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PARTNER User Guide

1. BROADCONNECT support broadconnect ca IP Office PARTNER Version PARTNER Version Phone User Guide Issue 1b 22 February 2010 2010 AVAYA All Rights Reserved 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 may be incorporated in future releases 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 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 of the time and we have no control over the availability of the linked pages License 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 WEBSITE AT 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
2. a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the k up and down arrow keys to scroll through the records 2 Pressing OK will make a call to the number stored with the currently displayed record 3 You can use the functions listed at the bottom of the display by pressing the soft key below the function name e Call 54 Make a call to the number stored in the currently displayed call log record e Details 55 gt Display more details about the current call log record You can then also add the caller details to your personal directory 56 if required e More Switch between the different sets of available soft key functions e Delete 56 Deletes the current displayed record e Del All 56 Delete all the call log records not just the current types of records being shown 4 To exit the call log press the PHONE EXIT button 7 2 Making a Call from the Call Log You can use the call log to make calls to the number included in the currently selected call record 1 Access the call log a Press the ez CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the k up and down arrow keys to scroll through the records 2 Press the Call soft key or OK to call the number displayed in the call record PARTNER User Guide Pag
3. 3 Press the Select soft key 4 Use the d up and down Y arrow keys to locate the option Language 5 Press the Select soft key 6 Use the k up and down arrow keys scroll through the different languages available 7 To select the language currently displayed press the Select soft key or OK 8 When completed press the Done soft key 9 Press the Exit soft key to exit the menus PARTNER User Guide Page 60 IP Office PARTNER Version Issue 1b 22 February 2010 Phone Settings 1408 1416 Display Language 8 8 Error Tones 1 Press the MENU button 2 Press the Select soft key 3 Use the k up and down arrow keys to locate the option Error Tone 4 Use the 4 left and right P arrow keys or press the On Off soft key to change the setting 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 8 9 Button Clicks While using the phone menus the phone can provide a key press confirmation click sound This can be turned off if it is annoying 1 Press the MENU button 2 Press the Select soft key 3 Use the k up and down arrow keys to locate the option Button Clicks 4 Use the left and right P arrow keys or press the On Off soft key to change the setting 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 8 10 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played
4. e If you activate call coverage at your extension you still can intercept an outside call rerouted by coverage by pressing the outside line button that has the call appearance e You can program call coverage on a programmable button Use a button with lights if you want a visual indication when your calls are being covered When the green light is on your calls are being covered when the green light is off call coverage is not active e If call coverage and do not disturb are already on covered calls are routed immediately to the covered extension without ringing the covered extension Similarly if Call Coverage is on and a call begins to ring you can turn on Do Not Disturb 34 gt to send that call immediately for coverage e If an extension has Call Coverage and VMS Cover 44 active calls ring at the covering extension e If the covering extension does not answer the call is routed to the voice mailbox of the extension that activated Call Coverage after the specified number of VMS Cover Rings If the covering extension has Do Not Disturb 34 gt active the call is routed immediately to the voice mailbox of the extension that activated Call Coverage e If an extension has Call Coverage active without voice mail coverage covered calls ring at the covering extension for the specified number of Call Coverage Rings Outside and intercom calls continue to ring at the covering extension until the call is answered or the caller hangs up e F
5. 2 If your mailbox has an access code 42 gt set you will be prompted to enter it Enter your access code 3 You will hear a prompt telling you how many messages you have If you have any new messages the voicemail system will start playing your new messages 4 You can use the controls indicated below to manage your mailbox and messages Login Enter mailbox and password Mailbox Play old messages 1 Play saved messages 2 3 Edit Greeting Listen to greeting 1 Edit greeting 3 Record new greeting 2 Delete current message 4 Save new greeting 3 save Current message 5 save new greeting as loop 4 Forwarding options b Return to mailbox 6 Repeat last message 7 Help 4 6 Forwarding skip current message 5 Fast forward Rewind Call back sender internal Direct all to email TU send email notification LW Turn email use off US Change mailbox access code U4 Record Name U5 Forward to email 1 Forward to extension s 2 Foward to extensian s with header message 5 follow each extension number with and then a final to finish entry IMPORTANT Once a new message has been listened to it is marked as old and is automatically deleted after 24 hours If you do not want the message deleted you must mark it as saved by pressing 5 while listening to the message PARTNER User Guide Page 39 IP Office PARTNER Version Issue 1b 22 February 2010 5 2 Liste
6. 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 Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s 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 Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting prop
7. _ and in the name Start the name with an alphabetic character Note that the name is case sensitive and must be unique e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle e To remove the current name press the MIC HFAI key To change your extension name 1408 1416 Phone 1 At the extension press Admin 2 Use the k up or down arrow buttons to scroll the display to Telephone Programming When displayed press Select 3 Use the k up or down arrow buttons to scroll the display to Extension Name When displayed press Select 4 The current setting is displayed 5 To enter a new name dial the characters using the dial pad buttons When finished press Enter e Enter a character by pressing the indicated button until that character is displayed If you pause more than 1 second after press a button the cursor will move onto the next space Gl sesos Me gt 8 der on s sek el mnowo ED 7 parsons e oww o wwz meren f osme fw e Do not use punctuation characters such as and in the name Start the name with an alphabetic character Note that the name is case sensitive and must be unique 3 To remove the current name press Clear e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 24 IP Office PART
8. 22 Call Settings Audible alerting on off 59 Audio Path 61 Visual alerting on off 59 Call Transfer Supervised 19 Call Transfer Unsupervised 19 Caller Details 55 Caller ID Inspect 22 Name Display 22 Caller volume 19 Cell Phone Connect 22 26 Changing Mailbox Access Code 42 PARTNER User Guide IP Office PARTNER Version Index Your Greeting Message 43 Code Account 32 Lock 30 Conference Hold 20 Start 20 Conference Button 9 Conference Drop 22 Contact Add 52 56 Edit 51 52 Contact Closure 22 CONTACTS 50 51 52 Make call 51 Count 55 Coverage Call 27 Voicemail 44 D Default Mailbox Access 39 Delete Message 40 Details Call Log 55 Dial Tones 9 Direct Line Pickup 22 Directory Add 52 56 Edit 51 52 Make call 51 Do Not Disturb 22 25 34 Don t disturb until 25 Drop 22 E Edit Contact 51 52 email alert 46 email notification 46 Extension Lock 22 Name 24 Unlock 22 External 50 51 E Fast Forward message 40 Feature Button 9 Forward 26 Remote 22 Forwarding 45 G Green Flash 10 Greeting Message 43 Group Call log 54 Missed 54 Group Calling 22 Group Hunting 22 Group Pickup 22 Groups 50 51 H Handset volume 9 19 Handsfree 18 Hands Free Answer on Intercom 18 Hear Help Prompts 39 43 Page 63 Issue 1b 22 February 2010 HFAI 18 Hold Conference 20 Hold a Call 19 Hold Button 9 Hunt group Call log 54 Missed 54 i Idle Line Pickup 22 Ignore 17 Intercom Buttons 9
9. 80 3 The current setting of that button is displayed 4 Press Program and either dial 28 or use the k up or down arrow buttons to scroll the display to Absent Message and press Select 5 The current setting of the button will now be set to Absent Message e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu To activate an absent text message 1 Press the absent text message button The first absent text message is displayed 2 Scroll through the default messages by pressing the button beneath the word Next until the required message is displayed Back soon Please Call Back tomorrow e On Holiday Until Do not disturb At lunch until On Vacation e Meeting until Out to lunch Don t disturb until At home e With visitors until Away from desk With cust until Be right back 3 Press the button beneath the word Activ to select the message shown on the display 4 To add additional text or edit the existing text press More and then Edit 5 To complete the process press the absent text message button again To deactivate the absent text message 1 Press the absent text message button The green light flutters and the active absent text message is displayed W in pos 1 2 Press the button beneath the word Dactiv 3 To complete the process press the absent text message button again PARTNER User Guide Page 25 IP Office PARTNER Version Issue 1b 22 February 2010 4 4 Fo
10. CF 1 7 Ni CEDE p 4 5 6 L AA N NA NINE ar coy bors TINN wor AGE ta 7 3 La l I I I 1o NTN D Loe WOW i an i The number of ETR 34D phones supported is limited to a maximum of 4 with a maximum of 2 per ETR6 base card PARTNER User Guide Page 8 IP Office PARTNER Version Issue 1b 22 February 2010 ETR Telephones 1 1 Fixed Buttons In addition to the line buttons the telephones have some or all of the following fixed buttons which are already imprinted e INTERCOM not labeled Press to make or answer a call to or from another extension If you receive a call on a T1 line with Direct Inward Dialing DID and you cannot access that line from a line button the call will appear on your Intercom button e FEATURE Press to change programmed settings or use system features e CONF Press to add other parties to your call e TRANSFER Press to pass a call to another extension e HOLD Press to put a call on hold e SPKR Press to turn on and off the speaker and microphone if available so you can dial and have a conversation without lifting the handset The light next to this button shows when the speaker is turned on e MIC HFAI Press to turn the microphone on and off The light next to this button shows when the microphone is turned on Leave on to use Hands Free Answer on Intercom HFAI feature e Volume Control Buttons Press to decrease or k to in
11. CONTACTS 50 menu To use a personal speed dial 1 At dial tone or whenever you want to dial a number press FEATURE and dial the two digit personal speed dial code between 80 and 99 2 The stored number is dialed To edit personal speed dials ETR 18D 34D 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press Feature and the speed dial number to be programmed which must be between 80 and 99 4 The current setting of the speed dial entry is displayed 5 Enter the external number The number can be up to 28 characters in length The following keys can be used to enter special dialing commands Function Press to insert Character Description Pause Inserts a 1 5 second pause Transfer SPEAKER Stop CONFERENCE 6 To remove the existing number press MIC HFAI R Send a hook switch flash signal e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To edit personal speed dials 1408 1416 Phone 1 At the extension press Admin 2 Use the k up or down arrow buttons to scroll the display to Telephone Programming When displayed press Select 3 Use the k up or down arrow buttons to scroll the display to Personal Speed Dial When displayed press Select 4 At the Code prompt enter between 80 and 99 to select the speed dial entry that you want to edit 5 The current setting of the speed
12. Users with VMS Cover 44 turned on can activate Do Not Disturb to send all calls immediately to their voice mailbox e Users with Call Coverage 27 gt turned on can activate Do Not Disturb to send all calls immediately to the covering extension e You receive a slow interrupted intercom dialling tone when Do Not Disturb is active To manually switch do not disturb on off 1 Dial FEATURE 01 To create a do not disturb button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial Feature 01 5 The current setting of the button will now be set to Do Not Disturb e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create a do not disturb button 1408 1416 Phone 1 At the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displayed 4 Press Program and either dial 01 or use the k up or down arrow buttons to scroll the display to Do Not Disturb and press Select 5 The current setting of the button will now be set
13. Version Issue 1b 22 February 2010 6 Contacts 1408 1416 This menu is accessed by pressing the key It is used to display names and numbers that you can then use for making calls The directory includes names stored for use by all users names stored for use by just you and the name and numbers of all the other users and groups on the phone system 6 1 Viewing Contacts Details 1 Access the contacts directory a Press the CONTACTS key The directory menu is displayed b Use the left and right arrow keys to select which type of directory entries you want displayed e All All directory entries e Personal Your personal speed dials e External The system speed dials e Users The names and numbers of other users on the telephone system e Groups The names and numbers of hunt groups on the telephone system c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the k up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Details to display the name and number 3 Use the k up and down arrow key to switch between the name and the number 4 The range of soft keys available will depend on the type of directory entry e Call 51 Make a call to the stored number e Back Go back to th
14. a button The current setting of the button is displayed 3 Dial FEATURE 11 4 At the Call Coverage Orig prompt enter the extension number for which the button is being programmed 5 At the Call Coverage Dest prompt enter the destination number for the call coverage calls e To forward to an external number enter the personal speed dial 80 to 99 that contains the required external number e To forward using cell phone connect mobile twinning enter followed by the personal speed dial 80 to 99 that contains the required external number 6 The current setting of the button will now be set to Call Forward O lt covered extension gt D lt destination extension gt e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create a call forwarding button 1408 1416 Phone 1 At the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displayed 4 Press Program and either dial 11 or use the k up or down arrow buttons to scroll the display to Call Forwarding and press Select 5 At the Call Coverage Orig prompt enter the extension number for which the button is being programmed 6 At the Call Coverage Dest prom
15. details of the currently selected call record are displayed Press the Contact soft key Use the k up and down arrow keys to switch between the name and number details for the new contact UO KK U N Using the telephone keypad and the Bksp soft key you can edit the name and the number When editing the number use the Pause soft key to enter a comma for a 1 second pause in the number dialing 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key PARTNER User Guide Page 56 IP Office PARTNER Version Issue 1b 22 February 2010 Chapter 8 Phone Settings 1408 1416 PARTNER User Guide Page 57 IP Office PARTNER Version Issue 1b 22 February 2010 8 Phone Settings 1408 1416 The MENU key is used to access a range of phone settings for your 1400 Series phone 4 Brightness tCoantrast tPersonal Ringing l EE EEE ER RE tButon Clicks Off a besetning TError Tones On LScreen Sounds EEE ENE NE Fall Settings 4 Menu Screenfsounds LBrighiness tAdvanced Select Exit Do i ee es ee Menu Top ee eee ScreenfSounds eS 1 Select Exit Hisual Alerting Cir FAudible Alerting On es Snare Bane S Green On I tAudio Path Speaker A Menu Call Settings tvisual Alerting Select Erase us tSelf Test TAudio TLanquage 4 Me
16. dial entry is displayed 6 Enter the external number and press Enter The number can be up to 28 characters in length Press Clear to remove any existing number The following keys can be used to enter special dialing commands Function Press to insert Character Description Pause HOLD Inserts a 1 5 second pause Transfer SPEAKER R Send a hook switch flash signal Stop CONFERENCE Stop dialing e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 31 IP Office PARTNER Version Issue 1b 22 February 2010 4 10 Account Codes The Account Code Entry feature is used to enter an account code up to 6 digit for any outside call incoming or outgoing An account code is typically used to identify a department project or client for charge back or tracking purposes An account code can be either forced or optional When an extension is set up with the forced account code feature the user must enter an account code before they can dial outside calls To create an account code entry button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 3 Dial FEATURE 12 4 The current setting of the button will now be set to Account Code Entry e Exit programming by pressing Fe
17. through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so the audio is played through the headset by default rather than the speaker 1 Press the MENU button 2 Use the k up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the k up and down arrow keys to locate the option Audio Path 5 Use the left and right arrow keys or press the Change soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus PARTNER User Guide Page 61 IP Office PARTNER Version Issue 1b 22 February 2010 PARTNER User Guide Page 62 IP Office PARTNER Version Issue 1b 22 February 2010 Index 6 6D Telephone 7 A Absent Text Message 22 25 Account Code 32 Account Code Entry 22 Active Line Pickup 22 Add Contact 52 56 Adjust Ringer Volume 9 All Call Log 52 54 55 56 Contacts 50 51 A Menu 58 Answer a Call 17 Answer on Intercom 18 Answered 52 54 55 56 At home 25 At lunch until 25 Audible Alerting 59 Audio Path 61 AutCB 16 Auto Dial 29 Away from desk 25 B Back soon 25 Back tomorrow 25 Be right back 25 Bridge 20 C Call Bridge 20 Coverage 27 Forward 22 26 from Call Log 54 from Contacts 51 lgnore 17 Join 20 Park 33 Pickup 17 33 To VM 17 Call Coverage 22 CALL LOG 52 54 55 56 Call from 54 Details 55 Menu 54 Call Pickup
18. to Do Not Disturb e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 34 IP Office PARTNER Version Issue 1b 22 February 2010 Advanced Features Do Not Disturb 4 14 Voice Mailbox Transfer You can transfer a caller to directly to an extension s voice mailbox for the caller to leave a message without first ringing the extension This feature is useful when you know that the extension user is not present and has not set do not disturb You can program a voice mailbox transfer button to transfer a caller directly to a voice mailbox by pressing the button and then dialing the mailbox subscriber s extension number To transfer a caller to an extensions mailbox 1 During the call press FEATURE 14 or press a Voice Mailbox Transfer button if the extension has one programmed 2 Dial the two digit extension number of the extension for which the caller wants to leave a message The caller is routed to the mailbox and hears the recorded greeting for that mailbox 3 Hang up To create a voice mailbox transfer button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 14 5 The current setting of the button will now be set to Voice Mailbox Transfer
19. 1 to hear your greeting If no greeting has been recorded your will hear The message has not yet been recorded You need to record a message To record or change your greeting 1 Login 39 to your mailbox 2 Press 3 to select the option to edit your greeting 3 Press 2 to change your greeting 4 When you are prompted speak your new greeting e The greeting must be longer than 3 seconds e Along approximately 10 seconds period of silence will disconnect you from voicemail 5 Press 2 when you have finished recording your greeting 6 Press 1 to listen to your new greeting After you have listened to your greeting you can e Press 3 to save the new greeting Your new greeting will be used e Press 2 to re record the new greeting e Press 4 to save the new greeting for playing on a continuous loop This option can be used to continually play the greeting to a caller the caller will not be able to leave a message Note that once this option is selected the greeting cannot be changed back to a normal greeting except by recording a new greeting PARTNER User Guide Page 43 IP Office PARTNER Version Issue 1b 22 February 2010 5 6 Voicemail Coverage On Off You can chose to have calls to your extension be rerouted to your voicemail mailbox if you do not answer the call within a set number of rings the default being 3 rings This is called VME Cover The number of rings used for your extension is set by your system administrator e If an extens
20. Intercom Codes 22 Intercom Dial Tone 9 J Joining a Call 20 L Lamp 59 Last Number Redial 16 22 Light Patterns 10 Lock 22 30 Loudspeaker Paging 22 M Mailbox Access 39 Mailbox Access Code 42 Make a Call 16 Make call from CallLog 54 from Contacts 51 Meeting until 25 Menu A Menu 58 Calllog 54 Contacts 50 Message waiting lamp 59 Messages 39 Microphone Button 9 Missed 52 54 55 56 Missed calls Hunt group calls 54 Mobile Twinning 26 More 54 N Name 24 New Contact 52 56 O On holiday until 25 On vacation 25 Out to lunch 25 Outgoing 52 54 55 56 Outside Dial Tone 9 P Paging 22 Parking Calls 33 Persoanl Speed Dial 31 Personal 50 51 Phone Manager 39 Pickup 33 Active Line 22 Call 22 Group 22 Idle Line 22 PARTNER User Guide IP Office PARTNER Version Please call 25 Privacy On Off 22 R Reason 55 Recall 22 Red Flash 10 Redial 16 Last Number 22 Saved Number 22 Release 22 Remote Call Forwarding 22 Reply 45 Rewind Message 40 Ring Time 55 Ringer Audible alerting on off 59 Ringer volume 9 19 Ringing Patterns 9 S Save Message 40 Save Number Redial 22 Simultaneous Paging 22 Skip Message 40 Speaker Button 9 Speaker volume 9 19 Speakerphone 18 Speed Dial Personal 31 System 30 Supervised Call Transfer 19 System Release 22 System Speed Dial 30 T Telephone 6D 7 To VM 17 Transfer To Voicemail 35 Voicemail 22 Transfer a Call 19 Transfer Button 9 U Unlock 22 30 Unsupervised Call
21. NER Version Issue 1b 22 February 2010 Advanced Features Naming Your Extension 4 3 Absent Text Messages The absent text message feature assists internal callers by displaying a message on their telephone When another extension calls your extension your active absent text message appears on the caller s display This feature is only supported on ETR 18D ETR 34D 1408 and 1416 telephones It is not supported on ETR 6D and 1403 telephones To set and clear an absent text message you need to assign the feature to a programmable button with lights The button can then be used to activate select and deactivate the message To create an absent message button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 3 Dial FEATURE 28 4 The current setting of the button will now be set to Absent Message e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create an absent message button 1408 1416 Phone 1 At the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to
22. RTNER Version Issue 1b 22 February 2010 2 1400 Series Phones The IP Office PARTNER Version system supports the 1400 Series of Avaya digital telephones Supported models are the 1403 1408 and 1416 1403 Telephone 7 Line Button sk ol EE aa Intercom Buttons Le TE LA Jiaj ts it aie JL s LISE DD Muth E PARTNER User Guide Page 12 IP Office PARTNER Version Issue 1b 22 February 2010 1400 Series Phones 1408 Telephone MESSAGE PHONEJEXIT Line Programmable 0520 080 0720 00 Bitre 6 with lights 80 0280 080 14680 Em ag mn ES Intercom Buttons SPEAKER 1416 Telephone Line Programmable Buttons 14 with lights PARTNER User Guide Page 13 IP Office PARTNER Version Issue 1b 22 February 2010 Chapter 3 Basic Call Handling PARTNER User Guide Page 15 IP Office PARTNER Version Issue 1b 22 February 2010 3 Basic Call Handling 3 1 Making Calls You can make a call by dialing an outside telephone number or an extension number e If the telephone number is one that is used frequently called it can be stored and dialed as a personal speed dial or using an auto dial button To make a call to another extension 1 Pick up the handset and press an idle INTERCOM button The green light next to the button is on steady and you will hear the dial tone 2 Dial the extension number e On 1400 Series pho
23. To switch modes e If you are already on a call you can switch from the handset to the speakerphone by pressing SPEAKER or SPKR and then hanging up the handset e If you are using the speakerphone and want to switch to the handset lift the handset The speaker and microphone are turned off e On ETR phones to turn off the microphone when you are using the speaker press MIC HFAI This will mute your voice so the other party cannot hear you On 1400 Series phones to do this press the MUTE button 3 4 Hands Free Answer on Intercom When you receive a voice signaled intercom call your telephone beeps once to indicate that your speaker has been turned on automatically and you hear the caller s voice over your telephone s speaker If you leave your microphone on all the time you can start talking when you hear the caller without lifting the handset This feature is called Hands Free Answer on Intercom HFAI Any user in the system can make a voice signaled call to an idle system telephone by pressing an intercom button and and then dialing an extension number You cannot make a voice signaled call to an extension that has the Cell Phone Connect feature active The call will not appear at the extension 1 The HFAI feature can be turned on or off only when your telephone is idle On ETR phones use the HFAI button on 1400 Series phones use the MUTE button Muting your voice while you are on a call only turns off the microphone for th
24. Transfer 19 Users 50 51 V Version 22 Visual Alerting 59 VMS Cover On Off 22 Voice Mailbox Transfer 22 Voice Signal 22 Voicemail 39 Coverage 44 Transfer 35 Volume 19 Volume Control Buttons 9 W With Cust until 25 With visitors until 25 Y Your Mailbox 39 Page 64 Issue 1b 22 February 2010 PARTNER User Guide Page 65 IP Office PARTNER Version Issue 1b 22 February 2010 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya 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 Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2010 Avaya Inc All rights reserved Avaya Unit 1 Sterling Cour
25. ammed auto dial button 2 The stored number is dialed To create an auto dial button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 To create an auto dial button to store an extension number press Intercom 1 For a button to store any other type of number press Intercom 2 5 Enter the number for calls made using the button The number can include and and the following special characters Intercom 2 type only Function Press to insert Character Description Inserts a 1 5 second pause R_ Senda hook switch flash signal Stop CONFERENCE Stop dialing 6 The current setting of the button will now be AD I auto dial intercom or AD O auto dial other followed by the stored number e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle e To clear press the MI C HFAI key To create an auto dial other button 1408 1416 Phone 1 At the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displa
26. ature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To enter an account code using an account code entry button 1 After lifting the handset or while already active on an outside call press the programmed Account Code Entry button If the button has lights the green light turns on 2 Enter an account code by dialing the account code using the telephone s dial pad You can also use a system or person speed dial number programmed with the account code or press an Auto Dial button programmed with the account code 3 Continue with the call To enter an account code without using a preprogrammed button 1 After lifting the handset or while already active on an outside call press FEATURE and dial 12 2 Enter an account code by dialing the account code using the telephone s dial pad 3 Continue with the call To create an account code entry button ETR 18D ETR 34D Phone 4 At the phone press Feature OO 5 Program Extension is shown on the display 6 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 12 5 The current setting of the button will now be set to Account Code Entry e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create an account code entry button 1408 1416 Phone 1 A
27. by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create a call coverage button 1408 1416 Phone 1 At the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displayed 4 Press Program and either dial 20 or use the k up or down arrow buttons to scroll the display to Call Coverage and press Select 5 At the Call Coverage Orig prompt enter the extension number for which the button is being programmed 6 At the Call Coverage Dest prompt enter the destination extension number for the call coverage calls 7 The current setting of the button will now be set to Call Coverage O lt covered extension gt D lt destination extension gt e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 28 IP Office PARTNER Version Issue 1b 22 February 2010 Advanced Features Call Coverage 4 6 Auto Dialing Auto dialing uses numbers stored under one of the phone s programmable buttons Whenever a number need to be dialed pressing the button will dial the stored number To use an auto dial button 1 At dial tone or whenever you want to dial a number press the progr
28. by the target extension 6 The current setting of the button will now be Call Pickup followed by the target extension number e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu To use a Call pickup button 1 Press the Call Pickup programmed button for the specified extension number You are connected to the call that was ringing the specified extension PARTNER User Guide Page 33 IP Office PARTNER Version Issue 1b 22 February 2010 4 13 Do Not Disturb Use this feature to be able to press a programmed button to prevent incoming calls for the extension from ringing lights may still flash You can still use the extension to make calls or answer calls that are on your extension for example line appearance calls e You need to program a button with lights When the Do Not Disturb feature is on the light is also on indicating that the telephone will not ring e Use Do Not Disturb when you do not want the auto attendant or the voice messaging system to transfer calls to you e Use Do Not Disturb if you are assigned to a Hunt Group and you leave your desk so calls to the Hunt Group will Skip your extension and ring immediately at the next available extension in the group e To avoid missing calls when Do Not Disturb is not needed turn it off e Unanswered calls that are transferred from an extension with Do Not Disturb active ring at that extension if they transfer return e
29. ckground noise can affect the proper operation of the speakerphone To ensure that your Speakerphone works effectively follow these guidelines e Avoid placing your telephone in areas with high background noise caused by sources such as motor vehicles manufacturing equipment loud voices radios printers copiers typewriters other noisy office equipment or heater and air conditioning fans e Avoid talking before the other person is finished speaking When you both talk at the same time only one person s voice comes through e Do not use your speaker to make announcements over a loudspeaker paging system connected to your telephone system e When talking always face your telephone and stay within two feet of it e Place your telephone at least six inches 15 cm away from the edge of your desk e If you have difficulty hearing the other party try increasing the speaker volume If you have background noise try turning off the microphone when the party at the other end is speaking and turning it on when you speak If the difficulty persists lift your handset to continue the conversation e In conference rooms a separate speakerphone is recommended since the built in speaker on a system telephone is designed for individual use To make a call without lifting the handset 1 Press SPEAKER or SPKR to get a dial tone 2 Dial the number you hear the call ringing When the other party answers you can talk without lifting the handset
30. crease the volume as follows e To adjust ringer volume press while the telephone is idle or ringing and the handset is in the cradle e To adjust speaker volume press while listening to a call through the speaker e To adjust handset volume press while listening through the handset 1 2 Ringing Patterns ETR phones use the following ring patterns Call Type Ring Pattern Intercom Call ring BEEP ring e If you have a system display telephone the caller s extension number and BEEP ring BEEP name if programmed appears on the display Recalling Call ring BEEP BEEP e A transferred call or an unanswered transferred or parked call that is ringing ring BEEP BEEP back at your extension ring BEEP BEEP 1 3 Dial Tones There are two different dial tones when you call with a system telephone e Outside dial tone is generated by your local telephone company to indicate that you are connected with an outside line e Intercom dial tone is generated by the system to indicate that you are connected with an inside line You hear this dial tone when you are making an inside or intercom call PARTNER User Guide Page 9 IP Office PARTNER Version Issue 1b 22 February 2010 1 4 Light Patterns Some buttons have a green light and a red light The meaning of these lights varies depending on whether the button is used to access an outside line or pool is programmed with a system feature or is programmed for Auto Dialing an ex
31. cumentation information For the most current versions of documentation go to the Avaya Support web site http Wwww avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 628 2888 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com Support PARTNER User Guide Page 2 IP Office PARTNER Version Issue 1b 22 February 2010 Contents 1 ETR Telephones kI Fed BUNONS aS 9 1 2 Ringing Patterns rrnnnnrnnnnnnnrnvrnnnnvvnrnnnrrnvnnnnrrnvnnnnsennnnn 9 13 DIAL T60N6S sses mere T 9 1 4 Liobht Patterns ruceni a a 10 1 5 Adjusting the Telephone Display ccccceeeseeeees 10 2 1400 Series Phones 3 Basic Call Handling 3 1 Making Calle save 16 3 2 Answering Calls 12 eda eden 17 3 3 Using HANSTEEN 18 3 4 Hands Free Answer on Intercom ccccsssseeeeeeeeeeees 18 3 5 Adjusting the Volume rrrrnrnrnnnnnvrnnrnnnnnnrnvnnrnnnnnnrennn 19 3 6 Holding CASS sanse 19 37 Tr nsterng eal Seese ane 19 3 8 Conferencing Calls rrrnnnnnnrrrnnnnnnnnnnrnvnnnrrrnnnnnnnnnnnnee 20 SO JONG CAE eee 20 4 Advanced Features 4 1 Feature and Intercom Codes rrrrrrrnnvnnnnnnnrnnnnnrrrrnrnne 22 4 2 Naming Your ExteEnSiOn cccccsssseeeceese
32. dial tone dial followed by the feature code To do this during a call you need to press recall first to get to dial tone 2 Feature T c 3 3 D lt Do Not Disturb On Off 34 FEATURE 01 Switch your do not disturb on off FEATURE 03 Send a recall or hook switch flash signal during a call Save Number Redial FEATURE 04 Save the number dialed during a call Then redial that number when idle FEATURE 05 Last Number Redial Redial the last dialed number Conference Drop FEATURE 06 Drop the last added party from a conference FEATURE 07 ul Privacy On Off Turn privacy on off during a call Call Forwarding 26 FEATURE 11 lt Extension Number gt Forward your calls to another extension Remote Call Forwarding 26 FEATURE 11 lt Personal Speed Dial gt Forward your calls to an external number by selecting one of your personal speed dials as the destination Cell Phone Connect 26 FEATURE 11 lt Personal Speed Dial gt Similar to remote call forwarding but with your calls ringing at both your extension and the external number FEATURE 12 Account Code Entry Enter and exit account code entry mode during a call FEATURE 14 lt Extension Number gt Voice Mailbox Transfer 35 Transfer your current call to an extension s mailbox VMS Cover On Off 44 FEATURE 15 Turn your voicemail cover on off Caller ID Name Display FEATURE 16 Toggle the display between name and number informat
33. e 54 IP Office PARTNER Version Issue 1b 22 February 2010 Call Log 1408 1416 Making a Call from the Call Log 7 3 Viewing Call Details You can view additional details about the currently shown call 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the k up and down arrow keys to scroll through the records 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Use the k up and down arrow keys to scroll through the details The possible values are Time The time of the call Duration The length of the call Name The name of the caller if Known Number The number of the caller if available Reason The type of call record ie Answered Outgoing or Missed Count How many time a call of the same type name and number has occurred Only the details of the most recent call are kept in your call log However the count will indicate if the caller has rung or has been rung several times 4 While you are in the details of a call record the soft key functions available are Call Call the number shown in the call record You can also do this by pressing the OK button Contact Add the name and number to your personal directory You can edit the details before they are added Back Go back to the normal call screen to se
34. e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create a voice mailbox transfer button 1408 1416 Phone 1 At the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displayed 3 Press Program and either dial 14 or use the k up or down arrow buttons to scroll the display to Voice Mailbox Transfer and press Select 4 The current setting of the button will now be set to Voice Mailbox Transfer e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 35 IP Office PARTNER Version Issue 1b 22 February 2010 Chapter 5 Using Voicemail PARTNER User Guide Page 37 IP Office PARTNER Version Issue 1b 22 February 2010 5 Using Voicemail Each extension on the system has a voicemail mailbox by default Except for special cases for example the extensions connected to the fax machine and loudspeaker the mailboxes are used when the extension has calls it does not answer within a set time by default 15 seconds though this can be adjusted for each extension by the system administrator In addition to accessing your mailbox 39 and listening
35. e directory listing e More If the contact is one of your personal directory entries the More soft key will be present to allow you to access the options below It is also present for external directory entries if you are a system administrator ext 10 or 11 e Edit 51 Edit the name and number e Delete 52 gt Delete the name and number PARTNER User Guide Page 50 IP Office PARTNER Version Issue 1b 22 February 2010 Contacts 1408 1416 Viewing Contacts Details 6 2 Make a Call from the Directory You can use any directory contacts to make a call You can also use the directory in almost any telephone function where you need to select the number for a destination for example during transfers 1 Access the contacts directory a Press the CONTACTS key The directory menu is displayed b Use the left and right arrow keys to select which type of directory entries you want displayed e All All directory entries e Personal Your personal speed dials e External The system speed dials e Users The names and numbers of other users on the telephone system e Groups The names and numbers of hunt groups on the telephone system c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the k up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the C
36. e duration of the call 2 1f you are already on a call any additional voice signaled call to your extension is turned into a normal ringing call instead PARTNER User Guide Page 18 IP Office PARTNER Version Issue 1b 22 February 2010 Basic Call Handling Hands Free Answer on Intercom 3 5 Adjusting the Volume While the phone is idle or ringing you can adjust the ringer volume When the phone is connected to a call you can adjust the speaker or handset volume To adjust the ringer volume 1 Use the k up arrow and down arrow keys to change the ringer volume To adjust the caller volume The volume that gets adjusted will depend on whether you are using the handset speakerphone or headset 1408 and 1416 phones only at the time you use this process 1 Use the k up arrow and down arrow keys to change the volume 3 6 Holding Calls When a call is on hold you can make and receive other calls on another line If a call is left on hold for longer than the specified interval it will recall to the extension that put it on hold To place a call on hold 1 During the call press the HOLD button or the button on which the call is taking place The Green light next to the button will wink to show that the call is on hold To retrieve a call that you put on hold 1 Press the button next to the winking Green light You are reconnected to the call The green light changes to a steady green light To retrieve a call that so
37. ecified extension To answer a call ringing at your own extension 1 Pick up the handset you are connected to the incoming call If more than one line is ringing you are connected to the line that has been ringing for the longest time e To answer a specific line press the button for that line e On 1400 Series phones the press gt gt to display additional options e To VM can be used to send the ringing call to voicemail immediately e Ignore can be used to quieten or suppress the ringer To answer a Call ringing at another extension call pickup 1 Pick up the handset 2 Press an INTERCOM button and dial 6 followed by the two digit number of the extension at which the call is ringing or parked PARTNER User Guide Page 17 IP Office PARTNER Version Issue 1b 22 February 2010 3 3 Using Handsfree The ETR 6D ETR 18D ETR 34D telephones each have a speaker and microphone which you can turn on by pressing SPKR The 1408 and 1416 telephones also each have a speaker and microphone which you can turn on by pressing SPEAKER e In addition on the ETR 6D ETR 16D and ETR 34D telephones you can turn just the microphone on and off by pressing MI C HFAI When the green light next to MI C HFAI is on the microphone is on e The 1403 telephones has a speaker but no microphone This allows it to hear page calls and hear the progress of a call when making a call However the handset must be used to speak on a call Room acoustics and ba
38. eeecseeeeeeseaeeees 24 4 3 Absent Text M SSQQES cccccccsssseeeeeeeseesseeeeseeseaeees 25 4 4 Forwarding CalllS ccccccccssececeeceesseeceeeeseeseceeeeeseeeees 26 4 5 Call Coverage neen a E E 27 LE AUO DIAG aa 29 4 7 Locking Your Ext nSiOn ccccssseeeeeeeeeeeeceneeeeeesaaeeees 30 4 8 System Speed Dials ici ies eh cS eth celal 30 4 9 Personal Speed DiallS ccccccccccceceseeeeeesseeeeeeeeeeeees 31 4 10 Account CoOdes rrrnnnnarnnnnnrnrnnnnnnnnnnsnrnnnnrnrnnnnnnnnnnnnee 32 FT 1 PEKING CASE 33 412 PN ee 33 413 Do NOL ISTO aS 34 4 14 Voice Mailbox Transfer rrrrrrnnnnnnrvnnrnnnrvvrnnnnrnnnnnnnnr 35 5 Using Voicemail 5 1 Accessing Your Mailbox rrrrnnnrrvnnnnnrvnvrnnnrennnnnrrnnnnnnnn 39 5 2 Listening to Your Messages rrrrnnnnnnnnnnnnrrnnnnnnnnnnnnne 40 5 3 Record Your Name rrnrnnnnnnnnnnnnrnnnnnnnrnvrnnnrnnnnnnnrnnnnnnnee 41 5 4 Changing Your Access Co0dB rrrrrrrrrnnrrnnnnnnnnnnnnnnnnnnnn 42 5 5 Changing Your Greeting cccccccccceseseeseesseeeeeeeeeeees 43 5 6 Voicemail Coverage On Off rrrrrrnrrnnnnrnnnnnnnnnnnnnnnnvrnnn 44 5 7 Forwarding a M SSQQE cccccsseeeeeseseeeeeeseeeeeseaeees 45 5 8 Calling a Message Sendel cccccceceecessesseeeeeeeeeeees 45 5 9 VOICEMall EmMa nri ae ti 46 5 10 VISUAL VOICE sand 47 6 Contacts 1408 1416 6 1 Viewing Contacts Details rrrrnnrnrrrrrrrnnnrrrrnnnnnnnnnnnre 50 6 2 Make a Call f
39. ess 04 to change your access code 3 Enter your current access code and press If you have no current access code just press 4 Enter your new access code followed by The access code must be between 4 and 15 digits in length 5 Re enter your new access code followed by The access code will now be changed e The system will prompt you if the codes do not match or is not acceptable It will also confirm the change of access code if successful To remove your access code 1 Log in to your mailbox 2 Press 04 to change your access code 3 Enter your current access code and press 4 When you are asked to enter your new access code press 5 When you are asked to re enter your access code press Your access code will have been removed PARTNER User Guide Page 42 IP Office PARTNER Version Issue 1b 22 February 2010 Using Voicemail Changing Your Access Code 5 5 Changing Your Greeting By default the system will play a general greeting to callers who are directed to your mailbox stating your extension number or name if you have recorded on and askign them to leave a message after the tone You can override the default greeting with your own personal greeting Login 3 Edit greeting 1 Hear greeting Change greeting lt tone gt speak 3 Save greeting 4 Save In continuous loop To listen to your greeting 1 Login 39 to your mailbox 2 Press 3 to select the option to edit your greeting 3 Press
40. forwarded to your email address The messages are not stored in your voicemail mailbox 1 Login 3 to your mailbox 2 Select the required type of email notification e For a email alert press 02 e To have the message forwarded to your email press 01 To forward a message to email If you are listening to a message you can send the message to your email either whilst listening to it or immediately after it has been played 1 During or immediately after playing a message press 6 2 Press 1 The message is forwarded to your email address To switch off email notification If you have chosen any of the email notification options you can switch them off from your telephone 1 Log into your mailbox 2 Press 03 You hear a confirmation message to tell you that the option is now turned off PARTNER User Guide Page 46 IP Office PARTNER Version Issue 1b 22 February 2010 Using Voicemail Voicemail Email 5 10 Visual Voice 1408 and 1416 phones can access their mailbox messages and settings using a series of menus displayed on the phone This is called Visual Voice To access visual voice press the MESSAGE button on the phone The controls available are e Listen Access your own voicemail mailbox When pressed the screen will show the number of New Old and Saved messages Select one of those options to start playback of messages in that category Use the k up arrow and arrow keys to move through the message Use the o
41. g the extension number Login 0 Record Name 1 Hear Change lt tone gt speak 3 Tare To record or change your greeting 1 Login 3 to your mailbox 2 Press 05 to select the option to record your name 3 Press 1 to hear your current name recording 4 Press 2 to record your name 5 When you are prompted speak your name The maximum length that can be recorded is 5 seconds 6 Press 2 when you have finished recording your name 7 Press 1 to listen to your new name recording After you have listened you can e Press 3 to save the new recording e Press 2 to record the new name again PARTNER User Guide Page 41 IP Office PARTNER Version Issue 1b 22 February 2010 5 4 Changing Your Access Code You can set an access code for your mailbox If you set an access code it will be requested whenever you access the mailbox to collect messages When changing your access code e Enter at least four digits If you enter less than four digits you will be prompted to enter a longer code e Do not set an obvious code for example e Do not match your extension number e Do not use a sequence of digits for example 1234 e Do not use the same repeated digit for example 1111 e If you forget your access code your system administrator can clear it Login 04 Change access code enter current access code tt TF confirm new access code dt To change your access code 1 Login 40 to your mailbox 2 Pr
42. ion FEATURE 17 See the call details of a call on another line button without interrupting your own current call Caller ID Inspect FEATURE 20 Enable call coverage from your extension to another lt Own Extension gt extension To disable call coverage enter your own Call Coverage 27 lt Covering Extension gt extension number twice Lock or unlock your extension Set clear an absent text message Operate the system s first contact closure switch Operate the system s second contact closure switch Display the software version of the system PARTNER User Guide Page 22 IP Office PARTNER Version Issue 1b 22 February 2010 Intercom Codes Advanced Features Feature and Intercom Codes The following features are accessed by pressing an idle intercom button Feature Group Pickup Direct Line Pickup I dle Line Direct Line Pickup Active Line Loudspeaker Paging Simultaneous Paging Group Calling Group Calling Page Group Hunting Group Hunting Voice Signal PARTNER User Guide IP Office PARTNER Version Intercom 6 lt Extension Number gt Intercom 66 lt Pickup Group gt Intercom 8 lt Line Number gt Intercom 68 lt Line Number gt Intercom 70 Intercom 70 Intercom 7 lt Calling Group gt Intercom 7 lt Calling Group gt Intercom 77 lt Hunt Group gt Intercom 77 lt Hunt Group gt Summary Answer the longest waiting call ringing at an extensio
43. ion has Call Coverage and VMS Cover active covered calls ring at the covered extension for the specified number of Call Coverage Rings It will then start ringing the covering extensionlf the covering extension does not answer the call is routed to the voice mailbox of the extension that activated Call Coverage after the specified number of VMS Cover Rings The count of VMS cover rings starts when the covered extension initially begins to ring If the covering extension has Do Not Disturb 34 gt active the call is routed immediately to the voice mailbox of the extension that activated Call Coverage e Users with VMS Cover turned on can activate Do Not Disturb 34 to send ringing calls immediately to their voice mailbox e Note that when your voicemail cover is off you can still access the messages in your mailbox and other users can still use forwarding 45 to send messages to your mailbox To create a VMS cover button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 15 5 The current setting of the button will now be set to VMS Cover e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create a VMS cover button 1408 1416 Phone 1 At
44. lear soft key 2 When the required entry is displayed press Call 3 Continue as for a normally dialed call 6 3 Editing a Contact You can edit the contacts in your own personal directory 1 Access your personal directory contacts a Press the CONTACTS key The directory menu is displayed b Use the left and right arrow keys to select your Personal directory Extensions 10 and 11 can also add edit and delete entries from the External directory c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the k up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Edit soft key e The menu now allows editing of the name and number e Use the k up and down arrow keys to switch between number and name entry e When the name has been entered as required press the OK soft key e When the number has been entered as required press the Save soft key e To exit without making any changes press the Cancel soft key PARTNER User Guide Page 51 IP Office PARTNER Version Issue 1b 22 February 2010 6 4 Adding a New Contact So long as the telephone system capacity has not been reached you can add up to 100 personal directory entries 1 Access
45. lect another call record PARTNER User Guide Page 55 IP Office PARTNER Version Issue 1b 22 February 2010 7 4 Deleting a Record You can delete the currently displayed call record 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the k up and down arrow keys to scroll through the records 2 Press the More soft key 3 Press the Delete soft key to delete the currently displayed call log record 7 5 Deleting All Records You can delete all call records from your call log 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the k up and down arrow keys to scroll through the records 2 Press the More soft key 3 Press the Del All soft key to delete all your call log records 7 6 Adding a Record to Your Contacts You can add a name and number shown in your call log to your personal speed dials You can only do this if there is Space in your allowed 20 personal speed dials 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the k up and down arrow keys to scroll through the records Press the Details soft key The individual
46. lected ring pattern for the phone press the Save soft key e To leave the menu without making any changes press the Cancel soft key 4 When completed press the Done soft key 5 Press the Exit soft key to exit the menus PARTNER User Guide Page 59 IP Office PARTNER Version Issue 1b 22 February 2010 8 5 Display Brightness 1 Press the MENU button 2 Press the Select soft key 3 Press the Select soft key 4 Use the up and down P arrow keys to adjust the brightness as required 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 8 6 Display Contrast 1 Press the MENU button 2 Press the Select soft key 3 Use the k up and down arrow keys to locate the option Contrast 4 Press the Select soft key 5 Use the left and right P arrow keys to adjust the brightness as required 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 8 7 Display Language The system administrator can configure which language your extension uses Though the phone s menu you can change this settings IP Office PARTNER Version only supports English French and Latin Spanish The phone menu may display other languages supported by the phone If one of these other languages is selected the languages displayed on the phone menu may be a mix of that language and English 1 Press the MENU button 2 Use the k up and down arrow keys to locate the option Advanced
47. mebody else put on hold 2 Press the button next to the winking Red light You are reconnected to the call The Red light changes to a steady green light 3 Transferring Calls Transferring a call lets users pass a call from one extension to another Users can transfer both outside and internal calls to another extension To transfer a call 1 While the call is active press the TRANSFER button The call is put on hold and the green light next to the line or intercom button will wink 2 When you hear the inside dial tone dial the number to which the call is to be transferred Then do one of the following e To transfer the call without announcing it an unsupervised transfer hang up or press the transfer button again as soon as you hear the extension ringing The transfer is complete If the call is not answered it will be returned to your extension When your extension rings left the handset to be reconnected to the caller e To announce the call before completing the transfer a supervised transfer wait for the call to be answered If the called party is willing to accept the call hang up or press the transfer button again to complete the transfer If no one answers or the call is refused press the button next to the winking green light to be reconnected to the caller PARTNER User Guide Page 19 IP Office PARTNER Version Issue 1b 22 February 2010 3 8 Conferencing Calls The Conference feature allows you to conference othe
48. message and press e If you want to send the message to more than one mailbox enter each mailbox extension number separated by a 3 Press to finish addressing and forward the message 5 8 Calling a Message Sender You can call the person who left a message in your mailbox Both internal and external callers can be called back For external callers you can only reply if their caller ID was available when the message was left Login Hew messages played Return call 1 Old messages Saved messages To reply to a voice message 1 While you listen to a message press If a caller I D was received when the message was left a call will be placed on that number PARTNER User Guide Page 45 IP Office PARTNER Version Issue 1b 22 February 2010 5 9 Voicemail Email You can have notification of new messages sent to your email address The notification can be a simple alert to tell you that you have a message or a copy of the voicemail message if required In order to use this feature your system administrator must configure your phone system to use email and enter your email address into the system configuration If this has not been done your will hear Email is not enabled on this mailbox whenever you try to use an email option Login oli Forward All to Email 02 Send Email Alerts 0 3 Turn Email Mode Off To switch on email notification You can set up your mailbox so that any messages received in future are
49. n Answer the longest waiting call ringing any extension that is a member of the pickup group 1 to 4 selected Seize the specified line if it is idle and then make a call using that line Answer or seize the call on the specified line Page the loudspeaker device attached to the system Page both the loudspeaker device attached to the system and the extensions in calling group 71 Call the available extensions in one of the calling groups 1 to 4 Page the available extensions in one of the calling groups 1 to 4 Call the available extensions in one of the hunt groups 1 to 6 Page the first available extension in one of the hunt groups 1 to 6 Page 23 Issue 1b 22 February 2010 4 2 Naming Your Extension You can assign a name to your extension up to 15 characters long The name is then displayed on the phone and also on other extensions when you make or receive calls To change your extension name ETR 18D 34D 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press Intercom 1 4 Enter the extension name e Enter a character by pressing the indicated button until that character is displayed If you pause more than 1 second after press a button the cursor will move onto the next space J sasons Me as 8 see eer s sen eg emmomo Es 7 parsons e oww el wwz meren f osme fe e Do not use punctuation characters such as
50. nes if the other extension doesn t answer press AutCB automatic callback to have that extension call you after it is next used and then hangup To make an external call 1 Pick up the handset The green light next to the button is on steady and you will hear the dial tone 2 Dial the telephone number The dialled number will appear on the display Using the last number redial 1400 Series phones users can use the fixed REDIAL button on their phone to view details of previous calls and redial those number 1 Lift the handset 2 Press FEATURE 05 The digits are displayed as they are dialed To create a last number redial button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 05 5 The current setting of the button will now be set to Last Number Redial e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle PARTNER User Guide Page 16 IP Office PARTNER Version Issue 1b 22 February 2010 Basic Call Handling Making Calls 3 2 Answering Calls You can answer telephone calls that are ringing your extension or at another extension If you regularly pick up calls for a specific extension you can program a call pickup 33 gt button for that sp
51. ning to Your Messages When you log in to your mailbox you are automatically played any new messages After a message has been played it is marked as being an old message Old messages are automatically deleted after 24 hours unless you mark the message as saved Login New messages played 4 Delete message 1 Old messages 5 Save message Saved messages 6 Forward message Repeat last message 3 Skip message Rewind 5 secs 4 Advance H secs Return call Exit voicemail When you listen to any of your messages you have the following options e Press 4 to delete the message e Press 5 to save the message e Press 6 to forward the message See Forwarding a Message 45 e Press 7 to repeat the last message e Press 8 to exit voicemail e Press 9 to skip to the next message e Press to rewind the message a few seconds e Press to advance the message a few seconds e Press to return the call See Replying to Messages 45 To listen to an old message 1 Login 39 to your mailbox 2 Press 1 to listen to your old messages To save a message 1 Press 5 when listening to a new or old message PARTNER User Guide Page 40 IP Office PARTNER Version Issue 1b 22 February 2010 Using Voicemail Listening to Your Messages 5 3 Record Your Name You can record your name if required Your name recording is then used for various features such as telling callers which mailbox they have reached rather than just statin
52. nu Advanced LErase Select Options that are greyed out in the diagram above are not accessible or used 8 1 A Menu Auto Exit 4 Menu Erase Contacts Erase Cancel LHandset AGC Off THeadset AGC On TSpeaker AGC On tSpeaker Open af tHeadset Xmit NR On FHeadset Rev Loud OT THeadset CC CMT tTHandset xmit NR Ort 4 Menu Audio Gain Handset AGC Ondo tf 4 English E t Fran ais tEspafiol A Menu Language 4 English E Select The Show Phone Screen option only applies to the A menu screens accessed when you press the key If the option is on if you receive a call while in the A menu the phone will automatically exit the menus and display the call details 1 Press the MENU button 2 Use the k up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the k up and down arrow keys to locate the option Show Phone Screen 5 Use the left and right arrow keys or press the On Off soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus PARTNER User Guide IP Office PARTNER Version Page 58 Issue 1b 22 February 2010 Phone Settings 1408 1416 A Menu Auto Exit 8 2 Visual Alerting The message waiting lamp at the top right corner of the phone can also be used to indicate when you have a call alerting your phone The lamp is fla
53. oft key to enter a comma for a 1 second pause in the number dialing 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 6 5 Deleting a Contact You can delete a personal speed dial from your contacts 1 Access your personal directory contacts a Press the CONTACTS key The directory menu is displayed b Use the left and right arrow keys to select your Personal directory Extensions 10 and 11 can also add edit and delete entries from the External directory c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the d up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Delete soft key PARTNER User Guide Page 52 IP Office PARTNER Version Issue 1b 22 February 2010 Chapter 7 Call Log 1408 1416 PARTNER User Guide Page 53 IP Office PARTNER Version Issue 1b 22 February 2010 7 Call Log 1408 1416 This menu is accessed by pressing the key e Making a Call 54 e Viewing Call Details 55 gt e Deleting a Record 56 e Deleting All Records 56 e Add a Record to Your Contacts 56 7 1 Using the Call Log 1 Access the call log
54. or transferred calls if the covering extension does not answer the call goes to the transfer return extension after the specified number of Transfer Return Rings if VMS cover is not active e If an extension has Call Coverage and Call Forwarding active calls are routed to the Call Forwarding destination extension Call Forwarding takes precedence To send calls for coverage manually 1 Press FEATURE 20 2 Dial the extension number of the covering extension To remove call coverage manually 1 Press FEATURE 20 2 Dial your extension number again To use a Call coverage button 1 Press the programmed button When on if programmed on a button with a light the button s green light will be on PARTNER User Guide Page 27 IP Office PARTNER Version Issue 1b 22 February 2010 To create a call coverage button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 20 5 At the Call Coverage Orig prompt enter the extension number for which the button is being programmed 6 At the Call Coverage Dest prompt enter the destination extension number for the call coverage calls 7 The current setting of the button will now be set to Call Coverage O lt covered extension gt D lt destination extension gt e Exit programming
55. phones PARTNER User Guide Page 5 IP Office PARTNER Version Issue 1b 22 February 2010 ETR Telephones 1 ETR Telephones The IP Office PARTNER Version supports the ETR Series of Avaya phones The models supported are the ETR 6D ETR 18D and ETR 34D phones Feature ETR 6D ETR 18 ETR 18D ETR 34D Programmable buttons with lights 32 Programmable buttons without lights Intercom Buttons with light Display Speakerphone ETR 6 ETR 6D Line Programmable Buttons Intercom Buttons Message Light The ETR 6 does not include a display The ETR 6D includes the display PARTNER User Guide Page 7 IP Office PARTNER Version Issue 1b 22 February 2010 ETR 18 ETR 18D AVAYA IH Programmable Buttons 4 without lights SD sGD QD STAD SD oGD sap SAD o o o o Line Programmable Buttons SD oD Qd saD 16 with lights SC 2005 SCs Coro Sa Stee OD Intercom Buttons Message Light O OOS YOO GO O O a joe 2000 Ve The ETR 18 does not include a display The ETR 18D includes the display ETR 34D AVAVA Programmable Buttons 77 So 2 800 350 56 gC HE eC SO sO SE oS Line Programmable Buttons jr es es Cage Lies ce 32 with lights ae a Er pe SL aco GEN SENER EEG eS Oc et Intercom Buttons SS I Message Light r m gt 3 S 4 without lights I Kg Pr 98 l j l O i 4 2 At A
56. pt enter the destination extension number for the call coverage calls e To forward to an external number enter the personal speed dial 80 to 99 that contains the required external number e To forward using cell phone connect mobile twinning enter followed by the personal speed dial 80 to 99 that contains the required external number 4 The current setting of the button will now be set to Call Forward O lt covered extension gt D lt destination extension gt e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 26 IP Office PARTNER Version Issue 1b 22 February 2010 Advanced Features Forwarding Calls 4 5 Call Coverage Call coverage is used to redirect all intercom transferred DID and outside calls on lines assigned to your or to another extension When call coverage is in use covered calls are routed to the covering extension after a specified number of rings set by the system administrator e Intercom transferred DID and outside calls on lines assigned ownership can be covered e Group calls forwarded calls transfer return calls voice signaled calls Voice Interrupt On Busy calls and calls to doorphone alert extensions are not covered e A single extension can cover multiple extensions however an extension programmed for call coverage can have only one covering extension Only one call coverage button can be programmed per extension
57. ptions below e Listen e Save Play the message Mark the message as a saved message e Pause e Call Pause the message playback Call the message sender if a caller ID is available e Delete e Copy Delete the message Copy the message to another mailbox When pressed a number of additional options are displayed e Message Record and send a voicemail message to another mailbox or mailboxes e Greeting Change the main greeting used for callers to your mailbox If no greeting has been recorded then the default system mailbox greeting is used e Email This option is only shown if you have been configured with an email address for voicemail email usage by the System Administrator This control allows you to see and change the current voicemail email mode being used for new messages received by your voicemail mailbox Use Change to change the selected mode Press Done when the required mode is displayed Possible modes are e Password Change the voicemail mailbox password To do this requires entry of the existing password e Voicemail Switch voicemail coverage on off Using the Visual Voice Button for Voicemail Transfer If pressed when you have a call is connected the MESSAGE button allows entry of an extension number for direct to voicemail transfer of the connected call PARTNER User Guide Page 47 IP Office PARTNER Version Issue 1b 22 February 2010 Chapter 6 Contacts 1408 1416 PARTNER User Guide Page 49 IP Office PARTNER
58. r parties including yourself into a call A conference call can connect up to the maximum number of conference parties including up to 2 external callers To create a conference call 1 While active on a call press the CONF or CONFERENCE button The first party is now on hold 2 When you hear the inside dial tone dial the telephone number of the second party 3 When the call is answered press the CONF or CONFERENCE button again to add the second party to the call 4 You can now speak to the first and second parties An alternating Red Green Flash appears at any extension connected during a conference call 5 Repeat step 2 to add more parties To use hold during a conference call If you need to answer or make another call during a conference call you can use the Hold feature When you put a conference call on hold the other parties can still talk to each other 1 Press the HOLD button 2 The Green light next to the intercom or line button will wink to show that the call is on hold 3 To re join the conference call press the button next to the Green light You will rejoin the conference An alternating Red Green Flash appears next to your intercom or line button to indicate that you are in a conference call 3 9 Joining Calls Joining is adding yourself to a call in progress the same way you do on a home telephone by picking up an extension e Join an intercom call or a conference call at anther extension Join a call at any exten
59. rietary rights Unauthorized reproduction transfer and or use can be a criminal as well as a civil offense under the applicable law Third Party Components 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 Avaya s web site at http support avaya com ThirdPartyLicense 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 Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Do
60. rom the Directory rrrrrrrvnnnrrrnnnnnrrrrnrnr 51 6 3 Edimig aA COMAC oiei 51 6 4 Adding a New Contact rrrnnnrornnnnnnnnnnornrnnnnnrnnnnnnnnnnnnrr 52 6 4 1 Add a Contact from the Call Log rrvrrrrrrnnnrrn 52 6 5 Deleting a Contact rrrnnnnnnnnnrnnnnnnnnnnnrnrnnnrnrnnnnnnnnnnnner 52 PARTNER User Guide IP Office PARTNER Version Contents 7 Call Log 1408 1416 TA USING the Call Log us 54 7 2 Making a Call from the Call Log rrrrrrrvvnrrrrrnnnnrrrrnrnr 54 7 3 Viewing Call Details rrrrrornrrrrrnnnnnnrnrrrrnrnrrrrnnnnnnnnnnnrr 55 7 4 Deleting a Record rnrannnnnnnnnnnrnnnnnnnvnnnnnnnvnnnnnnnnnnnnnnee 56 7 5 Deleting All Records rrrrnnnrnnnnrrrnnrnnnnnnnnnnnnnnnnnnsnnnn 56 7 6 Adding a Record to Your Contacts rrrrrrnrnnnnrneennn 56 8 Phone Settings 1408 1416 8 1 AMERTFANG BU ude 58 8 2 VISUAL Alerting Luts 59 8 3 Audible Alerting c cccccecccsssseeeeeeeceeseeeeeeeeeaeeeeeeeeeaas 59 SARNO SUNL ae 59 8 5 Display BrightneSs cccccsscecccseeeeeeeeseeeeeeeeeeeessaeeeees 60 8 6 Display Conrasl 2 60 8 7 Display Language rrnrnnnnnennnnnnnnnnnnnrrnnrnnnnennnnnnnnnnnnsne 60 SG ETO TONG xsi arias teehee etoile 61 8 9 Button GliCK niie mars E 61 8 10 Default Handsfree Audio Path rwrrnnnnrrnrnnnrnnrrrrvnnnn 61 NET eR rrr aE ee Ren ee rete NEE ERE Ere eee enn ere thee PEE 63 Page 3 Issue 1b 22 February 2010 Chapter 1 ETR Tele
61. rwarding Calls All external internal and transferred calls directed to your extension can be diverted to a different internal extension number You can enter the destination extension telephone number and select when calls are redirected using a programmed button Before you can automatically forward calls you need to assign the feature to a button with lights The button can then be used to turn call forwarding on and off as required e Selected users may also be able to do remote call forwarding where they forward their calls to an external number If that is the case consult your system administrator you can use your personal speed dials 31 gt as the forwarding destination e Some users may also be able to use cell phone connect again consult your system administrator With cell phone connect the call will ring at both your extension and at the remote call forwarding destination This is sometimes called mobile twinning e DID calls can be forwarded e Other outside calls can be forwarded if the user has been assigned as the owner of the line See IP Office Essential Edition PARTNER Version Phone Administration Guide e You receive a slow interrupted intercom dialling tone when call forwarding is active To create a call forwarding button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select
62. shed to indicate a call waiting to be answered 1 Press the MENU button 2 Use the k up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the k up and down arrow keys to locate the option Visual Alerting 5 Use the left and right arrow keys or press the On Off soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 8 3 Audible Alerting The phone s audible ringer can be switched off This only affects the ring and does not affect the visual alerting 59 1 Press the MENU button 2 Use the k up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the k up and down Y arrow keys to locate the option Audible Alerting 5 Use the left and right P arrow keys or press the On Off soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 8 4 Ring Sound You can adjust the sound of the ring used by the phone 1 Press the MENU button 2 Press the Select soft key 3 Use the k up and down arrow keys to locate the option Personalized Ringing Press the Select soft key e Use the k up and down arrow keys to scroll through the different available ring patterns e Press the Play soft key to repeat the currently display ring pattern e To make the currently displayed ring pattern the se
63. sion that has Privacy activated Put a joined call on hold Tell when someone has joined a call of yours when the lights next to the line button change to alternately flashing Red and Green Program Privacy onto a system telephone button to allow or prevent others from joining your calls Join a call that is being answered by the voice messaging system When you join the call the voice messaging system disconnects automatically so you can speak to the caller Use Direct Line Pickup Active Line to join a call on that line if a line is not assigned to your extension and access to that line is not restricted for that extension To join a call A steady red light next to a line button indicates that a call is in progress on that line 1 Press the line button next the the steady red light and lift the handset Alternatively press INTERCOM and dial 68 followed by the two digit line number 2 The red and green lights alternately flash You are now joined with the call PARTNER User Guide Page 20 IP Office PARTNER Version Issue 1b 22 February 2010 Chapter 4 Advanced Features PARTNER User Guide Page 21 IP Office PARTNER Version Issue 1b 22 February 2010 e On ETR phones the FEATURE button is used to start dialing a feature code e On 1400 Series phones select Feature on the display to start dialing a feature code During a call you may need to select gt gt first to display the Feature option e On analog phones at
64. system Speed dial required e Except in special cases which the system administrator can configure system speed dials do not override any dialing restrictions that apply to an extension e 1408 and 1416 phone users can view and use system speed dials through the phone s CONTACTS 50 menu Extensions 10 and 11 can also edit the system speed dials through the menu To use a system speed dial 1 At dial tone or whenever you want to dial a number press FEATURE and dial the three digit system speed dial code between 600 and 699 2 The stored number is dialed PARTNER User Guide Page 30 IP Office PARTNER Version Issue 1b 22 February 2010 Advanced Features System Speed Dials 4 9 Personal Speed Dials You can create up to 20 personal speed dial codes 80 to 99 to store frequently dialed numbers The numbers can be quickly dialed by pressing FEATURE and the two digit code for that personal speed dial The personal speed dial numbers programmed for a particular extension can only be used at that extension e If the system is connected to a PBX or Centrex system and a dial out code usually 9 is needed to place calls outside the PBX or Centrex system include the dial out code in Speed Dial numbers that must dial out of the PBX or Centrex system e Personal speed dials do not override any dialing restrictions that apply to an extension e 1408 and 1416 phone users can view use and edit their personal speed dials through the phone s
65. t 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http marketingtools avaya com knowledgebase PARTNER User Guide Page 66 IP Office PARTNER Version Issue 1b 22 February 2010
66. t the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displayed 4 Press Program and either dial 12 or use the k up or down arrow buttons to scroll the display to Account Code Entry and press Select 5 The current setting of the button will now be set to Account Code Entry e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 32 IP Office PARTNER Version Issue 1b 22 February 2010 Advanced Features Account Codes 4 11 Parking Calls Use this feature to place a call on a special type of hold where it can be retrieved from any extension in the system e You should park only one call at a time to ensure that you know which caller you are talking to when you retrieve the parked call e If you frequently park calls and you have a system telephone program your extension number on an Auto Dial button so you can park a call simply by pressing that button during the park process See the section on Auto Dialing 29 gt To park a call 1 While on a call press TRANSFER and and dial your own two digit extension number 2 Hang up If the call is not picked up within three minutes it rings back at your extension To retrie
67. tension number Intercom Auto Dial button The meanings of the various light patterns for each possible button assignment are Light Pattern Line Button Programmable Button Intercom Auto Dial Intercom Button Green You are using the line Green Feature is on Red Extension is busy Red Line in use by another extension Flash Green Flash A call is ringing A user is entering a a four digit long on long off at your extension code to lock or unlock their Red Flash A call is ringing on extension the line but not at your extension Alternating Alternating green and red flash Red Green appears at both extensions ina joined call Wink Green Wink The call is on long on short off hold or parked at your extension Red Wink Call is on hold or parked at another extension Anyone who has the line can retrieve the call Green Flutter Caller ID Inspect Call Log or short on short off Absent Msg is on Absent Text Message Mot is active Call Logs is active 1 5 Adjusting the Telephone Display The phone must be idle and the handset must be in its cradle when you adjust the display contrast To adjust the display brightness 1 With the extension idle press 2 Use the k up arrow and down arrow keys to change the display brightness PARTNER User Guide Page 10 IP Office PARTNER Version Issue 1b 22 February 2010 Chapter 2 1400 Series Phones PARTNER User Guide Page 11 IP Office PA
68. the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displayed 3 Press Program and either dial 15 or use the k up or down arrow buttons to scroll the display to VMS Cover and press Select 4 The current setting of the button will now be set to VMS Cover e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 44 IP Office PARTNER Version Issue 1b 22 February 2010 Using Voicemail Voicemail Coverage On Off 5 7 Forwarding a Message You can forward a message to a different mailbox or to several mailboxes at the same time When you forward a message you can record your own comment to the start of the message Login New messages playe DINE Forward message EET no H H Send 1 Old messages 3 Prepend message lt tone gt record comment 1 Saved messages To forward a message 1 When you are listening to a message press 6 e To forward the message without adding a comment press 2 e To forward the message after adding a comment at the start press 3 Record your comment after the tone Record your comment and press to finish recording 2 Enter the extension number to which you want to forward the
69. to your messages 40 you can perform a range of other actions e Record Your Name 41 gt Your can replace the extension number played to callers with a recording of your name e Set an Access Code 42 You can set an access code that must be entered whenever you try to access your mailbox e Record a Greeting 43 You can replace the default greeting asking a caller to you mailbox to leave a message with your own recorded greeting e Switch Voicemail Cover On Off 44 You can select whether voicemail should be used to cover calls ringing at your extension e Forward a Message 45 You can forward a message to another extension or extensions You can also add you own comments to the message e Call a Message Sender 45 If the message includes the caller ID you can initiate a call back to the message sender e Voicemail Email 46 You can use email to receive notification of a new voicemail message e Visual Voice 47 1408 and 1416 phone users can access their mailbox using a series of menus on the phone s display PARTNER User Guide Page 38 IP Office PARTNER Version Issue 1b 22 February 2010 Using Voicemail 5 1 Accessing Your Mailbox Your system administrator can also configure other methods of access including access to your mailbox from other phones e On 1408 and 1416 phones you can access your mailbox using Visual Voice 47 gt Accessing Your Mailbox 1 Press the Intercom 1 or Intercom 2 button and dial 777
70. ve a parked call 1 Press an intercom button and 6 followed by the extension number of the extension that parked the call 4 12 Call Pickup You can use this feature to answer any intercom outside or transferred call ringing at another specified extension This feature is useful for office colleagues who agree to answer each other s calls To create an call pickup button ETR 18D ETR 34D Phone 1 At the phone press Feature OO 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial 6 followed by the target extension number 5 The current setting of the button will now be Call Pickup followed by the target extension number e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To create an call pickup button 1408 1416 Phone 1 At the extension press Admin 2 Press the programmable button you want to change Alternatively e Use the k up or down arrows to scroll to Telephone Programming Press Select e At the Button prompt press the button to edit or enter from 03 to 80 3 The current setting of that button is displayed 4 Press Program and either press Intercom 1 or use the k up or down arrow buttons to scroll the display to Call Pickup and press Select 5 At the Endpoint prompt enter 6 followed
71. yed 3 Press Program and either press Intercom 2 or use the k up or down arrow buttons to scroll the display to Auto Dial Other and press Select 4 At the AD O prompt enter the number for calls made using the button The number can include and and the following special characters Function Press to insert Character Description Pause HOLD Inserts a 1 5 second pause Transfer SPEAKER R Send a hook switch flash signal Stop CONFERENCE Stop dialing 5 The current setting of the button will now be AD O followed by the stored number 6 To remove the current setting press Clear e Exit programming by pressing PHONE EXIT Alternatively use the Back button to move to another menu PARTNER User Guide Page 29 IP Office PARTNER Version Issue 1b 22 February 2010 4 7 Locking Your Extension You can use the lock feature to prevent unauthorized people from making outside calls from your extension while you are away from the extension To lock your extension 1 Press FEATURE 21 2 Dial a four digit code using the 0 to 9 numbers 3 Redial the four digit code To unlock your extension 1 Press FEATURE 21 2 Dial the four digit code you used to lock the extension 4 8 System Speed Dials The system administrator can program up to 100 frequently used number as system speed dial numbers 600 to 699 Any user in the system can use a system speed dial by pressing FEATURE and dialing the three digit code of the
72. your personal directory contacts a Press the CONTACTS key The directory menu is displayed b Use the left and right arrow keys to select your Personal directory Extensions 10 and 11 can also add edit and delete entries from the External directory 2 Press the New soft key e The menu now allows editing of the name and number e Use the k up and down arrow keys to switch between number and name entry e When the name has been entered as required press the OK soft key e When the number has been entered as required press the Save soft key e To exit without making any changes press the Cancel soft key 6 4 1 Add a Contact from the Call Log You can add a name and number shown in your call log to your personal speed dials You can only do this if there is space in your allowed 20 personal speed dials 1 Access the call log a Press the CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the k up and down arrow keys to scroll through the records Press the Details soft key The individual details of the currently selected call record are displayed Press the Contact soft key Use the k up and down arrow keys to switch between the name and number details for the new contact U A U N Using the telephone keypad and the Bksp soft key you can edit the name and the number When editing the number use the Pause s

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