1403 Phone User Guide
Contents
1. AVAYA IP Office 1403 Phone User Guide 15 601013 Issue 04a 16 January 2015 2015 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 and emplo2. 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 If the 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 programs or p
3. 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 one user
4. 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 1403 Phone User Guide Page 2 IP Office 15 601013 Issue 04a 16 January 2015 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 directory entry in
5. Feature There are 3 buttons that can be programmed by the system administrator as either call appearance Buttons and buttons or feature buttons Press a call appearance button to make or answer a call or resume a call on Appearance hold Press a labeled feature button to enable or disable that feature Typically two buttons are Buttons administered as call appearance buttons and one button is administered as a feature button The feature button provides access to an Avaya call management system feature that has been administered for your extension The green LED next to the feature button indicates if the feature is currently on or off If the light is on the feature is on 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 1403 Phone User Guide Page 10 IP Office 15 601013 Issue 04a 16 January 2015 The Phone Important Safety Information 1 2 About LEDs Each button has two LEDs one green and one red to indicate the status of the button The status is identified by whether the LED is turned on off or blinking as desc
6. eatures described in this user guide may be available on your telephone If you find that a feature is not available contact your system administrator Message Waiting Indicator Display Call Line Appearance or Feature Buttons Hold Conference Avaya Menu Transfer Drop v Redial OOOO a OO ff Speaker Volume Mute 1403 Phone User Guide Page 9 IP Office 15 601013 Issue 04a 16 January 2015 Name Description Message An illuminated red light in the upper right corner of your phone indicates you have voicemail messages Waiting waiting If Visual Alerting is enabled this light flashes when you receive an incoming call Indicator Avaya Menu Press the A button to access the Avaya menu Press the A button twice to exit the Avaya menu The Avaya menu provides options that allow you to customize phone settings select the display language view network information and log out Press Drop to drop the active call While on a conference call press Drop to drop the last person added to the conference call Press or on the volume button while active on the handset or speaker to adjust the volume To adjust the volume of the ringer press or on the volume button while the handset and speaker are inactive 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
7. he active call when you answer the other one 1403 Phone User Guide Page 14 IP Office 15 601013 Issue 04a 16 January 2015 Basic Telephone Operation Answering a Call 2 4 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 Mute button light is on the call is muted 1 Press the Mute button during a call so that the other person cannot hear you 2 Press the Mute button again to unmute the call 2 5 Putting a Call on Hold 1 Press Hold to put your active call on hold The fast blinking green LED next to the call appearance button indicates the call is on hold 2 To resume the call press the call appearance button to resume the call 2 6 Transferring a Call 1 If the call you want to transfer is not your active call press the call appearance button for the call you want to transfer 2 Press Transfer e The very fast blinking green LED next to the call appearance button indicates the call is being transferred 3 Dial the telephone number e To transfer the call to a call that is on hold press the call appearance button for the call that is on hold 4 Press Transfer again or hang up to complete the transfer 1403 Phone User Guide Page 15 IP Office 15 601013 Issue 04a 16 January 2015 2 7 Conference Calls You can use conference calls to speak with up to three people in different locations on the same call Additional conferencing options
8. may be available through Expanded Meet Me Conferencing Contact your system administrator for more information about this feature Making a conference call 1 While active on a call press Conference e Note The very fast blinking green LED next to the call appearance button indicates the call is being conferenced 2 Dial the telephone number 3 Press Conference to add the person to the existing call 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 The blinking green LED next to the call appearance button indicates the conference is on hold 2 To resume the call press the call appearance button to resume the call Dropping a person from a conference call 1 While active on a conference call press Drop 2 Press to drop the person shown press to view the next person 2 8 Getting Your Messages A red light on the upper right hand corner of your telephone indicates when you have messages waiting Your messages are an administered function Contact your system administrator with any questions Logging into your voice mail 1 To log in to your voice mail follow the instructions provided by your system administrator 2 Once you are logged in follow the voice prompts from your voice mail system 1403 Phone User Guide Page 16 IP Office 15 601013 Issue 04a 16 January 2015 Basic Telephone Operation Getting Your Mes
9. ortions 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 Toll Fraud Inter
10. rder 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 respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements 2015 Avaya Inc All rights reserved 1403 Phone User Guide Page 20 IP Office 15 601013 Issue 04a 16 January 2015
11. re 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 Designated System
12. ribed in the following tables Table 1 Appearance Button LEDs LED Description Steady green Slow blinking green Fast blinking green Very fast blinking green Call appearance is selected and will be used when you go off hook It remains steady red while you use the call appearance Call appearance is available Table 2 Feature Button LEDs LED Description Steady green Blinking green Feature is pending request is being processed and not immediately available Feature is not active 1403 Phone User Guide Page 11 IP Office 15 601013 Issue 04a 16 January 2015 1 3 About Icons Icons are provided in the phone display to indicate the state of a call and navigation choices The icons that appear in the phone display are described in the following table Table 3 Icons in the Telephone Display ion oe Call forward or Send All Calls is active These features are available if they have been administered for your telephone Incoming call is ringing Call is active Call is on hold CCm Call is on soft hold when using Conference or Transfer feature e Conference is active Conference is on hold Ic Scroll up or down for other options 1 4 About Paper Labels Next to each 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 label
13. s are also available for your telephone See your system administrator for more information 1403 Phone User Guide Page 12 IP Office 15 601013 Issue 04a 16 January 2015 Chapter 2 Basic Telephone Operation 1403 Phone User Guide Page 13 fice 15 601013 Issue 04a 16 Januar y 2015 2 Basic Telephone Operation 2 1 Making a Call If you are not on a call simply dial the number you want to call 1 Lift the handset press Speaker or press an available line button 2 Dial the number you want to call 2 2 Redialling a Number Press Redial to call the last number dialed 2 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 Answer an incoming call in the following ways e If you are not on another call lift the handset or press the call appearance button whose green LED flashes for the incoming call or press Speaker to answer using the speakerphone e If you are on another call press the call appearance button whose green LED flashes for the incoming call e If the Auto Hold feature is enabled by your system administrator you can answer another call without first putting an active call on hold If Auto Hold is not enabled you must put your active call on hold before answering the incoming call otherwise you will drop t
14. sages 2 9 The Avaya Menu You can use the Avaya Menu to adjust and customize phone settings select the display language view network settings and log out To access the Avaya Menu press the A button To exit the Avaya Menu press the A button twice Option Description Screen Sounds Bright Adjust the display brightness Contrast Adjust the display contrast Ring Type Select the noise used for ringing Turn on or off the clicks heard when moving around the phone s menus Error Tones Turn on or off the error tone sometimes heard when using the phone s menus Call Settings Turn on or off the flashing of the message lamp when an incoming call is waiting to be answered Audible Alert Turn on or off the use of the audible ringer Advanced Language Select a language for the phone menus The languages available will depend on those installed Erase Options Reset all options to their defaults Erase Language Reset the phone back to the default language Self Test Put the phone into its self test mode All lights on the phone are lit and a tone is played for every button pressed 1403 Phone User Guide Page 17 IP Office 15 601013 Issue 04a 16 January 2015 1403 Phone User Guide Page 19 IP Office 15 601013 Issue 04a 16 January 2015 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 o
15. 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 Documentation Software
16. vention 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 1403 Phone User Guide Page 3 IP Office 15 601013 Issue 04a 16 January 2015 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 problem with your Ava
17. ya 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 1403 Phone User Guide 15 601013 Issue 04a 16 January 2015 IP Office Contents 1 The Phone 1 1 Important Safety Information r een 10 1 2 AbOUE E a D LEPET EEA TETT 11 1 3 ADOUTE ICONS 2 een 12 1 4 About Paper Labels uuneesnnnensennnensnnnnnnnnnnn ernennen 12 2 Basic Telephone Operation 2 Ay Making a Callas cialis 14 2 2 Redialling a Number 0 0 eee eeeeseeeeeseeeeesneeeeeneeteneeees 14 2 3 Answering a Callccoonodiniccnnccnnicnconoccnnccnnancnnnrnnnrcnnnnnnnno 14 2 4 Mutno ali nee 15 2 5 Putting a Call on Hold oococincccnocononicincananccnonnnancnanc nono 15 2 6 Transferring a Calliccnodinidididicnininconnnnnnnconnccnnnrnanncnnnnnn nos 15 2 7 Conference Calls cccceeceesceseeeeeeeeteaeeeseeseeesseeeeaeeeaes 16 2 8 Getting Your MessagES ccoocccocccnocononicinncnancnnnnacancnnnnnnnnos 16 2 9 The Avaya Menus an a analea a ae 17 Index teh Soc AR eee ee 0 1403 Phone User Guide IP Office Contents Page 5 15 601013 Issue 04a 16 January 2015 Chapter 1 The Phone 1403 Phone User Guide Page 7 IP Office 15 601013 Issue 04a 16 January 2015 The Phone 1 The Phone This guide covers the operation of 1403 telephone on a IP Office telephone system Note that not all f
18. yees 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 hardwa
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