Flash
Use the Flash button to activate custom calling services such as call wa\
iting or call  
forwarding, which are available through your local phone company.
Basic Operation 
						

							25
Redial
1.  Pick up the handset (handset mode), or press the Speaker button (speakerphone mode), or press the Headset button (headset mode) and the priority line is  
automatically selected, 
      OR 
 Press a line button to select other line.
2.  Press the Redial/Format button
NOTE:  The redial function will not operate if the number to be redialed contains more than 
32 digits. If the number is longer than that, you will hear an error tone.
Reviewing the Redial Numbers
Your phone records up to six previously dialed phone numbers.
1. When the phone is idle, press the Redial/Format button.
2.  Use the Vol (+ or -) buttons to scroll up or down to view the last six previously dialed numbers.
3. While the preferred number is displayed, pick up the handset or press the Speaker, Dial, or a line button to dial the phone number.
NOTE:  If you do not select a line button, the line is automatically seize\
d and the number is 
dialed accordingly.
Transferring a Call to Another Station
1.  With the caller on the line, press the Transfer button.
2. Press the Intercom/Memory Log button (1-16) for the station you want to transfer the call to. The line’s indicator blinks purple until the party picks up the transferred call. 
Once the call is picked up, the indicator stays red. The indicator on the receiving party’s 
line rapidly flashes red and rings during call transfer.
•  If the transferred call is not picked up at the other station with\
in 45 seconds. The  transfer cancels, the line is put on hold, and the line indicator flas\
hes blue.
•  If the party at the other station doesn’t pick up the transferr\
ed call, and you want to  attempt to transfer to another station, press the line button and repeat\
 the transfer 
process from step 1.
Basic Operation 
						

							2 
Receiving a Transferred Call from Another Station
If a call is transferred to your station, the line indicator flashes red. To answer the call, press 
that line button.
If you are on the line when a call is transferred to you, you will hear beeps to alert you 
of the incoming call. Put your current call on hold by pressing Hold, and then pick up the 
incoming call by pressing the corresponding line button.NOTE: During the transfer, the only two stations that can access the line are: a) the 
transferring station, or; b) the station receiving the transfer.
VERY IMPORTANT: To transfer a call from one station to another, the two stations should be 
connected to the same line.
Message Waiting 
Provide your phone company offers voice messaging service and you subscribe to it, the 
New Message indicator flashes when the phone is not in use to indicate\
 there is a message 
waiting. Also, from the display, you can find which line has message waiting. The indicator 
stops flashing after the message is reviewed.NOTE:  Not applicable to Model 25423.
Privacy
While in use, a line can be secured so that no one else can listen to the conversation. This 
feature only applies to 25423, 25424, 25425, 25413, 25414, 25415, 25403 and 25404 
phones. However, other phone which are not compatible with these models can still access 
the line.
Providing Privacy
At any time during a conversation, you can use the privacy feature to secure the line.
1.  While on a line, press the Privacy button. The indicator turns on.
2. To cancel, press Privacy again or hang up.
NOTE: If you put a call on hold while in privacy mode, no one but you can \
access the line on 
hold.
Conference Calls
This feature allows you to have a 3-way conversation using any combination of 2 lines.
To connect and conference
1. To make a call, press the line you want and dial the telephone number. If you already have someone on the line, skip to step 2.
2. Press the Hold button to place the call on hold.
Basic Operation 
						

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3. Press another line button and dial the telephone number of the party you w\
ant to conference with.
4. Press the Conference button.
5. Speak to both parties.
NOTE: If you have more than one line on hold, and you want to have a conference call, you 
must first select the line on which you want to conference.
To disconnect one party:
Press the line button for the person you want to continue speaking with, and the other 
party is automatically disconnected.
To disconnect both parties:
Hang up the handset, or press the Speaker or Headset button.
NOTE: If you press the Hold button to put them on hold first, you may then disconnect from 
each party individually. 
Intercom Calls 
One-Touch Intercom
NOTE:  If the Intercom indicator is turned on (solid red), the intercom is in use. You must wait 
until the indicator turns off before making an intercom call.
1.  Press the Intercom/Memory Log button (1-16) for the station you want to 
intercom with. The Speaker turns on.
  Alternately, you may press the Intercom button, then press the Intercom/Memory Log button (1-16) for the stations you want to intercom with. The speakerphone  
automatically turns on.
NOTE:  If you want to switch to the handset, pick it up and continue speak\
ing. To switch to 
the headset press the Headset button.
NOTE: The handset, headset, or speakerphone cannot be active when an intercom call is 
initiated (the handset should be on the cradle and the speakerphone and headset turned 
OFF.)
NOTE: To abort intercom call, press Speaker button.
2.  To end the intercom call, hang up.
NOTE:   If the receiving station does not answer within 45 seconds, the intercom call is 
cancelled. You will hear an error tone and NO ANSWER shows in the display. NOTE:   If the 
intercom is in use. You will hear an error tone and ERROR INHIBITED shows in the display.
Intercom  Calls 
						

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Answering an Intercom Call
When you receive an Intercom call, the Intercom indicator flashes red, and the display 
shows the caller’s name and phone ID.NOTE:  If you want to answer with the speakerphone, press the Intercom or Speaker button. If 
you want to answer by headset, press the Headset button (the headset must be connected). 
To answer by handset, lift the handset.   
NOTE:  Press Speaker or lift the handset to automatically select a party. If you receive an 
incoming call and intercom call at the same time the unit automatically selects the ringing 
line.
Intercom Hold
1.  Make an intercom call or answer an intercom call.
2. Press the Hold button. The Intercom indicator flashes blue.
NOTE:
• When the intercom is on hold, you may not receive another intercom.
• If the other party terminates intercom, intercom hold is also released.
Intercom Conference Calls
This feature allows you to have a 3-way conversation using the intercom feature and an 
open line.
1. Place a call or make an intercom call.
2. Press the Hold button.
3. Place a call on another line or make an intercom call.
4. Press the Conference button.
5. Speak to both parties.
NOTE:  If you have more than one party on hold (telephone line or intercom), you must select 
the line for the party you want to conference with.
To disconnect one party:
Press the line or intercom button for the person you want to continue speaking with, and 
the other party is automatically disconnected.
To disconnect both parties:
Hang up the handset, or press the Speaker button.
NOTE:  If you press the Hold button to put them on hold first, you may then disconnect from 
each party individually.
Intercom Calls 
						

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Paging All Stations
1. Lift the handset.
2. Press the Page button and listen for the beep. The other stations not in use  
automatically activate their speakerphones and receive your page.
3.  Speak into the handset. You have 30 seconds to page in this mode. After 30 seconds, the page is cancelled.
4. When finished, hang up the handset.
NOTE:  You will not receive a page when Do Not Disturb is turned on.
NOTE:  Paging can be done with optional headset. plug in headset, press Headset button, the 
press Page button.
Caller ID
Note: The Caller ID section of this user’s guide is not applicable to Model 25423.
Summary Screen
The summary screen shows the current time, current date, number of CID records to be 
reviewed and total number of records saved to CID memory. It is displayed until any  
button is pressed. Within 60 seconds of receiving a new call, the new caller information is 
displayed.
Receiving and Storing CID Records
This unit receives and displays information transmitted by your local phone company. This 
information can include the phone number, date and time; or the name, phone number, 
date and time. The unit can store up to 99 calls for later review. When the memory is full, 
a new call automatically replaces the oldest call in memory. NEW appears in the display 
for calls received that have not been reviewed. The line number for the call received is also 
displayed.
Caller ID
Number of records in CID 
memory
Battery indicator
Time and date Name of phone
Phone ID
CID records waiting 
to be reviewed 
						

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Reviewing CID Records
 • Press the CID button , and then use the Vol (+ or -) buttons to scroll through the call records.
 • When you scroll to the start/end of the list, START/END  
appears in the display.
Saving a CID Record to the Intercom/Memory Log or to Phone Book Memory
1.    While a name and telephone number shows in the   display, if you need to edit the information, press the Sel/Save button and follow the 
steps for Storing a Name and Number in Memory.
2.     If you do not need to edit the name or number, press the Store button.
3.  To store data in the Phone Book Directory, press the DIR button,
    OR
To store data in the Intercom/Memory Log, press a memory log button (1-16).
Deleting a CID Record
To delete the record shown in the display, press the Delete button once.
Deleting All Call Records
This feature allows you to clear all CID records at once.
1.    While viewing a CID record, press and hold the Delete button. PRESS DELETE AGAIN 
CLEAR ALL CALLER ID shows in the display.
2.    Press the Delete button again to confirm.
Dialing Back
When reviewing CID records, you can dial back the numbers 
showing on the display by pressing the Dial button.
If You Programmed Your Local Area Code
1. Press the CID button , and then use the Vol (+ or -) buttons to display the number you 
want to dial.
2. If you see a number with 7 digits (i.e.555-1234), then the call was received from within your area code. However, this does not guarantee the call is a local call. If you see a 
number with 11 digits (i.e.1-234-555-1234), then the call received was not from your 
area code. 
3. To adjust the phone number format, use the Redial/Format button. For instance, a 7-digit local number sometimes cannot be dialed because it requires a 10-digit or 11-digit 
format. Use the Redial/Format button to scroll through 7, 10 and 11-digit numbers.
Caller ID