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Avaya one-X™ Deskphone SIP for 9640/9640G

1. oooo W Wooo WoW maan 58 Extending a call to your cell phone ECS00 j aa EN na 58 OGhopler Te BrOWS oI rcn an An Getler o gt ANErare SEREe EE AEss nso eoNEne EAI ESIar 59 aa na estes ae aia che Aa eke a rere at aa nana Anni ial at oa hare nan NI 59 About Web browser icons and PAGS 1 5053 uu ana 60 Chapter 13 Limited access during failover oma 61 4 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Contents Chapter 14 About Locking and Logging In to and Out of Your Telephone 63 Logging into your telephone Na an ana sena 63 Locking and un ee your MS NN isa es ces ak Sha NI NA NUN UB 63 Logging But er your telephone an na aan 64 BA E E aa an DAN Sa an Dn Sr E AN PI PN Pa PA 65 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 5 Contents 6 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 1 Introduction to the 9640 9640G SIP IP Telephone Your telephone provides many features including a Phone screen to view and manage your calls a Call Log a Contacts list an integrated WML browser a menu of options and settings and access to your voicemail The 9640 9640G IP Telephone provides this information in color The G designation in 9640G means this telephone model has a built in Gigabit Ethernet adapter which speeds data transmission A telephone with the G designation is
2. ooooooocnbbaaaaaa 34 Disconnects about anis esas it benebeaan bana betina maan Betina NA akan da uda dani 61 Display adjusting brightness oeesleanan 18 adjusting Contrast oooo Woo 18 E EC500 Extend Call in ta maa Gama 58 Edit dialihg 43an ie 25an aman ena an ana amen 17 33 Emergency Call eeror ninna E 31 error tones TURING Off oaeiai mebel ananda aa 19 Excluding others from bridging 40 OXCIUSION herenaren e aaa Na 40 Extension blocking display Of ooooooWoWooWoWoW WWW 54 unblocking display of 0 54 F failover onneani a a Hakan dna 61 Favorites setting UP hei nasa aah 24 Features AD OU 22 resiaw entotan ssi sadsdeeaw assadvadussdeadwavecsedvaseans ce S1 ACCESSING anian aaan RAN aa a aaa 51 forwarding a callis ninri aka Haha eta akan 35 tUrniINg Off makanan 36 Forwarding DN CAN ar ein stan ane Huang mind taka kanan natalia saka akan 53 Forwarding calls AD OU neaei aiia i 35 G Guest l giM sesinin a a 63 H an O N 22 Headset Mabes beb aa 22 hold Conference calls susisiek adan hinaan 38 Icons Web brOwSEF oooooco WoW Woo 60 66 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide Icons in telephone display AO Aha a aa aaa 10 incoming calls directing to multiple telephones 58 fOrwaTdiNg sssaaa aaa aa 35 sending to coverage o ooooWoW oom oo 35 transferriNg tr sssectestenssrdacesdansaanccdvcans
3. To edit the number press the Bksp softkey to erase the previous character one character at a time To remove the entire number press Clear To change the character format press the 123 abc softkey 3 Press Call or OK Calling a person from the contacts list 1 Press the Contacts button 2 Select the person or number you want to call 3 Press Call or OK Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 33 Making a call Calling a person from the call log 1 Press the Call Log button 2 Select the person or number you want to call 3 Press the Call softkey or the OK button Calling a person from the directory If your administrator has set up a company directory you can use the Contacts button to search through the directory then call the person you found Q Note Use the Contacts button on the phone to initiate either a directory search as described here or to find a contact on your personal Contacts list To locate a person on your Contacts list see Searching for a contact on page 41 1 Press Contacts 2 Press More 3 Press Search 4 Enter the person s full or partial first name if desired To enter all or part of the last name only skip this step and the next and scroll down to the Last Name field 5 Press OK 6 Enter the person s full or partial last name 7 Press Search or the OK button to start searching the directory 8 When the person you want displays pres
4. Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License types Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified 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 Shrinkwrap License SR With respect to Software that contains elements provided by third party suppliers End User may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickwrap 2 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide license accompanying or applicable to the Software Shrinkwrap License The text of the Shrinkwrap License will be available from Avaya upon End User s request see Third party Components for more information Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction transfer and or use can be a criminal as well as a civil offense under the applicable law Third party c
5. Oia sas nina ala AAL AKAN AS a in Ait E EKA T ALI 9 PN DO Aa ANE EA SA AA AAN 10 Administrative Message nba teka ea maba naa de Sinisa aa bilas ea ana kkal bb jan 14 Telephone Sta ca eh naa pause Maa anne Raden aes 12 Chapter 2 Avaya BOM ace cs ns ac al ae ee ama aa 13 pe Tigi el oe SA eee ab an en ANN BA cer nt rots eka BG 13 Setting the Phone Screen on Calling oke aa maa 14 Setting the Phone Screen on TING Lae keenakan baka am ban banana BAN kanan Daun NK BARIS 15 Comngurirg Call ti B3 kas 15 Seting rodal aa An al ana kia Ra in mkn in BA ena Ba aa BA akan 15 Conigurng visual SBS ee aan akan ba SEIEN aE A bk asal 16 seting Me Ang Palak sirosis A A nk manuk badai ae ERA NAD send TN NATA 16 Setting dialing MOM aka esa aa 17 Personalizing button Abe Bi ea aa Ma an kan ia Me aan BK aan 18 Adjusting the brighiness of the display oom asma ae basa ska asa 18 Tuang button click s unds on and On nba aka ak hk ARARAT cena 19 Tumnirig emor tones on GF Off sa mn mana 19 Changing me imo TE ET aa AN MAN en inai 20 Changing the background lOO Lembah ml laka 20 Integrating other applications with your Png Wanna aka ebook na 20 TUNING automate gain control OF OF Oak kana lahan 22 Onanging me Tang AG Ann mane maa mba enda mua bekal mna el 22 Setting he tme TOT an laman abal lias 23 SN ena A E an On T A NS 23 Setting Wp VOE E me aa mk manah 24 Ae ka TES Na en na AN Peni PA Pa DP NE 24 eyes ae 3 Answering an nee Se one eee ees 27 MOTI AE BN EN NN EN AR ANN
6. Settings 6 Select Brightness or Contrast 7 Press Select or OK 8 Select Phone or an SBM24 button module as applicable 9 Press Save or OK Turning button click sounds on and off Press Avaya Menu Select Options amp Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Button Clicks Press Change or OK or use the Right Left arrows to turn sounds on or off CO N O OB OO N gt Press Save Turning error tones on or off Your telephone beeps if you make a mistake or take an action that is not allowed If you do not want to hear error beeps set your error tone to Off Press Avaya Menu Select Options amp Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Error Tones Press Change or OK or use the Right Left arrows to turn error tones on or off o AN 9 Oa KR WD Press Save Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 19 Avaya Menu Changing the ring pattern Oo ON Da FF ON gt Press Avaya Menu Select Options amp Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Personalized Ringing After selecting a pattern press Play or OK to listen to it Repeat Steps 6 and 7 until you find the ring pattern you want Press Save to make it your ring pattern Changing the
7. a call that is active on your office phone to your cell phone using EC500 Extension to Cellular This allows you to transfer an office call to your cell phone and move away from your desk This feature is programmed by your system administrator 1 During an active call scroll right from the Phone screen to access the Features menu 2 Select the Extend Call feature 3 Press OK to send the call to your cell phone 4 Answer the call on your cell phone The call remains active on your desk phone as well so you can switch back if you want 58 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 12 Browser Your telephone includes a Web browser capability that can be used to present additional applications The items available through the Web browser vary depending upon how your telephone is administered Contact your system administrator with any guestions Access the browser through the Avaya Menu If you don t see the Browser option on the Avaya Menu no Web applications are available for your phone Navigating Web pages You can navigate Web pages using a combination of buttons softkeys and links Because your system administrator can customize browser options for specific business use not all actions described may apply or not all actions available to you may be described Customized features and applications are not described in this guide e To use the navigation arrows Use the up
8. 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 fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support Web site http support avaya com Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks All other trademarks are the property of their respective owners Downloading documents For the most current versions of documentation see the Avaya Support Web site http www avaya com support Contact Avaya Support Avaya Inc provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support November 2009 Contents Chapter 1 Introduction to the 9640 9640G SIP IP Telephone Wo oo om 7 D ka AA aa Be aaa RN AE AAN EN AE R 7 Selek aMi
9. an active bridged call scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Transfer to Voice Mail 3 Press OK or Enter to transfer the bridged call to its respective voice mail system 40 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 8 Contacts You can save up to 250 names and up to 6 telephone numbers per name When you press the Contacts button you are automatically put into Contacts search mode a Note If you press the Contacts button and nothing happens your system administrator has disabled the button Searching for a contact You can jump to a certain group of letters in your Contacts list by pressing the associated dial pad button For example if you press 3 the Contacts list might display entries starting with 3 D E or F depending on how you set up your contacts and how many times you press 3 in succession With each successive dialpad key press the Contacts list drills down to display matching entries E Note On hook dialing must be disabled to allow this type of Contact search to enable disable on hook dialing see Setting dialing options on page 17 1 Press Contacts 2 Using the dialpad start typing the name for which you want to search Keep in mind that a Contacts search is case sensitive and how your Contact list is set up If you set up your contacts as Last Name First Name start typing the
10. has set up the feature on your telephone 56 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Making a priority call 1 During an active call scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to OTR and press OK or just press the corresponding line button to start recording the call Some countries states and localities have laws that determine if and under what circumstances you can record telephone conversations Before using the OTR feature you must understand and comply with these laws 3 Hang up to stop recording Making a priority call Use the Priority Calling feature to provide a special type of call alerting between internal telephone users including the attendant The called party hears a distinctive ringing when the calling party uses Priority Calling 1 Before dialing scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Priority Call and press OK or just press the corresponding line button 3 Enter the extension you want to call 4 Press Enter or OK to immediately start dialing the priority call to that extension where the call appearance will show the incoming call as a priority call Interrupting a call with a whisper page Use the Whisper Page feature to interrupt or barge in on another user s call and make an announcement This feature is unique because only the person on the
11. is not logged in unregistered Do Presence icon indicating this contact s phone is busy with the Send All Calls feature active This icon also designates that a feature is not available at this point of a call Presence icon indicating this contact is away from the telephone Team icon indicating this team member is available TC Team icon indicating this team member is busy on a call and not available Team icon indicating this team member is not on a call but is forwarding incoming calls call and is forwarding incoming calls D Team icon indicating this team member is busy on a A Icon indicating the telephone is not connected to its network and is operating in failover mode Some features may not be available or work correctly See Limited access during failover on page 61 for information This contact or feature is designated a favorite See Setting up favorites on page 24 for more information Presence icons appear when you set up the person whose presence you want to track as a contact and enter a handle a phone number or URI for that person Administrative Messages Your administrator can send important messages directly to your telephone for example notification of an early office closing due to inclement weather or information about an imminent service interruption These types of messages can take any of the following forms e a text message s
12. numbers 1 Before dialing scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Dial Icom and press OK or just press the corresponding line button The intercom group number shows next to the Dial Intercom feature and the next denotes the extension your administrator has predefined as your automatic intercom destination extension 3 Press the number s that corresponds to the destination extension 4 Press Enter or OK to activate the intercom call to that extension where the call appearance identifies the incoming call with your name followed by ICOM Tracing a malicious call Use the Malicious Call Trace MCT feature to trace a malicious call Activating MCT alerts a controller to begin call tracing and provide information for reporting this call This feature is available only if your administrator has set up the phone system to trace and track malicious calls and there is an attendant or controlling user to oversee the trace 1 During an active call scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to MCT and press OK or just press the corresponding line button to start the trace An alerting tone and or flashing LED signifies the trace is active Hanging up deactivates MCT Recording a call Use the One Touch Recording OTR feature to record a malicious call on your voice mail system This feature is available only if your administrator
13. of the linked pages Warranty Avaya Inc provides a limited warranty on this product 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 through the Avaya Support Web site http www avaya com support Licenses USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEB SITE http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya grants End User a license within the scope of the license types described below 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 End User 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 Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware
14. use for telephone login Logging out of your telephone extension Press Avaya Menu Scroll down and select Log Out Press Yes or OK Press Log Out to confirm Your contacts speed dial settings favorites and Autodial numbers are saved during logout and are available the next time you log in to your extension AA OO N gt 64 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Index A access limited during failover ooooo 61 Active calls directing to cell phone ooWoo 58 Administrative Messages About ea tan en Dn adan anna Nonna 11 AGO ra e a E A nana 22 Applications Kontak ena da ea kaan aman uan 41 audio path ON NOOK ena ne na nanang 17 Auto intercom call oooaah 53 auto SAN SW sie nenek en Aa EN De SNN 17 Autodialing calling a PETSON ooooooW Wa 32 Setting UP oo mena 52 automatic call back oooocc 52 Avaya Menu 5 61 U Ear er Nano ta 13 OPTIONS Lo JJ nian 13 B Background 1090 rsrsrs iaeoe NRR 20 background SKIN wo iki antam aani annan 25 bridged call appearance ADOUE iinan Aa Han anna Manda dan 39 JONING eni ie Penak sn na bana 39 Bridged Calls ANSWEFING encer osn ban mna mann AN oa 39 BAJING eni 02an aan ema 40 Browser about ains ate kaka aa 59 icons and softkeys oWoco W Woo 60 MAVIGALING eseni aa Maha A 59 DUSY INdiCatOF ooooooooooobnaan 51 button click
15. 47 Call Log 48 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 10 Getting your messages Press the Message button to connect directly to your voicemail system The lighted Message button and a red light on the upper right hand corner of your telephone indicate when you have messages waiting Your messages are an administered function Contact your system administrator with any guestions Logging into your voicemail 1 To log in to your voicemail press the Message button 2 Follow the voice prompts from your voicemail system Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 49 Getting your messages 50 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 11 Features menu The Features menu gives you access to advanced telephony features such as and Call Forwarding and Speed Dial buttons You can use Send All Calls and Call Forward to have your incoming calls sent to other numbers When set to on EC500 allows calls to your desk phone to also be sent to your cell phone Other features like Call Park Call Pickup Extended and Transfer to Voicemail may be available on your Features menu The particular features available to you depend on what your administrator has assigned to your phone Your administrator may also place selected features on softkeys on the call appearance Phone screen For more information a
16. 49 Ww Web page navigating seisi den aa atasi kei 59 Whisper page sasaananterdwannghan Hanna ananda ananda 57 November 2009 67 Index 68 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009
17. AVAYA Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide 16 602403 Issue 4 November 2009 Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document might be incorporated in future releases Note Using a cell mobile or GSM phone or a two way radio in close proximity to an Avaya IP telephone might cause interference Documentation disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Customer and or End User agree to indemnify and hold harmless Avaya Avaya s agents servants and 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 the Customer or End User Link disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all the time and we have no control over the availability
18. NS 27 Fong al GY VON nan ab anaemia ties 28 ae as NN ony reer rave sere aan re 28 Chapter 4 Making a ge aan eee nee AN An 31 ana nga acer mann EN AN AU 31 an lr ra a Cea ee ial ee ell lala 32 Speer daling a Pa SO E a NN na 32 Autodaling a pre assigred Nana AAN 32 an a cal usang edt dio ee 33 Calling a person iom the contaci Nan sae eh khan akan akh Haa 33 LAG aparon Timid Une Call Ae Nan 34 Galing a person iom TNS droio esns ts sussacedoiegngss RA saseadauddalerenss veadmepiedseonhanaie 34 Chapter 5 Forwarding SA aan ea 35 an Ana oa 35 Ai ea sa sa ae AR NA BA RR BAAK 35 Tang an an NN ana 36 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 3 Contents Chapler 6 Conference na 37 eaa Wp gee Sree E ai nan ain 37 Adding a person on hold to a conference Be mbak bana ba bis 37 Putinga conieronce cal om ana Be 38 Chapter 7 Bridged call appearances o ooo oom 39 PASM TAN RS a calona OI Nata 39 Jaga calona Pre IN na aa aa 39 Making an outgomg Coll on a bridged NMG kt au nana sinis 39 Excluding others Tom pDridging onto your Gal emang 40 Transferring a bridged call to its own voice UN kl sala Maan aa bat En 40 Chopi o One TS E maa ai ki 41 Searching Tor a COMAC aan aa bab ian BA na 41 IEMA a conac s TETAS es takkan kak balak aa kaka mohon bkan Dena Benang 42 Adding a new Conal sssrini aslam kasam maa bsa ama aa Bak bsa 42 Ea ban A aa AAA Ae ERA BI A SN Sa KENA E SEE SAN ISRAEL ORA 43 Delet
19. and down navigation arrows to scroll up or down through the lines displayed Use the right and left navigation arrows to go to other screens when indicated by the Prompt Line or to move the cursor right or left when entering text or numbers e To select a line a Scroll to a line on the display b When the line is highlighted press OK to select that line e To select a Web link a When you see a link you want to select scroll to it b Press OK See About Web browser icons and labels on page 60 for information on some links you might see To enter text Scroll to the line area enclosed in brackets and press the appropriate dialpad keys Use the More softkey to access symbols or to change from alphabetic to numeric entries Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 59 Browser About Web browser icons and labels The icons and labels in the following table indicate navigation choices application choices or data entry choices that display while working with Web pages With the exception of Home Refresh and Stop some Web softkey icons and labels may be customized and not included in this table Icon Description Home or ft Softkey that exits the current Web application or function and displays the Home page Softkey that refreshes the display re display the current Web page More Softkey that displays additional softkeys pertaining to the We
20. ast person added to the conference call Adding a person on hold to a conference call 1 From the Phone screen select your active call Press Conf or Add if you are already in a conference Select the call on hold that you want to add to the conference Press Resume to take the call off hold a A O N Press Join or Conf to add the person to the conference call Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 37 Conference calls Putting a conference call on hold When you put a conference call on hold the other parties can still talk to each other 1 Press Hold during a conference call 2 Press Resume or OK to resume the conference call 38 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 7 Bridged call appearances Your phone may show one or more bridged call appearances on the display screen in addition to your own call appearances A bridged call appearance typically belongs to someone else but bridging allows you to see if that call appearance is in use answer calls on that appearance or join a call in progress on that call appearance from your telephone You can also make outgoing calls on a bridged call appearance when it is not in use Answering a call on a bridged line Answering a call on a bridged line is basically the same as a call on a primary line Press Answer Joining a call on a bridged line You can join an exist
21. avorites Setting speed dial numbers outgoing calls making a call making a call on a bridged line redialing a number Outgoing Calls blocking extension display edit dialing a number unblocking extension display P page Parking calls Phone Screen on ringing setting Phone Screen Options on calling setting Phone Settings about Picking up calls Priority Call problems with telephone R recording a call redial redial options setting Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide 31 40 32 54 33 54 Index Ring Pattern Changin gjeresine aaia asa aan 20 S SBM24 adjust brightness or contrast 18 scrolling and navigation About eee O E AE E E EE EE T 9 SENDA en ea aa 35 SKINS ea be a ana Be BN en ag 25 SPAKE Sean ea ama ahaha 22 speed dialing calling a POLSON eiciia Wa 32 Speed Dialing setting UP enam anu nana need 23 T Telephone display icons ADOUT See ea an an NAN BA 10 Telephone stand AD ONE Wii ekent Lita Sr hebn an nnti al naa 12 TIME TOT MA bs wisi satin anisa Gamma amanat 23 tracing CANS ae Lerena0nta mandinya enda n AN Naa ena 56 TRANSTOR oeiia a a sagataddessaiadaiestccenes 28 U Unlocking the phone ooooooo WooWoWooW WWW 63 Unparking Call ii 05 200 nasa naas 55 V Visual Alerts COMPQUIING Hii da bea aa aan 16 Voice Mail transferring bridged call to 40 voicemail JOGGING IM aai eee eeeeeeeeeeteeeaeeteneeeaeees
22. b page application or function being performed Abc Icon indicating that dialpad entries display in mixed case The first letter of each word is capitalized and subsequent letters appear in lowercase ABC Icon indicating that dialpad entries display in all uppercase letters 123 Icon indicating that dialpad entries display as numbers Scroll to the previous or next page Scroll up or down for other options End of list scroll up to see choices Beginning of list scroll down to see choices Click to dial link Scroll to this icon and press OK to dial the telephone number with which it is associated http www Web site link Scroll to this icon and press OK to access the URI URL it represents 60 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 13 Limited access during failover One or more telephone system servers provide your phone with its connectivity features and functionality If a disconnect or switch from one server to another occurs your phone goes into failover mode to keep it operating while alternate server resources are established Depending on the server your phone is on a Failover icon may appear on the top display line to notify you that failover is in effect Failover has different stages For example while your phone transitions to a new server its functionality may be limited Then when the alternate serve
23. background logo If your system administrator has set up an alternate background choice you can change the logo your screen displays oOo N DOF OO N gt Press Avaya Menu Select Options amp Settings Press Select or OK Select Screen and Sound Options Press Select or OK Select Background Logo Press Change or OK or use the Right Left arrows to change the logo Press Save Integrating other applications with your phone If your administrator has set up this option you can integrate Microsoft applications like the Microsoft Exchange Server calendar with your phone Currently calendaring is the only integration feature available First establish your credentials the user name and password 20 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Options amp Settings you use for Microsoft Exhange Server email purposes and the location of your Exchange Server then set your calendar preferences Press Avaya Menu Select Options amp Settings Press Select or OK Select Advanced Options Press Select or OK Select Exchange Integration N O ORA ON gt Ifyou have already set up your credentials and do not want to change them proceed to Step 9 To establish or change your credentials select Credentials and enter the following e your Microsoft Exchange server email user name e your Microsoft Exchange server email password e the lo
24. bout what features and options are available for your extension contact your system administrator Accessing the Features menu From the Phone screen scroll right to access the Features menu The LJ icon next to a feature indicates the feature is available and the icon next to a feature indicates the feature is not available The LED next to the feature name indicates if the feature is currently on or off If the light is on the feature is on To return to the main Phone screen press Phone or scroll to the left Monitoring other extensions at a glance If your job requires that you cover or monitor phones for others your system administrator may set up busy indicators so that you can see whether an extension you cover is idle or busy at a glance Extensions you can monitor with busy indicators show the word Busy next to the extension number Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 51 Features menu 1 From the Phone screen scroll right twice to display the System Numbers menu 2 If necessary scroll down to or press the line button for the extension you want to check If that extension is in use the busy indicator displays next to the word Busy and the LED associated with that extension lights steadily 3 To call a monitored extension scroll to the applicable line and press the Select softkey or the OK button Alternately press the line button associated with that exte
25. cation domain ip address of the server on which Microsoft Exchange runs and e whether you want to be prompted to enter your user name and password every time you access Microsoft Exchange calendaring on your phone use the Change softkey or Right Left arrows to change this setting from No to Yes or Yes or No 8 Press Save or OK 9 To set or change your calendar preferences select Calendar and indicate enter the following e whether or not you want your phone to activate the calendaring feature use the Change softkey or Right Left arrows to change this setting from Yes to No or No to Yes e whether or not you want your phone to remind you of items on your calendar use the Change softkey or Right Left arrows to change this setting from Yes to No or No to Yes e if you want to be reminded of calendar items indicate in minutes how far in advance you want to get a reminder for your appointments For example setting the value to 120 will cause a popup reminder to appear two hours before the appointment start time and setting the value to 5 will cause a reminder popup to appear five minutes before the start time of appointment Setting the value to 0 minutes will cause the reminder to be displayed at the start time of the appointment To enter minutes select More then 123 and type the number of minutes e whether you want the appointment reminder to reappear after a snooze period in minutes you specify For example setting th
26. e Exchange Snooze Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 21 Avaya Menu Timer value to 5 will cause a Reminder popup to reappear five minutes after you have snoozed it e whether or not you want to hear a tone with a reminder popup window use the Change softkey or Right Left arrows to change this setting from Yes to No or No to Yes 10 Press Save or OK to save your settings and preferences ix Note When Exchange calendar is active a Calendar label displays beneath your last call appearance on the Phone screen Turning automatic gain control on or off Press Avaya Menu Select Options amp Settings Press Select or OK Select Advanced Options Press Select or OK Select Automatic Gain Control Press Select or OK Select the device Handset Headset or Speaker for which you want to turn AGC on or off ON DOO A OU N gt Press Change or OK or use the Right Left arrows to turn AGC on or off 10 Press Save Changing the language Press Avaya Menu Select Options amp Settings Press Select or OK Select Language amp Region Press Select or OK on A OO N gt 22 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Options amp Settings Select Language Press Select or OK Select a display language Press Select or OK Press Yes to confirm the selec
27. effective until the phone transitions to the alternate server or fails back to its original server If your phone operates under the latest software Release 2 5 or greater Contacts can be accessed and changed after failover to the alternate server e Once the transition to a new server has occurred if you are part of a corporate Directory or database access may be limited to local contacts only e You can press the Phone button to access Home screen Web links pages during failover however any click to dial links will not work until the phone transitions to the alternate server e Transitions back to the normal server will restore all original functionality 62 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 14 About Locking and Logging In to and Out of Your Telephone Logging in and out maintains your preferences call information and options if you share a telephone with other users Lock your phone or log out to prevent unauthorized use of your telephone during an absence g3 Note Depending on how your phone is administered for example whether Call Log backup is enabled or not Call Log information may be lost when you log out your extension Logging in to your telephone extension Log in from the initial screen when it prompts you for your Username Depending on your telephone system certain telephones allow you to log in and use another person s phone as a visiting
28. elect or OK Select Screen and Sound Options Press Select or OK Select Skin Press Change or OK or use the Right Left arrows to select the skin you want Press Select or OK oOo N O OF OO N gt Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 25 Avaya Menu 26 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 3 Answering a call When you receive an incoming call the incoming call is usually selected automatically However if you are already on a call or if you receive more than one incoming call at a time you may need to select the call you want to answer manually An incoming call displays as a green line with a ringing bell icon To answer the call just touch the call appearance line ao Note If your telephone is administered with non typical settings you may experience call handling differences from the steps described here Also note that the phone will auto scroll in certain instances to present you with significant incoming calls If you do not have the Go to Phone Screen on Ringing option enabled incoming calls are sometimes displayed on the top line of the screen You can touch the line to answer the call or press the Phone button to view the Phone screen You must press Phone to choose a line or to view call options Answer an incoming call in one of the following ways e If you are not on another call lift the handset or p
29. enus Line Buttons The six line buttons with integrated LEDs show which lines are in use and correspond to the lines on the display Press the line button to select that line Line buttons also indicate if a feature is enabled or disabled in the Feature view 8 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Scrolling and navigation Name Description Softkeys Use the softkeys to act on objects displayed on the screen The softkey labels show you the action that each key produces The labels and the actions vary depending on the object that is selected Message Press the Message button to connect directly to your voicemail system Navigation Use the right and left navigation arrows to navigate between Arrows menus or to move the cursor during text input OK Press the OK button for a shortcut to an action For example when you select a call log entry pressing OK dials the number Phone Press Phone to view and manage your calls Contacts Press Contacts to view the entries in your Contacts list Call Log Press Call Log to view a list of your outgoing incoming and missed calls Avaya Menu Press Avaya Menu to configure options and settings access the browser log out or view network information Volume Press Volume to adjust the volume of the handset headset speaker and ringer Headset Press Headset to use the headset if it is connec
30. esnnetueabsssaacdienty 28 Incoming calls ANSWEPIING esrin aaa aaa 27 Incoming Calls forwarding when busy or no ANSWeT JJ 5a Intercom group oo Woo ee 56 L Language CHANGING Lilin danang aan 22 legal NOCE hucre 2 Locking the phone ssssssesssrresseeeerrnnnnnrsennnansneennnnaannnns 63 Locking your telephone oooooWoWo WWW 63 Logging in to your telephone oooooooWo W Wo 63 logging in to your telephone extension ooooo 63 Logging out of your telephone extension 63 Login as a guest USED oooooWo W Woo oo 63 LOGO dss nata an ngan emng S 20 M malicious Call tracing ooooooo 56 messages QGING bana ana 49 Messages ADOUU sha aes hates DAN NN Ne PN nS 14 Microsoft Exchange integration eeooo 20 monitoring other extensions eooooo 54 muting calls o oooocoWoooWoWoWoWo aan 27 N Navigating browser or web page 59 navigation arrows right and left 9 Up ANG GOWN Aa ee kaan 9 O On hook dialing oooooooooc o 17 Options amp Settings abot sd a naa naa ata anda 13 Call LOGGING Lai taeet nite banana 47 Changing language o oooooW oo WoWoW oo 22 Changing ring pattern o oooo manah 20 configuring visual alerts WWooooeaa 16 November 2009 go to phone screen on ringing phone screen on calling redial settings Setting Autodial numbers Setting dialing options Setting f
31. he number you want to call and press Call or OK Your system administrator can disable Redial functionality Speed dialing a person On the Phone screen press and briefly hold the dialpad key assigned to the person you want to call Or if speed dial numbers are assigned to a button module attached to your phone press the button assigned to the person you want to call To assign speed dial numbers to up to 10 contacts see Setting up speed dialing on page 23 Autodialing a pre assigned number Your system administrator may set up frequently called numbers such as Information Technology or the Help Desk as Autodial numbers so you can dial them with one touch 1 From the Phone screen scroll right twice to display the System Numbers menu 32 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Making a call using edit dialing To assign labels to or edit labels for your Autodial numbers see Assigning labels to pre assigned Autodial numbers on page 52 2 Select the number you want to call 3 Press the Call softkey or the OK button Making a call using edit dialing Prerequisites Edit dialing works just like making a call on your cell phone just start entering the number without hearing a dial tone Using softkeys you can change the number character format or backspace to edit the number before actually dialing it 1 From the Phone screen enter the number you want to call 2
32. ime Transferring a call 1 From the Phone screen select the line you want to transfer 2 Press Transfer or OK 3 Dial the telephone number or call the person from the Contacts list or call the person from the Call Log list 4 If unattended transfers have been administered you can hang up now if you do not want to announce the call Otherwise press Complete or OK 28 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Transferring a call Oo Note Unanswered transfers may be returned to your telephone as a recalled transfer In this case you hear a priority ring and see the display message Return next to the call Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 29 Answering a call 30 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 4 Making a call If you are not on a call simply dial the number you want to call If your dialing option is set to editable you can edit the number as you enter it then call it using softkeys see Making a call using edit dialing on page 33 for information Use the Phone screen to view and manage calls Press Phone to view the main Phone screen at any time 1 Lift the handset or press Speaker or Headset if applicable or a line button for an available line 2 Dial the number you want to call Making an emergency call You do not have to be logged in to make an emergenc
33. ing COMA an aa am Hana 43 Ret os Gall EG an Dn ee 45 Meng UE ee OU NOY EA T AA A E T E A Masai NA ak Eh Ana AAA BEA mkn NS ea 45 Viewing Call Log detail nm nam amankan aah min ian asasi 45 Adding an entry from the call log to your contacts liSt ooooooooooWooooooooooooccoocomsmaaoitenean 46 Removing an entry from the Call LO cook kaya 46 Clearing all entries from the call NABILA NN IBI 46 TUNG Of Call MI aa ln E 47 Chapter 10 Getting your messages oo oom 49 Lg ate UND OR IAM sche sata EA whined ANA IN ARA EA NAN AR ananda 49 Chapter T1 Features 51 Pe Rn saena Nan na 51 Monitoring other extensions at a GAMES ban Pa 51 Assigning labels to pre assigned Autodial NUMbETS oooo Wo oo W WoWooooWoWoWco mooommmmmmmomnanan 52 Saue oe a de ICM a A E ah lan ay an nina 52 Manto mmn ano ECO l haaa R A BAN NA ES 53 Call Forwarding when your line is busy or if you don t aNSWEer ssssesessrseessernsssesrneeersnnnesteenneetsrnnssseenaeeersnna 53 Blocking your extension from displaying during SSB nek as 54 Displaying your extension on outgoing Call ne Nia sa maa 54 ne aa NA EP I ETA E AAA 54 Bece e EE E E A E E E E E TE eae T 55 Picking upa call irom yonr pick BOP bea Na RE AI NA Ra ot aa 55 Galing someone in your intercom GOA en ea NB ES 56 Mn An na Iin ba bana ab al aah kebal Es 56 oa an nk 56 akui PON Call abal aa EA AR 57 intemuping Sa with a whisper Pa aa BN Bana 57 Configuring simultaneous ringing for multiple telephones EC500
34. ing call on a bridged line 1 Select the bridged call in progress that you want to join 2 Press Bridge Making an outgoing call on a bridged line When you make a call on a bridged line you are using another person s line The caller ID may show the call as coming from you or coming from the person whose line you are using If you have any questions about how the name or extension displays to the person you are calling contact your system administrator Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 39 Bridged call appearances 1 Select the bridged line you want to use 2 Press OK to get a dial tone 3 Dial the telephone number or call the person from the Contacts list or call the person from the Call Log list Excluding others from bridging onto your call Use the Exclusion feature to prevent others who are bridged to your extension from bridging onto a specific call You can activate exclusion only during an active call 1 During an active call scroll right from the Phone screen to access the Features menu 2 Scroll down to Exclusion and press OK or just press the corresponding line button When you activate Exclusion during a call all parties except you and the calling called party are dropped from the call Transferring a bridged call to its own voice mail Use the Transfer to Voice Mail feature to transfer a call you took on a bridged line to its voice mail 1 During
35. intercom call Use the Auto Intercom feature to call a specific extension or intercom group 1 Before dialing scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Auto Icom and press OK or just press the corresponding line button Two numbers display with the Auto Icom feature for example Auto icom 2 3 The first number denotes the intercom group number for the Dial Intercom feature The next number denotes the extension your administrator has predefined as your automatic intercom destination extension 3 Press the number s that corresponds to the destination extension 4 Press Enter or OK to activate the intercom call to that extension where the call appearance identifies the incoming call with your name followed by ICOM Call Forwarding when your line is busy or if you don t answer The Call Forward Busy No Answer feature allows you to set a number to which your calls will be forwarded when your line is busy or when you don t answer a call You must enter the telephone number where the calls will be forwarded each time you use this feature 1 Select CFrwdCall Fwd Busy No Ans 2 Enter the number you want to forward your calls to After you enter the forwarding number you hear a confirmation tone 3 Press OK to turn call forwarding off if it is already on Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 53 Features menu Blocking your e
36. k your current call and answer it at another location within your group 1 During an active call scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Call Park and press OK or just press the corresponding line button 3 At the other telephone press the Call Park line feature button to unpark the call Unparking a call Use the Call Unpark feature to release a call from the extension at which it was parked when the extension is part of a coverage or hunt group 1 Scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Call Unpark and press OK or just press the corresponding line button 3 Enter the original extension from which the call was parked 4 Press Enter or OK to release unpark the call Picking up a call from your pickup group When your administrator has set up your phone as part of a pickup group use the Call Pickup feature to answer any other phone in the group 1 Scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Call Pickup and press OK or just press the corresponding line button 3 Answer the call as you normally would Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 55 Features menu Calling someone in your intercom group If your system administrator has set up an intercom group you can call anyone in that group by pressing a few
37. ker audio Setting the Phone Screen on calling Set Phone Screen on Calling to Yes to automatically display the Phone screen when you place a Call Press Avaya Menu Select Options amp Settings Press Select or OK Select Call Settings Press Select or OK Select Phone Screen on Calling N OO 8 WD gt Press Change or OK or use the right or left navigation arrows to set the option to Yes or No 8 Press Save 14 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Options amp Settings Setting the Phone Screen on ringing Set Phone Screen on Ringing to Yes to automatically display the Phone screen when you get an incoming call Press Avaya Menu Select Options amp Settings Press Select or OK Select Call Settings Press Select or OK Select Phone Screen on Ringing N O ORAON gt Press Change or OK or use the right or left navigation arrows to set the option to Yes or No 8 Press Save Configuring call timers You can set your call settings to display the duration of calls You can turn the call timer display on or off Press Avaya Menu Select Options amp Settings Press Select or OK Select Call Settings Press Select or OK Select Display Call Timers Press Change or OK or use the Left Right arrows to change the setting oOo N DOO A OO N gt Press Save Setting redial options You can
38. key or the OK button Setting up favorites You can create a list of up to nine favorite contacts or features for quick access The contacts and or features on your favorites list display as you scroll past your last call appearance Press Avaya Menu Select Options amp Settings Press Select or OK Scroll to Assign Favorite Entries If your telephone does not display the Assign Favorite Entries option your administrator has not made this feature available 5 Press Select or OK 6 To adda favorite contact select an assignment line and press the Contacts softkey To add a favorite feature select an assignment line and press the Features softkey Aa O N gt 7 Scroll to the contact feature you want and press Select or OK 8 Ifyou are assigning a favorite contact select the telephone number you want to use to call this favorite person 9 Press Save Next steps To call a favorite contact or access a favorite feature scroll down through your call appearances When the favorite contact or feature displays press the applicable softkey or line feature button to call the person or activate the feature Changing the skin If your system administrator has set up skin choices you can change the appearance of your screen display 24 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Options amp Settings Press Avaya Menu Select Options amp Settings Press S
39. letters of the last name If you have set up your Contacts using a different scheme type the most likely letter s that would match the contact you want to find 3 Press Call to call the person or press More then Edit to edit contact information Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 41 Contacts Viewing a contact s details 1 Press Contacts 2 Select the contact you want to view 3 Press Details to see the information available for that contact Selecting Details is the only way to dial a second or third number for a contact 4 Press the appropriate softkey to call or edit this contact delete this contact or return to the Contacts screen Adding a new contact You can add up to six numbers for a contact Selecting handle as atype allows you to track the contact s telephone presence for example not logged in logged in in use or sending all calls to another number 1 Press Contacts 2 Press New 3 Enter the name using the dialpad a Press the number key that corresponds to the letter character or number you want to enter until the character letter or number is displayed Pause before entering the next character if the characters are on the same key To enter a space press 0 Enter remaining characters letters or numbers D0 a 0o O Press Bksp to delete the last character 6 Note If you want to remove a letter number space or symbol that is i
40. n the middle of the text you entered use the left and right navigation arrows to place your cursor after the character you want to remove Once your cursor is in the correct position press Bksp to remove the character to the left of the cursor 4 Select the next field 5 Enter the telephone number and press Primary if applicable 42 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Editing a contact The primary number is the one that will always display without having to go into contact details 6 Select the next field 7 Select the type of number entered work mobile home handle If you select handle provide a value that represents the extension number an at symbol and the company name for example 21234 avaya com You can then determine the contact s presence based on handle icons that appear next to this person s name number 8 If you have another number for this contact scroll down and repeat Steps 5 7 You can add up to five additional numbers for this contact but you can designate only one number as primary 9 Press Save or OK Editing a contact Press Contacts Search for and select the contact you want to edit Press More gt Edit Choose the field you want to edit Use the dialpad and softkeys to make changes to the contact information Oona FF OO N gt Press Save or OK Deleting a contact 1 Press Contacts 2 Select the contact y
41. nd their related functions may be unavailable until transition to the alternate server is complete e Call connection may take longer than usual e During the transition to a new server any active conference calls call transfers and held calls will be dropped Incoming calls may not reach you such calls may go to voice mail e Emergency calls may or may not work depending on the stage of failover and the functionality available on the alternate server e Once the transition to a new server has occurred bridged call appearances are available Despite a Log Bridged Calls option setting of yes bridged calls are not Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 61 Limited access during failover logged during failover but are available once the phone transitions to the alternate server e The Message Waiting Indicator is cleared but voice mail may still be available if the voice mail server to which calls are being sent is not in failover e Once the transition to a new server has occurred advanced features like Call Park Unpark Priority Call or Automatic Callback are available Favorite features are not available during failover but will be available after transition to the alternate server If your phone operates under the latest software Release 2 5 or greater changes to Avaya A Menu options can be made saved Note that any new or changed settings for these options may not become
42. nsion Assigning labels to pre assigned Autodial numbers Autodial numbers are frequently called numbers in your office or organization for example a Help desk number Your system administrator sets up Autodial numbers but you can assign and edit their labels The administrator might just allot a specific button to be an Autodial number but leave the number itself blank in this case you can add the number yourself 1 From the Phone screen scroll right twice to display the System Numbers menu 2 Scroll to the line to which you want to assign a label or number Some labels are not editable If you can t scroll to a certain line or hear an error tone when you press the line button you cannot edit that label 3 Press Edit or OK button 4 Use the dialpad to enter the label text or the Autodial number 5 Press Select or OK Setting up automatic call back When an extension you call is busy use Automatic Call Back to receive a return call automatically as soon as that extension is free 52 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Making an auto intercom call 1 After calling an extension and while receiving a busy signal scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Auto Callback and press OK or just press the corresponding line button 3 When you hang up the callback call the feature deactivates automatically Making an auto
43. ntries e Assign Favorites Entries e Application Settings e Screen amp Sound Options Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 13 Avaya Menu e Language and Region e Advanced Options Call Settings includes choices for automatically displaying the Phone screen when you get an incoming call or when you place a call turning call timers on or off controlling how Redial works turning Visual Alerting on or off and more Assign Speed Dial Entries lets you assign speed dial numbers to up to ten contacts so you can press a single digit to initiate a call to that person See Setting up speed dialing on page 23 for more information Assign Favorites Entries lets you build a list of up to nine favorite contacts or features See Setting up favorites on page 24 for more information Application Settings includes choices for personalizing button labels turning call logging on or off and including bridged calls in your call log Screen amp Sound options includes choices for adjusting your phone s brightness and contrast ring pattern background logos and button clicks and tones Language and Region settings includes choices for setting the display language and the time format Advanced Options includes choices for integrating other applications like Microsoft Exchange Server with your phone You can also set AGC Automatic Gain Control for your headset handset and or spea
44. omponents Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on the Avaya Support Web site http support avaya com ThirdPartyLicense T9 Text Input and other products are covered by one or more of the following patents U S Pat Nos 5 187 480 5 818 437 5 945 928 5 953 541 6 011 554 6 286 064 6 307 548 6 307 549 and 6 636 162 6 646 573 6 970 599 Australia Pat Nos 727539 746674 747901 Austria Pat Nos AT225534 AT221222 Brazil P I No 9609807 4 Canada Pat Nos 1 331 057 2 227 904 2 278 549 2 302 595 Japan Pat Nos 3532780 3492981 United Kingdom Pat No 2238414B Hong Kong Standard Pat No HK1010924 Republic of Singapore Pat Nos 51383 66959 71979 European Pat Nos 1 010 057 98903671 0 1 018 069 98950708 2 Republic of Korea Pat Nos KR201211B1 KR226206B1 402252 People s Republic of China Pat No ZL96196739 0 Mexico Pat Nos 208141 216023 218409 Russian Federation Pat Nos 2206118 2214620 2221268 additional patent applications are pending Preventing toll fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example
45. orwarding features menu 1 Press Forward to access the main Forwarding menu 2 Select Call Fwd 3 Enter the number to which you want to forward your calls After you enter the forwarding number you hear a confirmation tone 4 Press OK to turn the call forwarding feature off if it is already on Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 35 Forwarding calls Turning off call forwarding 1 Press Forward to access the main Forwarding menu 2 Press Select or OK to turn call fowarding off or to turn it on if it is already off When you turn off the Call Forwarding feature you hear a confirmation tone 36 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 6 Conference calls You can use conference calls to speak with up to five people in different locations on the same call Additional conferencing options may be available through Expanded Meet Me Conferencing Contact your system administrator for more information about this feature Setting up a conference call 1 From the Phone screen select your active call 2 Press Conf 3 Dial the telephone number or call the person from the Contacts list or call the person from the Call Log list 4 When the person answers press Join or OK to add the person to the existing call 5 Press Add and repeat these steps to add another person to the conference call 6 Press Drop at any time to drop the l
46. otherwise identical to its 9640 counterpart in terms of features and functionality Not all functions and features described in this user guide may be available on your telephone If you find that a function or feature is not available please contact your system administrator Overview Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 7 Introduction to the 9640 9640G SIP IP Telephone USB Port Message Waiting Indicator ON Missed Call Indicator Title Line Prompt Line Line Buttons Softkey Labels a Li oe Message Navigation Arrows K s O i OK Jr Phone Contacts E Call Log Avaya Menu G Volume it g Mute Speaker Headset Forward saeessseeess The following table provides button feature descriptions for the 9640 9640G SIP telephone Name Description Message An illuminated red light in the upper right corner of your phone Waiting Indicator indicates you have voicemail messages waiting If Configuring visual alerts on page 16 is enabled this light flashes when you receive an incoming call Missed Call The icon on the Call Log button is illuminated when you have Indicator missed calls The top line shows the Missed Call icon and the number of calls missed Prompt Line View the prompt line to see helpful information such as when you can use the right or left navigation arrows to view alternate screens or m
47. ou want to delete 3 Press More gt Delete 4 Press Yes to confirm or No to cancel Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 43 Contacts 44 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 9 Call Log You can use the Call Log to view lists of your outgoing answered or missed calls When you have one or more missed calls the Call Log button lights and the Missed Calls icon and the number of missed calls display on the top line To call a person listed on your Call Log see Calling a person from the call log on page 34 Viewing the call log 1 Press Call Log You can go to the top of the list by pressing Call Log again 2 Scroll to the right or left to view separate lists of answered outgoing or missed calls 3 Scroll up or down to view the entries on the list Viewing Call Log details 1 Press Call Log 2 Select the number you want to view 3 Press Details 4 Press Back to return to the list view Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 45 Call Log Adding an entry from the call log to your contacts list Press Call Log Select the number you want to add to your Contacts list Press Contact Edit the name and telephone number if necessary a BR OO N gt Press Save Removing an entry from the Call Log 1 Press Call Log 2 Select the number you want to dele
48. paged extension can hear the page Other parties on the call cannot hear the page and the person who makes the page cannot hear anyone on the call If the paged user has a display telephone the paged user can see your caller ID For example users A and B are on a call You have an urgent message for user A and make a whisper page All three users hear the tone that signals the page but only user A hears the page itself You cannot hear user B 1 Scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Whisper Page and press OK or just press the corresponding line button Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 57 Features menu 3 Enter the extension you want to call 4 Press Enter or OK to immediately start dialing and deliver your message when the person you called answers Configuring simultaneous ringing for multiple telephones EC500 The EC500 feature allows you to have incoming calls to your desk phone ring on your office telephone and your cell phone at the same time This allows you to answer office calls while you are away from your desk The cell phone number is programmed by your system administrator 1 From the Phone screen scroll right to access the Features menu 2 Select EC 500 3 Press OK to turn simultaneous ringing on or off Extending a call to your cell phone EC500 The Extend Call feature allows you to extend
49. r is active your phone assumes the functionality available on that server which may not be the same as your original server When the original server is restored your phone transitions back failback and functionality may again be limited during the transition When your phone is back on the original server normal functionality is restored Failover and failback are automatic you have no control over failure mode Keep in mind that during failover certain features may not be available and telephone functionality may be limited Check the softkeys at the bottom of the display to determine the actions you can take during failover also try the Phone button to display the Home screen or Avaya Menu button for possible actions a Important Do not log your telephone off during failover or until normal service is restored on your original telephone server Logging off during failover during transition to or from an alternate server or while your phone is active on an alternate server may cause your phone to become inoperable The following conditions apply when your telephone is in failover mode e Messages like Acquiring service Link recovery Limited phone service and Calls may be lost inform you of a failover situation e If you are on a call when failover occurs that call will remain active You cannot initiate new calls while your phone transitions to the alternate server e Certain softkeys may not display a
50. ress the line button next to the incoming call press Speaker to answer using the speakerphone or press Headset to answer using the headset e If you are on another call from the Phone screen scroll to the line with the incoming call and press Answer or OK Oo Note To automatically display the Phone screen whenever you receive an incoming call set the Phone Screen on Ringing option to Yes see Setting the Phone Screen on ringing on page 15 Muting a call If a call is on mute and you switch between the handset headset or speakerphone the mute will be turned off When the call is muted the Mute button lightis on and the top line displays the Mute icon Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 27 Answering a call 1 Press Mute during a call so that the other person cannot hear you 2 Press Mute again to unmute the call Putting a call on hold 1 Press Phone to view the main Phone screen if necessary 2 If you are not active on the line you want to put on hold select that line 3 Press Hold Note A hold timer may display when you put a call on hold For more information see Configuring call timers on page 15 4 Press Resume or the line button of the held call to retrieve the call Your system administrator may have administered the Hold Recall feature which alerts you visually and with a priority ring to remind you of a held call after a certain period of t
51. s Call to call the person 34 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 5 Forwarding calls You can forward your incoming calls to another number or to voicemail If call forwarding is turned on a Forwarding icon appears on the top line of your display screen You can choose from a number of forwarding features including Send All Calls and Call Forward The forwarding features available on your phone depend on the options your system administrator has set For more information about the options available to you contact your system administrator Send All Calls When Send All Calls SAC is on your incoming calls go directly to a predefined coverage number typically your voicemail Incoming calls ring once at your extension and then go directly to a number which is set by your system administrator If the SAC feature is administered on your phone a SendAll softkey appears on the Phone screen for idle calls Pressing SendAll turns Send All Calls on If it is already on pressing SendAll turns it off You can also turn Send All Calls on or off by using the telephone Features list 1 Select SendAllCalls 2 Press Select or OK to turn Send All Calls on or off Forwarding calls Several forwarding features may be available so you can set a number to which your calls will be forwarded or turn off call forwarding if it is already on If available your call forwarding features are listed on a F
52. set Redial to dial the last number you dialed or to display a list of the last numbers you dialed Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 15 Avaya Menu Press Avaya Menu Select Options amp Settings Press Select or OK Select Call Settings Press Select or OK Select Redial Press Change or OK or the Right Left Arrows to toggle between One Number and List 8 Press Save N O ORAON gt Configuring visual alerts When the Visual Alerting option is turned on incoming calls cause the LED in the top right corner of the phone to flash You can turn Visual Alerting on or off Press Home Select Options amp Settings Press Select or OK Select Call Settings Press Select or OK Select Visual Alerting Press Change or OK or use the Right Left arrows to turn Visual Alerting on or off o NO Oa BW NN Press Save Setting the audio path You can set your phone to go off hook on the Speaker or the Headset when you make an on hook call If your system administrator has set up auto answer incoming calls are also answered on the default audio path you designate here This setting also determines whether the Voice Dialing feature gets its input from the Speaker or the Headset 16 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Options amp Settings Press Avaya Menu Select Options amp Se
53. sounds CONTIGUTING acae E ea aan 19 button labels personalizing WWW 18 Button module adjusting brightness or contrast 18 Cc Calendar preferences oooWoWo WWW 20 Calendar SEtUp wae nditdinennnn tan nnhnana kesana na anang 20 CA ll sc ceseas tan pernik asa ena asn Baal na 57 Call back call log about calling a person clearing entries turning Off iio viewing Call Log Call parking Call pickup removing an entry viewing details Call Timers Call unparking configuring Call Bridged transferring to its voice mail Calling a number using Autodial calling a person calling intercom group calling using intercom Calling using intercom from the call log from the contacts list using speed dial conference calls putting a call on hold setting up Conference Calls adding a person on hold contacts adding from the call log calling a person deleting editing searching selecting Contacts D Dial intercom call Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide adien aia a Bem an aa 33 snaiisatesivednastaseanuan detastaaacevexaag 32 34 Mena aan 32 Manna Nana manah adan Bea 56 Dat Ka ba 56 piadas eena Saute E 53 a S 37 November 2009 AE ATES 38 Jeer EAA Pn 37 37 65 Index Dialing Options SOUING Adera anna se aa RE NB 17 Directory SCANCIIING nana an ne alan an 34 Directory calling from
54. ssing the OK button places a call to that person You can also select a line or feature without scrolling by pressing the corresponding line button About icons The icons in the following table indicate the state of a call navigation choices or the status of a contact whose presence you are tracking Icon Description x Missed call a call was not answered or was forwarded to voice mail A Incoming call is ringing Call is active Call is on hold 3 Your calls are being forwarded C Conference is active Conference is on hold 4 Use the Right or Left navigation arrow to see additional pages screens options 4 Scroll left for other options Scroll right for other options Scroll up or down when there is more information than can display in the application area E The call in progress is muted The ringer volume is off due to pressing on the Volume button until the volume turns off To reinstate volume press on the Volume button a Presence icon signifying this contact is available the contact whose presence is indicated is registered logged in and that phone is in an idle state 10 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Administrative Messages Icon Description a Presence icon signifying this contact is currently on his or her phone Busy indicator Presence icon indicating this contact
55. stem numbers or speed dial buttons For example you can change the label for your extension to My Line You cannot edit Autodial buttons labels using this procedure For information see Assigning labels to pre assigned Autodial numbers on page 52 oOo N DOO A OO N gt Press Avaya Menu Select Options amp Settings Press Select or OK Select Application Settings Press Select or OK Select Personalize Labels Press Select or OK Select the label you want to edit If the label you want to edit is on the Features menu scroll right to access the Features menu and select the label you want to edit If the label you want to edit is on the System Numbers menu scroll right twice to access the System Numbers menu and select the label you want to personalize 9 Press Edit 11 12 Edit the label using up to 13 characters Press More then Clear to clear all text fields and start over Press Save or OK You may revert back to the default button labels by selecting Avaya Menu gt Options amp Settings gt Application Settings gt Restore Default Button Labels and pressing Default Adjusting the brightness of the display oa A O N gt Press Avaya Menu Select Options amp Settings Press Select or OK Select Screen amp Sound Options Press Select or OK 18 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Options amp
56. te 3 Press More gt Delete 4 Press Yes to confirm or press No if you do not want to delete it Clearing all entries from the call log 46 Clearing all entries from a call log deletes all of the entries for the specific list you are viewing For example if you are viewing the Outgoing calls list only outgoing calls are deleted from the call log However if you are viewing the All Calls list pressing Clear All deletes all calls from the call log 1 Press Call Log 2 Select the list you want to delete 3 Press More gt Clear All to delete all of the entries in the list you are viewing 4 Press Yes to confirm Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Turning off call logging Turning off call logging You can turn call logging on or off If you have bridged call appearances on your phone you can choose whether or not to include calls to your bridged lines in your call log Press Avaya Menu Select Options amp Settings or Phone Settings Select Options amp Settings Press Select or OK Select Application Settings Press Select or OK Select the type of call logging you want to turn off To turn logging of bridged lines on or off select Log Bridged Calls and press Change or OK 8 Press Change or OK to turn call logging on or off AD ORAON gt 9 Press Save Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009
57. ted Only HIS headset cords are compatible with your phone Mute Press Mute to mute a call in progress To take a call off mute press Mute again Speaker Press Speaker to use the speakerphone To take a call off speakerphone lift the handset Forward Press Forward to display the Forwarding menu Scrolling and navigation When navigating through the options and features on your telephone display use the navigation arrows to scroll and buttons to select lines or options A navigation icon appears in the phone display to indicate that you can scroll to more options or information Use the up and down navigation arrows to scroll up or down through lists holding either arrow for a few seconds produces a fast scroll Use the right and left navigation arrows to move between the Phone screen and Features list Go to other screens when the paging icon Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 9 Introduction to the 9640 9640G SIP IP Telephone left and right facing arrows displays on the Title Line or to move the cursor right or left when entering text When you scroll to a line on the display that line is selected For color phones the selected line is highlighted in yellow with black letters The softkey labels will change according to the options available for the selected line The OK button is a shortcut for the default action For example when you select an entry in your contacts list pre
58. ted language O O N OQ Setting the time format You can change the way the time displays on your screen The time format is either 12 or 24 hours Press Avaya Menu Select Options Settings Press Select or OK Select Language amp Region Press Select or OK Select Time Format Press Select or OK Press Change or OK or use the Right Left arrows to change the time format Press Select or OK Oo HA Oa BY N Setting up speed dialing You can assign speed dial numbers to up to 10 people in your contact list Then when you want to call a speed dial contact simply press the number you ve assigned to that person Press Avaya Menu Select Options amp Settings Press Select or OK Scroll to Assign Speed Dial Entries If your telephone does not display the Assign Speed Dial option your administrator has not made this feature available 5 Press Select or OK A O N gt Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 23 Avaya Menu 6 To unassign an existing speed dial contact scroll to the line you want to unassign and press Clear Proceed to the next step to reassign that number 7 To add a speed dial contact scroll to the first unassigned line and press the Assign softkey or the OK button 8 Scroll to the contact you want to assign and press Select or OK 9 Select the telephone number you want to assign 10 Press the Save soft
59. treaming across the top display line accompanied by an audible alert an audio message broadcasting through the Speaker or the headset if that device is active Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 11 Introduction to the 9640 9640G SIP IP Telephone e a Web page display if the Browser is active or e an interrupt screen notifying you that you are receiving an audio alert with instructions for canceling the message or resuming your previous activity such as continuing a call While receiving an audio message you can switch between the Speaker handset and headset as desired can terminate the pushed audio content by going on hook and can adjust the volume as you normally would during a call Telephone stand Your telephone can be placed in two positions a lower position and an upright position You can adjust the display screen to different angles To move the display screen gently pull from the top of the display screen towards you As you pull the screen towards you you will hear a clicking sound Each of these clicks is a locking position for the display screen Gently push on the display screen to adjust the screen to a previous position If your phone is in the upright position reverse the tab located below the switchhook in the top ear piece pocket on the front of the phone This will keep the handset seated in the correct position You will need a small screwdri
60. ttings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Default Audio Path Press Change or OK or use the Right Left arrows to change the Speaker or Headset setting N OORA ON gt 8 Press Save Setting dialing options Your phone has two dialing options You can dial as you normally would for example pick up the handset get a dial tone and dial the number you want on hook dialing Or you can set edit dialing which mimics how you dial a call on a cell phone you can enter all or part of the number backspace to correct a digit if needed and when ready initiate the dialing process using a softkey ai Note Edit dialing may not be available to you depending on how your system is administered Press Avaya Menu Select Options amp Settings Press Select or OK Select Call Settings Press Select or OK Select Dialing option Oona A OUO N gt If your telephone does not display this option your administrator has not made this feature available 7 Press Change or OKor the Right Left Arrows to toggle between On hook and Editable When on hook dialing is in effect dialpad edit dial searches are not available 8 Press Save Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 17 Avaya Menu Personalizing button labels You can change the labels that are displayed for your extensions features and sy
61. user When you log in to another phone as a visiting user your home phone becomes inactive for all but emergency calls and displays a message indicating you are logged in at a different phone Enter your username extension Scroll down to Password Enter your password If applicable enter your SIP User ID a A OO N gt Use the right or left navigation arrow to indicate whether you are this phone s primary user Yes or whether you are a visiting user of this phone No 6 Press Login or OK Locking and unlocking your telephone Locking your phone when itis idle prevents it from being used to make a call with the exception of an emergency call When locked a padlock symbol displays and the only actions you can take are to receive calls make an emergency call or unlock the phone Locking your phone Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 63 About Locking and Logging In to and Out of Your Telephone does not log it out you are still logged in but must enter your login password when you unlock the phone 1 If the Phone screen is not displayed press Phone To lock the phone be sure no calls are in progress Alternately on the Feature menu select Phone Lock Note Complete any active calls or other telephone functions before attempting to lock the phone 2 Press the Lock softkey 3 To unlock your phone press the Unlock softkey and enter the password you
62. ver to lift this tab out 12 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Chapter 2 Avaya Menu You can use the Avaya Menu to adjust and customize options and settings for your telephone access additional Web based applications get information about your phone and network settings and log out When you press the Avaya Menu button you see the following menus depending on how your administrator has set up your system and on the applications available to you e Options amp Settings e Browser e Network Information e About Avaya one X e Log Out Options amp Settings lets you change your call settings personalize button labels adjust brightness and contrast select your ringing pattern set up favorites assign speed dial entries and more The Browser menu contains additional web based applications If no web applications are available for your phone the Browser menu is not shown Network Information shows a summary of network related parameters for your phone About Avaya one X provides the release number of your telephone software Log Out lets you sign off the phone to protect your settings or to allow another user to log in Oo Note The sub menus that appear depend on how your extension was administered Some options or sub menus may not be available Options amp Settings The Options amp Settings menu contains choices for e Call Settings e Assign Speed Dial E
63. xtension from displaying during calls You can override the system default setting to display your extension on outgoing calls Use the Calling Party Number Blocking feature to prevent your number from displaying 1 From the Phone screen scroll right to access the Features menu 2 Select CPN Block To stop calling party number blocking see Displaying your extension on outgoing calls on page 54 3 Press OK 4 Enter the extension number you do not want the called party to see 5 Press Enter or OK to start calling party number blocking Displaying your extension on outgoing calls If you used the CPN Block feature to block your extension s display on calls you make you can change it back using CPN Unblock CPN Calling Party Number Unblock lets parties you call see your extension 1 From the Phone screen scroll right to access the Features menu 2 Select CPN Unblock To set up calling party number blocking see Blocking your extension from displaying during calls on page 54 3 Press OK 4 Enter your extension number 5 Press Enter or OK to stop calling party number blocking Parking a call Use the Call Park feature to answer a held call at another extension if you are part of a telephone coverage or hunt group For example if you need to go to another location to verify 54 Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 Unparking a call some information you can par
64. y call If emergency calling was set up by your system administrator the Phone screen has an Emergency softkey to immediately connect you with a preset emergency services number Ep Important During telephone failover switching between telephone system servers during a system failure the Emergency softkey may not be available until your telephone is connected with an alternate server usually within several seconds 1 Press the Emerg softkey If you do not see an Emerg softkey pick up the handset or press the Phone button then press the Emerg softkey 2 If the telephone prompts Do you want to make an emergency call press the Yes softkey Some phone systems will call back to confirm the emergency status The phone automatically answers the incoming call on the Speaker and displays Emergency Call in Progress 3 To end the emergency call press the End Call softkey or press the Speaker button Avaya one X Deskphone SIP for 9640 9640G IP Telephone User Guide November 2009 31 Making a call Redialing a number 1 From the Phone screen press Redial The last number will be redialed or you will see a list of the most recent numbers that you have dialed from which you can select one to redial See Setting redial options on page 15 for information on redial settings a Note The last number dialed and redial list are cleared if the Outgoing Call Log is cleared 2 If you are working with a redial list scroll to t

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Avaya one-X™ Deskphone SIP for 9640/9640G