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Avaya 1408 & 1416 phones User`s guide

1. 41 3 2 Ignore an Incoming Call 41 3 3 Answering a Page Call 41 34 AUt9 Answers een kur 41 3 5 Call Pickup nn een ern 42 4 Redialling 4 1 Redial a Call One Mode 44 4 2 Redial a Call List Mode 44 4 3 Selecting Your Redial Mode 45 4 4 View Call Details 46 4 5 Add a Call to Your Contacts 46 5 Holding and Parking Calls 5 1 Holding Calls en en ea 49 5 1 1 Holding a Call 49 5 1 2 Taking a Call Off Hold 49 5 1 3 Switching Between Calls 50 5 1 4 Transfer a Held Call 50 5 2 P rking Galls 2 0 24222 re 51 5 2 1 Park Using the Menu 52 5 2 2 Unpark Features Menu 52 5 2 3 Unpark Status Menu 52 5 2 4 Park amp Page na anne 53 1408 1416 Phone User Guide IP Office 9 0 Contents 6 Transferring Calls 6 1 Transfer to Voicemail 56 6 2 Transferring a Held Call 57 6 3 Transfer to Your Mobile Phone 57 7 Account Codes 7 1 Forced Account Code Entry 60 7 2 Manual Account Code Entry 60 8 Conference Calls 8 1 Starting a Conference 62 8 2 Adding a Call to a Conference 62 8 3 Viewing Conference Details 63 8 4 Dropping Muting Parties 63 8 5 Holding a Conference Call 63 8 6 Context Sensitive Conferencing een 64 9 Headset Handsfree Operation 9 1 Headset Operation 66 9 1 1 Headset Volume 67 9 1 2 Defaul
2. 1 7 Labels Introduction The Phone Stand Next to each call appearance button and feature button is a paper label The label identifies the feature that has been programmed on the button by your system administrator You can remove the labels if you want to change a label or write on a blank one Printed labels are also available for your telephone See your system administrator for more information 1 8 The Main Phone Menus The main menus are detailed below You can move between them using the ASA PHONE key You can do this even during a call including when a call is alerting In addition the menus are accessible from the call appearance menu by pressing the Status and Features soft keys when they are displayed The Appearance Menu Idle 299 11 00 01 26 a Features Call Incoming da a Extn3 07 307 Status Mobile Twinning Off The Features Menu Features Pickup Select Button Features sd a Selec 1408 1416 Phone User Guide IP Office 9 0 o This menu is used to display information about the buttons that have been configured for appearance functions These will normally be the first 3 button on the phone but the system administrator can configure additional buttons Using the amp up and down arrow keys you can scroll through the details of each of the buttons The display for buttons that currently have a call in progress will show details of the associated call The display for butto
3. e Voicemail Call the user s voicemail mailbox to leave a message e Auto Callback Set an automatic callback on the user The callback will occur when the user ends their current call The following options are only available if configured for you by your system administrator e Drop Call Disconnect the user s current call e Acquire Seize the user s current call e Intrude Join the user s current call turning it into a conference call e Listen Start silent monitoring of the user s call 1408 1416 Phone User Guide Page 132 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 17 Phone Settings 1408 1416 Phone User Guide Page 133 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 Phone Settings Menu Top Pressing the A MENU key accesses a menu that can be used to control various 4Screen Sounds phone settings These are mainly settings stored by the phone rather than user Select settings that move with you ES ESS eS The Phone A Menu diagram 178 shows a summary of the menu options Display Controls e Mobile Twinning 135 Brightness 14 Withhold Number 135 Contrast 143 Redial Mode Call Timer Display 14A Backup Restore Language 145 e En Bloc Dialing 13A Display Name e Auto Lock 15 A Menu Auto Exit 146 Exit Menu Timer Auto Return 147 Sounds Button Clicks 14 Disabling the Ringer 13 Error Tones 149 Visual Alerting 146
4. This key is used to answer and end calls using a headset connected to the phones headset socket The button is lit when you are connected to a call using the headset MUTE 8 This key can be used to mute your speech to the currently connected call The button is lit while mute is active SPEAKER 68 This key is used to answer and end calls using the phone s handsfree speaker and microphone The button is lit when you are connected to a call handsfree These keys have two roles e Appearance Keys 2 These button represent calls that you can make or receive e Feature Buttons 128 Those key not configured as appearance keys can be used for other functions 1408 1416 Phone User Guide Page 15 IP Office 9 0 15 601040 Issue 07h 10 April 2014 1 6 The Phone Stand The phones all include a two position stand that clips to the base of the phone as shown below Once attached the stand can be used in either position to change the angle of the phone When changing the position of the stand be sure to check that the stand has locked into the chosen position A small plastic peg is located just under the phone s handset This peg can be reversed to more securely anchor the handset when the stand places the phone in an upright position On the 1416 and 1616 phones the angle of the phone display can also be adjusted as shown below 1408 1416 Phone User Guide Page 16 IP Office 9 0 15 601040 Issue 07h 10 April 2014
5. Your phone has a headset socket located under the phone This is suitable for the connection of phone headsets that connect via a HIS headset cable e If there are no currently connected call to which you are talking a call answered by pressing its appearance button is connected either handsfree or through the headset according to the phone s audio path setting 67 e If there is already a connected call to which you are talking through the headset answering another call by pressing the appearance button will answer that call using the headset Using a Headset To answer a call using a headset 1 To answer a call using the headset press the 9 HEADSET button The button remains lit whilst you have a call connected on the headset To end a headset call 1 To end a headset call press the 9 HEADSET button To switch from the headset to the handset 1 To switch from the headset to the handset simply lift the handset To switch to handsfree from the headset 1 To switch to handsfree from the headset press the 9 HEADSET button The button remains lit whilst you have a call connected on the headset 2 Replace the handset To switch from the headset to handsfree 1 Press the If SPEAKER button See Handfree Speaker Operation 684 To switch to headset from handsfree 1 Press the 9 HEADSET button The button remains lit whilst you have a call connected handsfree To mute the call while on the headset 1 Press the k MUTE button
6. 122 15 2 Group Service Status and Fallback 123 15 2 1 Changing the Group Service Status Features Menu 124 15 2 2 Changing the Group Service Status Status MOM PERERERERARFPFRLEBERFEFERERSHERETESETEFFERFEFEUHERCEFLEFFEFFELRTEFERFERE 125 15 2 3 Changing the Group Fallback 126 16 Button Features 16 1 Programming a Button 128 16 2 Fe tures u eek 129 16 2 1 Abbreviated Dial 130 16 2 2 Absence Text 130 16 2 3 Account Code 130 16 2 4 Auto Answer nen 130 16 2 5 Call Forwarding All 130 16 2 6 Gall Park unten iaei 130 16 2 7 Call Park to Other 130 16 2 8 Call PICKUD si iore er 131 16 2 9 Call Pickup Any 131 16 2 10 Conf Meet Me 131 162211 Drop Gallic ist gr een 131 16 2 12 Flas M HOOK ac ha dat ee 131 16 2 13 Group BLP asad ite ee ewes 131 1408 1416 Phone User Guide IP Office 9 0 16 2 14 Page as ach ain tet id 131 16 2 15 Park and Page 131 16 2 16 Ringer Ofl ana 131 16 2 17 Self Administer 131 16 2 18 Send All Calls 131 16 2 19 Suppress Digits 132 16 2 20 Timer 8 ttes Annee 132 16 2 21 TWINNING 2 848 132 16 2 22 User BLF 2 ea 132 17 Phone Settings 17 1 Mobile Twinning ernennen 135 17 2 Withhold Number 135 178 Redial M de s sin eee 136 1 7 4 En Bloc Dialing nii
7. 60 Apply the inactivity timer after the selected number of seconds 6 Press the Done soft key 1408 1416 Phone User Guide Page 147 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 9 Volume and Sound This section covers controls that relate to the various sounds that your phone uses and to the volume These are in addition to the ringer controls 13 available e Button Click 14 Turn the phone menu key click on or off e Error Tones 149 Turn the phone menu error tones on or off Ringer Volume Adjust the volume of the ringer used by the phone e Handset Volume 14 Adjust the incoming call volume heard through the phone s handset e Headset Volume 14 Adjust the incoming call volume heard through a headset attached to the phone e Speaker Volumes Adjust the incoming call volume heard through the phone s speaker e Automatic Gain Control Switch automatic gain control on or off Note The system administrator can set your phone to reset its volume after each call 1408 1416 Phone User Guide Page 148 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings Volume and Sound 17 9 1 Button Clicks While using the phone menus the phone can provide a key press confirmation click sound This can be turned off if it is annoying 1 Press the MENU button 2 Press the Select soft key 3 Use the amp up and down arrow keys to locate the option Button Clicks 4 Use the left and rig
8. AVAYA IP Office 9 0 1408 1416 Phone User Guide 15 601040 Issue 07h 10 April 2014 2014 AVAYA All Rights Reserved Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes For full support please see the complete document Avaya Support Notices for Hardware Documentation document number 03 600759 For full support please see the complete document Avaya Support Notices for Software Documentation document number 03 600758 To locate this document on our website simply go to http www avaya com support and search for the document number in the search box Documentation disclaimer Documentation means information published by Avaya in varying mediums which may include product information operating instructions and performance specifications that Avaya generally makes available to users of its products Documentation does not include marketing materials Avaya shall not be responsible for any modifications additions or deletions to the original published version of documentation unless such modifications additions or deletions were performed by Avaya End User agrees to indemnify and hold harmless Avaya Avaya s agents servants an
9. Press the Select soft key or the OK button or the P right arrow key a uu A U N Use the amp up and down arrow keys to scroll the display to the option Auto Lock The m indicates that the setting is in minutes 7 Press the Change soft key to change the setting or use the left or right P arrow keys Off Do not use the inactivity timer e 1 5 30 60 Lock the phone after the indicated number of minutes 8 Press the Done soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 1408 1416 Phone User Guide Page 138 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 7 Ringer Controls This section covers controls for adjusting the ringing used by your phone e Switch the Ringer On Off 13 e Flash the message lamp for calls Visual Alerting 14 e Audible Alerting On Offli4 e Coverage Ring 4 e Ring Sound 14h e Ring Volume 142 e Internal Auto Answer 14 Calls are presented with a number of different ring patterns e Internal Calls Repeated single ring e External Calls Repeated double ring e Ringback Return Calls Repeated single ring followed by two short rings Phone Settings Auto Lock This type of ring is used for calls that are returning to your phone For example a call that you put on hold and which is returning due to being left on hold too long e Coverage Ring Variable You can also a
10. e Time The time of the call e Ring Time How long the call rang e Name The name of the caller if known e Number The number of the caller if available e Reason The type of call record ie Answered Outgoing or Missed e Count How many time a call of the same type name and number has occurred Only the details of the most recent call are kept in your call log However the count will indicate if the caller has rung or has been rung several times 4 While you are in the details of a call record the soft key functions available are e Call Call the number shown in the call record You can also do this by pressing the OK button e Contact Add the name and number to your personal directory You can edit the details before they are added e Back Go back to the normal call screen to select another call record 4 5 Add a Call to Your Contacts You can add the details of a call in your redial list to your personal contacts 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the amp up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Press the Contact soft key 4 Use the amp up and down arrow keys to switch between the name and number details for the new contact 5 Using the telephone keypad and the Bksp soft key you can edit the name an
11. offe tDisable Ringer on Coverage Ring ringe tRedial Action liste Self Administer tEn Bloc Dial one System Admin tShow Waiting Call ons t Set Password TCall Timer one TPhone Screen Settings Features gt Phone User Membership Select Back Features gt Call Settings 4Do Not Disturb offe On Done Back PSS 1 t Park Remotely Pickup en nn ee tPark F eatures gt Park tForvard 4 Park Here tGroup Select Back tPhone User Cal Settings SF tVisual Voice LFolow Me To TButton Features i tFollow Me Here i A ae E er E Azo To exit the whole user menu and return to the appearance menu press the AA PHONE EXIT button or if displayed press the Exit soft key Within the menu the amp up and down arrows keys are used to scroll through menu options The availability of additional options is indicated by the 4 T T arrow icons When the menu option displayed has sub menus that is indicated by the 3 dots ellipsis icon after the menu option name Except where they are being used to change the value of a setting see below the left and right P arrow keys can be used to exit and enter sub menus Entering a sub menu can also be done by pressing the Select soft key or the OK button Exiting a sub menu can also be done by pressing the Back soft key Menu options wher
12. 6 To unpark a particular call press the CPkUp soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18A 5 2 3 Unpark Status Menu While parked calls are parked on the telephone system and can be unparked by any other user the parked call indication is sent to a particular extension If there are any calls parked against your phone you can view and unpark them using the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ata PHONE key and then press the Status soft key if shown 2 If you have any parked calls the Parks option is displayed The option is not present if you do not have calls parked against your extension 3 Press the Details soft key 4 Use the amp up and down Y arrow keys to scroll through the parked calls 5 To unpark a particular call press the CPkUp soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 1408 1416 Phone User Guide Page 52 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Holding and Parking Calls Parking Calls 5 2 4 Park amp Page This method of parking calls is available only if specifically configured on your telephone system To use it you also
13. 84 Night Service Automatic 123 124 125 157 No answer Forward status 110 156 No Calls 20 113 186 No ring 25 27 140 186 Non Group Calls 108 109 156 number 29 O O 20 123 One 44 45 136 OOS 123 124 125 157 Out of Service 20 123 124 125 157 Outgoing 35 76 81 82 83 84 P Parked calls Status 52 158 Password 97 Personal 35 73 74 Phone User 98 99 100 128 138 146 147 164 165 166 167 168 phones display 23 R Reason 46 82 Redial 19 36 44 46 76 Add to Contacts 46 76 List 36 44 Menu 181 Redial mode 44 45 136 requires 23 27 Ring Attention Ring 139 141 Coverage Ring 139 141 External Calls 139 141 Internal Calls 139 141 Ringback 139 141 Ring Time 46 82 Ringback 139 141 Ringer Audible alerting on off 140 Volume 142 149 Ringing Line Preference 23 25 27 29 S S 20 SBM32 14 Select 23 25 27 29 Self Admin Menu 175 Send All Calls 108 109 156 Socket Headset 12 13 Speaker Volume 69 150 Stand 12 13 Status 1408 1416 Phone User Guide IP Office 9 0 Index Do Not Disturb 114 154 Follow Mehere 155 Follow Me To 104 154 Forward on Busy 111 155 Forward on No Answer 110 156 Forward unconditional 108 156 Forwarded to Here 157 Group membership 121 157 Group service status 125 157 Hunt group service status 125 157 Membership 121 157 Menu 177 Mobile twinning 117 158 Parked calls 52 158 Service status 125 157 Status menu 17 154 Steady Flash 23 25 27 29
14. Button Features 1408 1416 Phone User Guide Page 127 IP Office 9 0 15 601040 Issue 07h 10 April 2014 16 Button Features Button Features Those 80 buttons not configured by the system administrators as appearance ons buttons can be used for other special features Selec Exit The button feature can be accessed by pressing the appropriate button However they can also be accessed through the Button Features section of the Features menu press the Features soft key and selecting Button Features The amp up and down Y arrow keys can then be used to scroll through the programmed buttons The associated button will briefly flash its red lamp The action of each button is normally set by the system administrator However you can also use the self administer menul128 to select and assign actions to the buttons Button Lamps The use of the button lamp or icon will depend on the action associated with the button Fixed Buttons On all the phones the programmable button features appear below the call appearance buttons These cannot be reprogrammed by the phone user 16 1 Programming a Button This process is used to select and apply a function to a feature key It can be used to replace or delete existing functions 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys
15. Ringer Volume Audible Alerting 146 e Handset Volume Coverage Ring 146 e Headset Volume 143 Ring Sound 144 e Speaker Volume 156 Ringer Volume 1 e Automatic Gain Control Internal Auto Answer 143 e Default Audio Path 15 1408 1416 Phone User Guide Page 134 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings 17 1 Mobile Twinning This menu option is only available is you have been configured by the system administrator to be able to use mobile twinning e The addition of a button set to the Twinning function is recommended contact your system administrator Such a button allows you to transfer a call to your twinning destination retrieve a call from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on off 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Mobile Twinning 5 Press the Select soft key or the OK button or the P right arrow key 6 If no twinning number has been set the menu will prompt you to enter a number 7 When a number has been entered you can access the Enable and Disable soft keys to
16. The button remains lit whilst the call is muted Note that if you switch to the handset or handsfree the mute is automatically canceled Headset Operation Settings You can adjust the following headset settings e Headset Volume 67 e Default Audio Path 67 e Headset Automatic Gain Control On Off 5 1408 1416 Phone User Guide Page 66 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Headset Handsfree Operation Headset Operation 9 1 1 Headset Volume While talking via the headset you can adjust the volume of the incoming call 1 With the call connected on the headset press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 9 1 2 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so the audio is played through the headset by default rather than the speaker 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Audio Path 5 Use the left and right P arrow keys or press the Change soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key t
17. 1408 1416 Phone User Guide Page 56 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Transferring Calls Transfer to Voicemail 6 2 Transferring a Held Call There are various call transfer scenarios to consider 1 If you have multiple calls on hold and you want to transfer a connected call to one of the held calls e Press the Transfer soft key and use the amp up and down arrow keys to select the desired call appearance When you are satisfied press Complete to transfer the call while the other held call s remain on hold 2 If you have calls on hold but you want to connect your current call with a new destination e Press the Transfer soft key and enter the destination manually using the numerical keypad and press Complete Alternatively press Dir to select a destination from the directory 74 or use the Redial option if applicable 3 If you have a destination call connected but you wish to refer back to the originating call before completing the transfer e Do NOT press Complete to transfer the destination call as in scenario 2 Select the originating call on hold pending transfer by pressing its call appearance button This will place the destination call on hold pending transfer so that you can notify the originating caller With the originating call connected you can now press Complete to connect the two calls Held calls that are not pending transfer will not be affected Moreover it is not possible to have more t
18. 684 To switch to handsfree from the headset 1 Press the If SPEAKER button The button remains lit whilst you have a call connected handsfree To mute the call while handsfree 1 Press the k MUTE button The button remains lit whilst the call is muted Note that if you switch to the handset or headset the mute is automatically canceled Handsfree Operation Settings You can adjust the following handsfree settings Speaker Volume 6 e Default Audio Path ec e Speaker Automatic Gain Control On Off 6 1408 1416 Phone User Guide Page 68 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Headset Handsfree Operation Handsfree Speaker Operation 9 2 1 Speaker Volume While talking handsfree via the phone s speaker you can adjust the volume of the incoming call 1 With the call connected on the speaker press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 9 2 2 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so the audio is played through the headset by default rather than the speaker 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the
19. 77 78 105 155 106 113 186 187 add external 72 75 77 78 Add from Redial List 46 76 delete external 72 75 77 78 Edit 75 77 edit external 72 75 77 78 Make call 35 74 Menu 180 Display Call Waiting 147 Divert To voicemail 41 93 Page 193 15 601040 Issue 07h 10 April 2014 Diverting 20 106 187 Do Not Disturb 20 113 186 Off 114 154 Status 114 154 E Edit Contact 75 77 External contact 72 75 77 78 Follow me here 105 155 En bloc 33 137 En Bloc Dial 33 137 Expansion Failure 158 169 External 35 73 74 Forward 108 109 156 Forward on Busy 110 111 112 155 156 External and Group 108 109 156 External Calls 139 141 external directory 72 75 77 78 External Only 108 109 156 F Failure 158 169 Fast Flash 23 25 27 29 Features Menu 17 173 Flash 23 25 27 29 Follow me here Clear 105 155 Edit 105 155 Off 155 Status 155 Follow Me To Off 104 154 Status 104 154 Forward All Calls 108 109 156 External and Group 108 109 156 External Only 108 109 156 Non Group Calls 108 109 156 Off 108 109 156 on Busy 110 111 112 155 156 Forward on Busy Off 111 155 Status 111 155 Forward on No Answer Off 110 156 Status 110 156 Forward Unconditional 108 109 156 Off 108 156 Status 108 156 Forwarded to Here Off 157 Status 157 Forwarding 20 106 187 Full 158 169 Fwd To Here 157 G G 20 Goes Off Hook 23 27 29 Group Calllog 19 80 Forward 108 109 156 Membership st
20. ACCOUNT menu is displayed Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 Feature Button Access to the enter account code menu can be assigned to a feature button 128 configured with the Account Code Entry 1136 action The button can also be preset with a specific account code 1408 1416 Phone User Guide Page 60 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 8 Conference Calls 1408 1416 Phone User Guide Page 61 IP Office 9 0 15 601040 Issue 07h 10 April 2014 8 Conference Calls Multiple conference calls are supported with parties addable to each conference call until the system s conference capacity up to 128 is reached However a maximum of 64 parties is supported in any particular conference call Conference resources are also used for call recording and other features reducing the available conference capacity for ordinary conference calls Note If you are the only internal user in the conference depending on your telephone systems configuration dropping yourself might end the conference Consult your system administrator for details Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Conference Held Cal
21. Access Control 18 1408 1416 Phone User Guide Page 105 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 2 Forwarding Calls Forwarding is used to redirect calls to another extension or an external number Forward Unconditional Forward unconditional can be used to immediately redirect your calls By default this function is only applied to incoming external calls to you However if required internal calls and or hunt group calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward unconditional destination That number can be internal or external You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 924 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number D Diverting Forwarding Calls A D is shown on your phone s display when you have forward unconditional enabled Forward on Busy Forward on busy redirects your calls when your phone is not able to present you with any more alerting calls By default
22. Alarms 155 18 1 Do Not Disturb You can use the Status menu to switch off do not disturb gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down arrow keys to scroll the menu to Do Not Disturb e To clear the do not disturb setting press the Off soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 18 2 Follow Me To If you have set a follow me destination for calls to your phone you can clear or change the setting through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Follow Me To e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Edit soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18A 1408 1416 Phone User Guide Page 154 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Status Menu Follow Me To 18 3 Follow Me Here If other users has a follow me set to you phone you can clear or change the setting through the Status menu 1 Press the Status soft ke
23. Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Call Timer 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 17 8 4 Last Call Duration Display As an alternate to call timer 144 display you can have the phone briefly 4 seconds display the duration of the call after it is ended 1 Press the Features soft key if shown lt gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 3 Use the amp up and down arrow keys to highlight Show Last Call Duration 4 Press Change to change the setting between On or Off 5 Press the Save soft key 1408 1416 Phone User Guide Page 144 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings Display Controls 17 8 5 Display Language The system administrator can configure which languages are available for use by the phone for its own menus Up to 5 languages can be made available Though the phone s menu you can select which of those languages the phone should use Note that many of the messages displayed on the phone use text sent from the telephone system They will use the default
24. Clear Edit Exit Status LFwd To Here Mark Status Main ena Disable Status 4 Main Night oos Page 177 15 601040 Issue 07h 10 April 2014 21 5 Phone A Menu This menu is accessed by pressing the A key It is used mainly for phone specific settings rather than your user settings It can also be used to view details of the phones software A UBrighness S tContrast tPersonal Ringing tButton Clicks O 4Screen Sounds BENDIEIRNBER 3 _ tCall Settings A Menu Screen Sounds tApplicat Brightness TAdvanced Select Exit Menu Top rs 4 Screen Sounds AR 4 pese 4 Select Exit Visual Alerting On All tAudible Alerting On tContat eS RE tShow Phone Screen On tCall Log Stay in Contacts oft tOptions tAudio Path Speaker fLanguagi i A Menu Call Settings Visual Alerting Select i tSelf Test tAudio tLanguage A Menu Advanced Erase Select A Menu Erase Contacts Erase Cancel Handset AGC of Headset AGC On TSpeaker AGC On Li cs te Ge ce cence cm Yee a es mn ns am J A Menu Audio Gain tHandset AGC On Off nn urn nn ects 1 English tNederlands tDeutsch tFrangais i tEspa ol A Menu Language 4 English Select Done nn et ee The following options are not used with IP Office and are not included in this documentat
25. Here 157 18 8 Group Membership 157 18 9 Group Service Status 157 18 10 Mobile Twinning nnnen nenn 158 18 11 Parked G lls z 2 2 2 2 ee davai 158 18 12 System Alarms nn 158 Page 6 15 601040 Issue 07h 10 April 2014 19 Short Codes 20 System Administration 20 1 Checking the System and Software Version 164 20 2 Checking the Time Settings 165 20 3 Setting the Date 165 20 4 Setting the Time 166 20 5 Setting the Time Offset 166 20 6 System Shutdown 167 20 7 Memory Card Management 168 20 8 System Alarms nn 169 21 The Phone Menus 21 1 Features Menu 173 21 2 Self Administer Menu 175 21 3 Visual Voice Menu 176 21 4 Status Menu 177 21 5 Phone A Menu ss 178 21 6 Call Log Menus 84 ee 179 21 7 Contacts Menu 180 21 8 Redial Menu 181 21 9 Phone Locked Menu 182 21 10 System Admin Menu 183 21 11 Error SCr CNS 2 222 een 184 21 12 Menu Access Control 184 22 Glossary 22 1 Abbreviated Ring ernennen 186 22 2 Appearance Button 186 22 3 Attention Ring 186 22 4 Auto Hold de Mi ch in 186 22 5 Bridged Appearance Button 186 22 6 Call Appearance Button 186 22 7 Call Coverage Button 186 22 8 Coverage Ring 186 22 9 Do N
26. P arrow keys or press the On Off soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 146 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings Display Controls 17 8 8 Auto Show Call Waiting By default when you are connected on a call the phone shows details of that call and soft key actions you can perform for that call In order to see details of a waiting call you need to scroll the display using the up and down arrow buttons You can opt to have the phone automatically show details of a waiting call when one alerts the phone and soft key actions that you can perform on the waiting call If you use the scroll keys to return the display focus to the currently connected call the focus automatically returns to the waiting call after a few seconds 1 Press the Features soft key if shown en e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option Show Wai
27. Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to the hunt group name and your current membership status 3 Press the Enable or Disable soft key to change the status of your membership of that group 18 9 Group Service Status If the system administrator has allowed you you can change the service state of a group through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to the hunt group name and your current membership status 3 Select the required state using the soft keys e InServ In Service The groups operates a normal distributing calls to available members of the group e Night Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 126 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 126 otherwise to voicemail if availa
28. a normally dialed call 2 4 Calling a Person from the Call Log You can use the call log to make calls to the number included in the currently selected call record 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the Call soft key or OK to call the number displayed in the call record 1408 1416 Phone User Guide Page 35 IP Office 9 0 15 601040 Issue 07h 10 April 2014 2 5 Redialling a Previous Number Your phone s REDIAL key can work in one of two ways set by its redial mode setting 45 gt List Mode This redial method is used when your phone s redial model 45 is set to List 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the amp up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Call soft key or OK to call the number displayed in the call record 3 Continue in the same way as for a normal dialed call One Number Mode This redial method is us
29. answered by you at either phone e S System Alarm If you are configured as a system administrator 164 an S in the phone s display indicates a system alarm 16 1408 1416 Phone User Guide Page 20 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction Phone Status Letters 1 11 Appearance Buttons Menu Appearance buttons are used to represent calls made and received by you and other users on the telephone system They are configured by your system administrator Normally your first 3 buttons are call appearance buttons but additional buttons can be configured as appearance buttons There are 4 different types of appearance keys that your system administrator can configure e Call Appearance Buttons 234 These represent ordinary phone calls Each call appearance that you have can be used to make and or receive calls By default you normally have 3 call appearance keys and no other appearance keys e Bridged Appearance Buttons 255 These appearance keys each match a specific call appearance key of another user They allow you to answer the other user s calls on the matching call appearance or to make a call that the other user can then pickup using their matched call appearance e Call Coverage Buttons 2 These appearance keys represent another user When that other user has any calls alerting unanswered the call coverage key for that user will start alerting and can be used to answer the call e Line Appearance But
30. arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key gt Use the amp up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option Time Server Status Press the Select soft key or the OK button or the P right arrow key The current date being used by the telephone system is displayed Use the amp up and down arrow keys to scroll through the details 20 3 Setting the Date The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the current time server settings 165 can be displayed 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option System Admin If th
31. arrow keys to scroll the menu to Fwd OnBsy e To switch off forward on busy press the Off soft key e To change the destination of the setting press the Edit soft key e Use the amp up and down arrow keys to scroll through the following menu options e Use the 4 left and right P arrow keys to switch forward on busy as on or off e Use the 4 left and right P arrow keys to switch forward on no answer on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 111 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 2 5 Forward On Busy No Answer Features Menu You may be able to use the Features menu to switch forward on no answer forward on busy on or off 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow ke
32. as required 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 17 8 2 Display Contrast 1 Press the A MENU button 2 Press the Select soft key 3 Use the amp up and down arrow keys to locate the option Contrast 4 Press the Select soft key 5 Use the left and right P arrow keys to adjust the brightness as required 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 143 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 8 3 Call Timer Display When you have calls alerting on appearance buttons the phone can include a timer in the appearance details shown on the display The timer shows how long the call has been alerting and if you answer the call resets to show how long the call has been connected The timer will also show how long a call has been on hold when you hold the call You can turn the timer display on or off Turning it off provides more space for other call details on the display e For the currently selected call appearance the call timer display can be temporarily turned on or off using a programmable button set to the Timer 132 function 1 Press the Features soft key if shown lt gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option
33. available ring patterns e Press the Play soft key to repeat the currently display ring pattern e To make the currently displayed ring pattern the selected ring pattern for the phone press the Save soft key e To leave the menu without making any changes press the Cancel soft key 4 When completed press the Done soft key 5 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 141 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 7 6 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing 1 With the phone idle or ringing press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 17 7 7 Internal Auto Answer You can select to have internal calls automatically connected if you are not already on a call The call will be connected after the phone gives a brief tone using either the phone s speaker or the headset as set by the phone s audio path setting 150 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Internal Auto Answer 5 Press the Change soft key to change the setting This function can be assigned to a feature button 128 configured with the Internal Auto Answer 13h action The button lamp will indicate when internal auto answer is on
34. be required to enter your voicemail password and then press the Done soft key 6 You will now see the visual voice menu 176 Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 93 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 13 Logging In Out 1408 1416 Phone User Guide Page 95 IP Office 9 0 15 601040 Issue 07h 10 April 2014 13 Logging In Out You may always use the same phone in the same location However the telephone system provides a number of features that allow you to use any phone on the system to make and receive your calls e Log Inl You can login at any phone that you want to use All your calls are then directed to that phone and your user settings are applied to calls made and received Your contacts and call log stored by the telephone system are displayed by the phone e Any existing user of the phone is logged out while you are logged in e If you were logged in on another phone you are logged out from that phone e If your phone system is in a Small Community Network 18 of phone systems it may be possible to login at extensions located on other phone systems in the network Your system administrator will advise you if you can remote hot desk and what features will still be available to you when you do e Log Out 985 When you log out from a phone or are logged out by another u
35. call The call will continue alerting until either answered or it goes to voicemail e Pickup Answer the call that is held or alerting another user e ToVM Send an alerting call to your voicemail 1408 1416 Phone User Guide Page 34 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Making Calls Call Soft Key Options 2 3 Calling a Person from the Contacts List You can use any directory contacts to make a call You can also use the directory in almost any telephone function where you need to select the number for a destination for example during transfers 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want displayed e All All directory entries e External Directory entries stored by the telephony system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the telephone system e Personal Your own personal directory entries c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Call 3 Continue as for
36. calls for the extensions normal user This allows you to share another person s phone without logging them off their phone All calls are redirected and the calls are still subject to all your user settings as if they were ringing at your phone Follow Me To Follow me to is the function used to enable follow me from your own phone Follow Me Here Follow here the function used to enable follow me at the extension to which you want your calls redirected Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users Follow Me Here 12 N Dialed at the extension to which you want you calls redirected Use your own extension number N when dialing the short code e Follow Me Here Cancel 13 N Dialed at the extension to which you want your calls were redirected Use your own extension number N when dialing the short code Follow Me To 14 N Dialed at your phone Dial the extension number N to which you want your calls redirected You can dial just 14 to cancel follow me e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb 1408 1416 Phone User Guide Page 103 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 1 1
37. confirm whether you want to shutdown the telephone system Only proceed is you are sure If you are not sure press the Back soft key 11 If you press the Confirm soft key the telephone system will switch itself to a shutdown state This will disconnect all current calls and services 1408 1416 Phone User Guide Page 167 IP Office 9 0 15 601040 Issue 07h 10 April 2014 20 7 Memory Card Management The telephone system can be fitted with an additional memory card or cards which are used for various functions The memory card menu allows you to check the status of the memory card or cards fitted to your telephone system and to perform a number of actions on the cards 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator 5 Press the Select soft key 6 Enter your security code this is the same as your login code and press the Done soft key 7 Use the amp up and down arrow keys to scroll the display to the option Memory Card IP500 IP500 V2 or F
38. down arrow keys to scroll through the editing options e Use the 4 left and right P arrow keys to switch the forwarding on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which calls are forwarded Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 156 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Status Menu Forward Unconditional 18 7 Forwarded Here This option allows you to see the names of users who are currently forwarding calls to you It includes forward unconditional forward on no answer and forward on busy A separate entry is shown for each user Azo 1 Press the Status soft key if shown To access the status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd To Here Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 18 8 Group Membership If the system administrator has allowed you you can enable disable your membership of a group through the Status menu When your membership of a group is disabled you do not receive group calls for that group gt 1 Press the
39. en e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Mobile Twinning 5 Press the Select soft key or the OK button or the P right arrow key 6 If no twinning number has been set the menu will prompt you to enter a number 7 When a number has been entered you can access the Enable and Disable soft keys to turn use of mobile twinning on or off The Clear soft key removes the existing twinning number in order to allow entry of a new number 1408 1416 Phone User Guide Page 116 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls Twinning 14 4 2 Transfering a Call to Your Mobile Phone If you have been configured as a mobile twinning user you can transfer a call to the mobile device through the feature menu control 1 Press the Features soft key if shown en e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 If necessary use the A up and down Y arrow keys to highlight Transfer to Mobile Press Select Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 14 4 3 Reclaiming a Twinn
40. etc The bridged appearance button can be used to retrieve the call if on hold or to join the call if active e Bridged appearance buttons are not supported between users on different systems in a Small Community Network 1188 22 6 Call Appearance Button Call appearance buttons are used to display calls to and from your phone By having several call appearance buttons you are able to answer and make several calls switch between calls and perform other actions When all your call appearance buttons are in use any further calls to your number follow your forward on busy setting if set or otherwise go to voicemail if available 22 7 Call Coverage Button Each call coverage button is associated with another user on your telephone system The button allows you to be alerted when that user has an unanswered call still ringing You can view the details of the call and answer it if required The settings of the user being covered control how long it rings at their phone before it also starts alerting on your call coverage button for that user 22 8 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 140 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a co
41. hardware products and any upgrades updates bug fixes or modified versions Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA CHANNEL PARTNER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA CHANNEL PARTNER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED AVAYA CHANNEL PARTNER AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Avaya grants you a license within the scope of the license types described below with the exception of Heritage Nortel Software for which the scope of the license is detailed below Where the order documentation does not expressly identify a license type the applicable license will be a Designate
42. have been configured as a system phone user NG 299 11 00 01 26 a Status Features Features Phone User Select Exit IP500 Version 6 0 11009 Back ns Features gt Phone User 1System Admin elect Back ENTER DATE ENTER DATE 10 09 2009 12 11 _ SUNDAY 12 11 1963 Back Done Back SECURITY CODE SES OLS CTI Done ENTER TIME ENTER TIME aa Sas 14 28 15 0 14 29 15 00_ Back Done Back eg BSS Eas Ge ESS Es I tTime r ENTER TIMEOUT TIMEOUT 00 10 System Shutdown 1 00 10 _ Immediate shutdown tMemory Card Done Back Confirm Back QE NER C7 SYSTEM IP500 Site A Version r ee ee a ee a Se ee ee 7 Select Back I JCF Active Shut Down Memory Card JCF Active SSL VPN Service SSL VPN Service Name Select 1408 1416 Phone User Guide Page 183 IP Office 9 0 15 601040 Issue 07h 10 April 2014 21 11 Error Screens Display Likely Cause 299 16 32 09 06 NoUser F NOT LOGGED IN This screen is displayed when there is no user currently logged in on the phone Login The phone can still be used for internal and emergency calls To login 9A press Select PHONE LOCKED PHONE LOCKED az This screen is displayed if the user has locked it The phone can still be used to Unlock Features make and receive internal calls and to make emergency calls If it is your phone you can unlock it using your l
43. how you are listening to the call for example switching from the handset to the speaker the mute setting is canceled 1 To activate mute press the k MUTE key The button is lit while mute is active 2 To switch mute off press the key again 2 10 Ending Calls e The Ce DROP key can be used to end the current call to which you are talking If the call is a conference call it displays a menu to allow selection of which conference party to dropl68 e If the call is connected on the phone s speaker the I SPEAKER key is lit Pressing the key again will end the call e If the call is connected on the phone s headset the 9 HEADSET key is lit Pressing the key again will end the call e If the call is connected on the phone s handset replacing the handset will end the call 1408 1416 Phone User Guide Page 38 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 3 Answering Calls 1408 1416 Phone User Guide Page 39 IP Office 9 0 15 601040 Issue 07h 10 April 2014 3 Answering Calls o A slow flashing green lamp on an 80 appearance button indicates an alerting call This may also be accompanied by ringing 13 and by the message lamp flashing Selected Button If the button also has a red lamp 80 that indicates that it is already the selected button that will be used if you lift the handset or go off hook in any other way If that in the case you can answer the call in the following ways e To answer a call on th
44. is not always possible for calls that have been forwarded to an external number 22 15 Forward on No Answer Forward on no answer redirect calls that have alerted your phone but have not been answered for some reason e By default this function is only applied to incoming external calls to you However if required internal calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external e No answer is defined as having been presented to your phone for your no answer time default 15 seconds e Hunt group calls are not forwarded e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 9 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 22 16 Forward Unconditional Forward unconditional can be used to immediately redirect your calls e By default this function is only applied to incoming external calls to you However if required internal calls and or hunt group calls can also be selected e When enabled all calls matching the settings are forwarde
45. it More Switch between the different sets of available soft key functions Submit Submit the new recording as your mailbox greeting Delete Delete your current mailbox greeting The voicemail will use its default greeting 1408 1416 Phone User Guide Page 89 IP Office 9 0 15 601040 Issue 07h 10 April 2014 12 5 Mailbox Name Use the following procedure to record a mailbox name This feature is only available on systems using Embedded Voicemail 1 Press the gt lt MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed 2 Use the amp up and down arrow keys to scroll to the option Name 2 Press the Select soft key or OK 3 Use the soft keys to listen to and record your mailbox name e Listen Listen to the current name or the name just recorded e Record Record a new name e More Switch between the different sets of available soft key functions e Submit Submit the new recording as your mailbox name Delete Delete your current mailbox name The voicemail will use the default name 1408 1416 Phone User Guide Page 90 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Voicemail Mailbox Name 12 6 Email Mode Voicemail email is a feature where emails are sent to your email address when your voicemail mailbox receives a new voicemail message The email can include the voicemail messag
46. member The Call Log 17 menu diagram shows a summary of the menu options e Making a Call 8 e Viewing Call Details 82 e Deleting a Record 83 e Deleting All Records 83 e Add a Record to Your Contacts 84H Missed Calls Missed calls are calls to you that you did not answer Your system administrator can also configure if the log includes calls presented to you but answered by someone else or by voicemail The Call Log button is illuminated when you have any new missed calls in your call log The lamp is extinguished when you have viewed the missed call in the call log or the record of that call is no longer in your call log Missed Group Call If you are a member of any hunt groups the system administrator can configure whether your missed calls log should also include missed hunt groups calls The hunt group does not necessarily have to have rung your phone It will be recorded as missed if it was presented to the hunt group and not answered by any of the members including you Notes 1 Centralized call log can be turned off by the system administrator 18 In that case the call log is one stored by the phone and is lost if the phone is reset This guide only covers the centralized call log stored by the IP Office telephone system 2 The call log on other types of phones is a local call log maintained by that phone It will not move with you when you hot desk and it will be lost if the phone is restarted
47. need to add a Park amp Page button on your phone See Button Features 128 Park and page uses a set of park slot numbers configured by your system administrator that act like extension numbers When you parked a call in one of those park slots you or any other user on the system can dial that park slot number to unpark the call Your system administrator can also configure up to 3 hunt groups for paging When you park a call after displaying the park slot number used your phone displays options for paging Calls parked using Park amp Page are not indicated in your phone s Status menu However calls that you park will recall to your phone if left parked for too long If your phone has any Call Park 13 buttons set to match the park slot numbers configured for Park amp Page those buttons can be used to park unpark calls and indicate when a call is parked in that park slot However when used to park a call the phones does not display the page options To Park a Call Using Park amp Page 1 Press the Park amp Page button on your phone The call is parked and the parked slot number needed to unpark the call is displayed 2 If you want to make a page announcement of the parked call press Page Otherwise press Exit 3 There are several methods by which you can select the user or hunt group that you want to page 1 Select one of the pre configured hunt groups 2 Dial the extension number of the user or hunt group that you want to pa
48. of an account code before you can continue making a call to such a number e The system administrator can also configure you to have to enter an account code before making any external call 7 1 Forced Account Code Entry The system administrator can configure certain numbers or types of numbers to require entry of an account code before you can continue making a call to such a number 1 ENTER ACCOUNT is displayed when you are required to enter an account code 2 Enter the account code that you want to use 3 Press the Done soft key 4 If the account code was not a valid account code the REENTER ACCOUNT menu is displayed 7 2 Manual Account Code Entry You can enter account codes during a call or before making a call The account code that you enter must match an account code set on the telephone system 1 Press the Features soft key if shown lt gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Account Code 5 Press the Select soft key or the OK button or the P right arrow key 6 Enter the account code that you want to use 7 Press the Done soft key 8 If the account code was not a valid account code the REENTER
49. on hold If your system does not have music on hold available the caller will hear double beep tones every few seconds e If you have more than one held call or one held call and a connected call pressing the eee CONFERENCE key will start a conference between yourself and the calls Important Holding Conference Calls You can hold a conference call in the same way as holding a normal call Holding the conference call does not affect the other conference parties who can continue talking You will also still be listed as a member of the conference call in the conference details Warning This only applies to conference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system may cause that conference to hear your system s music on hold 5 1 1 Holding a Call s 1 To you current call on hold press the HOLD key or the call s 80 appearance button 2 The held call will be indicated by its appearance key using a fast flashing green lamp so 3 While held the caller will music on hold If your system does not have music on hold available the caller will hear double beep tones every few seconds 4 You can scroll the display using the amp up and down arrow keys the held call will appear with a icon 5 1 2 Taking a Call Off Hold Either of the following methods can be used to retrieve a call from hold If you have a currently connected call that call will be automatically p
50. only on the Line Appearance button and not on any other buttons These calls will also not follow any forwarding Line Appearance Button Lamps The following lamp states are used by appearance buttons configured to be line appearance buttons Button Lamps Line Appearance Button State 50 Red off Idle Green off The associated line is not in use 2O Red on Idle Selected Green off The associated line is not in use but the button is the user currently selected button 50 Red off Alerting Green slow flash The line is ringing at it incoming call route destination This is accompanied by ringing If the user is already on a call only a single ring is given 50 Red on Alerting Selected Green slow flash AS above but Ringing Line Preference has made this the user s current selected button 50 Red off In Use Elsewhere Green on The line is in use 50 Red on In Use Here Green on The user has answered the line made a call on it or bridged into the call on the line 50 Red off On Hold Here Green fast flash The call on the line has been put on hold by this user 50 Red off On Hold Elsewhere Green flash The call on the line has been put on hold by another appearance button user 50 Red off Inaccessible Green broken The button pressed is not accessible The call is still dialing ringing routing or cannot be flash bridged into 1408 1416 Phone User Guide Page 29 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 2 Maki
51. or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used Call Coverage Button Lamps The following lamp states are used by appearance buttons configured to be call coverage buttons Button Lamps Call Coverage Button State 50 Red off Idle Green off The button is not in use 50 Red off Alerting Green slow flash The call coverage is alerting for an unanswered call at the covered user s phone This is accompanied by ringing If the user is already on a call only a single ring is given 50 Red on Alerting Selected Green slow flash As above but Ringing Line Preference has made this the user s current selected button 50 Red on In Use Here Green on The user has answered the call requiring coverage 50 Red off On Hold Here Green fast flash The covered call has been put on hold by the call coverage button user 1408 1416 Phone User Guide Page 27 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Call Coverage Button Display G 299 18 27 01003 Idle t Exm 01 Coy By default the display shows the name of the user being covered and Cov In this state the button cannot be used to make calls or perform other actions Call Incoming Alerting taExtn201 Cov Ext 0 00 29 If the covered user has any alerting call when their call coverage time is
52. programs or portions thereof included in the Software that may contain software including open source software distributed under third party agreements Third Party Components which contain terms regarding the rights to use certain portions of the Software Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply is available in the Documentation or on Avaya s website at http support avaya com Copyright You agree to the Third Party Terms for any such Third Party Components Note to Service Provider The Product may use Third Party Components that have Third Party Terms that do not allow hosting and may need to be independently licensed for such purpose Preventing Toll Fraud Toll Fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of Toll Fraud associated with your system and that if Toll Fraud occurs it can result in substantial additional charges for your telecommunications services Avaya Toll Fraud intervention If you suspect that you are being victimized by Toll Fraud and you need technical assistance or support call Technical Service Center Tol
53. scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Delete soft key Notes 1 If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contacts imported by the system cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 1408 1416 Phone User Guide Page 78 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 11 Call Log 1408 1416 Phone User Guide Page 79 IP Office 9 0 15 601040 Issue 07h 10 April 2014 11 Call Log Call Log All This menu is accessed by pressing the Call Log key The call log you see is Extn201 15 19 01 26 a call log stored on the telephone system If you login at another phone that Call Details More does this your call log moves with you Your call log contains your 10 most recent answered calls 10 most recent calls you made and 10 most recent missed calls If configured by the system administrator it can also include calls missed by hunt groups of which you are a
54. shown e To access the menu during a call press the P right arrow key or press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the display to the option En Bloc Dial 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 1408 1416 Phone User Guide Page 33 IP Office 9 0 15 601040 Issue 07h 10 April 2014 2 2 Call Soft Key Options When making answering and during a call a gt gt double arrow soft key appears on the display it indicates that there are additional options that you can access The options will vary according to the type of call and system features available to you e Account Enter an account code to associate with the call e Answer Answer a page call turning it into a normal call e AutCB Set an automatic callback on the user that you have called but who has not answered When they next end a call the telephone system will call you and when answered will automatically make a call to the user e Complete Complete the transfer of a held call A Cancel option is also shown which will end the transfer attempt e Dir Access the directory in order to select a number by name e Drop End the call e Ignore Quiet the ringer for the current alerting
55. system may think that you have finished dialing and will attempt to connect the call using only the digits you have completed dialing so far En bloc dialing allows you to compose and edit the number to dial on your phone s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you are using a phone that supports en bloc dialing Dialing a Number Using En Bloc Mode 1 With no connected call on the phone start dialing Do not lift the handset or select headset or speaker before dialing 2 You can use the right arrow key to delete the previous digit dialed if you need to correct the number 3 When you have completed the number as required you can select how you want to make the call e Lift the handset to start a call using the handset e Pressing the Call soft key or OK button to start the call using the phone s default handsfree audio path 15 speaker or headset You can also press one of your idle call appearance to make the call using that appearance e Press the Headset button to start the call on a headset connected to your phone e Press the Speaker button to start the call on your phone s handsfree speaker Enabling Disabling En Bloc Dialing You can enable or disable your en bloc dialing setting through the phone s Features menu 1 Press the Features soft key if
56. the gt lt MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed 2 Use the amp up and down arrow keys to scroll to the option Password 3 Press the Select soft key or OK 4 Enter your current password and press Done 5 Enter the new password that you want to use e The new password must be at least 4 digits long e A series of numbers for example 1234 or repeated numbers are not allowed 6 Press Done 12 8 Voicemail On Off You can control whether the telephone system uses voicemail to answer your unanswered calls This does not switch off your mailbox which you can still access to play existing messages and use other functions 1 Press the gt lt MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed 2 Use the amp up and down arrow keys to scroll the display to the option Voicemail 2 Press the Select soft key 3 Press the On or Off soft key to change the setting 1408 1416 Phone User Guide Page 92 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Voicemail Voicemail On Off 12 9 Transfer to Voicemail When set to visual voice mode the gt lt key can be used to transfer your current call to the voicemail mailbox of another user or group 1 With the call co
57. the Cancel soft key Notes e Calls and Button Status Indication The status indication for a call on hold pending transfer differs from that used for standard held calls e On phones with dual lamp buttons both the green and red lamps fast flash flutter when the button represents a call on hold pending transfer e On phones with single lamp buttons or status icons Xfer is shown in front of the caller ID information rather than the button name For example Xfer Extn299 is shown rather than a Extn299 e The call status information shown when a call on hold pending transfer is highlight is prefixed with On Hold Xfer rather than On Hold e Switching Between Calls Switching from a connected call to an existing call on hold pending transfer puts the connected call on hold pending transfer 6 1 Transfer to Voicemail When set to visual voice mode the gt lt key can be used to transfer your current call to the voicemail mailbox of another user or group 1 With the call connected press the gt lt key You are still connected to the call and can continue talking 2 Dial the extension number of the user or group to which you want to transfer the call 3 When the number matches a user or group their name is displayed e To transfer the call to the user or group s mailbox press the Select soft key The caller will hear a few seconds of ringing and then the mailbox greeting e To exit the transfer menu press the Exit soft key
58. the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option Time Press the Select soft key or the OK button or the P right arrow key The current time being used by the telephone system is displayed Enter the required time in 24 hour clock format e Use either the or keys to enter the separator e To delete the previous digit or character entered press the left arrow key 10 When a complete valid time has been entered the display will confirm that by showing the Done soft key option 11 To set the time as the new time to be used by the telephone system press the Done soft key 20 5 Setting the Time Offset 1 gt vo N A u Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the disp
59. the destination of the setting press the Edit soft key e Use the amp up and down arrow keys to scroll through the following menu options e Use the 4 left and right P arrow keys to switch forward on busy as on or off e Use the 4 left and right P arrow keys to switch forward on no answer on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 110 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls Forwarding Calls 14 2 4 Forward On Busy Status Menu If your phone is set to forward on busy you can clear or change the forward settings through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down
60. this function is only applied to incoming external calls to you However if required internal calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external Busy is defined has having no available call appearance buttons on which further calls can be presented Hunt group calls are not presented when you are busy and so are not forwarded by this setting The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 924 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number Forward on No Answer Forward on no answer redirect calls that have alerted your phone but have not been answered for some reason By default this function is only applied to incoming external calls to you However if required internal calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external No answer is defined as having been presented to your phone for your no ans
61. to control various 4Screen Sounds phone settings These are mainly settings stored by the phone rather than user Select settings that move with you The Phone A Menu diagram 178 shows a summary of the menu options RS _ The Contacts Directory Menu 7 gt Directory Alle This menu is accessed by pressing the me key It is used to display names and DIAL NAME numbers that you can then use for making calls List New The directory includes names stored for use by all users names stored for use by just you and the name and numbers of all the other users and groups on the phone system The Contact Menu 186 diagram shows a summary of the menu options Call Log Alle This menu is accessed by pressing the C can Log key The call log you see is LExmn201 15 19 01 26 a call log stored on the telephone system If you login at another phone that Call Details More does this your call log moves with you Your call log contains your 10 most recent answered calls 10 most recent calls you made and 10 most recent missed calls If configured by the system administrator it can also include calls missed by hunt groups of which you are a member The Call Log 178 menu diagram shows a summary of the menu options 4 The Visual Voice Menu amp Visual Voice This menu is accessed by pressing the gt lt key It is used to access the Listen voicemail system and to then play messages in your voicemail mailbox record Select and
62. via the phone s speaker you can adjust the volume of the incoming call 1 With the call connected on the speaker press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 17 9 7 Automatic Gain Control When using automatic gain control AGC the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Advanced 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Audio 5 Press the Select soft key e Use the amp up and down arrow keys to switch between the Handset Headset or Speaker settings for automatic gain control e To change a setting use the left and right P arrow keys or press the On Off soft key a When completed press the Done soft key 7 Press the Exit soft key to exit the menus 17 9 8 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so the audio is played through the headset by default rather than the speaker 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft
63. 2 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Groups Group Membership 15 2 Group Service Status and Fallback e Group Service Status A hunt group can be in one of the following service modes e InServ In Service The groups operates a normal distributing calls to available members of the group e Night Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 126 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 126 otherwise to voicemail if available e Fallback Group For the night service and out of service states the hunt group can be configured with a fallback destination to which its group calls are redirected This destination is another hunt group If no fallback destination is set the group s voicemail is used if available Separate night service and out of service fallback destinations can be set for the group Display Icon e O Out of Service An O is shown on your phone s display when any of the groups of which you are enabled as a member is set to night service mode In that mode calls to that group are diverted to its fallback if set
64. 3 Press the Select soft key or OK 4 Enter the user to which you want to send the message 5 Press the Message soft key 6 When you are ready to start recording press the Record soft key 7 To stop recording press the Stop soft key 8 You can now use the following soft keys e Listen Listen to the recording You can use the Record option to record the message again e Submit Send the message e More Switch between the different sets of available soft key functions e Others Add other extension numbers to which you want to send the message e Record Record the message again 1408 1416 Phone User Guide Page 88 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Voicemail Sending a Message 12 4 Mailbox Greeting While the voicemail system will play a generic greeting to caller prompting them to leave a message you can record your own greeting 1 Press the gt lt MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed 2 Use the amp up and down arrow keys to scroll to the option Greeting 2 Press the Select soft key or OK 3 Use the soft keys to listen to and record your mailbox greeting Listen Listen to the current greeting or the new greeting just recorded Record Record a new greeting Note that the greeting must be at least 3 seconds long or the voicemail system will discard
65. 3 The redial function uses the outgoing call records stored in the call log 1408 1416 Phone User Guide Page 80 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Call Log 11 1 Using the Call Log 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Pressing OK will make a call to the number stored with the currently displayed record 3 You can use the functions listed at the bottom of the display by pressing the soft key below the function name e Call st Make a call to the number stored in the currently displayed call log record e Details 8 Display more details about the current call log record You can then also add the caller details to your personal directory 844 if required e More Switch between the different sets of available soft key functions e Delete 83 Deletes the current displayed record e Del All 34 Delete all the call log records not just the current types of records being shown 4 To exit the call log press the PHONE EXIT b
66. 4 13th March 2014 or e Additional notes for Park amp Page 1408 1416 Phone User Guide Page 192 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Index A Abbreviated ring 25 27 140 186 Access Control Fallback 121 122 123 124 125 126 157 Follow Me 37 41 42 52 57 60 91 93 97 98 99 100 104 105 108 109 110 111 112 114 117 128 135 138 142 154 155 156 157 158 Forward 37 41 42 52 57 60 91 93 97 98 99 100 104 105 108 109 110 111 112 114 117 128 135 138 142 154 155 156 157 158 Membership 121 122 123 124 125 126 157 State 121 122 123 124 125 126 157 Add Contact 46 76 84 Contact from Redial List 46 76 External contact 72 75 77 78 to conference call 62 Alarm 158 169 All Call Log 35 76 81 82 83 84 Contacts 35 73 74 Forward 108 109 156 All Calls 108 109 156 Almost Full 158 169 A Menu 19 134 178 Answered 35 76 81 82 83 84 Appearance Buttons 23 27 29 Attention Ring 139 141 Audible Alerting 140 Audio Path 67 69 150 Auto Answer 41 142 B B 20 Barred 20 BM32 14 Boot Error 158 169 Bridge Appearance Button State 25 Bridged 23 25 29 Bridged appearance 23 Coverage ring 25 27 140 186 Lights 25 Bridged Appearance Button Indication 25 Bridged Appearance Buttons 23 25 broken dial tone 106 113 186 187 Busy Forward 110 111 112 155 156 Button Module 14 C Call from Call Log 35 81 from Contacts 35 74 from redi
67. 4 12 Voicemail If your telephone system includes a voicemail server pressing the gt lt MESSAGES button accesses voicemail Your system administrator can configure whether the access uses either spoken prompts from the voicemail server or visual menus on the phone called visual voice This guide assumes the default operation of using the visual voice menus Using visual voice you can access the following functions e Checking Messages 87 gt e Record and Send a Message 88 Change Your Mailbox Greeting 8 Change Your Mailbox Name Select a Voicemail Email Mode 9 Change Your Voicemail Code 924 Turn Use of Voicemail On Off 9 Transfer to Voicemail 935 Send a Call to Voicemail 935 Other Functions This guide covers just the visual voice functions that you can use from the phone s menus For the full range of mailbox controls that you may be able to use contact your system administrator for the IP Office mailbox user guide appropriate to the type of voicemail server and mailbox mode that your system uses Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Check Messages 17 Access mailboxes to check for messages e Voicemail On 18 Allow voicemail to be used to answer calls e Voic
68. Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 1408 1416 Phone User Guide Page 142 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings Ringer Controls 17 8 Display Controls This section covers controls for adjusting the phones display and the information shown on the display e Display Brightness 143 Adjust the brightness of the display e Display Contrast 43 Adjust the contrast of the display e Call Timer 14 Adjust whether the ring call time is displayed for calls on appearance buttons e Show Last Call Duration 14 Display the duration of a call for a few seconds after the call is ended e Display Language 145 Select the language used for the phones menus e Display Name 146 Change the information displayed by the phone when it is not in use e A Menu Auto Exit 145 Automatically exit the A menu screens when a new call alerts your phone e Auto Show Call Waiting 14A If when already on a call there is another call waiting to be answered automatically display the call information of the waiting call e Exit Menu Inactivity Timer Auto Return 144 Return to the normal call display after a period of inactivity in a menu 17 8 1 Display Brightness 1 Press the MENU button 2 Press the Select soft key 3 Press the Select soft key 4 Use the up and down P arrow keys to adjust the brightness
69. All soft key to delete all your call log records 1408 1416 Phone User Guide Page 83 IP Office 9 0 15 601040 Issue 07h 10 April 2014 11 6 Adding a Record to Your Contacts You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Press the Contact soft key 4 Use the amp up and down Y arrow keys to switch between the name and number details for the new contact 5 Using the telephone keypad and the Bksp soft key you can edit the name and the number 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 1408 1416 Phone User Guide Page 84 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 12 Voicemail 1408 1416 Phone User Guide Page 85 IP Office 9 0 15 601040 Issue 07h 10 April 201
70. Appearance buttons are used to represent calls made and received by you and other users on the telephone system They are configured by your system administrator Normally your first 3 buttons are call appearance buttons but additional buttons can be configured as appearance buttons 22 3 Attention Ring Your system administrator can set what ringing should be used if another call alerts you when you already have a call connected The options are a single non repeated ring abbreviated ring or no ring 22 4 Auto Hold By default when you have a connected call in progress if you press another appearance button the connected call is automatically put on hold Without auto hold the connected call is ended when you press another appearance button 22 5 Bridged Appearance Button A bridged appearance button shows the state of one of another user s call appearance buttons It can be used to answer or join calls on that other user s call appearance button It can also be used to make a call that the call appearance user can then join or retrieve from hold e When the user s call appearance button alerts your matching bridged appearance button also alerts The bridged appearance button can be used to answer the call on the call appearance button user s behalf e When the call appearance button user answers or makes a call using that call appearance your matching bridged appearance button show the status of that call for example connected on hold
71. DROP button will also drop the displayed party e To mute a caller highlight them and press Mute Repeat this to unmute them e To return to the call display press the Exit soft key 8 4 Dropping Muting Parties You can drop parties from a conference call including yourself You can also mute other parties 1 While connected to a conference call if you press the Details key the conference details menu is displayed 2 You can then perform the following actions e To scroll through the list of callers in the conference use the amp up and down arrow keys e To drop the caller displayed from the conference press the Drop soft key Pressing the Ce DROP button will also drop the displayed party e To mute a caller highlight them and press Mute Repeat this to unmute them e To return to the call display press the Exit soft key Note If you are the only internal user in the conference depending on your telephone systems configuration dropping yourself might end the conference Consult your system administrator for details 8 5 Holding a Conference Call Using the HOLD key you can put a conference call on hold in the same way as you can for a normal call The appearance key for the conference call will show a fast flashing green lamp To take the conference call off hold press the appearance key Important Holding Conference Calls You can hold a conference call in the same way as holding a normal call Holding the conferenc
72. Follow Me To Features Menu Using the user menu you can set and clear follow me to settings 1 Press the Features soft key if shown en e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the P right arrow key 4 Press the Select soft key or the P right arrow key If you already has a follow me to number set the display below is skipped 5 Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 74 Save Save the selected number as your follow me to destination All calls to your extension number will be redirected to that destination e Clear Clear the currently selected or set number e Back Go back to the previous menu Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 14 1 2 Follow Me Status Menu If you have set a follow me destination for calls to your phone you can clear or change the setting through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Follow Me To e To clear t
73. G button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the More soft key 3 Press the Delete soft key to delete the currently displayed call log record 11 5 Deleting All Records You can delete all call records from your call log This action deletes all call log record types Answered Missed and Outgoing not just the type you are currently viewing This action deletes your personal call records and any hunt group call records 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the More soft key 3 Press the Del
74. P Office 9 0 15 601040 Issue 07h 10 April 2014 Logging In Out Locking the Phone 13 4 Auto Lock Rather than logging out you can lock your phone You can either lock your phone manually 98 using the steps below or have it automatically locked after a period of phone inactivity When your phone is locked It can only be used to make internal and emergency calls None of the menus for your user settings can be accessed e To unlock the phone 9A requires your login code if you have configured a login code 106 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings Press the Select soft key or the OK button or the P right arrow key a uu A U N Use the amp up and down arrow keys to scroll the display to the option Auto Lock The m indicates that the setting is in minutes 7 Press the Change soft key to change the setting or use the left or right P arrow keys Off Do not use the inactivity timer e 1 5 30 60 Lock the phone after the indicated number of minutes 8 Press the Done soft key Access Control Your system admi
75. System Admin Menu 183 System Administrator 158 169 System Alarm 20 158 169 System Boot Error 158 169 System Phone 72 75 77 78 158 169 T T 20 115 Time profile 123 124 125 157 Transfer Held call 50 To voicemail 41 56 93 Twinned 20 115 Twinning Number 116 135 Off 117 158 On Off 116 135 Status 117 158 U Use 23 25 27 29 Use Elsewhere 23 25 29 Use Here 23 25 27 29 Users 35 73 74 V Visual Alerting 140 Visual Voice 19 Menu 176 Voicemail Transfer 41 56 93 Voicemail Almost Full 158 169 Voicemail Failure 158 169 Voicemail Full 158 169 Volume Handset 149 Headset 67 149 Ringer 142 149 Speaker 69 150 W Waiting Call 147 Withhold Number 37 135 Page 195 15 601040 Issue 07h 10 April 2014 1408 1416 Phone User Guide Page 197 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Template 29th August 2013 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respe
76. al Voice Call More 4Listen 4 0 1 Select Exit Ss Greeting Messaqe Dial Extension 307 Message Cancel Listen Record More ENTER PASSCODE FE AE Done i tEmail Mode Alert Email Select Option 4Email Mode Off Select ENTER NEW CODE Bere een HK LEmail Mode Off Done Exit Email Mode Copy Email Mode Fwd l ns as Record Others More C HE The Email option is only available if configured by the system administrator Hunt group mailbox access is only available if configured by the system administrator 1408 1416 Phone User Guide Page 176 IP Office 9 0 15 601040 Issue 07h 10 April 2014 21 4 Status Menu The Phone Menus Visual Voice Menu This menu is accessed by pressing the Status soft key NG 299 11 00 01 26 a Status Menu Features Mobile Twinning on tParks tFollow Me To on tDo Not Disturb on tFollow Me Here tForward Here TMain ins Status Mobile Twinning on Off Exit 1408 1416 Phone User Guide IP Office 9 0 tForward Unconditional on tForward on No Answer on tForward on Busy fon tMain ena Status Mobile Twinning Off Status 4 Parks Details Status 4 FollowMeTo Mark Clear Edit Exit Status Fwd Uncon Mark On Off Edit Exit Status Fwd NoAns Mark On Off Edit Exit Status Fwd OnBsy Mark On Off Edit Exit Status 4 FollowMeHere Mark
77. al list 36 44 Call Appearance 23 25 Call Appearance Button Indication 23 Call Appearance Button State 23 Call Appearance Buttons 23 25 Call coverage Coverage ring Lights 27 Call Coverage Appearance 27 Call Coverage Button Indication 27 Call Coverage Button State 27 Call Log 35 76 81 82 83 84 Call from 35 81 25 27 140 186 1408 1416 Phone User Guide IP Office 9 0 Index Details 46 82 Menu 19 80 179 Call Settings 33 37 45 60 114 135 136 137 139 140 144 Audible alerting on off 140 Audio Path 67 69 150 Auto Answer 41 142 Internal Auto Answer 41 142 Visual alerting on off 140 Withhold number 37 135 Call Waiting 147 Caller Details 46 82 Cannot 23 25 29 Cannot Be 23 25 29 Channel Name 29 Channels 29 Conference Add call 62 Caller details 63 Drop caller 63 End automatically Hold 49 63 Last internal user 50 62 63 Music on hold 49 63 Contact Add 46 76 84 50 62 63 add external 72 75 77 78 Add from Redial List 46 76 delete external 72 75 77 78 Edit 75 77 edit external 72 75 77 78 Contacts 19 35 72 73 74 75 77 78 Make call 35 74 Menu 180 Corrupt Date Time 158 169 Count 46 82 Cover 23 25 27 29 Coverage 27 Coverage ring 25 27 139 140 141 186 Covered User 27 CPkUp 52 158 D D 20 106 187 Delay 23 25 27 29 Delete External contact Follow me here Details Call Log 46 82 Dial 23 25 29 Dial tone Broken Directory Add 46 76 84 72 75
78. all on each appearance button Call Incoming Ji a Extn307 307 2 If there is currently a call on the appearance button an icon will be displayed indicating the status of the call A Alerting The call is alerting your phone nad The call is the currently connected call to which you are talking e On Hold The call is on hold e Held Elsewhere The call has been put on hold by someone else who answered the call using an appearance button on their phone CC Conference The call is a conference call 3 A gt gt double arrow at the bottom left indicates that there are soft key options 344 available that could be applied to the call To access these press the gt gt double arrow soft key and select the required function 1408 1416 Phone User Guide Page 22 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction Appearance Buttons Menu 1 11 2 Call Apperance Buttons Call appearance buttons are used to display calls to and from your phone By having several call appearance buttons you are able to answer and make several calls switch between calls and perform other actions When all your call appearance buttons are in use any further calls to your number follow your forward on busy setting if set or otherwise go to voicemail if available Call Appearance Button Lamps The following lamp states are used by appearance buttons configured to be call appearance buttons 50 Red off Idle Green off The ca
79. amp up and down Y arrow keys to locate the option Audio Path 5 Use the left and right P arrow keys or press the Change soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 9 2 3 Automatic Gain Control When using automatic gain control AGC the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Advanced 3 Press the Select soft key 4 Use the amp up and down F arrow keys to locate the option Audio 5 Press the Select soft key e Use the amp up and down arrow keys to switch between the Handset Headset or Speaker settings for automatic gain control e To change a setting use the left and right P arrow keys or press the On Off soft key 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 69 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 10 Contacts Directory 1408 1416 Phone User Guide Page 71 IP Office 9 0 15 601040 Issue 07h 10 April 2014 10 Contacts Directory Directory Alle This menu is accessed by pressing the me key It is used to display names and DIAL NAME numbers that you can then use for making calls List New The directory includes names stored for use by all users names stored for use by just you and the na
80. are not configured for any groups then the Group menu is not shown Page 121 1408 1416 Phone User Guide IP Office 9 0 15 601040 Issue 07h 10 April 2014 15 1 2 Group Membership On Off Features Menu You may be able to enable or disable your group membership for some of the groups to which you belong 1 Press the Features soft key if shown en e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Group 3 Press the Select soft key or the OK button or the P right arrow key 4 Press the Select soft key or the OK button or the P right arrow key 5 Use the amp up and down arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure The soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection e All Groups e Disable Disable your membership of all groups e Enable Enable your membership of all groups e Particular Group e Change Change your membership of the currently selected group e Done Exit the menus Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 12
81. at type are displayed 5 You can use the amp up and down arrow keys to scroll through the messages 6 Use the soft keys to control the playback actions Notes Listen Pause Start stop playback of the currently displayed message Delete Delete the message More Switch between the different sets of available soft key functions Save Mark the message as saved Saved messages are not normally automatically deleted lt Copy Copy the message to another mailbox The menu will prompt you to enter the destination number Call Call the person who left the message 1 Automatic Message Deletion By default messages are automatically deleted a set time after being played The delay depends on the particular voicemail server 24 hours for embedded voicemail 30 days for Voicemail Pro For voicemail messages on a Voicemail Pro system the system administrator can customize the delay and can also apply automatic deletion times to new and saved messages 1408 1416 Phone User Guide Page 87 IP Office 9 0 15 601040 Issue 07h 10 April 2014 12 3 Sending a Message You can use visual voice to record and send a voicemail message to other users mailboxes 1 Press the gt lt MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed 2 Use the amp up and down arrow keys to scroll to the option Message
82. ation Software or hardware provided by Avaya All content on this site the documentation and the Product provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software unless expressly authorized by Avaya Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Virtualization Each vAppliance will have its own ordering code Note that each instance of a vAppliance must be separately ordered Ifthe end user customer or Avaya channel partner would like to install two of the same type of vAppliances then two vAppliances of that type must be ordered Each Product has its own ordering code Note that each instance of a Product must be separately licensed and ordered Instance means one unique copy of the Software For example if the end user customer or Avaya channel partner would like to install two instances of the same type of Products then two Products of that type must be ordered Third Party Components Third Party Components mean certain software
83. atus 121 157 Missed 19 80 Service status 123 124 125 157 Group listen 68 1408 1416 Phone User Guide IP Office 9 0 Group Member 20 Groups 35 73 74 H Handset Volume 149 Headset 12 13 Volume 67 149 Held 23 25 27 29 Held call Transfer 50 Held Calls 23 Hold 23 25 27 29 Conference 49 63 Transfer 50 Hold Elsewhere 23 25 29 Hold Here 23 25 27 29 Hunt group Calllog 19 80 Forward 108 109 156 Membership status 121 157 Missed 19 80 Service status 125 157 I In Service 123 124 125 157 Intermittent Flash 23 25 29 Internal Auto Answer 41 142 Internal Calls 139 141 L Lamp 140 Line 29 Line Appearance 29 Line Appearance Button Indication 29 Line Appearance Button State 29 Line Appearance Buttons 29 Line Appearance ID 29 List 44 45 136 Locked Menu 182 Login 97 M Make call from Call Log 35 81 from Contacts 35 74 from redial list 36 44 matches 23 25 Memory Card Failure 158 169 Menu A Menu 19 134 178 Call Log 19 80 179 Contacts 19 72 180 Features 17 173 Locked 182 Redial 19 181 Self Admin 175 Status 177 Status menu 17 154 System Admin 183 Visual Voice 19 176 Message waiting lamp 140 Missed 35 76 81 82 83 84 Missed calls Hunt group calls 19 80 Mobile Twinning Number 116 135 Off 117 158 Page 194 15 601040 Issue 07h 10 April 2014 Mobile Twinning On Off 116 135 Status 117 158 More 81 87 88 89 90 Music on hold 49 63 N N 20 113 186 New Contact 46 76
84. be set when the button is configured If no number is set pressing the button will display a menu for number entry 16 2 9 Call Pickup Any Answer a call currently ringing on the telephone system 16 2 10 Conf Meet Me A button programmed to this feature allows you to start or enter a conference by entering the conference ID 16 2 11 Drop Call Drop the current call 16 2 12 Flash Hook A button configured for this action will send a hook flash signal to a currently connected analog line 16 2 13 Group BLF A button set to this function monitors the status of a hunt group queue This is only supported for hunt groups with queuing enabled The user does not have to be a member of the group being monitored The button will indicate when the group has calls ringing Green flash and calls queued Red flash Queued means the group has more calls waiting not including calls ringing than available group members 16 2 14 Page A button configured with this action can be used to make a page call The button can be configured with the target user or group for the page If configured with no number pressing the button will display a menu for number entry before making the page call 16 2 15 Park and Page If your system administrator has configured your system for Park amp Pagel 534 this button allows you to use the feature to park calls and announce the parked call to other users 16 2 16 Ringer Off A button configured with t
85. being used by the system Selecting Admin will take you to the system administration menu where you can change the date 165 and time 166 1408 1416 Phone User Guide Page 158 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 19 Short Codes 1408 1416 Phone User Guide Page 159 IP Office 9 0 15 601040 Issue 07h 10 April 2014 19 Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users These are useful as they can be dialed from any phone on the system For example this allows you to login at a basic analog extension and still control a number of features Some short codes require you to enter some information when you dial them typically an extension number That is indicated by N in the short codes shown below Park Unpark Park Call 37 N Parks the held call using the park number dialed in place of N e Unpark Call 38 N Unpark the call parked using the park number N Call Pickup e Pickup Any Call 30 Answer a call ringing on the telephone system e Pickup a Group Call 31 Answer a call ringing a group of which you are a member e Pickup a Users Call 32 N Pickup a call ringing a user s extension number N e Pickup a Group Members Call 53 N Pickup a call ringing the members of a group N This d
86. ble Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 157 IP Office 9 0 15 601040 Issue 07h 10 April 2014 18 10 Mobile Twinning If you have been configured as a mobile twinning user you can use the status menu to switch mobile twinning mode off rn 1 Press the Status soft key if shown To access the status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down arrow keys to scroll the menu to Mobile Twinning 3 To turn twinning off press the Off soft key Alternatively to access the mobile twinning settings press the Details soft key See Mobile Twinning Control 116 18 11 Parked Calls While parked calls are parked on the telephone system and can be unparked by any other user the parked call indication is sent to a particular extension Ifthere are any calls parked against your phone you can view and unpark them using the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If you have any parked calls the Parks option is displayed The option is not present if you do not have calls parked against your extension 3 Press the Details soft k
87. ble to be used to make a call or to Status Features receive an incoming call Call Incoming Alerting BEN da a Extn307 0 00 12 This call appearance is alerting with an incoming call You can press the gt gt 207 gt gt double arrow soft key to select the Ignore or ToVm soft key options Call Outgoing Call 4 a Mark 0 00 12 You have made a call with the appearance but it is not yet connected 201 gt gt Conn Connected a Mark 0 00 22 The appearance is the one with which you are currently talking 201 gt gt Held Held 4 a Mark 0 00 22 The call that you made or received on the call appearance has been put on hold 201 gt gt by the other party Call On Hold Holding Jua Mark 0 00 22 You have put the call on hold 201 gt gt C Ss ae 1408 1416 Phone User Guide Page 24 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction Appearance Buttons Menu 1 11 3 Bridged Appearance Buttons A bridged appearance button shows the state of one of another user s call appearance buttons It can be used to answer or join calls on that other user s call appearance button It can also be used to make a call that the call appearance user can then join or retrieve from hold e When the user s call appearance button alerts your matching bridged appearance button also alerts The bridged appearance button can be used to answer the call on the call appearance button user s behalf e When the call a
88. button will briefly flash its red lamp The action of each button is normally set by the system administrator However you can also use the self administer menu 128 to select and assign actions to the buttons Page 17 15 601040 Issue 07h 10 April 2014 Switching Menus With a call connected you can still access the other main menus Press the aca PHONE key to toggle between the normal appearance menu or one that lists the other menus accessible Conn Calk Incoming La Extn307 00 4 a Extn307 0 00 13 307 Status Features You can also use the left arrow key to switch between the Appearance menu Features menu and Button Features menu Button Features Dir Select Features Pickup Select onn La Extn307 me 307 ss O5 1408 1416 Phone User Guide Page 18 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction The Main Phone Menus 1 9 Other Menus In addition to the main phone menus 174 there are a number of additional menus which are accessed by pressing specific keys The Redial Menu 4 Redial This menu accesses by pressing the key It shows a list of up to the 10 last tExin 307 307 16 12 01 26 outgoing calls that you have made Call Details Exit You can configure your phone 484 to simply redial the last number dialed in which OOo O case the menu is not shown A The A Menu Menu Top Pressing the A MENU key accesses a menu that can be used
89. calls to available members of the group e Night Night Service The group is in night service mode Calls are redirected to its night service fallback group if seth2 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 126 otherwise to voicemail if available Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 125 IP Office 9 0 15 601040 Issue 07h 10 April 2014 15 2 3 Changing the Group Fallback You may be able to use the Features menu to change the fallback group destination for some of the hunt groups of which you are a member 1 Press the Features soft key if shown en e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Group 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Fallback 5 Press the Sel
90. can remove and change the short codes available to you or all users Night Service Status On 20 N Set a hunt group into night service status by entering its extension number N e Night Service Status Off 21 N Take a hunt group out of night service status by entering its extension number N 1408 1416 Phone User Guide Page 120 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Groups 15 1 Group Membership Only the system administrator can change the groups of which you are a member However you can be provided with options to enable or disable your group membership While your membership of a group is disabled you will not receive any group calls for that group 15 1 1 Group Membership On Off Status Menu If the system administrator has allowed you you can enable disable your membership of a group through the Status menu When your membership of a group is disabled you do not receive group calls for that group gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to the hunt group name and your current membership status 3 Press the Enable or Disable soft key to change the status of your membership of that group Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you
91. ctive owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements 2014 Avaya Inc All rights reserved 1408 1416 Phone User Guide Page 198 IP Office 9 0 15 601040 Issue 07h 10 April 2014
92. ctory entry in the administrative database utilized by the Software that permits one user to interface with the Software Shrinkwrap License SR You may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickthrough license accompanying or applicable to the Software Shrinkwrap License Heritage Nortel Software Heritage Nortel Software means the software that was acquired by Avaya as part of its purchase of the Nortel Enterprise Solutions Business in December 2009 The Heritage Nortel Software currently available for license from Avaya is the software contained within the list of Heritage Nortel Products located at http support avaya com Licenselnfo under the link Heritage Nortel Products For Heritage Nortel Software Avaya grants Customer a license to use Heritage Nortel Software provided hereunder solely to the extent of the authorized activation or authorized usage level solely for the purpose specified in the Documentation and solely as embedded in for execution on or in the event the applicable Documentation permits installation on non Avaya equipment for communication with Avaya equipment Charges for Heritage Nortel Software may be based on extent of activation or use authorized as specified in an order or invoice Copyright Except where expressly stated otherwise no use should be made of materials on this site the Document
93. d Group Call The system administrator can configure whether the telephone system should keep an internal log of missed hunt group calls They can then also set which groups of which you are amember should have their missed calls shown as part of your missed calls call log This does not require the group call to have been presented to you and missed 22 25 Mobile Twinning Mobile twinning is twinning 18 where your calls ring at both your phone and at another number which can include an external number If you have been configured as a mobile twinning user you can switch use of mobile twinning on or off through the phone s menus transfer calls to a mobile phone and can also change the number to which you are twinned 1408 1416 Phone User Guide Page 188 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Glossary Park Call 22 26 Park Call Parking a call is similar to holding a call However parked calls can be retrieved by other users on the telephone system A call that you park and leave parked for too long will recall to your phone The recall will ignore any do not disturb and forwarding settings recalling to the phone from which it was parked 22 27 Park Slot Number If you park a call without specifying a park slot number the system will assign a number based on your extension number plus a single digit For example for extension 201 the first parked call will use park slot number 2010 if available If you already have one parke
94. d System License The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the documentation or other materials available to you Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users License type s Designated System s License DS End User may install and use each copy of the Software only on a number of Designated Processors up to the number indicated in the order Avaya may require the Designated Processor s to be identified in the order by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Concurrent User License CU End User may install and use the Software on multiple Designated Processors or one or more Servers so long as only the licensed number of Units are accessing and using the Software at any given time A Unit means the unit on which Avaya at its sole discretion bases the pricing of its licenses and can be without limitation an agent port or user an e mail or voice mail account in the name of a person or corporate function e g webmaster or helpdesk or a directory entry in the administrative database utilized by the Software that permits
95. d call the next parked call will use park slot 2011 if available Call park buttons can be configured with a specific park slot numbers A call parked using that button is given that park slot number Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using their button 22 28 Ringing Line Preference This setting is controlled by your system administrator and is normally on When you are not connected to a call if you receive an incoming call ringing line preference will make the alerting appearance button your selected appearance button You can answer the call on the selected appearance button by lifting the handset or pressing the Headset or Speaker button Without ringing line preference to answer the call on the alerting appearance button you must press the appearance button to select it manually 22 29 Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users 22 30 Small Community Network Several IP Office telephone systems can be connected together to form a Small Community Network You can then dial the user on other systems in the same way as for internal calls on your own system The remote users are listed in the directory The system administrator can also conf
96. d employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked websites referenced within this site or documentation provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on its hardware and Software Product s Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this Product while under warranty is available to Avaya customers and other parties through the Avaya Support website http support avaya com Please note that if you acquired the Product s from an authorized Avaya Channel Partner outside of the United States and Canada the warranty is provided to you by said Avaya Channel Partner and not by Avaya Software means computer programs in object code provided by Avaya or an Avaya Channel Partner whether as stand alone products or pre installed on
97. d the number 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 1408 1416 Phone User Guide Page 46 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 5 Holding and Parking Calls 1408 1416 Phone User Guide Page 47 IP Office 9 0 15 601040 Issue 07h 10 April 2014 5 Holding and Parking Calls Holding a call and parking a call are two similar actions The current caller is placed on hold and hears music on hold if available The table below summarizes the main differences between parking a call or holding a call When used to park or hold a call Hold Park the call occupies an appearance button Yes No the caller hears music on hold if available Yes Yes the calls can be retrieved by other users dialing a short code No vs the calls recalls you automatically if your phone is idle Yes Yes Default 15 Default 5 seconds minutes can be used with conference calls vs n can be used to start or add calls to a conference Yes w the call is assigned a unique ID No Ys 1408 1416 Phone User Guide Page 48 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Holding and Parking Calls 5 1 Holding Calls You can hold a call or several calls e The held call will still occupy the appearance button on which it was made or answered e While held the caller will hear music
98. d to the number set as the forward unconditional destination That number can be internal or external e You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 924 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number e D Diverting Forwarding Calls A D is shown on your phone s display when you have forward unconditional enabled 1408 1416 Phone User Guide Page 187 IP Office 9 0 15 601040 Issue 07h 10 April 2014 22 17 Group Your system administrator can include you as a member of a group along with other users Each group has its own extension number which can be used as the destination for call When a call is presented to a group it is presented to the available group members either one at a time or all at the same time until answered by one of the members How long a group call will ring at each group member before being presented to the next member is controlled by the group s own settings Hunt groups also use voicemail and have their own settings for when an unansw
99. djust the ringing used for call coverage and bridged appearance buttons See Coverage Ring 140 The options are normal ringing an abbreviated ring a non repeated single ring or no ring e Attention Ring Variable The system administrator can adjust the ring used for new calls when you are already talking to a caller The options are an abbreviated ring a non repeated single ring or no ring e For calls alerting on a call coverage or bridged appearance button when you are already on a call the shorter of the coverage ring or attention ring settings is used The system administrator can also adjust the when ringing is used for each specific appearance button The ringing can be immediate delayed for a set time or off The following depicts an example of different ring patterns Call Cadence Internal Call 1 2 4 0 External Call 0 2 0 4 0 6 4 0 Ring Back M medium note X personal melody 0 1 0 1 0 1 0 3 4 0 17 7 1 Disabling the Ringer 0 1 2 Seconds 3 4 5 I fo MMMMMMXXXXXX IMM XXXXXX IM M XXXXXX This option can be used to turn off the ringer for all calls If set to no ring this disables both the phones audible alerting 140 and visual alerting 140 settings 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys t
100. e amp up and down arrow keys to scroll through the forwarding settings e Use the amp up and down arrow keys to scroll through the editing options e Use the left and right P arrow keys to switch the forwarding on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which calls are forwarded e To Voicemail Set and On Use the amp up and down arrow keys to scroll through the forwarding settings e Select Off to disable forwarding e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 1408 1416 Phone User Guide Page 109 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 2 3 Forward On No Answer Status Menu If your phone is set to forward on no answer 18 you can clear or change the forward settings through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd NoAns e To switch off forward on no answer press the Off soft key e To change
101. e as an attachment or it can be just an alert Through the visual voice menu you can change the mode of voicemail email operation 1 Press the gt lt MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed 2 Use the amp up and down arrow keys to scroll to the option Email This option is only available if your email address has been set in your voicemail settings by the system administrator 3 Press the Select soft key or OK 4 The menu displays your current voicemail email mode setting Use the amp up and down arrow keys to scroll through the possible settings e Email Mode Off Do not send any emails e Email Mode Copy Send an email with a copy of the new voicemail message attached e Email Mode Fwd Send an email with the new voicemail message attached and delete the message from the voicemail mailbox e Email Mode Alert Send an email telling you there is a new message but do not attach a copy of the message 5 When the required setting is displayed press the Select soft key To exit without changing the setting press the Exit soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 1408 1416 Phone User Guide Page 91 IP Office 9 0 15 601040 Issue 07h 10 April 2014 12 7 Changing Your Voicemail Code 1 Press
102. e call does not affect the other conference parties who can continue talking You will also still be listed as a member of the conference call in the conference details Warning This only applies to conference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system may cause that conference to hear your system s music on hold 1408 1416 Phone User Guide Page 63 IP Office 9 0 15 601040 Issue 07h 10 April 2014 8 6 Context Sensitive Conferencing The scenarios for starting a conference 6 and adding a call to a conference 624 cover just simple scenarios where no other calls are in progress The phone supports a range of context sensitive scenarios to control which calls are added to the conference For this phone which calls are conferenced when Conf or Conference is pressed depends on which call is currently highlighted on the phone s display and the types of other held calls Highlighted Other conditions in Result when Conf or Conference is Calls Conferenced Call priority order pressed Current Held Calls Held Call Pending Transfer Connected No call held pending Conferences the connected call and all held call transfer calls Call held pending Conferences the connected call and the held transfer pending transfer call Any other held calls are unaffected Connected call Conferences the held call and the connected call Any other held calls including held pending
103. e ee es 1408 1416 Phone User Guide Page 180 IP Office 9 0 15 601040 Issue 07h 10 April 2014 21 8 Redial Menu The Phone Menus Contacts Menu This menu is accessed by pressing the key This menu is only used when you set your redial mode 454 to List The numbers up to 10 shown come from your outgoing call log Redial LExtn 307 307 16 12 01 26 Call Details Exit tRing Time tName tNumber tReason TCount Call Log Details Time 15 19 01 26 Call Contact Back memes PTT mn T Vumber i Directory Name J Exm307_ Save Bksp Cancel C fr Directory Number T307_ Save Bksp More Sa Eee ee Pause Cancel More ESS ES es 1408 1416 Phone User Guide IP Office 9 0 Page 181 15 601040 Issue 07h 10 April 2014 21 9 Phone Locked Menu When your phone is locked e It can only be used to make internal and emergency calls e None of the menus for your user settings can be accessed e To unlock the phone 9A requires your login code if you have configured a login code 108 PHONE LOCKED _ Unlock Features en AUTOMNE TLogin Features Unlock Select aes es ey lock Enter Password a es es Unlock HACK Done Clear Cancel 1408 1416 Phone User Guide Page 182 IP Office 9 0 15 601040 Issue 07h 10 April 2014 The Phone Menus Phone Locked Menu 21 10 System Admin Menu This menu is only available to users who
104. e of the external expansion modules attached to the telephone system Voicemail Failure The voicemail system is not available Voicemail Almost Full The voicemail system is nearly out of storage space for any more messages prompts and recordings Voicemail Full The voicemail system cannot store any more messages prompts and recordings Licence Key Failure There is a problem with the memory card used to license features and applications System Boot Error The telephone system has encountered an error while restarting Corrupt Date Time There is an error in the date or time being used by the system Selecting Admin will take you to the system administration menu where you can change the date 165 and time 168 1408 1416 Phone User Guide Page 169 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 21 The Phone Menus 1408 1416 Phone User Guide Page 171 IP Office 9 0 15 601040 Issue 07h 10 April 2014 21 The Phone Menus This section gives summaries of the phone menus Features Menu 173 This menu allows you to change a number of your user settings e Self Administer Menu 175 This is a sub menu of the Features menu It allows you to assign functions to the feature buttons Visual Voice Menu 178 This menu is used to access voicemail messages and other voicemail settings Status Menu This menu is used to change the settings of various features when they are enabled A Menu 17 This menu is used t
105. e option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option Date Press the Select soft key or the OK button or the P right arrow key The current date being used by the telephone system is displayed Enter the required date using the either the or keys to enter the separators To delete the previous digit or character entered press the 4 left arrow key 10 When a complete valid date has been entered the display will confirm that by showing the full date and the Done soft key option 11 To set the date as the new date to be used by the telephone system press the Done soft key 1408 1416 Phone User Guide Page 165 IP Office 9 0 15 601040 Issue 07h 10 April 2014 20 4 Setting the Time The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the current time server settings 165 can be displayed 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press
106. e selected button 0 Red on Slow green flash 1 Select the method which you want to use to talk to the caller To quiet the ringing press the gt gt double arrow soft key and then press the Ignore soft key The call will still continue alerting visually and can be answered or ignored To redirect the call to voicemail press the gt gt double arrow soft key and then press the To VM soft key To answer the call using the handset lift the handset To answer the call handsfree press the I SPEAKER key To answer the call on a headset press the 9 HEADSET key e Just pressing the He key will answer the call either on the speaker or headset depending on the phones audio path 67 setting 2 The green lamp will stop its slow flash Once you have answered the call you can switch between talk modes To switch to using the handset lift the handset To switch to handsfree press the I SPEAKER key If you were using the handset you can now safely replace it To switch to headset mode press the 9 HEADSET key If you were using the handset you can now safely replace it If you have answered the call on the speaker or headset pressing the SPEAKER or HEADSET key again before you select another mode will end the call e Just pressing the He key or any other appearance button will put the call on hold Answering Another Call If the button that with a slow green flash does not have a red light it is not the currently selected bu
107. e the current settings is enclosed by left and right P arrow icons can be changed using the 4 left and right arrow keys in addition to the soft key options Access Control The system administrator controls whether you can access some of the menus Others are only available if certain perquisites are met 1408 1416 Phone User Guide IP Office 9 0 Page 173 15 601040 Issue 07h 10 April 2014 e While the phone is locked 9 the Features menu cannot be accessed to change user settings e The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown e The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options e The Park menu and status options are only accessible while you are talking to a caller or already have parked calls e The Account Code menu is only accessible if the system has been configured with accounts codes e The Mobile Twinning options are only shown if you have been configured to use mobile twinning e The System Admin option is only shown if you have been configured as a System Phone user 1408 1416 Phone User Guide Page 174 IP Office 9 0 15 601040 Issue 07h 10 April 2014 The Phone Menus Features Menu 21 2 Self Administer Menu This menu is accessed by pressing the Features soft key and selecting Phone Use
108. ect soft key or the OK button or the P right arrow key e Use the amp up and down arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure e Use the left and right P arrow keys to switch between altering night service NS or out of service OOS settings e The soft keys HGNS HGNS HGOS and HGOS can be used to change the current status of the group These options are not shown if the system administrator has not enabled you to change the group s service status 6 When viewing a particular group if it already has a fallback destination set the name of that group is shown on the right 7 To change the fallback destination press the Change soft key 8 Either dial the name of the hunt group or press the List soft key for all groups The display will list all the matching groups e Use the amp up and down arrow keys to scroll through the list of hunt groups e Select Select the currently displayed hunt group as the fallback destination e Details Display the details of the hunt group name and number e Clear Return to entering the group name Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 126 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 16
109. ed Call When using mobile twinning you can use the status menu to take back a call that has been redirected to and answered at your mobile twinning destination gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down arrow keys to scroll the menu to Mobile Twinning 3 Press Retrieve 14 4 4 Switching Twinning Off Status Menu If you have been configured as a mobile twinning user you can use the status menu to switch mobile twinning mode off 1 Press the Status soft key if shown To access the status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down F arrow keys to scroll the menu to Mobile Twinning 3 To turn twinning off press the Off soft key Alternatively to access the mobile twinning settings press the Details soft key See Mobile Twinning Control 1161 1408 1416 Phone User Guide Page 117 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 15 Groups 1408 1416 Phone User Guide Page 119 IP Office 9 0 15 601040 Issue 07h 10 April 2014 15 Groups Your system administrator can include you as a member of a group along with other users Each group has its own extension number which can be used as the destination for call When a call is presented to a group it is presented to the available
110. ed by the system administrator You can answer the CEE call by pressing the bridged appearance button Dial Number Making a Call t Extn201 a If idle see above you can press the bridged appearance to make a call The Dir matching call appearance will indicate that it is in use and the other user can join the call by pressing that call appearance Call On Hold Held Call l TE xm201 a If the other user puts their call on the matching call appearance on hold your Pickup bridged appearance will indicate the held call You can retrieve the held call by pressing the Pickup soft key or pressing the bridged appearance button 1408 1416 Phone User Guide Page 26 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction Appearance Buttons Menu 1 11 4 Call Coverage Buttons Each call coverage button is associated with another user on your telephone system The button allows you to be alerted when that user has an unanswered call still ringing You can view the details of the call and answer it if required The settings of the user being covered control how long it rings at their phone before it also starts alerting on your call coverage button for that user If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 1481 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring
111. ed in all situations It may depend on the configuration of your phone system and options supported by your telephone line provider 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down menu keys to scroll the menu to Withhold Number 5 Use the 4 left or right P arrow keys to change the current setting or press the indicated soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 1408 1416 Phone User Guide Page 37 IP Office 9 0 15 601040 Issue 07h 10 April 2014 2 8 Adjust the Call Volume While talking you can adjust the volume of the incoming call The volume is separately adjusted for which every device you are currently using handset headset or speaker 1 With the call connected press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 2 9 Muting a Call Muting a call stops the caller from hearing you However you can still hear them e The mute setting remains active even if you switch between calls using hold and or appearance buttons e If you change
112. ed when your phone s redial model 454 is set to One 1 Press the REDIAL key 2 The number for the most recent outgoing call in your personal call log is redialed 3 Continue in the same way as for a normal dialed call 2 6 Making a Page Call In order to make page calls you must have access to a paging short code provided by the system administrator or to a paging feature button 13h If the dialing short code or the paging button have been pre configured with a number the user or group at that number will be paged if available The dialing short code can be configured to accept the number of the user or group to page when dialed Similarly a paging button can be set to allow number entry when pressed as follows 1 Press the paging button 2 Dial the number of the user or group you want to page 3 When the dialing is completed the page call is made e If the destination is a user and they already have a call connected they cannot be paged If the destination is a group which is not in service or has no available members it cannot be paged Feature Button The self administer function 128 can be used to assign a feature button as a page button using the Group Paging 13 action 1408 1416 Phone User Guide Page 36 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Making Calls Making a Page Call 2 7 Withholding Your Number You can select to withhold your number on external calls Note that this option may not be support
113. elete the records in your call log redial will not work until new outgoing call records exist in your personal call log Notes 1 Use of centralized call log can be switched off by the system administrator In that case the numbers used for the redial function are stored by the phone This guide only covers redial using outgoing call records in the users centralized call log 4 1 Redial a Call One Mode This redial method is used when your phone s redial model 454 is set to One 1 Press the 3 REDIAL key 2 The number for the most recent outgoing call in your personal call log is redialed 3 Continue in the same way as for a normal dialed call 4 2 Redial a Call List Mode This redial method is used when your phone s redial mode 454 is set to List 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the amp up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Call soft key or OK to call the number displayed in the call record 3 Continue in the same way as for a normal dialed call 1408 1416 Phone User Guide Page 44 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redialling Redial a Call List Mode 4 3 Selecting Your Redial Mode You can select whether your phone uses the redial list or last call redial mode 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or pr
114. email Off 19 Stop voicemail being used to answer calls e Voicemail Ringback On 48 Have voicemail ring your phone when you have any new messages It will call when you use the phone e Voicemail Ringback Off 49 Switch off ringback 12 1 Message Waiting Indication The Message Waiting Indicator MWI indicates new messages in the voicemail mailbox It remains lit until you play each new message The system administrator can also configure it so that you receive new message waiting indication for a hunt group or hunt groups 1408 1416 Phone User Guide Page 86 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Voicemail Message Waiting Indication 12 2 Checking Messages 1 Press the gt lt MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed 2 The numbers shown against the Listen option indicate the number of new old and saved messages in your mailbox e If the system administrator has configured you to receive message waiting indication for any hunt group mailboxes you can also use the amp up and down arrow keys to display the hunt group names and the number of messages in those mailboxes 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to select which messages New Old or Saved that you want to listen to and press Select The details of the first message of th
115. en internal auto answer is on Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18A 1408 1416 Phone User Guide Page 41 IP Office 9 0 15 601040 Issue 07h 10 April 2014 3 5 Call Pickup Pickup is used to answer a call ringing elsewhere on the phone system 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Press the Select soft key or the OK button or the P right arrow key e To answer a ringing call press the Any soft key e To answer a call ringing against a particular target dial the targets number Alternatively press the Dir soft key to select the target from the directory 745 3 The following menus will depend on the type of number entered e User Number e To answer a call ringing against the user press the Pickup soft key e To return to entering a number press the Clear key e Hunt Group Number e To answer a call ringing against the members of the group press the Members soft key The call does not have to be a call to the hunt group e To answer a call ringing for the hunt group press the Group soft key e To return to entering a number press the Clear key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 Default Short Codes Shor
116. ephone system features These are called feature buttons Your system administrator can do this or for a limited number of functions you can do this using the phones self administration 128 menu e The phone includes an integral stand that can be flipped to either of two positions without needing any tools When used in the upright position a plastic peg in the earpiece rest area for the handset can be reversed if a more secure grip on the handset when not in use is required e The phone includes a handsfree speaker and microphone for operation as a handsfree speakerphone The speaker is located under the handset The microphone is located at the bottom right of the keypad e The phone includes a headset socket for connection of phone headsets 1408 1416 Phone User Guide Page 12 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction 08 Phones 1 3 16 Phones The diagram below shows the main features of a 1416 phone Message Waiting Indicator Display Appearance or Feature Buttons Navigation Arrows ee Message Phone Exit A Menu Hold o Contacts Conference Call Lo 8 Ps Transfer Redial a me rop m iz 3 4 Speaker Mute Volume Headset e The display angle can be adjusted for optimal viewing e This phone has 16 programmable buttons e The phone also supports up to 3 add on BM32 button modules each providing an addition 32 buttons e By default the first 3 buttons are used as appeara
117. er the number or press the Dir soft key to select a number from the directory 74 e When the number has been entered press the Save soft key e Numbers Set e Use the amp up and down arrow keys to scroll through the list of numbers Numbers that contain an N or X are using wildcards for a range of numbers These are entered by the system administrator e Use the Add soft key to add a new number in the same way as if no numbers had been entered e use the Delete soft key to delete the number shown Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18h 1408 1416 Phone User Guide Page 114 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls Do Not Disturb 14 4 Twinning Twinning is a process whereby your calls ring on two phones Twinning is only available if configured by the system administrator There are two methods of twinning supported internal twinning 188 and mobile twinning 188 Internal Twinning This method of twinning twins your normal phone with another internal phone Your incoming calls will ring on both phones You can also make your calls from either extension A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building Your settings are applied to both phones Similarly message waiting indication and voicemail access from eithe
118. er you can access this menu option See Menu Access Control 18A 14 3 2 DND Off Status Menu You can use the Status menu to switch off do not disturb gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down arrow keys to scroll the menu to Do Not Disturb e To clear the do not disturb setting press the Off soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 14 3 3 Do Not Disturb Exceptions These numbers are used to indicate callers who you want to be allowed to call you as normal even when you have do not disturb on This does not include group calls which are not presented when you are in do not disturb 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to DND Exceptions 5 Press the Select soft key or the OK button or the P right arrow key 6 The menu will depend on whether any numbers are already set or not e No Numbers Set e Press the Add soft key e Ent
119. ered call should go to the group s mailbox For group calls the hunt group s voicemail settings are used rather than your settings 22 18 Idle Line Preference Having one of your phone s call or line appearance buttons set as the currently selected appearance button means it will be the appearance button used when you go off hook If this was not the case you would need to select an appearance button before going off hook Idle line preference automatically selects the first available call appearance or line appearance button as your currently selected button when you do not have a call connected 22 19 Internal Twinning This method of twinning twins your normal phone with another internal phone Your incoming calls will ring on both phones You can also make your calls from either extension A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building Your settings are applied to both phones Similarly message waiting indication and voicemail access from either phone will be to your mailbox If both your twinned phones are use contacts and call log stored on the phone system the call logs and directory contacts on each will be the same 22 20 Line Appearance Button Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system The button also allows you to see when the line is in u
120. erence Consult your system administrator for details 1408 1416 Phone User Guide Page 50 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Holding and Parking Calls Holding Calls 5 2 Parking Calls Parking a call is similar to holding a call However parked calls can be unparked by other users on the phone system Each parked call is given a number By default the number is your extension number plus a digit Calls that you park return to your phone when idle if they remain parked for too long The default return delay is five minutes This is a system delay that is applied to all users and can be changed by the system administrator Returning calls ignore any forwarding or do not disturb settings A feature button 128 set to the Call Park 13 action can be used to park and unpark calls and to indicate parked calls Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Park Call 37 N Parks the held call using the park number dialed in place of N e Unpark Call 38 N Unpark the call parked using the park number N 1408 1416 Phone User Guide Page 51 IP Office 9 0 15 601040 Issue 07h 10 April 2014 5 2 1 Park Using the Menu 1 Press the Features soft key if shown gt e To access the menu during a cal
121. ess the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Redial Action 5 The current mode List or One is displayed e List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e One If this mode is selecting pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial function will be accessible 6 Use either the Change soft key or the left or right P arrow keys to change the mode 7 When the required mode is displayed press the Done soft key 1408 1416 Phone User Guide Page 45 IP Office 9 0 15 601040 Issue 07h 10 April 2014 4 4 View Call Details You can view additional details about the currently shown call 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the amp up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Use the amp up and down arrow keys to scroll through the details The possible values are
122. eu traina o aa 137 17 9 Erase OPIO S Re eme ne 137 7 G AUtO LOCKS ranni a an 138 17 7 Ringer Controls nn 139 17 7 1 Disabling the Ringer 139 17 7 2 Visual Alerting 140 17 7 3 Audible Alerting 140 17 7 4 Coverage Ring 140 177 5 BiNg SOUNA reciia eiers He 141 17 7 6 Ringer Volume 142 17 7 7 Internal Auto Answer 142 17 8 Display Controls 143 17 8 1 Display Brightness nennen enener nenn 143 17 8 2 Display Contrast 143 17 8 3 Call Timer Display 144 17 8 4 Last Call Duration Display 144 17 8 5 Display Language 145 17 8 6 Display Name 146 17 8 7 A Menu Auto Exit 146 17 8 8 Auto Show Call Waiting 147 17 8 9 Inactivity Timer Auto Return 147 17 9 Volume and Sound 148 17 9 1 Button Clicks 149 17 9 2 Error TONGS msn 149 17 9 3 Ringer Volume 149 17 9 4 Handset Volume 149 17 9 5 Headset Volume 149 17 9 6 Speaker Volume 150 17 9 7 Automatic Gain Control 150 17 9 8 Default Handsfree Audio Path 150 18 Status Menu 18 1 Do Not Disturb ur222uuer nenn nennen nenne nennen n nennen 154 18 2 Follow Me To 154 18 3 Follow Me Here 155 18 4 Forward On Busy 155 18 5 Forward On No Answer 156 18 6 Forward Unconditional 156 18 7 Forwarded
123. ey 4 Use the amp up and down arrow keys to scroll through the parked calls 5 To unpark a particular call press the CPkUp soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 18 12 System Alarms If you have been configured as a system administrator also called a system phone user an S on the phone s display indicates a system alarm message While you are not expected to be able to fix the error causing the alarm the error message allows you to report the problem to your system maintainer e Memory Card Failure There is a problem with one of the memory cards used by the telephone system Selecting Admin will take you to the system administration menu where you can check the status of the memory cards 168 e Expansion Failure There is a problem with one of the external expansion modules attached to the telephone system e Voicemail Failure The voicemail system is not available e Voicemail Almost Full The voicemail system is nearly out of storage space for any more messages prompts and recordings e Voicemail Full The voicemail system cannot store any more messages prompts and recordings e Licence Key Failure There is a problem with the memory card used to license features and applications e System Boot Error The telephone system has encountered an error while restarting e Corrupt Date Time There is an error in the date or time
124. f the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 112 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls Forwarding Calls 14 3 Do Not Disturb When you are in do not disturb you callers are redirected to voicemail if available or otherwise hear busy tone The only people who can call you are those calling from numbers in your do not disturb exceptions list Forwarding can still be applied to these calls Calls to any hunt group of which you are a member are not presented to you unless you are the last available member of the group Enabling do not disturb will not affect any calls already being presented to your phone You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone N No Calls Do Not Disturb An N is shown on your phone s display when you have do not disturb enabled Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However
125. factors e If the phone does not have a default user or the default user is currently logged on elsewhere it displays NOT LOGGED IN e If the phone has a default user and they are not current logged on elsewhere they are automatically logged back in Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 13 3 Locking the Phone Rather than logging out you can lock your phone You can either lock your phone manually using the steps below or have it automatically locked 994 after a period of phone inactivity When your phone is locked e It can only be used to make internal and emergency calls e None of the menus for your user settings can be accessed e To unlock the phonel requires your login code if you have configured a login code 100 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Press the Select soft key or the OK button or the right arrow key 5 The phone is now locked as indicated by the display Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 98 I
126. ff soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 17 7 4 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 140 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used This is a user setting which will move with you if you hot desk another phone 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Coverage Ring 5 Press the Change soft key to change the setting e Ring Use normal ringing e Abbr Use a single non repeated ring abbreviated ring e Off No ring 1408 1416 Phone User Guide Page 140 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings Ringer Controls 17 7 5 Rin
127. g Sound Calls are presented with a number of different ring patterns Internal Calls Repeated single ring External Calls Repeated double ring Ringback Return Calls Repeated single ring followed by two short rings This type of ring is used for calls that are returning to your phone For example a call that you put on hold and which is returning due to being left on hold too long Coverage Ring Variable You can also adjust the ringing used for call coverage and bridged appearance buttons See Coverage Ring 14 The options are normal ringing an abbreviated ring a non repeated single ring or no ring Attention Ring Variable The system administrator can adjust the ring used for new calls when you are already talking to a caller The options are an abbreviated ring a non repeated single ring or no ring e For calls alerting on a call coverage or bridged appearance button when you are already on a call the shorter of the coverage ring or attention ring settings is used The system administrator can also adjust the when ringing is used for each specific appearance button The ringing can be immediate delayed for a set time or off You can adjust the sound of the ring used by the phone 1 Press the MENU button 2 Press the Select soft key 3 Use the amp up and down arrow keys to locate the option Personalized Ringing Press the Select soft key e Use the amp up and down arrow keys to scroll through the different
128. ge and then press Done 3 Dial and then press Dir Select the required user or hunt group from the directory and press Page To Unpark a Call 1 Dial the park slot number that was assigned to the parked call 1408 1416 Phone User Guide Page 53 IP Office 9 0 15 601040 Issue 07h 10 April 2014 1408 1416 Phone User Guide Page 54 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 6 Transferring Calls 1408 1416 Phone User Guide Page 55 IP Office 9 0 15 601040 Issue 07h 10 April 2014 6 Transferring Calls You are able to transfer calls even if all your current call appearance buttons are in use 1 Press the ei TRANSFER key The current call is automatically put on hold 2 Dial the number for the transfer Alternatively press Dir to select a destination from the directory 741 or use the Redial option if applicable e To complete the transfer press the ei TRANSFER key or press the Complete soft key You can do this while the call is still ringing e Transferring a call while it is still ringing is called an unsupervised transfer e Transferring a call after ringing finishes is called a supervised transfer e If the transfer destination does not answer or after answering the call does not want to accept the call press the Cancel soft key 3 Press the ei TRANSFER key to complete the transfer or press the Complete soft key If the transfer destination does not answer or does not want to accept the call press
129. group members either one at a time or all at the same time until answered by one of the members How long a group call will ring at each group member before being presented to the next member is controlled by the group s own settings Hunt groups also use voicemail and have their own settings for when an unanswered call should go to the group s mailbox For group calls the hunt group s voicemail settings are used rather than your settings The system administrator can enable a number of hunt group menu options on your phone Each option is enabled for a selected hunt group or hunt groups of which you are a member Enable Disable Your Group Membership 124 When your membership of a hunt group is disabled you no longer receive hunt group calls for that group You are still a member of the group and can re enable your membership e Change the Hunt Group Service Status 123 Each hunt group can be in service in night service or out of service When in night service or out of service the groups calls are redirected to an alternate group or to voicemail e Change the Hunt Group Fallback Destination 125 These menus allow you to change the alternate groups used for the groups calls when it is in night service or out of service status Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator
130. han one call on hold pending transfer 6 3 Transfer to Your Mobile Phone If you have been configured as a mobile twinning user you can transfer a call to the mobile device through the feature menu control 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 If necessary use the A up and down Y arrow keys to highlight Transfer to Mobile Press Select Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 57 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 7 Account Codes 1408 1416 Phone User Guide Page 59 IP Office 9 0 15 601040 Issue 07h 10 April 2014 7 Account Codes The telephone system can store a number of account codes Account codes may be used to keep track of calls in relation to particular activities or clients They can also be used to keep track of calls by particular users or sets of users e When an account code is entered while making a call or during a call that account code is included in the call records output by the system e Accounts entered are checked against those stored by the telephone system If an invalid code is entered the account code is requested again e The system administrator can configure certain numbers or types of numbers to require entry
131. he Details soft key 4 Press the More soft key and then the Edit soft key e The menu now allows editing of the name and number Use the amp up and down arrow keys to switch between number and name entry e When the name has been entered as required press the OK soft key e When the number has been are required press the Save soft key e To exit without making any changes press the Cancel soft key Notes 1 If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contacts imported by the system cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 1408 1416 Phone User Guide Page 77 IP Office 9 0 15 601040 Issue 07h 10 April 2014 10 6 Deleting a Contact You can delete a contact from your own personal directory 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to
132. he display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key gt Use the amp up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option System Information Press the Select soft key or the OK button or the P right arrow key oO ON A u You can now scroll through information about the system including its IP address and license key serial number 1408 1416 Phone User Guide Page 164 IP Office 9 0 15 601040 Issue 07h 10 April 2014 System Administration Checking the System and Software Version 20 2 Checking the Time Settings When the phone system is configured to get the time automatically from a time server you can view the settings through the phone The details include the address of the time server the UTC time value obtained and the current local time If daylight saving time DST is being used the DST setting being applied is also shown 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the AA PHONE key and then press the Features soft key Use the amp up and down
133. he follow me to setting press the Clear soft key e To change the destination of the setting press the Edit soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 104 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls Follow Me 14 1 3 Follow Me Here Features Menu You may be able to change follow me here using the Features menu 1 Press the Features soft key if shown en e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Follow Me Here 5 Press the Select soft key or the OK button or the P right arrow key e Use the menu to add or remove users e Use the amp up and down arrow keys to scroll through the names e To remove a user press the Clear soft key e To add a user press the Add soft key e Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 74 e Press the Save soft key to set the follow me here Access Control Your system administrator can configure whether you can access this menu option See Menu
134. he phone supports the Group Listen feature This allows you and others to hear a call through the phone s speaker while you talk to the caller through the handset rather than the handsfree microphone The feature has to enabled before answering the call using the handset Contact your system administrator for more information Conference Phones Your phone is not designed as a conference room speakerphone It is designed for use by a speaker located directly in front of the phone with no obstructions between themselves and the microphone Phones designed to be used as conference speakerphones typically have multiple microphones and are able to handle sounds coming from multiple directions For details of conference speakerphones supported by your phone system contact your system administrator Using Handsfree To answer a call handsfree 1 To answer a call handsfree press the I SPEAKER button The button remains lit whilst you have a call connected handsfree To end a handsfree call 1 To end a handsfree call press the If SPEAKER button To switch from handsfree to the handset 1 To switch from handsfree to the handset simply lift the handset To switch to handsfree from the handset 1 To switch to handsfree from the handset press the If SPEAKER button The button remains lit whilst you have a call connected handsfree 2 Replace the handset To switch from handsfree to the headset 1 Press the HEADSET button See Headset Operation
135. his action can be used to turn your phone s ringer on or off On Green on Off Off 16 2 17 Self Administer A button configured for this action can be used to access the self administer 128 menu and assign functions onto programmable buttons A self administer button set with the action data 2 can be used to display basic telephone system information like the software version and IP address 16 2 18 Send All Calls A button configured with this action can be used to switch do not disturb on or off 1408 1416 Phone User Guide Page 131 IP Office 9 0 15 601040 Issue 07h 10 April 2014 On Green on Off Off 16 2 19 Suppress Digits This action can be used to suppress the display of numbers that you dial When the action is enabled any numbers that you dial are displayed as s characters When on the button s green lamp is lit Pressing the button again toggles the action on or off 16 2 20 Timer When a call is made or answered on a call appearance the call appearance line can include a call timer This is controlled by the phone s Call Timer 14 setting During the call you may want to show or hide the call timer associated with the currently selected call appearance For example in order to see more of the caller ID information Temporarily turning the call timer of the currently selected call appearance on or off can be done using a Timer button Note that after the call when the call appearance is next used whether
136. ht arrow keys or press the On Off soft key to change the setting 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 17 9 2 Error Tones 1 Press the MENU button 2 Press the Select soft key 3 Use the amp up and down arrow keys to locate the option Error Tone 4 Use the left and right P arrow keys or press the On Off soft key to change the setting 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 17 9 3 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing 1 With the phone idle or ringing press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 17 9 4 Handset Volume While talking via the handset you can adjust the volume of the incoming call 1 With the call connected on the handset press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 17 9 5 Headset Volume While talking via the headset you can adjust the volume of the incoming call 1 With the call connected on the headset press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 1408 1416 Phone User Guide Page 149 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 9 6 Speaker Volume While talking handsfree
137. igure which hunt groups are accessible across the network You may also be able to hot desk to a phone located on another system in the network 22 31 System Administrator The system administrator is able to make or arrange changes to the telephone system configuration They are able to see and change most of your user settings 22 32 System Phone User Your system administrator can configure some user s as system phone users They will be able to access a range of additional functions such as changing the system date and time A system phone user is able to add edit and delete system directory entries 22 33 Twinning Twinning is a process whereby your calls ring on two phones Twinning is only available if configured by the system administrator There are two methods of twinning supported internal twinning 188 and mobile twinning 188 1408 1416 Phone User Guide Page 189 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 23 Document History 1408 1416 Phone User Guide Page 191 IP Office 9 0 15 601040 Issue 07h 10 April 2014 23 Document History Date Issue Changes 5th February 2014 e Update list of self admin button features to match those supported in Release 9 0 e Addition of note regarding Group Listen 68 Note regarding need for power supply unit to phone when using button modules e Remove multiple mailbox greeting statement Added Context Sensitive Conferencing 644 25th March 2014 8th April 201
138. ile System Server Edition The option shown varies depending on the type of telephone system 8 Press the Select soft key or the OK button or the P right arrow key 9 The menu lists the current state of the system s memory cards and the actions that you can perform on the card e The status of each memory card listed will be one of No Card Active or Inactive Entries are only listed for the types of cards that are supported by the telephone system to which you are connected CF This refers to the optional compact flash card that can be fitted to IP500 systems System This refers to the first SD memory card that must be fitted to IP500 V2 systems Option This refers to the second optional SD memory card that can be fitted to IP500 V2 systems e The actions that can be performed on the memory cards are listed below the status of the card or cards The actions available depend type of card and its current status After selecting an action you can then select the card on which you want the action performed and then press the Confirm soft key to start the action Shut Down IP500 IP500 V2 This option is available when an Active card is present It allows the card to be made inactive Start Up IP500 IP500 V2 Server Edition This option is available when an Inactive care is present It allows the card to be made active again System Backup IP500 V2 Server Edition This option is available when a System card is present and active It allo
139. ion Applications Log Answered Log Un Answered Log Outgoing Log Bridged Erase Contacts Erase Call Log and Stay in Contacts 1408 1416 Phone User Guide IP Office 9 0 Page 178 15 601040 Issue 07h 10 April 2014 The Phone Menus Phone A Menu 21 6 Call Log Menu This menu is accessed by pressing the key The diagram below summarizes the structure of the menu Missed Answered Outgoing Call Log All JExm201 15 19 01 26 Call Details More Call Log All JExm201 201 15 19 01 26 Delete Del All More tRing Time tName tNumber tReason TCount Call Log Details 4Time 16 19 01 26 Call Contact Back T vum er Directory Name L Extn307_ Save Bksp Cancel 1408 1416 Phone User Guide Page 179 IP Office 9 0 15 601040 Issue 07h 10 April 2014 21 7 Contacts Menu This menu is accessed by pressing the me key This menu is used to access your own personal contacts and the system directory of contacts Users All Groups Externale Directory Personal DIAL NAME List New l Lame tVumber Directory External Teressa Green Call Details Clear Directory External Teressa Green Call Back Edit Delete More nn nm sd T Wumber i Directory Name Teressa Green_ OK Bksp Cancel i A ERBEN Directory Number 1307_ Save Bksp More ESS aS eS Pause Cancel More a
140. its night service fallback group if seth2 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 12 amp otherwise to voicemail if available e Particular Group e Change Change the status of the selected group e Done Exit the menus Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 124 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Groups Group Service Status and Fallback 15 2 2 Changing the Group Service Status Status Menu If the system administrator has allowed you you can change the service state of a group through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to the hunt group name and your current membership status 3 Select the required state using the soft keys e InServ In Service The groups operates a normal distributing
141. key 4 Use the amp up and down Y arrow keys to locate the option Audio Path 5 Use the left and right P arrow keys or press the Change soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 150 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings Volume and Sound 1408 1416 Phone User Guide Page 151 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 18 Status Menu 1408 1416 Phone User Guide Page 153 IP Office 9 0 15 601040 Issue 07h 10 April 2014 18 Status Menu Status The Status menu is not always visible It is shown when you have any special Mobile Twinning call routing features active For example do not disturb switched on Off It is also shown if the system administrator has given you the rights to change the status of your hunt group memberships or to change the service status of the hunt groups A summary of the menu options is shown in the Status Menu diagram 177 e Switching mobile twinning off 158 e View and unpark parked calls 15 e Clear or change a follow me to setting 15H e Switch off do not disturb 15 e Clear or change forward unconditional 156 e Clear or change forward on no answer 15 e Clear or change forward on busy 155 e Clear or change follow me here settings 155 e Change hunt group membership status 15H e Change hunt group service status 151 e View System
142. l Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support website http support avaya com Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks The trademarks logos and service marks Marks displayed in this site the Documentation and Product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained in this site the Documentation and Product s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Linux is the registered trademark of Linus Torvalds in the U S and other countries 1408 1416 Phone User Guide Page 3 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Downloading Documentation For the most current versions of Documentation see the Avaya Support website http support avaya com Contact Avaya Support See the Avaya Support website http support avaya com for product notices and articles or to report a
143. l press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Park 3 Press the Select soft key or the OK button or the P right arrow key 4 You can park the call and have the parked call indication sent to your phone or another phone Use the amp up and down arrow keys to select either the method of parking your want e Park Here With Park Here displayed press the Select soft key or the OK button or the P right arrow key e Park to Other User e With Park to Other displayed press the Select soft key or the OK button or the P right arrow key e Enter the target user extension number Alternatively press the Dir soft key to use the directory 744 e Press Done Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 5 2 2 Unpark Features Menu 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Park 3 Press the Select soft key or the OK button or the P right arrow key 4 Press the Select soft key or the OK button or the P right arrow key If you have any parked calls they are listed 5 Use the amp up and down arrow keys to scroll through the parked calls
144. l All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb e Set the Forward Unconditional Destination 07 N Set the destination number N for forward unconditional when it is switched on e Switch Forward Unconditional On 01 Switch on forward unconditional A destination must have been set e Switch Forward Unconditional Off 02 e Include Hunt Group Calls in Forward Unconditional 50 e Exclude Hunt Group Calls from Forward Unconditional 51 e Set the Forward On Busy No Answer Destination 57 N Set the destination number N for forward on busy and forward on no answer If no number has been set those functions will use the forward unconditional number if set e Switch Forward On Busy On 03 e Switch Forward On Busy Off 04 e Switch Forward on No Answer On 05 e Switch Forward on No Answer Off 06 Hunt Group e Night Service Status On 20 N Set a hunt group into night service status by entering its extension number N e Night Service Status Off 21 N Take a hunt group out of night service status by entering its extension number N Login e Login 35 N P Login to a phone using your extension number N and login code P e Log Out 36 Log yourself out from the phone where you are currently logged in Voicemail e Check Messages 17 Access mailboxes to check for messages e Voicemail On 18 Allow voicemail
145. language of the telephone system unless the system administrator has set you to use a specific language supported by the phone system Phone Languages Telephone System Languages Dutch Danish Italian English Dutch Norwegian French English UK Portuguese French Canadian English US Portuguese Brazilian German Finnish Russian Italian French Spanish Castilian Portuguese Brazilian French Canadian Spanish Latin American Russian German Swedish Spanish Castilian Spanish Latin American 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Advanced 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Language 5 Press the Select soft key 6 Use the amp up and down arrow keys scroll through the different languages available 7 To select the language currently displayed press the Select soft key or OK 8 When completed press the Done soft key 9 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 145 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 8 6 Display Name The top line of your phone can display different information Your system administrator can select which information is shown by default However you can then select which information you want shown G 299 11 00 01 26 299 John Smith G 4 a a Status Features Status Features ESS CEE Idle phone display showing extension Idle pho
146. lay to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option Time Offset or UTC Offset Press the Select soft key or the OK button or the P right arrow key The current offset is displayed Enter the offset required in hours and minutes e To enter the separator press either the or key e To delete the previous digit or character entered press the left arrow key e To change the offset from between positive or negative press the soft key 10 When a valid offset has been entered the Done soft key is displayed 11 To apply the offset to the current telephone system time press the Done soft key 1408 1416 Phone User Guide Page 166 IP Office 9 0 15 601040 Issue 07h 10 April 2014 System Administration Setting the Time Offset 20 6 System Shutdown You can shutdown the telephone system for a specified number of minutes Note that this is not a polite shut down once you have confirmed the action any existing calls and services using the telephone system will start being disconnected The telephone system will then remain unavailable for the duration you specify the default being 10 minutes After the shutdown duration it will take up to 5 more mi
147. lear the list of names and start entry again press the Clear soft key e To view additional details about the currently displayed name press the Details key e When the required entry is displayed press Select 3 You will be returned to the menu in which you selected the Dir soft key 1408 1416 Phone User Guide Page 74 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Contacts Directory Using the Directory for Other Functions 10 4 Adding a New Contact So long as the telephone system capacity has not been reached you can add up to 100 personal directory entries 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory 2 Press the New soft key e The menu now allows editing of the name and number Use the amp up and down arrow keys to switch between number and name entry e When the name has been entered as required press the OK soft key e When the number has been are required press the Save soft key e To exit without making any changes press the Cancel soft key Notes 1 If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contacts imported by the s
148. ll appearance is not in use and is not currently selected 80 Red on Idle Selected Green off The call appearance is not in use but is the current selected button that will be used if the user goes off hook 50 Red off Alerting Green slow flash The matching call appearance is alerting for an incoming call This is accompanied by ringing If the user is already on a call only a single ring is given 50 Red on Alerting Selected Green slow flash AS above but Ringing Line Preference has made this the user s current selected button 50 Red on In Use Here Green on The user has a call connected on the call appearance or is dialing 50 Red off In Use Elsewhere Green on The call appearance button is in use on a bridged appearance 50 Red off On Hold Here Green fast flash The call has been put on hold by this user 50 Red off On Hold Elsewhere Green flash A call on a bridged appearance button matched to the call appearance has been put on hold Calls on a call appearance that are put on hold by another user will continue to show connected lamp status though the phone display will indicate a held call 50 Red off Inaccessible Green broken The button pressed is not accessible The call is still dialing ringing or cannot be bridged into flash 1408 1416 Phone User Guide Page 23 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Call Appearance Button Display 299 11 00 01 26 Idle a Indicates that the call appearance is availa
149. ll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Redial Action 5 The current mode List or One is displayed e List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e One If this mode is selecting pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial function will be accessible 6 Use either the Change soft key or the left or right P arrow keys to change the mode 7 When the required mode is displayed press the Done soft key 1408 1416 Phone User Guide Page 136 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Phone Settings Redial Mode 17 4 En Bloc Dialing By default when you start dialing a number on your phone the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system You cannot correct the digits you have already dialed except by ending the call and starting again Also if you pause dialing for too long the phone system may think that you have finished dialing and will attempt to connect the call using only the digits you have completed dialing so far En bloc dialing allows you to compose and edit the number to dial on your ph
150. llows you to share another person s phone without logging them off their phone All calls are redirected and the calls are still subject to all your user settings as if they were ringing at your phone 22 12 Follow Me Here Follow here the function used to enable follow me at the extension to which you want your calls redirected 22 13 Follow Me To Follow me to is the function used to enable follow me from your own phone 22 14 Forward on Busy Forward on busy redirects your calls when your phone is not able to present you with any more alerting calls e By default this function is only applied to incoming external calls to you However if required internal calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external e Busy is defined has having no available call appearance buttons on which further calls can be presented e Hunt group calls are not presented when you are busy and so are not forwarded by this setting e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 9 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This
151. ls 47 Start a conference between yourself and any calls that you have on hold 8 1 Starting a Conference If you do not already have a held call you can use the process below to start a conference For more complex scenarios see Context Sensitive Conferencing 644 1 Make a call to the first party or answer a call 2 Press the eee CONFERENCE key The current call is automatically put on hold 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press the eee CONFERENCE key again or press the Join soft key 5 If they do not want to join the call or do not answer press Ce DROP and then press the appearance key of the held call fast green flash Notes About Conference Calls e You can use the Conf key as an alternative method for transferring calls this is particularly useful for internal users However if you are the only internal user in a conference bear in mind that you are the conference host and dropping yourself from the call would end the conference for all participants e If you already have calls on hold pressing the Conf key will create a conference containing the connected call and the call on hold You can add more calls 624 if you like e If you have a call on hold pending transfer 50 and you wish to conference yourself your current call and the call on hold pending transfer pressing the Conf key will start a conference that includes all three of you O
152. me and numbers of all the other users and groups on the phone system The Contact Menu 18 diagram shows a summary of the menu options The contacts shown in the directory come from a number of sources e Personal Directory Contacts These contacts are stored by the telephone system as part of your user settings e They are displayed on the phone while you are using it If you hot desk to another phone that stores contacts on the phone system your personal contacts move with you e You can have up to 100 personal directory entries which you can add edit and delete these through the phone e The system administrator can also add edit and delete your personal directory entries e User Contacts These contacts list all the other users on the telephone system If your system is part of a Small Community Network of IP Office telephone systems it includes users on the other systems e Group Contacts These contacts list all the hunt groups on the telephone system If your system is part of a Small Community Network of IP Office telephone systems it includes those hunt groups that the system administrator has configured to be advertised across the network e External Contacts These contacts are viewable and useable by all phone users These are two types of external contacts e Some external contacts are entered into the telephone system configuration by the system administrator e Other external contacts are those imported by the
153. n an Avaya IP Office telephone system running in IP Office Essential Edition Preferred Edition Advanced Edition or Server Edition mode 1416 Telephone 1408 Telephone o YA LY OO OOO OOO GIE 4 A A ifo 3 1 1 Important Safety Information I Warning This handset may pickup small metal objects such as metal pins or staples e During a power surge EFT or ESD calls may be dropped After a power surge EFT or ESD it is normal for the phone to restart e Using a cell phone mobile phone GSM phone or two way radio in close proximity to an Avaya telephone might cause interference e The phone should not be connected directly to the outdoor telecommunication network 1408 1416 Phone User Guide Page 11 IP Office 9 0 15 601040 Issue 07h 10 April 2014 1 2 08 Phones The diagram below shows the main features of a 1408 phone Message Waiting Indicator Display Navigation Arrows Softkeys Message OK Phone Exit Appearance or Feature Buttons A Menu Hold Contacts Call Log Conference Redial Transfer Drop Speaker Mute Volume Headset e This phone has 8 programmable buttons e By default the first 3 buttons are used as appearance buttons for calls you make and receive Your system administrator can configure additional appearance buttons e Any button not configured as appearance buttons can be configured for a range of tel
154. n9 IN a ee sr 97 13 1 1 Logging In on a Phone Already in Use 97 13 1 2 Logging In on a Not Logged In Phone 97 1322 Eole 1o 0 ME EEPE EEE TEE OTT 98 13 3 Locking the Phone ss 98 TBA Auto LOCK Sr Hari Aa ete 99 13 5 Unlocking the Phone 99 13 6 Changing Your Login Code 100 13 7 Unregistering 12 2esru een 100 14 Redirecting Calls VASA Follow Messie 2 essen 103 14 1 1 Follow Me To Features Menu 104 14 1 2 Follow Me Status Menu 104 14 1 3 Follow Me Here Features Menu 105 14 2 Forwarding Calis 106 14 2 1 Forward Unconditional Status Menu 108 14 2 2 Forward Unconditional Features Menu 109 14 2 3 Forward On No Answer Status Menu 110 14 2 4 Forward On Busy Status Menu 111 14 2 5 Forward On Busy No Answer Features Men ho aa ae E 112 14 3 Do Not Disturb 2 0e ee 113 14 3 1 DND On Off Features Menu 114 14 3 2 DND Off Status Menu 114 14 3 3 Do Not Disturb Exceptions 114 14 4 TWINNING Ae vein hee eis ek 115 14 4 1 Mobile Twinning Control 116 14 4 2 Transfering a Call to Your Mobile Phone 117 14 4 3 Reclaiming a Twinned Call 117 14 4 4 Switching Twinning Off Status Menu 117 15 Groups 15 1 Group Membership nenn 121 15 1 1 Group Membership On Off Status Menu 121 15 1 2 Group Membership On Off Features Menu
155. nce buttons for calls you make and receive Your system administrator can configure additional appearance buttons e Any button not configured as appearance buttons can be configured for a range of telephone system features These are called feature buttons Your system administrator can do this or for a limited number of functions you can do this using the phones self administration 128 menu e The phone includes an integral stand that can be flipped to either of two positions without needing any tools When used in the upright position a plastic peg in the earpiece rest area for the handset can be reversed if a more secure grip on the handset when not in use is required e The phone includes a handsfree speaker and microphone for operation as a handsfree speakerphone The speaker is located under the handset The microphone is located at the bottom right of the keypad e The phone includes a headset socket for connection of phone headsets 1408 1416 Phone User Guide Page 13 IP Office 9 0 15 601040 Issue 07h 10 April 2014 1 4 Button Modules The 1416 and 1616 phones can support addition units called button modules Each button module provides the phone with an additional 32 buttons which can be used as appearance buttons 214 and or feature buttons 128 Up to 3 button modules can be attached to the phone However the number of button modules supported by the telephone system may be limited by the total number of button modules at
156. ne display showing extension number time and date number and name 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings 5 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Display Name 5 Press the Change soft key to change the setting or use the 4 left or right P arrow keys Off Display your extension number and the date and time on the phone when it is idle e On Display your extension number and name on the phone when it is idle 6 Press the Done soft key 17 8 7 A Menu Auto Exit The Show Phone Screen option only applies to the A menu screens accessed when you press the A key If the option is on if you receive a call while in the A menu the phone will automatically exit the menus and display the call details 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Show Phone Screen 5 Use the left and right
157. ng Calls 1408 1416 Phone User Guide Page 31 IP Office 9 0 15 601040 Issue 07h 10 April 2014 2 Making Calls If you are not already on a call then you can just dial the number The currently selected appearance button shown by a red lamp will be used for the call Alternatively you can press a specific appearance button in order to make a call using that button Using this method you can press the Dir soft key to select a number from the directory 74 If the number you dial matches a user or group on the telephone system the directory name of the user or group is shown and the call starts altering the target If the call is to a user and they do not answer press the gt gt double arrow soft key to access additional options For example to set a callback press the AutCB soft key If the call is external and no external line is currently available the message WAITING FOR LINE is displayed The display will indicate when the call is connected to the destination or to an outgoing line 1408 1416 Phone User Guide Page 32 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Making Calls 2 1 En Bloc Dialing By default when you start dialing a number on your phone the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system You cannot correct the digits you have already dialed except by ending the call and starting again Also if you pause dialing for too long the phone
158. ng a Button There are a wide range of actions that can be assigned to the buttons This guide only includes details of those that you can assign to a button using the self administer 128 menu Functions that can only be assigned by your system administrator will be explained by the system administrator Some actions are not supported on all phones However they may be set for users who hot desk between different types of phone e Absence Text 130 e Abbreviated Dial 13 e Account Code e Suppress Digits 132 e Call Forwarding Alll136 e Call Park 136 e Call Park to Other 130 e Call Pickup Any 134 e Conf Meet Meltst e Call Pickup 13h e Drop Call st Flash Hook st Group BLF 13 Pagelish Auto Answer 136 Park and Pagels Ringer Offl st Self Administer 13 Send All Calls 13 Timer 132 Twinning 132 User BLF 132 A self administer button set with action data 1 can be used to the following functions onto programmable buttons e Abbreviated Dial 136 e Grouplist e CParkl 1s e User Flash Hook 13h Some actions are not supported on all phones However they may be set for users who hot desk between different types of phone 1408 1416 Phone User Guide IP Office 9 0 Page 129 15 601040 Issue 07h 10 April 2014 16 2 1 Abbreviated Dial This action can be used as a speed dial button While setting up the button enter the number you would like it to dial You can enter a partial number and comple
159. nistrator can configure whether you can access this menu option See Menu Access Control 184 13 5 Unlocking the Phone The message PHONE LOCKED indicates that the phone has been locked 98 While locked the phone can only be used to make internal calls to other extensions and none of the phone and user menus can be accessed 1 Press the Unlock soft key 2 Enter your login code 3 Press the Done soft key 1408 1416 Phone User Guide Page 99 IP Office 9 0 15 601040 Issue 07h 10 April 2014 13 6 Changing Your Login Code You can change your own security PIN login code If set this PIN is used for logging in at other phones locking your phonel and accessing system administration features 16 This is not your voicemail code 924 used for voicemail access 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Set Password 5 Press the Select soft key or the OK button or the P right arrow key 6 Enter your current login code if you already have one 7 Press the Done soft key 8 Enter your new password 9 The password changed message will appear for a few momen
160. nnected press the gt lt key You are still connected to the call and can continue talking 2 Dial the extension number of the user or group to which you want to transfer the call 3 When the number matches a user or group their name is displayed e To transfer the call to the user or group s mailbox press the Select soft key The caller will hear a few seconds of ringing and then the mailbox greeting e To exit the transfer menu press the Exit soft key 12 10 Send a Call to Voicemail You can transfer a call targeted at you directly to voicemail 1 If the call is not the current call on the display use the amp up and down arrow keys to scroll the display to the alerting call 2 Press the gt gt double arrow soft key 3 Press the To VM soft key 4 The call is redirected to voicemail 12 11 Visual Voice This menu option provides an alternate route into visual voice if the gt lt MESSAGES key has not been setup to do that 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Visual Voice 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Visual Voice 5 Press the Select soft key e Depending on how your system is configured you may
161. nnected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used 22 9 Do Not Disturb e When you are in do not disturb you callers are redirected to voicemail if available or otherwise hear busy tone e The only people who can call you are those calling from numbers in your do not disturb exceptions list Forwarding can still be applied to these calls e Calls to any hunt group of which you are a member are not presented to you unless you are the last available member of the group e Enabling do not disturb will not affect any calls already being presented to your phone e You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone e N No Calls Do Not Disturb An N is shown on your phone s display when you have do not disturb enabled 1408 1416 Phone User Guide Page 186 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Glossary Do Not Disturb Exceptions 22 10 Do Not Disturb Exceptions e These are numbers for caller s who can call you even when you are set to do not disturb This only applies for calls to you It does not apply for calls to a hunt group of which you are a member 22 11 Follow Me Follow me to is used to redirect your calls to another extension where you will be working The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user This a
162. ns that are idle will show the default label for the button and also soft key labels for accessing the other main menus Those buttons that have not been configured as appearance buttons can be used as feature buttons 128 The Status menu is not always visible It is shown when you have any special call routing features active For example do not disturb switched on It is also shown if the system administrator has given you the rights to change the status of your hunt group memberships or to change the service status of the hunt groups A summary of the menu options is shown in the Status Menu diagram 77 The Features menu is used to access and configure range of your user settings The system administrator can control some of the options that will be available to you within the menu Typically these are settings stored by the telephone system which will be applicable even if you login at another phone A summary of the menu options is shown in the Features menu diagram 17 ir Those 80 buttons not configured by the system administrators as appearance buttons can be used for other special features The button feature can be accessed by pressing the appropriate button However they can also be accessed through the Button Features section of the Features menu press the Features soft key and selecting Button Features The amp up and down arrow keys can then be used to scroll through the programmed buttons The associated
163. nu Access Control 18 1408 1416 Phone User Guide Page 108 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls Forwarding Calls 14 2 2 Forward Unconditional Features Menu You may be able to change your forward unconditional settings using the Features menu 1 Press the Features soft key if shown en e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Fwd Unconditional 5 Press the Select soft key or the OK button or the P right arrow key The screen displayed will vary depending on whether you already have a destination set or are forwarding your calls to voicemail e No Number Set Fwd Unconditional Enter Number To Mail Dir Tov Mail Back SS Sa eS e Number Set but Forward Unconditional Off This menu appears if you already have set a destination number but have turned off forwarding Fwd Unconditional Fwd Unconditional Off On TowMail Back e Press the On soft key to switch forward unconditional to the set number on You can then continue as below e Press the ToVMail soft key to switch forward unconditional to voicemail on Your can then continue as below e Number Set and Forward Unconditional On Use th
164. nutes for the telephone system to complete its restart 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key gt Use the amp up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key 5 6 7 Use the up and down arrow keys to scroll the display to the option System Shutdown 8 Press the Select soft key or the OK button or the P right arrow key 9 The current default timeout 10 minutes setting is shown and can be used by pressing Done soft key Otherwise enter the timeout required in hours and minutes and then press the Done soft key e The allowable range for the timeout is from 00 05 to 24 00 Note that the Done soft key is not displayed if the timeout entered is not within the allowed range e To enter the symbol in the timeout press either the or key e To delete the previous digit or character entered press the left arrow key 10 After pressing the Done soft key you will be asked to
165. o configure various phone settings and to view details of the phone software Call Log Menu 178 This menu is used to display a log of missed outgoing and answered calls Contacts Menu 18 This menu is used to display and select personal and system directory entries Redial Menu 18h This menu is displayed when the Redial key is set to use List 45 mode Phone Locked Menu 18 gt This menu is displayed when you have locked the phone System Admin Menu 18 This menu is only available to a user who has been configured as a system phone user by the system maintainer 1408 1416 Phone User Guide IP Office 9 0 Page 172 15 601040 Issue 07h 10 April 2014 21 1 Features Menu The Phone Menus This menu is accessed by pressing the Features soft key It can be used to access a range of user settings NG 299 11 00 01 26 Features gt Pickup a Any or Enter Number Status Features Any Dir Cancel 4 Park Here I tFwd Unconditional SERS tFwd Busy No Answer Select Exit t Mobile Twinning SSS Ss Features gt Forward Se ee 4 Follow Me To Voice mail ons Select t isual Voice l Features gt Visual Voice 4Voicemail one Off Back 4 Membership t State tFallback GEBE Zn L eh Sa Features gt Group Do Not Disturb offe SD MDBISHIE TOND Exceptions tAccount Code l tinternal Auto Ans offe tWithold Number
166. o exit the menus 9 1 3 Automatic Gain Control When using automatic gain control AGC the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Advanced 3 Press the Select soft key 4 Use the amp up and down F arrow keys to locate the option Audio 5 Press the Select soft key e Use the amp up and down arrow keys to switch between the Handset Headset or Speaker settings for automatic gain control e To change a setting use the left and right P arrow keys or press the On Off soft key 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 67 IP Office 9 0 15 601040 Issue 07h 10 April 2014 9 2 Handsfree Speaker Operation Your phone has a speaker and microphone that allows you make and answer calls handsfree The speaker is located under the handset The microphone is located near the bottom right of the phone s keypad e If there are no currently connected calls to which you are talking a call answered by pressing its appearance button is connected either handsfree or through the headset according to the phone s audio path setting 6 e If there is already a connected call to which you are talking handsfree answering another call by pressing the appearance button answers that call handsfree Group Listen T
167. o scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Disable Ringer 5 Press the Change soft key to change the setting Selecting On will turn the ringer off 1408 1416 Phone User Guide IP Office 9 0 Page 139 15 601040 Issue 07h 10 April 2014 17 7 2 Visual Alerting The message waiting lamp at the top right corner of the phone can also be used to indicate when you have a call alerting your phone The lamp is flashed to indicate a call waiting to be answered 1 Press the MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Visual Alerting 5 Use the left and right P arrow keys or press the On Off soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 17 7 3 Audible Alerting The phone s audible ringer can be switched off Unlike disabling the ringer 139 this only affect the ring and does not affect the visual alerting 140 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Audible Alerting 5 Use the 4 left and right P arrow keys or press the On O
168. oes not necessarily have to be a group call Conference e Conference Held Calls 47 Start a conference between yourself and any calls that you have on hold Do Not Disturb e Switch Do Not Disturb On 08 Set your phone to do not disturb e Switch Do Not Disturb Off 09 Switch off do not disturb e Add a Do Not Disturb Exception Number 10 N Add a number N to your list of do not disturb exceptions e Delete a Do Not Disturb Exception Number 11 N Remove a number N from your list of do not disturb exceptions e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb Follow Me e Follow Me Here 12 N Dialed at the extension to which you want you calls redirected Use your own extension number N when dialing the short code e Follow Me Here Cancel 13 N Dialed at the extension to which you want your calls were redirected Use your own extension number N when dialing the short code e Follow Me To 14 N Dialed at your phone Dial the extension number N to which you want your calls redirected You can dial just 14 to cancel follow me e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb 1408 1416 Phone User Guide Page 160 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Short Codes Forwarding e Cance
169. of a call in your redial list to your personal contacts 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the amp up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Press the Contact soft key 4 Use the amp up and down arrow keys to switch between the name and number details for the new contact 5 Using the telephone keypad and the Bksp soft key you can edit the name and the number 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 1408 1416 Phone User Guide Page 76 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Contacts Directory Adding a New Contact 10 5 Editing a Contact You can edit the contacts in your own personal directory 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 Locate the required entry 3 Press t
170. ogin code If it not you phone you can still login 97 21 12 Menu Access Control Some menu options are dynamic and only appear when appropriate For example the Features menu cannot be accessed when the phone is locked Access to other menu options is controlled by your system administrator They can set system wide rules for which options phone users can access They can also set specific rules for each phone user Even if you are restricted from accessing an option it may still be applied for you by your system administrator For example the system administrator may configure call forwarding settings for you The system administrator can control your menu access to the following groups of functions Basic Call Functions Controls whether you can access the phone s menu options for call pickup park unpark and transfer to mobile functions e Advanced Call Functions Controls whether you can access the phone s menu options for do not disturb account code withhold number and internal auto answer functions In addition the Account Code menu is only shown if the system has been configured with accounts codes e Forwarding Functions Controls whether you can access the phone s menu options for forwarding and follow me functions e Hot Desk Functions Controls whether you can access the menu options for logging in and out e Passcode Change Controls whether you can change your login code security credentials e Phone Lock Cont
171. one s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you are using a phone that supports en bloc dialing You can enable or disable your en bloc dialing setting through the phone s Features menu 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option En Bloc Dial 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 17 5 Erase Options The A menu accessed by pressing the A key can be used to set a number of phone options specific to the phone You can use the Erase menu to reset those options back to their defaults 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Advanced Press the Select soft key 3 Use the amp up and down arrow keys to locate the option Erase Press the Select soft key 4 Use the amp up and down Y arrow keys to select which settings you want to erase e Contacts This options is not used as the contac
172. one user to interface with the Software Units may be linked to a specific identified Server Database License DL End User may install and use each copy of the Software on one Server or on multiple Servers provided that each of the Servers on which the Software is installed communicates with no more than a single instance of the same database CPU License CP End User may install and use each copy of the Software on a number of Servers up to the number indicated in the order provided that the performance capacity of the Server s does not exceed the performance capacity specified for the Software End User may not reinstall or operate the Software on Server s with a larger performance capacity without Avaya s prior consent and payment of an upgrade fee 1408 1416 Phone User Guide Page 2 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Named User License NU You may i install and use the Software on a single Designated Processor or Server per authorized Named User defined below or ii install and use the Software on a Server so long as only authorized Named Users access and use the Software Named User means a user or device that has been expressly authorized by Avaya to access and use the Software At Avaya s sole discretion a Named User may be without limitation designated by name corporate function e g webmaster or helpdesk an e mail or voice mail account in the name of a person or corporate function or a dire
173. or otherwise to voicemail if available Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 123 IP Office 9 0 15 601040 Issue 07h 10 April 2014 15 2 1 Changing the Group Service Status Features Menu Using the Features menu you may be able to change the service status of some groups to which you belong 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Group 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to State 5 Press the Select soft key or the OK button or the P right arrow key 6 Use the amp up and down arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure The soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection e All Groups e InServ In Service The groups operates a normal distributing calls to available members of the group e Night Night Service The group is in night service mode Calls are redirected to
174. or without a park slot number e When associated with a specific park slot number the button can park and unpark a call from that park slot When a call has been parked in that park slot the button s lamp flashes Green if the call was parked using that button red if parked by another method Pressing the button again retrieves the call e When not associated with a specific park slot number e If pressed while you have a call connected that call is parked using a park slot number assigned by the system based on your extension number e If pressed while you have no call connected your phone displays details of your parked calls and allow you to unpark a selected call e When you have calls that you parked other than Park amp Page or others parked against your extension the button s lamp flashes 16 2 7 Call Park to Other A button setup with this action can be used to park a call against another extension The park slot number used will be based on your extension number The button can be setup with a target user number or left blank for number entry when the button is pressed The button can be pressed again to unpark the call Parked Call Green flash 1408 1416 Phone User Guide Page 130 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Button Features Features No Parked Call Off 16 2 8 Call Pickup Answer a call ringing a user or hunt group The target user or group number from which to pickup a call can
175. orward Unconditional 51 e Set the Forward On Busy No Answer Destination 57 N Set the destination number N for forward on busy and forward on no answer If no number has been set those functions will use the forward unconditional number if set e Switch Forward On Busy On 03 e Switch Forward On Busy Off 04 e Switch Forward on No Answer On 05 e Switch Forward on No Answer Off 06 1408 1416 Phone User Guide Page 107 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 2 1 Forward Unconditional Status Menu You can clear or change your forward unconditional settings through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd Uncon e To switch off forward unconditional press the Off soft key e To change the forwarding settings press the Edit soft key e Use the amp up and down arrow keys to scroll through the editing options e Use the 4 left and right P arrow keys to switch the forwarding on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which calls are forwarded Access Control Your system administrator can configure whether you can access this menu option See Me
176. ory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want displayed e All All directory entries e External Directory entries stored by the telephony system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the telephone system e Personal Your own personal directory entries c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Call 3 Continue as for a normally dialed call 10 3 Using the Directory for Other Functions Within other menus where entry of a number is required it may be possible to use the the directory to select an existing number by name If this option is available it will be indicated by the presence of a Dir soft key in the menu When using the directory in this way the names made available will depend on the type of function that is being setup For example for some functions only group names will be displayed for others only user names 1 Press the Dir soft key 2 Either dial the name to see a list of matches or press the List soft key to list all names e To c
177. ot DISturb 2u 22 m see 186 22 10 Do Not Disturb Exceptions 187 22 11 Folow Me in whe Mental 187 22 12 Follow Me Here 187 22 13 Follow Me To 187 22 14 Forward on Busy 187 22 15 Forward on No Answer 187 22 16 Forward Unconditional 187 22 17 GIOUP alien nalen 188 22 18 Idle Line Preference 188 22 19 Internal Twinning ernennen 188 22 20 Line Appearance Button 188 22 21 L0g9ged OUt rn ae en 188 22 22 LOQIMN Code ae 188 22 23 Missed GAlliz 2 3 22 2 eier 188 22 24 Missed Group Call 188 22 25 Mobile Twinning ernennen 188 22 26 Park Calle ai Haren 189 22 27 Park Slot Number 189 22 28 Ringing Line Preference eeren 189 22 29 Short Codes 189 22 30 Small Community Network 189 22 31 System Administrator 189 1408 1416 Phone User Guide IP Office 9 0 Contents 22 32 System Phone User 189 22 33 TWINNING iere cess voce ede rein i tite his nent 189 23 Document History 1 6 gt gt OBBRERIPEPPEFRARSPPEFEFEEFPRITTEPERTECLLEPEILPERELEFPRFFFEFFFIITTTEFFRFFFERFFHITE 193 Page 7 15 601040 Issue 07h 10 April 2014 Chapter 1 Introduction 1408 1416 Phone User Guide Page 9 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction 1 Introduction This guide is for 1408 and 1416 phones when being used o
178. ough the following menu options e Use the 4 left and right P arrow keys to switch forward on busy as on or off e Use the 4 left and right P arrow keys to switch forward on no answer on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18A 1408 1416 Phone User Guide Page 155 IP Office 9 0 15 601040 Issue 07h 10 April 2014 18 5 Forward On No Answer If your phone is set to forward on no answer 18 you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd NoAns e To switch off forward on no answer press the Off soft key e To change the destination of the setting p
179. ppearance button user answers or makes a call using that call appearance your matching bridged appearance button show the status of that call for example connected on hold etc The bridged appearance button can be used to retrieve the call if on hold or to join the call if active e Bridged appearance buttons are not supported between users on different systems in a Small Community Network Fes If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 48 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used Bridged Appearance Button Lamps The following lamp states are used by appearance buttons configured to be bridged appearance buttons Button Lamps Bridge Appearance Button State 50 lRed off Idle Green off The bridged appearance is not in use Red off Alerting Green slow flash Red on Green slow flash The matching call appearance is alerting for an incoming call This is accompanied by ringing If the user is already on a call only a single ring is given Alerting Selected As above but Ringing Line Preference has made this the user
180. problem with your Avaya product For a list of support telephone numbers and contact addresses go to the Avaya Support website http support avaya com scroll to the bottom of the page and select Contact Avaya Support Page 4 1408 1416 Phone User Guide 15 601040 Issue 07h 10 April 2014 IP Office 9 0 Contents 1 Introduction 1 1 Important Safety Information 11 1 208 Phones cc Saas Ne mr ne dater tes 12 TS TE PN NES r ur era 13 1 4 Button Modules 14 1 5 Phone Keys 2 22 2 een 15 1 6 The Phone Stand een 16 157 Labels isses 17 1 8 The Main Phone Menus 17 1 9 Other Menus einen 19 1 10 Phone Status Letters 20 1 11 Appearance Buttons Menu 21 1 11 1 Using the Appearance Menu 22 1 11 2 Call Apperance Buttons 23 1 11 3 Bridged Appearance Buttons 25 1 11 4 Call Coverage Buttons 27 1 11 5 Line Appearance Buttons 29 2 Making Calls 2 1 En Bloc Dialing 3 4ssin anis 33 2 2 Call Soft Key Options 34 2 3 Calling a Person from the Contacts List 85 2 4 Calling a Person from the Call Log 35 2 5 Redialling a Previous Number 36 2 6 Making a Page Call 36 2 7 Withholding Your Number 37 2 8 Adjust the Call Volume 38 2 9 Muting a Call nee ea 38 2 10 Ending Calls 32 842 Seien 38 3 Answering Calls 3 1 Divert a Call to Voicemail
181. r and then Self Administer Menu gt Phone User 1 Self Ad minister Select Back SECURITY CODE XX 1408 1416 Phone User Guide IP Office 9 0 Directory Drop I tinternal Auto Answer tTimer tAutomatic Callback l tAbbreviated Dial Program i tCall Forwarding All tCall Park I tSend All Calls l tTime of Day Self Administer Account Code Entry tAbbreviated Dial tCall Park to Other Ext l l l l l l l l l I Group Paging DSS KEY CONFIGURATION tCall Pickup Timer tDirected Call Pickup e Select Delete Back tRinger Off de TAD Suppress tHeadset Toggle tSet Hunt Group Night Service tFlash Hook T Breakout Admin Directory Select Back D55 BUTTON FREE Previous r BUTTON PROGRAMMEDI ir Previous Back DSS6 FEATURE ON BUTTON Timer _ Replace Previous Back oe DSS KEY TO SET Ir Previous Back Page 175 15 601040 Issue 07h 10 April 2014 21 3 Visual Voice Menu This menu is accessed by pressing the gt lt key The system administrator may have configured it so that you are required to enter your voicemail code after pressing the button pee Listen New Listen 4 0 1 N Extn205 14 20 0910 a 0 0 0 Listen Back More essage I tGreeting zes sense ne l tEmail Listen Extn299 Delete Save More Password l tNew 4 ee __ ou Select ae as Visu
182. r phone will be to your mailbox If both your twinned phones are use contacts and call log stored on the phone system the call logs and directory contacts on each will be the same e T Twinned AT is shown on a phone s display if it is internally twinned with your phone Calls to you will alert on both phones and can be answered by you at either phone Mobile Twinning Mobile twinning is twinning 18 where your calls ring at both your phone and at another number which can include an external number If you have been configured as a mobile twinning user you can switch use of mobile twinning on or off through the phone s menus transfer calls to a mobile phone and can also change the number to which you are twinned Using the phone menus you can switch use of mobile twinning on off and change the destination number for twinned calls 1408 1416 Phone User Guide Page 115 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 4 1 Mobile Twinning Control This menu option is only available is you have been configured by the system administrator to be able to use mobile twinning e The addition of a button set to the Twinning function is recommended contact your system administrator Such a button allows you to transfer a call to your twinning destination retrieve a call from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on off 1 Press the Features soft key if shown
183. reached 203 gt gt the call will also being alerting on your call coverage button for that user You can answer the call by pressing the button ES Ss Call Connected t Extn201 Cov Ext 0 00 23 When you use the call coverage button to answer the call it becomes your call 203 gt gt 0 00 Sq Call On Hold On Hold TUExIN201 Cov Ext 00 03 When you put the call on hold the 203 Ee as Eas Held Held t Extn201 Cov Ext 0 00 29 If the call is from another internal user and they put the call on hold the held 203 state is indicated You can retrieve the call from hold by pressing the call coverage button again Ee eS Ss 1408 1416 Phone User Guide Page 28 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction Appearance Buttons Menu 1 11 5 Line Appearance Buttons Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system The button also allows you to see when the line is in use by other users For incoming calls the telephone system still determines the destination for the call That may be a user or group However if you have a line appearance button for the line you will see that there is a call alerting and can answer it if required e Private Lines Special behaviour is applied to calls where the user has both a line appearance for the line involved and is also the Incoming Call Route destination of that call Such calls will alert
184. ress the Edit soft key e Use the amp up and down arrow keys to scroll through the following menu options e Use the left and right P arrow keys to switch forward on busy as on or off e Use the 4 left and right P arrow keys to switch forward on no answer on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 18 6 Forward Unconditional You can clear or change your forward unconditional settings through the Status menu lt gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd Uncon e To switch off forward unconditional press the Off soft key e To change the forwarding settings press the Edit soft key e Use the amp up and
185. rols whether you can access the menu options for locking the phone and for setting it to automatically lock e Self Administration Controls whether you can access the Self Administration menu option e Voicemail Controls Controls whether you can access the Visual Voice option through the phone s Features menu Your system administrator can also disable the Messages button from accessing the visual voice menus e Group Controls The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown e Mobility Controls The Mobile Twinning options are only shown if you have been configured to use mobile twinning e System Administration Controls The System Admin option is only shown if you have been configured as a System Phone user Note that restricting menu access does not restrict access using available short codes and programmable buttons However those can also be removed or added by your system administrator 1408 1416 Phone User Guide Page 184 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 22 Glossary 1408 1416 Phone User Guide Page 185 IP Office 9 0 15 601040 Issue 07h 10 April 2014 22 Glossary 22 1 Abbreviated Ring A single non repeated ring By default this is the type of ring used when another call alerts you when you already have a call in connected 22 2 Appearance Button
186. rough the records 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Use the amp up and down arrow keys to scroll through the details The possible values are Time The time of the call e Ring Time How long the call rang e Name The name of the caller if known e Number The number of the caller if available e Reason The type of call record ie Answered Outgoing or Missed e Count How many time a call of the same type name and number has occurred Only the details of the most recent call are kept in your call log However the count will indicate if the caller has rung or has been rung several times 4 While you are in the details of a call record the soft key functions available are e Call Call the number shown in the call record You can also do this by pressing the OK button e Contact Add the name and number to your personal directory You can edit the details before they are added e Back Go back to the normal call screen to select another call record 1408 1416 Phone User Guide Page 82 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Call Log Viewing Call Details 11 4 Deleting a Record You can delete the currently displayed call record If the record is a missed hunt group call the record is also deleted from the call log of other users configured to see the same hunt group s missed calls 1 Access the call log a Press the t CALL LO
187. rt codes that may be available However your system administrator can remove and change the short codes available to you or all users e Login 35 N P Login to a phone using your extension number N and login code P e Log Out 36 Log yourself out from the phone where you are currently logged in 1408 1416 Phone User Guide Page 96 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Logging In Out 13 1 Logging In When you login to a phone you take control of that phone Incoming calls for you are redirected to it phone and your user information and settings are available Any existing user on the phone is logged off when you login The method for logging in depends on the current state of the phone e Phone In Usel 9 If the phone is already in use you can still login The existing user will be logged out e Logged Out 97 gt If the phone has no current user it displays NOT LOGGED IN e Unregistered Phone If the phone is not registered with the phone system the Enter Extension menu is displayed 13 1 1 Logging In on a Phone Already in Use You can login at a phone that is already in use by another user The existing user is logged out 1 If the phone is already in use e Press the Features soft key e Use the amp up and down arrow keys to scroll the display to the option Phone User e Press the Select soft key or the OK button or the P right arrow key e Use the amp up and down arrow keys to scroll the displa
188. s current selected button Red off In Use Elsewhere Green on The matching call appearance button is in use Red on In Use Here Green on The user has made a call or answered a call on the bridged appearance or bridged into it Red off On Hold Here Green fast flash The call has been put on hold by this user Red off On Hold Elsewhere Green flash The call on that call appearance has been put on hold by another user Red off Inaccessible Green broken flash 1408 1416 Phone User Guide IP Office 9 0 The button pressed is not useable The call is still dialing ringing or cannot be bridged into Page 25 15 601040 Issue 07h 10 April 2014 Bridged Appearance Button Display 299 13 26 0193 idle f i Extn 201 a By default a bridged appearance is labeled with the name of the user and the label of their call appearance button that your bridged appearance matches 299 18 27 0103 In Use f f En t Extn201 a The bridged appearance will show when the matching call appearance is in use on Join a call The Join soft key if displayed indicates that you can intrude into the call to make it a conference call by pressing the soft key or the bridged appearance HE EEE button Call Incoming Ringing a taExtn 01 a Extn20 0 00 23 The bridged appearance will shown when the matching call appearance is being 203 gt gt presented a call to answer Typically just a single ring is given on your phone however that can be chang
189. se by other users For incoming calls the telephone system still determines the destination for the call That may be a user or group However if you have a line appearance button for the line you will see that there is a call alerting and can answer it if required e Private Lines Special behaviour is applied to calls where the user has both a line appearance for the line involved and is also the Incoming Call Route destination of that call Such calls will alert only on the Line Appearance button and not on any other buttons These calls will also not follow any forwarding 22 21 Logged Out If you are logged out from any phone you are treated as being busy to receiving any calls Callers follow your forwarding settings if set or go to voicemail if available 22 22 Login Code You can use a login code to login at any phone on the telephone system and then use that phone as your own While logged in you can use the phone s menus to set and change your login code 22 23 Missed Call Missed calls are calls that ring at your phone but are not answered by you Your 10 most recent missed calls are included in your call log The system administrator can configure whether missed calls should include calls that you did not answer but where answered for you by another user For example by a user with a call coverage button set for your calls If this mode is enabled it will also include calls that were answered by your voicemail 22 24 Misse
190. send messages to other users and to change various mailbox settings The Visual Voice menu diagram 17 shows a summary of the menu options 1408 1416 Phone User Guide Page 19 IP Office 9 0 15 601040 Issue 07h 10 April 2014 1 10 Phone Status Letters The series of letters that appear in the top left of the display are used to indicate the status of various features 299 11 00 01 26 a Features e B Barred A B is shown on your phone s display when the system administrator has set you to outgoing call barred status You will only be able to make internal calls while this is applied e D Diverting Forwarding Calls A D is shown on your phone s display when you have forward unconditional enabled e G Group Member In Group A G is shown on your phone s display when have been configured as a member of a hunt group and your membership is enabled While this is the case you may receive calls targeted to the hunt group e N No Calls Do Not Disturb An N is shown on your phone s display when you have do not disturb enabled e O Out of Service An O is shown on your phone s display when any of the groups of which you are enabled as a member is set to night service mode In that mode calls to that group are diverted to its fallback if set or otherwise to voicemail if available T Twinned AT is shown on a phone s display if it is internally twinned with your phone Calls to you will alert on both phones and can be
191. ser logging in the telephone system may apply several actions e If you have a normal default extension and no one else is logged in there you return to being logged in on that phone e If you remain logged out you are treated the same as being on do not disturb except that all calls to you go to voicemail if available e If you have a mobile twinned number the system administrator can configure the system so that calls are still presented to your mobile twin while you are logged out e Lock Unlock 98 gt Separately from logging in and out you can lock your phone settings While locked the phone can still be used to answer your calls and can be used to make internal and emergency calls However it cannot be used to make external calls and your user settings cannot be accessed through the phones menus e You can set your phone to automatically lock itself after a period of inactivity Default Extension Each extension can be configured with a default user If you are logged off from an extension if you have a default extension the system will automatically log you in at your default extension if it is not in use by another user e Login Idle Period Your system administrator can configure a timeout which will automatically log you out if you do not use the phone in that time to make or answer a call Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default sho
192. t Handsfree Audio Path 67 9 1 3 Automatic Gain Control 67 9 2 Handsfree Speaker Operation 68 9 2 1 Speaker Volume 69 9 2 2 Default Handsfree Audio Path 69 9 2 3 Automatic Gain Control 69 10 Contacts Directory 10 1 Viewing Contacts Details 73 10 2 Make a Call from the Directory 74 10 3 Using the Directory for Other Functions 74 10 4 Adding a New Contact 75 10 4 1 Add a Contact from the Call Log 76 10 4 2 Add a Contact from the Redial List 76 10 5 Editing a Contact 77 10 6 Deleting a Contact 78 11 Call Log 11 1 Using the Call Log 81 11 2 Making a Call from the Call Log 81 11 3 Viewing Call Details 82 11 4 Deleting a Record 83 11 5 Deleting All Records 83 11 6 Adding a Record to Your Contacts 84 12 Voicemail 12 1 Message Waiting Indication 86 12 2 Checking Messages 87 12 3 Sending a Message 88 12 4 Mailbox Greeting 89 12 5 Mailbox N ame u ueH ae 90 12 6 Email Mod8 2 e a aa 91 12 7 Changing Your Voicemail Code 92 12 8 Voicemail On Off a 92 12 9 Transfer to Voicemail 93 12 10 Send a Call to Voicemail 93 12 11 Visual Voice ee 93 13 Logging In Out Page 5 15 601040 Issue 07h 10 April 2014 13 11 L0gg1
193. t codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Pickup Any Call 30 Answer a call ringing on the telephone system e Pickup a Group Call 31 Answer a call ringing a group of which you are a member e Pickup a Users Call 32 N Pickup a call ringing a user s extension number N e Pickup a Group Members Call 53 N Pickup a call ringing the members of a group N This does not necessarily have to be a group call 1408 1416 Phone User Guide Page 42 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 4 Redialling 1408 1416 Phone User Guide Page 43 IP Office 9 0 15 601040 Issue 07h 10 April 2014 4 Redialling The phones redial operation can work in either of the following modes e List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e One If this mode is selecting pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial function will be accessible You can select the redial mode 454 that the phone uses In either case the redial function uses the outgoing call records in your personal call log 80 If you d
194. t the ringer of a currently alerting call The call will continue alerting but with no audible ring 1 If the call is not the current call on the display use the amp up and down arrow keys to scroll the display to the alerting call 2 Press the gt gt double arrow soft key 3 Press the Ignore soft key 4 The call will continue alerting but with no audible ring 3 3 Answering a Page Call Your phone can be paged if you have no other connected call in progress The page is heard through the phone s speaker 1 A page call is indicated in the display by the word Page e To answer the page call press the eee CONFERENCE key e Alternatively press the gt gt double arrow soft key e Press the Answer soft key 2 The call is turned into a normal call 3 4 Auto Answer You can select to have internal calls automatically connected if you are not already on a call The call will be connected after the phone gives a brief tone using either the phone s speaker or the headset as set by the phone s audio path setting 1156 1 Press the MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Internal Auto Answer 5 Press the Change soft key to change the setting This function can be assigned to a feature button 128 configured with the Internal Auto Answer 136 action The button lamp will indicate wh
195. tached to other phones on the telephone system CIE 2109 MUTE e Do not connect or disconnect a button module yourself Your system administrator will arrange this if necessary Failure to connect and restart the equipment in the correct order may cause the phone to not function correctly e The button module used for 1416 phones is not interchangeable with that used for 1616 phones and vice versa 1408 1416 Phone User Guide Page 14 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Introduction Button Modules 1 5 Phone Keys The following keys are found on the phone Key Description indicated by the text label above it The left hand key is usually linked to the OK key Message This key is used to access your voicemail system By default this uses a series of menus on your phone s display un Keys These 3 keys below the display have variable functions When the key is active its function is Ca Navigation Keys Press the amp up and down arrow keys to scroll through lists The 4 T T arrow icons K gt indicate where you are in a list In some menus you can also use the left and right P arrow keys to enter and exit different levels of the menu A menu option that accesses a sub menu is indicated by the dots AD ellipsis icon after its name In some menus the and P symbols in the display indicate a value that can be changed by pressing the 4 left and right P arrow keys cole The OK key normally ma
196. tches the function offered by the left hand soft key below the screen PHONE EXIT This key is used to exit any menu you are in and return to the appearance buttons menu During a call it can also be used to toggle the options displayed on the appearance menu A MENU This key is used to access a menu for phone settings and information LL CONTACTS 72 This key is used to display the various directories personal and shared of names and telephone numbers to which you have access CALL LOG 80 This key displays a record of you most recent answered missed and outgoing calls The button is illuminated when you have new missed calls REDIAL 445 This key is used to either redial the last call you made or to show a list of the last calls you made from which you can select the number to redial HOLD 4 This key is used to put the call you are currently talking to on hold Lis This key is used to start a conference call and to add callers to an existing conference eg FAST This key is used to transfer calls to another number DROP 38 Press the Drop key to drop the active call It can also be used to redirect a ringing call to voicemail While on a conference call you can press the Drop key to drop a person from the conference call VOLUME 148 Press plus or minus on the Volume key to adjust the volume of the incoming call Separate volumes can be adjusted for the ringer handset headset and speaker HEADSET 66
197. te the dialing after pressing the button For example pre program the button with a particular international dialing code 16 2 2 Absence Text Set or clear an absence text message for display on your phone This text also appears on the display of the phone making a call to you When setting the message you can select from a number of pre configured messages and then add your own text if you want 16 2 3 Account Code This action can be setup with or without an account code If the button is setup with an account code that account code is applied to the current call when the button is pressed If the button is setup without an account code pressing the button will display the enter account code 60 gt menu 16 2 4 Auto Answer A button configured with this action can be used to switch internal auto answer on or off On Green on Off Off 16 2 5 Call Forwarding All A button with this action can be used to switch forwarding unconditional on off If setup with a preset number that number is used as the forwarding destination If setup without a number when the button is pressed you will be asked to confirm your existing forward unconditional destination number or to enter a new number The button s green lamp is lit when forwarding is enabled The button can be pressed again to switch forward unconditional off 16 2 6 Call Park A button set to this action can be used to park and unpark calls The button can be set with
198. telephone system Personal Your own personal directory entries c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Details to display the name and number 3 Use the amp up and down arrow key to switch between the name and the number 4 The range of soft keys available will depend on the type of directory entry Call 74 Make a call to the stored number e Back Go back to the directory listing e More If the contact is one of your personal directory entries the More soft key will be present to allow you to access the options below It is also present for external directory entries if you have been setup as a system phone user by the system administrator e Edit 77 Edit the name and number e Delete 7 Delete the name and number 1408 1416 Phone User Guide Page 73 IP Office 9 0 15 601040 Issue 07h 10 April 2014 10 2 Make a Call from the Directory You can use any directory contacts to make a call You can also use the directory in almost any telephone function where you need to select the number for a destination for example during transfers 1 Access the contacts directory a Press the me CONTACTS key The direct
199. telephone system from other directory sources Notes 1 If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contacts imported by the system cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 2 While each user is allowed up to 100 personal directory entries the total capacity of the system may limit the addition of further personal directory entries for any users 3 The system administrator can set users and hunt groups as Ex Directory Those users and hunt groups are then not included in the directory 1408 1416 Phone User Guide Page 72 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Contacts Directory 10 1 Viewing Contacts Details 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want displayed e All All directory entries e External Directory entries stored by the telephony system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the
200. ternal or external number e Forward on Busy Forward calls when you have reached the limit of the number of calls that the phone can present to you e Forward on No Answer Forward calls if they have rung unanswered at your phone e Forward Unconditional Immediately forward calls Forwarding to voicemail can be selected as an option e Do Not Disturb 113 Redirect all calls to voicemail if available or otherwise to busy tone e Do not disturb exception numbers can be used to allow calls from specific numbers to ignore do not disturb e Twinning 115 Twinning is a process whereby you can have your calls ring at two different phones You can answer calls at either phone There are two variants of twinning internal twinning which uses two internal extensions and mobile twinning which twins your internal extension with an external number Method Calls Redirected Destination Internal External Group Internal External Voicemail Ez y y x x Follow Me Here vo OY 4 7 x xXx Forward onNoAnswer 7 lt x v x Forward Unconditional 7 v v v bonosu 7 7 x x x DT EE EX YP YT Yd oo 1408 1416 Phone User Guide Page 102 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls 14 1 Follow Me Follow me to is used to redirect your calls to another extension where you will be working The calls are presented with your user name so that they can be distinguished from
201. the timer is displayed or not to start with is controlled again by the Call Timer 144 setting 16 2 21 Twinning A button configured for this feature allows you to control your phone s mobile twinning operation This is only useable if your system administrator has configured you for mobile twinning e If pressed when the phone is idle the phone displays the mobile twinning menu lA You can use the menu to switch mobile twinning on off and to setting the twinned destination e If pressed while a twinned call is connected to the twinned destination the system attempts to reclaim the call e If pressed while connected to a call on the phone the system attempts to transfer the call to the twinned destination You do not need twinning switched on to use this feature 16 2 22 User BLF This type of button can be used to monitor the status of another user The lamp s state will indicate the status of the user e Off Available Pressing the button will make a call to the user In addition to calling the user you can use the user button to transfer calls to the user or to start a conference with the user e Slow Flash Ringing Pressing the button will display options to pickup the call e Fast Flash On a Call Pressing the button will display a number of options e Call Call the user e Message Cause a single burst of ringing on the user s phone They will also see the message Please Call followed by your extension number
202. ther held calls will not be included but you can add more calls 62 or drop yourself if necessary e Pressing the Conf key against a held call will add that call to the extension s current call alerting or connected Any calls on hold pending transfer will also be added to the call 8 2 Adding a Call to a Conference You can add additional parties to an existing conference 1 Press the HOLD key to put the conference on hold This does not affect the other conference parties who can continue talking to each other 2 Press an available appearance key on which to make a call 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press the eee CONFERENCE key again or press the Join soft key 5 If they do not want to join the call or do not answer press Ce DROP and then press the appearance key of the held call fast green flash 1408 1416 Phone User Guide Page 62 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Conference Calls Adding a Call to a Conference 8 3 Viewing Conference Details You can display a list of the parties involved in a conference call 1 If not already displayed press the amp up or down arrow key to display the conference call 2 Press the Details soft key e To scroll through the list of callers in the conference use the amp up and down arrow keys e To drop the caller displayed from the conference press the Drop soft key Pressing the Ce
203. ting Call Press the Change soft key to change the setting or use the left or right P arrow keys nu BR u KR UDN Select one of the following settings as desired e Off Show details of the current call only e On Automatically show the details of a waiting call 7 Press the Done soft key 17 8 9 Inactivity Timer Auto Return You can set a timer which will return the phone to its normal call display after a set period of phone inactivity By default the phone will be set to auto return after 60 seconds Note that the timer is not applied to all menus For example it is not applied to the A menu and to the visual voice menu It is also not applied to the System Admin section of the Features menus 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings 5 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Auto Return s 5 Press the Change soft key to change the setting or use the left or right P arrow keys Off Do not use the inactivity timer e 30
204. to be used to answer calls e Voicemail Off 19 Stop voicemail being used to answer calls e Voicemail Ringback On 48 Have voicemail ring your phone when you have any new messages It will call when you use the phone e Voicemail Ringback Off 49 Switch off ringback 1408 1416 Phone User Guide Page 161 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 20 System Administration 1408 1416 Phone User Guide Page 163 IP Office 9 0 15 601040 Issue 07h 10 April 2014 20 System Administration If necessary the system administrator can configure you as a system phone user This allows you to perform a range of functions that help maintain your phone system From the System Administration menu you can do the following e Checking the system and software version 16 e Checking the time settings 165 e Setting the date les e Setting the time 16 e Setting the time offset 168 e System shutdown 167 e Memory card file system management 168 e System alarms 16 20 1 Checking the System and Software Version Being able to check and report the system software version may be useful when reporting any potential problems to the system maintainer 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll t
205. to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down keys to scroll the display to the option Self Administer 5 Press the Select soft key or the OK button or the P right arrow key 6 Enter your login code 7 Press the Done soft key e 8 The menu and 80 buttons can now be used in combination to select and apply functions to buttons 9 Inspecting deleting buttons e a Press a 80 buttons to see what function is currently programmed for that button b To delete the function press Delete To return to the menu press Back 10 Programming a button a Use the amp up and down keys to scroll the display to the function you want to apply to a button and press Select b If the function needs some data for example an extension number or a number to dial dial the number c Press the He button to which you want the function applied d If the button is already configured with a function you will be prompted whether you want to replace the existing function To do so press Replace e Press Back 11 Repeat the process to program another button or press Back and then Exit to finish Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 128 IP Office 9 0 15 601040 Issue 07h 10 April 2014 16 2 Features Button Features Programmi
206. tons 2 These represent specific phone lines connected to the telephone system You can use the button to make calls using that line or to answer calls on that line Several users can have line appearance keys that represent the same line Your phone s display and the key lamps will indicate when the line is being used by other users as well as by yourself Appearance Button Display Menu Idle This menu is used to display information about the 80 buttons that have been 299 11 00 01 26 configured for appearance functions These will normally be the first 3 button on a the phone but the system administrator can configure additional buttons Features Using the amp up and down Y arrow keys you can scroll through the details of each of the buttons The display for buttons that currently have a call in progress will show details of the associated call Call Incoming da a Extn307 The display for buttons that are idle will show the default label for the button 307 and also soft key labels for accessing the other main menus Those buttons that have not been configured as appearance buttons can be used as feature buttons 128 1408 1416 Phone User Guide Page 21 IP Office 9 0 15 601040 Issue 07h 10 April 2014 1 11 1 Using the Appearance Menu These icons are shown to indicate the status of the call on the currently displayed appearance button 1 Use the amp up and down F arrow keys to scroll through details of the current c
207. transfer are unaffected Held pending Conferences the held and held pending transfer call transfer call All other held calls are unaffected Held calls Conferences with all other held calls O es Held Connected call Conferences the held pending transfer call to Yes Yes pending a connected call Any other held calls are transfer call unaffected Conferences the call held pending transfer Yes Yes with all other held calls Note the above only applies to conferences initiated from the telephone The traditional behaviour of conference all current and held calls regardless of type still applies if the conference is initiated from elsewhere such as from an application like one X Portal for IP Office e Changing which call is currently highlighted On phones with a set of cursor keys the up and down cursor keys can be used to select the current highlighted call appearance even while there is a currently connected call On touchscreen phones the cursor buttons on the right hand edge of the screen can be used for the same purpose e On these phones only details of a single call are shown on the display at any time The displayed call is the currently highlighted call appearance 1408 1416 Phone User Guide Page 64 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 9 Headset Handsfree Operation 1408 1416 Phone User Guide Page 65 i 15 601040 Issue 07h 10 April 2014 9 Headset Handsfree Operation 9 1 Headset Operation
208. ts Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 13 7 Unregistering This method of logging out will unregister the phone from the telephone system e WARNING e In this state the phone cannot be used to make or answer any calls including emergency calls e It is strongly recommended that you do not use this option unless directly advised to do so by your system administrator To log out it is recommended that you use the preferred log out method provided 1 Press the MENU button 2 Use the amp up and down arrow keys to locate the option Log Out 3 Press the Select soft key 4 Press the Log Out soft key 5 The phone now displays the menu for unregistered phone log in 1408 1416 Phone User Guide Page 100 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Chapter 14 Redirecting Calls 1408 1416 Phone User Guide Page 101 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 Redirecting Calls This section looks at the different ways that you can redirect your calls to another phone e Follow Mel0 Temporarily redirect all your calls to another phone that you will be sharing with that phone s normal user This function can be used in two ways Follow Me To Set the follow me destination from your own phone Follow Me Here Set the follow me destination from the phone that you want to use e Forward 106 Forward calls to an in
209. ts are stored by the telephone system e Call Log This option is not used as your call log is stored by the telephone system e Options This option is used to reset other settings set through the phone s A menu e Language This option is not used as your language selection is stored by the telephone system e All Will only be applied to your A menu options 5 Press the Erase soft key 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 137 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 6 Auto Lock Rather than logging out you can lock your phone You can either lock your phone manually 98 using the steps below or have it automatically locked after a period of phone inactivity When your phone is locked It can only be used to make internal and emergency calls None of the menus for your user settings can be accessed e To unlock the phone 9 requires your login code if you have configured a login code 106 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings
210. tton That may be because you are already on a call on another button If that is the case answering the new call will automatically put the existing call on hold 1 Using the amp up and down arrow keys you can scroll the display to see details of the waiting call To quiet the ringing press the gt gt double arrow soft key and then press the Ignore soft key The call will still continue alerting and can be answered or ignored To redirect the call to voicemail press the gt gt double arrow soft key and then press the To VM soft key o 2 Press the flashing green appearance button to answer the new call and put the existing call on hold The call will be answered using which ever talk mode you were already using for the existing call Notes 1 This guide assumed that auto hold is enabled the default The system administrator can disable auto hold for the system in which case calls are automatically disconnected rather than held 1408 1416 Phone User Guide Page 40 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Answering Calls 3 1 Divert a Call to Voicemail You can transfer a call targeted at you directly to voicemail 1 1f the call is not the current call on the display use the amp up and down arrow keys to scroll the display to the alerting call 2 Press the gt gt double arrow soft key 3 Press the To VM soft key 4 The call is redirected to voicemail 3 2 Ignore an Incoming Call You can quie
211. turn use of mobile twinning on or off The Clear soft key removes the existing twinning number in order to allow entry of a new number 17 2 Withhold Number You can select to withhold your number on external calls Note that this option may not be supported in all situations It may depend on the configuration of your phone system and options supported by your telephone line provider 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down menu keys to scroll the menu to Withhold Number 5 Use the left or right P arrow keys to change the current setting or press the indicated soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 1408 1416 Phone User Guide Page 135 IP Office 9 0 15 601040 Issue 07h 10 April 2014 17 3 Redial Mode You can select whether your phone uses the redial list or last call redial mode 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scro
212. ut on hold 1 Press the appearance button with the fast flashing green lamp so 2 Scroll the display using the amp up and down arrow keys the held call will appear with a icon e You can press the gt gt double arrow soft key e Press the Pickup soft key to take the call off hold 1408 1416 Phone User Guide Page 49 IP Office 9 0 15 601040 Issue 07h 10 April 2014 5 1 3 Switching Between Calls o e With a call on hold fast flashing green aD appearance button and another call connected red and green He appearance button you can switch between calls by pressing the appearance button of the held call The current call is automatically put on hold and the previously held call connected When you place a call on hold 4 in order to make a transfer 57 the call is considered on hold pending transfer and is indicated by fast flashing red and green appearance buttons On phones with only a single appearance button or icon the phone displays On Hold Xfer before the call information on the call s application line 5 1 4 Transfer a Held Call When you already have a call on hold and a call connected you can connect them by starting a conference Press the CONFERENCE key Your current call and the held call will be connected You can now drop yourself 634 from the conference Note If you are the only internal user in the conference depending on your telephone systems configuration dropping yourself might end the conf
213. utton 11 2 Making a Call from the Call Log You can use the call log to make calls to the number included in the currently selected call record 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down Y arrow keys to scroll through the records 2 Press the Call soft key or OK to call the number displayed in the call record 1408 1416 Phone User Guide Page 81 IP Office 9 0 15 601040 Issue 07h 10 April 2014 11 3 Viewing Call Details You can view additional details about the currently shown call 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll th
214. wer time default 15 seconds Hunt group calls are not forwarded The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 924 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 1408 1416 Phone User Guide Page 106 IP Office 9 0 15 601040 Issue 07h 10 April 2014 Redirecting Calls Forwarding Calls Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb e Set the Forward Unconditional Destination 07 N Set the destination number N for forward unconditional when it is switched on e Switch Forward Unconditional On 01 Switch on forward unconditional A destination must have been set e Switch Forward Unconditional Off 02 e Include Hunt Group Calls in Forward Unconditional 50 e Exclude Hunt Group Calls from F
215. ws the telephone system s current configuration settings to be copied to a backup file on the memory card System Restore IP500 V2 Server Edition This option is available when a System card is present and active It overwrites the telephone system s current configuration settings with those from a backup file on the card Upgrade Config IP500 V2 Copy configuration files from an Optional card to the System card in the system control unit Upgrade Binaries IP500 V2 Copy software files from an Optional card to the System card in the system control unit Copy IP500 V2 This option is available on systems where both a System and Option memory card are active It copies the contents of the System card to the Option card 1408 1416 Phone User Guide Page 168 IP Office 9 0 15 601040 Issue 07h 10 April 2014 System Administration Memory Card Management 20 8 System Alarms If you have been configured as a system administrator also called a system phone user an S on the phone s display indicates a system alarm message While you are not expected to be able to fix the error causing the alarm the error message allows you to report the problem to your system maintainer Memory Card Failure There is a problem with one of the memory cards used by the telephone system Selecting Admin will take you to the system administration menu where you can check the status of the memory cards 168 Expansion Failure There is a problem with on
216. y if shown To access the status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Follow Me Here There will be a separate entry for each user e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Edit soft key e Use the menu to add or remove users e Use the amp up and down arrow keys to scroll through the names e To remove a user press the Clear soft key e To add a user press the Add soft key e Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 74 e Press the Save soft key to set the follow me here Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 18 4 Forward On Busy If your phone is set to forward on busy you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd OnBsy e To switch off forward on busy press the Off soft key e To change the destination of the setting press the Edit soft key e Use the amp up and down arrow keys to scroll thr
217. y or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Fwd Busy No Answer 5 Press the Select soft key or the OK button or the P right arrow key The options that appear will depend in whether a valid forwarding destination has already been set e No Forwarding Destination Set Forward on busy and forward on no answer cannot be used until either a forward unconditional or forward busy no answer destination is set e If no destination has been set you are prompted to enter a number e Enter a number or press the Dir soft key to select a number from the directory 744 e When a number is set press the Save soft key e The menu can now be used in the same way as if the number had already been set e Forwarding Destination Set e Use the amp up and down arrow keys to scroll through the following menu options e Use the 4 left and right P arrow keys to switch forward on busy as on or off e Use the 4 left and right P arrow keys to switch forward on no answer on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e I
218. y to the option Login e Press the Select soft key or the OK button or the P right arrow key 2 The login menu is displayed Enter your extension number 3 Press the Next soft key Enter your login code 4 Press the Done soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 184 13 1 2 Logging In on a Not Logged In Phone This method is used to login at an extension where the previous user has logged out 98 and the phone has no current user You can recognize a phone in this state as it displays NOT LOGGED IN 1 Press the Select soft key or the OK button 2 The login menu is displayed Enter your extension number 3 Press the Next soft key Enter your login code 4 Press the Done soft key 1408 1416 Phone User Guide Page 97 IP Office 9 0 15 601040 Issue 07h 10 April 2014 13 2 Logout 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the display to the option Logout 5 Press the Select soft key or the OK button or the P right arrow key 6 You will be logged out of the phone The follow action will depend on several
219. your system administrator can remove and change the short codes available to you or all users Switch Do Not Disturb On 08 Set your phone to do not disturb Switch Do Not Disturb Off 09 Switch off do not disturb Add a Do Not Disturb Exception Number 10 N Add a number N to your list of do not disturb exceptions Delete a Do Not Disturb Exception Number 11 N Remove a number N from your list of do not disturb exceptions Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb 1408 1416 Phone User Guide Page 113 IP Office 9 0 15 601040 Issue 07h 10 April 2014 14 3 1 DND On Off Features Menu You can use the Features menu to switch do not disturb on or off Enabling DND will not affect any calls already being presented to your phone Hunt group calls will also still be presented if you are the only available member of the group 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the left and right arrow keys to change the setting or use the indicated soft key Access Control Your system administrator can configure wheth
220. ystem cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 1408 1416 Phone User Guide Page 75 IP Office 9 0 15 601040 Issue 07h 10 April 2014 10 4 1 Add a Contact from the Call Log You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Press the Contact soft key 4 Use the amp up and down arrow keys to switch between the name and number details for the new contact 5 Using the telephone keypad and the Bksp soft key you can edit the name and the number 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 10 4 2 Add a Contact from the Redial List You can add the details

Avaya 1408 & 1416 phones User`s guide

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Avaya 1408 &amp; 1416 phones User`s guide

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Avaya 1408 & 1416 phones User`s guide