NEC XN120 telephone system operating instructions

Applies to

This article applies to the following products.

Please note that not every feature described in these instructions is available on every NEC XN120 telephone system. If you find that a feature you wish to use is not available on your telephone system, please contact us for advice.

Call us on 0115 938 9685 or use our contact form.

Definitions used in these instructions

Handset
The part of the telephone you hold against your ear and speak into.
Line button
A button associated with an outside telephone line. Line buttons light up green for lines you are using and red for lines other people are using.
DSS (Direct Station Selection) button
A button on the telephone associated with an extension connected to your telephone system.
Service code

The XN120 telephone system uses service codes to access various features. By default, these are 3-digit codes starting with 7 or 8. For example, the service code to change an extension name is 800.

We have found this causes a problem as it is easy to accidentally dial a service code and unintentionally enable or disable a feature, leading to the perception that there is a problem with the system. In order to stop this happening, we have prefixed the service codes on all systems we have installed or maintain with *.

These instructions assume systems installed or maintained by ourselves and show codes with a prefix of *. If you have a system we didn't install and don't maintain, omit the leading * from the codes shown.

Making and receiving calls

Using speakerphone

All NEC XN120 system phones (IP2AT-12TXD Vision and IP2AT-12TD Talk) incorporate a hands-free speakerphone, which allows the telephone to be used without lifting the handset. Where these instructions refer to lifting the handset, it is also possible to use speakerphone by pressing Spk instead of lifting the handset.

  • To switch from the handset to speakerphone, press Spk then replace the handset.
  • To switch from speakerphone to the handset, lift the handset.

Making an internal call

  1. Lift the handset.
  2. Either dial the extension number of the person you wish to call, or press the DSS button for the extension.

Making an external call

  1. Lift the handset.
  2. Either dial 9 for an outside telephone line, or select a line directly using a line button.
  3. Dial the telephone number of the person you wish to call.

Answering a call

  • To answer a call ringing at your extension, lift the handset.
  • You can answer an external call by pressing the flashing line button, even if your telephone is not ringing for that call.
  • To answer a call ringing at another extension in the same pickup group, lift the handset and dial *867.
  • To answer a call ringing at an extension in a different pickup group, lift the handset and dial *868 followed by the 2-digit pickup group number.
  • To answer a call ringing at any extension regardless of pickup group, lift the handset and dial *869.
  • To answer a call ringing at a specific extension, lift the handset and dial *715 followed by the number of the extension that is ringing.

Putting a call on hold

  1. First note which line button the call is on (the button will be solid green).
  2. Press Hold to put the call on hold. The line button will now be flashing green. The caller will hear service tone (beep beep) or your company's on-hold music and/or message.
  3. You can now do any of the following.

    • Make a separate call to another party; for example, to make an enquiry about something the caller has asked about. You can return to the call on hold by pressing the flashing green line button.
    • Replace the handset and pick the call up at another extension by pressing the same line button. This can be useful if you want to speak to the caller at another extension, perhaps in a different room. The line button on the other extension will be red and flashing. Please note that this is only possible if you have line buttons; it is not possible if you don't have line buttons or if you only have park hold buttons.
    • Replace the handset and ask a nearby colleague to pick up the call. Tell them which line the call is on. The line button on their extension will be red and flashing. Please note that this is only possible if you have line buttons; it is not possible if you don't have line buttons or if you only have park hold buttons.
    • Replace the handset without ending the call. This can be useful if you want to discuss the call with a colleague without the caller hearing the conversation, or to check something in the customer's file.

Transferring a call

  1. First note which line button the call is on (the button will be solid green).
  2. Press Transfer. The line button will now be flashing green. The caller will hear service tone (beep beep) or your company's on-hold music and/or message.
  3. Either dial the extension number of the party you wish to transfer the call to, or press the DSS button for the extension.

    • If the other extension does not answer, press the flashing green line button. You will be connected to the caller again.
    • If the other extension answers, announce the call, then replace the handset to transfer the call to them. If they do not wish to take the call, press the flashing green line button. You will be connected to the caller again.

Transferring calls to an external number

On some systems, it is also possible to transfer to an external number. Follow the instructions above but instead of dialling an extension number, dial 9 followed by the external telephone number.

Conference calls

You can make a conference call to two or more other parties and each party can talk to and hear the others. Depending on how your system is configured, it might be possible to include one or more external parties in the conference call, as well as parties using extensions on the telephone system. An idle (not in use) line is required for each external party you wish you include.

To make a conference call

  1. Make a call to one of the parties you wish to include in the call. Tell them to wait while you call the other party or parties you want to include.
  2. Press Conf.
  3. Repeat steps 1 & 2 until you have called all the parties you wish to include.
  4. Press Conf again. All parties will be able to speak to each other.

To end a conference call

To end a conference call, all internal parties must replace the handset, then all external parties will be disconnected.

Forwarding calls

You can forward incoming calls to your extension to another extension or, if your system is suitably configured, to an external telephone number.


Function Set Cancel
Forward immediately (does not ring your extension) Call *848 1 <extension number> Spk Call *848 0 Spk
Forward immediately, ringing both extensions Call *842 1 <extension number> Spk Call *842 0 Spk
Forward calls when your extension is busy Call *843 1 <extension number> Spk Call *843 0 Spk
Forward calls when not answered Call *845 1 <extension number> Spk Call *845 0 Spk
Forward calls when not answered or when your extension is busy Call *844 1 <extension number> Spk Call *844 0 Spk
Follow me – retrieve your calls at another extension (see below) Call *846 1 <your extension number> Spk Call *846 0 0 Spk
Forward calls to an external number Call *713 6 9 <telephone number> Hold Spk Call *713 6 Hold Spk

Follow me

You can retrieve calls to your extension at a different extension. For example, if your extension number is 210 and you are sitting at extension 220, press Call *846 1 210 Spk at extension 220. Calls to extension 210 will then ring at extension 220.

To cancel, press Call *846 0 0 Spk from your own extension (210 in the above example).

Paging

Paging allows you to make an announcement to multiple people, or to a particular person whose location is unknown. For example, someone working in a large warehouse.

Depending on how your system has been configured, one of the buttons below the display might be configured as a paging button. If no button has been configured, you will need to use one of the service codes as per the table below.


Function Description Dial
Internal paging Paging over idle (not in use) NEC XN120 system phones (IP2AT-12TXD Vision and IP2AT-12TD Talk) *801 <2-digit internal paging zone (01-32), or 00 for all zones>
External paging Paging over external loudspeakers *803 <1-digit external paging zone (1-6), or 0 for all zones>
Combined internal & external paging (see below) Both of the above *751 <1-digit external paging zone (1-6), or 0 for all zones>

For combined paging, each external paging zone will be associated with 1 of the 32 internal paging zones. Which zone will depend on how your system has been configured. The default is that all external paging zones are associated with internal paging zone 1.

To make a paging announcement

    • If you are on a call, press Hold to put the caller on hold. Do not replace the handset.
    • If you are not on a call, lift the handset.
  1. Press the paging button, or use one of the codes above.
  2. There will be a tone, a chime or silence, depending on how your system has been configured.
  3. Speak into the handset to make the announcement.
  4. Replace the handset or press the flashing green line button to return to the caller on hold.

Changing extension names

At any extension equipped with an NEC XN120 IP2AT-12TXD Vision telephone:

  1. Leave the handset down.
  2. Press Call.
  3. Press *800.
  4. Enter the number of the extension whose name you want to change.
  5. Enter the new name using the keypad; for example, for the letter 'C', press 2 3 times.

    • Press DND to delete the character to the left.
    • There is no timeout between letters. If the next letter is on the same key, you will need to press # before entering the next letter. If the next letter is on a different key, you can just press the next key as normal.
    • Press ## to insert a space.
  6. Press Hold to save. You will hear a beep.
  7. Repeat steps 4-6 for any other extension names you want to change.
  8. Press Spk to exit.

Background music

Any NEC XN120 IP2AT-12TXD Vision or IP2AT-12TD Talk telephone can have the system music on hold (if connected) playing through its speaker as background music when the telephone is not in use.

To turn background music on or off

  1. Leave the handset down.
  2. Press Call.
  3. Press *825 (or 825).
  4. Press Spk to exit.

Function buttons

There are 2 or 4 rows (depending on the model) of function buttons below the display of the phone.

To check what a button currently does:

  1. Leave the handset down.
  2. Press Check (top right).
  3. Press the button you want to check. The current function of the button is shown on the display.
  4. Repeat step 3 to check additional buttons.
  5. Press Clear to exit.

To assign a DSS button for an extension:

  1. Leave the handset down.
  2. Press Call.
  3. Press *851 (or 851).
  4. Press the button you wish to change. The current function of the button is shown on the display.
  5. Press 01.
  6. Enter the extension number you wish that button to call.
  7. Press Hold to save.
  8. Repeat steps 4-7 to change additional buttons.
  9. Press Spk to exit.

Please note that you might be unable to change certain buttons using this above method, specifically line buttons, virtual extension buttons and park buttons.

Please also note that the functions of the LND and OPAC buttons are fixed and cannot be changed.