Avaya 1608-I IP Phone User Manual
Contents
1. Group and Dial e Park Monitor a call park slot by entering the slot number the extension number followed by a single digit When a call is parked in that slot the DSS key flashes If you press the key you have options to Drop or Answr the call e User Monitor another extension If the extension is ringing the lamp flashes and when you press the DSS key you can see details of the caller and have a DPkUp option to answer the call yourself When the lamp is on the extension is busy and pressing the DSS key display information about any call in progress e Group Monitor the status of a hunt group queue Flashes green is a call is incoming to the group Flashes red if the group has queued calls Press the key to show call information press the key again to pickup a call e Dial This is similar storing a general number but the DSS lamp remains lit until the call is disconnected 5 Enter the number to store under the key the park slot user group or dial number Use the left hand display key to backspace 6 Press the DSS key under which you want to store the function e Ifthe DSS key is already set you will see options to Replace Keep or Delete the existing function Select the option required 7 When BUTTON PROGRAMMED is shown select Cont 8 Press Exit SP 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 23 40DHBO0002USAL Issue 6 04 25 2003 DSS Key Functions Page 24 Programming Functions Against DSS Keys Any of the2. The following can be programmed under a DSS key via the Prog or Admin softkeys e Dir A Directory button e Drop A Drop button e Hfans Hands Free Answer e Timer A Call Timer button e AutoCB Auto Callback button e Cfrwd Call forward button e CPark Call Park button Leaving the telephone number blank allows for more user flexibility by allowing the user to choose which call to unpark e SAC Send All Calls Do Not Disturb button e TmDay Time of Day button e Hdset Activate Headset Mode on the 4406D 4412D and 4424D phones In addition the following can be done via the Admin softkey e Acct Account Code button e AD Abbreviated Dial button allows one touch dialing of a number e Park Park a call to the extension that answered the call e GrpPg Group Page e CPkup Pickup next alerting call e DPkup Pickup call for a specific destination e Rngof Ringing disabled e Spres Abbreviated Dialing Suppression is similar to Abbreviated Dialing 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 25 IP Office 40DHBO0002USAL Issue 6 04 25 2003 System Features Page 26 System Features Introduction Making Calls Answering Calls As well as your phones specific features you can access a number of system features by dialing short codes These instructions are for the system s default configuration They assume that you are using the default feature codes It also assumes that you have full
3. During the existing call or conference press Conf ccc 2 Dial the other party e If not answered end the call either by pressing the Drop or Hold button then press Conf e When answered press Conf again Any call that was put on Hold is now conferenced in To drop a caller from a conference Note If the conference only contains four parties including yourself using Drop to remove the last caller added will end the whole conference 1 During the conference press Menu fe 2 Using the 4 and keys display and then select Drop This feature can also be set under a DSS key see page 22 To display calls in a conference 1 CONF on your display indicates that you are in a conference call 2 Press Menu 22 twice 3 Select HC amp P held conference and parked 4 The above Confs indicates a conference call Select Confs 5 Use the 4 and keys to see the details of the different callers in the conference e Toremove a caller from the conference Select Drop 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 13 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Diverting Calls Page 14 Diverting Calls Switch Divert On 4406D 4606D and TransTalk MDW 9040 users must use shortcodes to activate these features To set the divert all calls unconditional number and modes aoe edt hadi 6 7 Press Menu 522 twice Press and select ProgA Select Divrt Set the required divert number
4. Operation On some models of phone you can make and answer calls handsfree that is without lifting the handset e To switch from handsfree to handset operation pickup the handset e To switch from handset to handsfree operation press Spkr a and then put down the handset e To answer a call handsfree press the Spkr pi key e While working handsfree pressing the Spkr 4 key again will end the call e Note also that whilst using the handset if you hold a call and don t replace the handset to answer any call press the Spkr wf key 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 11 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Other Call Controls Drop a Call Mute a Call Page 12 You can use this function to disconnect a caller This feature can also be used with conferencing See Conferencing Calls on page 13 4406D and 4606D sets should have a Drop button programmed on the phone Contact your system administrator to do this To drop a call 1 Press Menu Fra 2 Select Drop This feature can also be set under a DSS key see page 22 or 1 Press Menu f twice 2 Select Func and then select Drop The Mute key allows you to stop the caller from hearing you while still allowing you to hear them While a call is muted the lamp above the Mute key is on on the 6400 sets and flashing on 4400 and 4600 sets On the 4400 sets when headset mode is active see Using Headsets on Page 19 the Mute b
5. access to all features and the public telephone network Users with stations that do not have the Menu button 4406D 4606D and TransTalk MDW 9040 must activate features those requiring additional numbers ie external number Hunt Group via the shortcodes Internal Calls To make a call to another extension simply dial the number If the number is busy you can use Ring Back When Free as below 1 Dial any digit and hang up 2 When the extension you called is free your phone will ring a burst of three rings 3 Lift the handset and the extension is called automatically External calls To make an external call either dial the number prefixed by the access code if required or use a speed dial code contact your system manager for a list of your speed codes If you hear busy tone while dialing then the call may be barred Your system manager can bar certain calls such as those to premium rate numbers and international calls Ringing at your own extension Simply pick up the handset internal calls have a single ring cadence external calls have a double ring cadence When in headset mode press the button associated with the alerting call Ringing at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial 30 to answer a call ringing anywhere 31 to answer a call within your group 32 201 to answer the call for a particular extension in this example 20
6. change the language used in the phone s display On some voicemail systems it will also change the language of the voicemail prompts played when you collect your messages To change your phone lanquage 1 Press Menu fe twice 2 Press and select ProgA 3 Press and select Lang 4 Use the 4 and keys to display the different language options DEFAULT is the system s default language When the text is as you require press Done 6 Press Exit af an 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 21 IP Office 40DHBO0002USAL Issue 6 04 25 2003 DSS Key Functions Page 22 DSS Key Functions Overview You can program many of the phone s functions to a DSS key You can also program dialing digits or user group and park slot numbers e 4406D 4606D and TransTalk MDW 9040 Telephone The DSS keys on the 4406D 4606D and TransTalk MDW 9040 can only be programmed through the Manager Application Contact your System Administrator e 4450 DSS module The buttons of the 4450 DSS module are programmed via the station to which the 4450 is connected A user can program a button on the 4450 in the same manner that they would a button on their phone In the following sections the DSS key can either be a button on the actual station or a button on the 4450 DSS module Storing Abbreviated Dialing Under a DSS Key Each button can be programmed with the number that you would normally dial Typically you would use
7. functions normally accessed by pressing Menu fe can also be programmed under a DSS key This allows faster access to the function To add a function to a DSS key 1 Press Menu fee 2 Using the 4 and keys display and then select Admin Use the 4 and keys to display the function you want and then press the key below that function Selecting Expl explains the function names e For alist of the available functions see Functions on page 25 3 If the function requires some parameter such as an extension or group number you can enter it now If you don t enter a parameter then it will be requested when you press the DSS key during usage 4 Press the DSS key against which you want the function programmed e Ifthe key is already programmed you will see options to Repla Keep or Delete Select the option required Select Cont 6 Either select another function and program another DSS key or press Exit SP a To remove a function from a DSS key Press Menu Fa Using the 4 and keys display and then select Admin Press the DSS key against which the function is programmed Press the key below Clear and then press the DSS key again Select Delet to remove the function Press the key below Cont Either select another function to program another key or press Exit 5p Soe eS 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 24 IP Office 40DHBO0002USAL Issue 6 04 25 2003 DSS Key Functions Functions Page 25
8. messages e A above Recvs indicates that another extension has lit you message indicator Select the type of message you want to answer 4 To check message indicators select Recvs e The display will show the time date and caller s extension number It also shows the message number and total number of messages e Use the 4 and keys to move through the stored messages e Press the top right display key to delete the displayed messages 5 To check voicemail messages select Voice e The display will show you how many voicemail messages you have in your mailbox It you are a member of a hunt group that has messages the hunt group name is also shown Select the display key for the mailbox you want to check e Follow the prompt to check your messages e For further details see Voicemail on page 28 w Answering a Page Call Other users may page you or a group to which you belong You will hear the page through your phone handsfree speaker and Page is displayed See Make a Page Call on page 7 To answer a page and turn it into a normal call between you and the person doing the paging press the Conf key TransTalk MDW 9040 users can make Page Calls but cannot receive them 4600 Series phones cannot make or receive page calls 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 10 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Other Call Controls Page 11 Other Call Controls Account Codes You can
9. 01 DISC CONN CONF PAGE Page 5 Phone locked Internal calls only see Lock Unlock the Phone on page 20 Call Forwarding On See Call on page 14 In Group Held Call Shows the number of held calls see Holding Calls on page 17 Do Not Disturb On See Send All Calls Do Not Disturb on page 15 Parked Calls Shows the number of parked calls see Parking Calls on page 16 Unavailable This is displayed on the calling station when the called station has Do Not Disturb activated but is not being covered by Voicemail Voicemail This is displayed on the calling station when the called station has Do Not Disturb activated but is being covered by Voicemail Calls in Call History See Display the Call History on page 12 Disconnected Press Spkr A to end the call Connected You are on a Call Conference Call You are part of a conference call see Conferencing Calls on page 13 This is displayed on the left hand side of the display Page Call See Answering a Page Call on page 10 Time amp Date See Display the Date and Time on page 18 Timer See Call Timer on page 18 Indicates that the displayed item is either the currently selected value or has selectable sub options e Pressing Menu rae gives access to up to 12 softkey functions Use 4 and to show the functions and press the display key beneath an option to select it e Pressing Menu Fee twice gives access to ad
10. 040 users do not have access to this feature To start the call timer 1 Press Menu fee 2 Select Timer This feature can also be set under a DSS key see page 22 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 18 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Phone Controls Page 19 Display Call Information You can display information about which number another extension is calling To display call information 1 Press Menu 22 twice 2 Select Call 3 Enter the extension or group number use the top left display key to backspace 4 Press and select Listen 5 Press Exit xp Changing the Volume You can alter the volume of the handsfree speaker the handset speaker and the ringer To change the ringer volume 1 Without lift the handset press the either end of the volume button Use either end of the button to adjust the volume To change the speaker volume 1 Lift the handset to adjust handset volume or press Spkr i to adjust the handsfree volume 2 Press the either end of the Volume som key Use either end of the button to adjust the volume up or down Changing the Ringer Sound This feature is available on the 6400 series phones only You can select the type of ring that your phone uses To change the ringer sound This feature can also be set under a DSS key see page 22 1 Without lift the handset press Conf G amp L 2 You will hear a ring Press Conf again to hear another ring ty
11. 1 Note that if your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 26 IP Office 40DHBO0002USAL Issue 6 04 25 2003 System Features Call Waiting Call Forwarding Diverting Calls Page 27 Call Waiting tells you if another call arrives while you are already making a call by making providing call waiting tone If you hear the Call Waiting signal use HOLD to put the present caller on hold press the Call Appearance button of the alerting call or HOLD again to connect to the alerting call To turn call waiting on use the code 15 to turn it off use 16 Your calls can be forwarded to another extension or an external number either when you are away from your desk on no answer when your extension is busy and all calls for example when you go on holiday To switch forward direct station i e not Hunt Group calls on dial 01 to switch it off dial 02 To switch forward on busy on dial 03 to switch it off dial 04 To switch forward on no answer on dial 05 to switch it off dial 06 To set the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example Note Your System Administrator may have configured a forwarding number on your behalf if so by using the star cod
12. AVAYA IP Office 4400 4600 6400 amp TransTalk MDW 9040 Telephones 4ODHBOO02USAL Issue 6 04 25 2003 Introduction Contents Introduction 0 ccceeeeeeeeeeeeees 3 4400 4600 and 6400 Telephones 3 TransTalk MDW 9040 c cccesceseeseeteeetees 3 Phone Key Symbols 0 22 0 22 2482 4 The Displayvccosecekee heehee 5 Making Calls n a 6 Make aC all EPER 6 Using the Directory 22 2 2 2 0 cseedeeeeeee 6 Redial n su cere orice cdevstecsecrstepscavstensicusesticaesiee 7 Make a Page Call eeeeeeeeeeeeeeeeeeeeeeee 7 Leave a Message 2 2 2 2 0ccceceeeceeeeeeees 7 Arrange a Callback 8 Leave a Message in Voicemail 8 Answering Calls c0s0 9 Answer Gall cis sence ccuhsisadasiaselealeghnlealeadaunes 9 Internal Auto ANSWE cceeeeeeeeeeeeeees 9 Direct PICKUP e e eE 9 Answering a Message Indicator 10 Answering a Page Call 10 Other Call Controls 11 Account GOES 358 scicccacasacccccstici li ailssieed 11 Recording a Call cee eeeeeeeeeeeeeeeeeeeeeee 11 Handsfree Operation eeeeeeeeeeees 11 Drop a Call ieaie eee a Eea 12 Mute a Call nic send ua oe a neeees 12 Display the Call History ee 12 Conferencing Calls 13 Diverting Calls 0 14 Switch Divert ON ccceeeeeeeeeeeeeeeeeeeeeees 14 Call Forwarding 14 Send All C
13. Call Waiting 0 00 eee ee eeeeeeeeeeeeeeeeeeees 27 Call Forwarding 3 22 lt 23 005 c 3eescsiedscetadseie 27 Diverting Calls 2icsirc ococtee beaetvocneeeteec oer 27 DG NOt Dist rb sirenen 28 WOIGEIN GI erretenen ireo eie 28 The System Administrator ee 29 Default Speed Dial and Feature Codes 29 INGOX EE T 31 Page ii 40DHB0002USAL Issue 6 04 25 2003 Introduction Page 3 Introduction 4400 4600 and 6400 Telephones This guide covers the use of 4400 4600 and 6400 series telephones on IP Office telephone systems Note that this guide assumes that the phone you are using has its default settings Be aware that the System Administrator can reprogram the system and or individual extensions to offer different sets of features If in doubt please contact your System Administrator e Default Buttons Each phone is configured by default with 3 Call Appearance buttons These buttons are located on the top 3 buttons of the leftmost column They are used to make and receive calls e DSS Keys This guide details accessing many functions by pressing Menu rea Many of those functions can be assigned to the DSS keys on your phone See DSS Key Functions on page 22 Note that the 4406D 4606D sets do not have the Menu FFe button For those sets a user can either have a button programmed through the manager contact your system administrator or by using the shortcodes When using these sets use shortcodes This ope
14. Use the left hand display key to backspace When you have activated CFrwd see below the extension number is automatically filled in with the call forwarding number Select Next Use the display keys to switch Group hunt group and Divrt between Y on and N off e Diverting group calls is only used when divert all calls is also on It also only works for calls to circular or linear groups Select Done Press Exit af To set the divert on busy no answer number and modes 1 Call Forwarding Press Menu Fe twice 2 Press and select ProgA 3 4 Set the required divert number Use the left hand display key to Select OnBsy backspace Select Next Use the display keys to switch OnBsy busy and NoAns no answer between Y on and N off Select Done Press Exit afd You can forward you calls to another extension While forwarding your calls your phone will display a D in the top right of the display If the station that you are forwarding calls to also has forwarding active your call will go to the final destination To set call forwarding 1 2 3 Press Menu Fse Using the 4 and keys display and then select CFrwd This feature can also be set under a DSS key see page 22 Set the required divert number Use the left hand display key to backspace When you have activated Divert see above the forward number is automatically filled in with the Divert number Then select Done Press Exi
15. alls Do Not Disturb 15 Setting Absence Text 15 Hold Park amp Transfer 16 Parking CallSs nuseceseneseeenenemens 16 Holding CaS dose cual hc eeaeee aari 17 Transfer a Call ccccseccsseeeeeeeeeeeeeeeeeees 17 Phone Controls c0 18 Labeling Softkey Functions 08 18 Display the Date and Time eee 18 Call Time f senn dant ees a als ek 18 Display Call Information 0 19 Changing the Volume 19 Changing the Ringer Sound 0 19 Using Headsets 2 2 2 0 cccceeeeeeeeeeetee 19 Hot Desking cccccceeceneeeeeeeenceeneeenceeeeees 20 Group Enable Disable ccccccccsee 20 4400 4600 6400 amp TransTalk MDW 9040 Telephones IP Office Page ii Lock Unlock the Phone 20 Change the Login Code 21 Change the Extension Name 0 21 Change the Phone Language 21 DSS Key Functions 22 OV EI VIOW fa cos E E EA 22 Storing Abbreviated Dialing Under a DSS GY check ee te eerie ede ee eek ee ey cea 23 22 Storing User Park Slot and Queue NUMMDEFS mioninenn i a babiaeeles 23 Programming Functions Against DSS KySSe epe e a iat madd ad 24 FUNCIONS ee E EE A E 25 System Features 26 Introduction icici licad dlatearanexaterts 26 Making Calls ccccccccceeeceeeeeeeeeeeeeeeneeees 26 Answering CallScxcceszcestcenceesceenteeetsonccenecenete 26
16. d is shown select DONE If you want some personal text to accompany your chosen message select EDIT otherwise select NONE If you chose to have some personal use the dialing keys and Rotat to enter characters For example to enter an L press the 5 key and then press Rotat until an L is displayed When the text is as you require press Done You can use the top left display key to backspace 8 To display the message select SET 9 Press Exit af D re O N N To clear your absence text 1 Repeat the process above but select Clear when available 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 15 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Hold Park amp Transfer Page 16 Hold Park amp Transfer Parking Calls You can park a call or several calls You are then free to make and receive other calls You can also arrange for the parked call to be retrieved by another extension Note that the system only allows calls to be parked for a short while before reconnecting them the default setting is 5 minutes When you park a call it is given number based on your extension number followed by 0 If you now park another call that is given your extension number followed by 1 If you inform another extension of the number given to a parked call they can then unpark that call see below 4406D 4606D and TransTalk MDW 9040 users can use the shortcode or a programmed button for this operation To park a call 1 Dur
17. ditional functions 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 5 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Making Calls Page 6 Making Calls Make a Call All phones in these series have a handsfree speaker so that you can dial and hear the call progress without having to pickup the handset On some models this facility is only one way so you must use the handset to be heard once the call is connected To make a Call 1 Dial the number you require e If ENTER ACCOUNT appears then you are required to enter an account code before making calls see page 11 2 When answered either pickup the handset or if your phone supports it continue handsfree see Handsfree Operation on page 11 3 To end the call either put down the handset or if working handsfree press Spkr mf Using the Directory The phone can display a directory of group names extension names or directory names from which you can select and then dial This feature is not supported on phones without Menu Fea and 4 keys Note This feature can work in two modes Classic or Dial Name mode the default Contact your System Administrator if unsure which mode your telephone system uses To use the directory 1 Press Menu 22 and select Dir this feature can also be set under a DSS key see page 22 e Alternatively press Menu twice Press and then select Dir 2 Select from INDeX internal extensions Group hunt groups or Extrn numb
18. e from your extension you over ride the configured number Forwarding on No Answer is not effective if you are using voicemail You can divert your calls to another extension In the examples below N is the extension to which you want your calls diverted Note that if you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number At another extension 412 N from the extension you are temporarily using 413 N to re direct the calls back to your own extension before you return to it At your own extension 414 N from your own extension 414 to cancel either feature from your own extension 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 27 IP Office 40DHBO0002USAL Issue 6 04 25 2003 System Features Do Not Disturb Voicemail Page 28 You may choose to receive no calls at all or only those from particular callers on your exceptions list To switch Do Not Disturb on with or without exceptions dial 08 to switch it off dial 09 410 N to add a number to the exception list 411 N to delete a number from the exception list Note Your callers other than your exceptions either hear busy tone or are re directed to your voicemail Note that not all systems support voicemail or have voicemail installed To switch voicemail on dial 18 to switch it off dial 19 To retrieve your voicemail use the code 17 Note als
19. enter an account code during a call Some extension may also be required to enter an account code before making a call 4406D 4606D and TransTalk MDW 9040 users must enter the account code via a short code Contact your system administrator for the appropriate short code Note A list of valid account codes is stored on the system Contact you System Administrator for a list of account codes which you should use To enter an account code You can do this before or during a call If done before you will then hear dial tone at which you can dial the number required 1 Press Menu 522 twice 2 Select Func and then Acct This feature can also be set under a DSS key see page 22 The display shows ENTER ACCOUNT 3 Enter the account code to associate with the call and then select Set 4 If REENTER ACCOUNT appears then the code was not recognized by the system Enter a valid code 5 If already on a call you can now continue the call If entering the account code before making a call the display now shows Dial and you should hear dial tone Recording a Call This function is not available on all systems or phones You must have Voicemail Pro running on the system If the feature does not work check with your System Administrator to see what Voicemail Package you are using The recording is placed into your voicemail mailbox To record a call 1 During the call press Menu Fea twice 2 Select Func and then Recor Handsfree
20. ephones Page 17 40DHBO0002USAL Issue 6 04 25 2003 Phone Controls Page 18 Phone Controls Labeling Softkey Functions You can rename the softkey functions that appear when you press Menu fee Note that this doesn t affect the function names shown when you select Prog or Admin 4406D 4606D and TransTalk MDW 9040 users do not have access to this feature To relabel softkey functions 1 Press Menu Fre 2 Using the 4 and keys display and then select Prog This feature can also be set under a DSS key see page 22 3 Use the 4 and keys to display and select the function to relabel 4 Press Label 5 Use the dialing keys and Rotat to enter characters e g to enter an L press the 5 key and then press Rotat until an L is displayed 6 When the label is as you require press Done Display the Date and Time You can change your phone display to show the date and time This uses the TmDay function Note that this function overwrites all other display information TransTalk MDW 9040 users do not have access to this feature To set cancel date and time display 1 Press Menu Fre 2 Using the 4 and keys display and select TmDay This feature can also be set under a DSS key see page 22 Call Timer You can run a Call timer If you start the timer before making a call it will reset to zero when you dial and again when you are connected Note that after ending a caller the timer is switched off TransTalk MDW 9
21. er dialed 1 Press Redial 2 The display shows numbers that you have recently dialed 3 Use the 4 and keys to move through the stored numbers 4 Press the key below a number to redial it or press Exit xp to leave the display without making a call Make a Page Call You can make page calls to any extension or group of extensions that have suitable handsfree speakers You call is only heard by those extension that are free 4406D users can make a page call via the shortcodes Contact your system administrator for the appropriate code TransTalk MDW 9040 users can make Page Calls but cannot receive them 4600 Series phones cannot make or receive page calls To make a page Call 1 Press Menu Fr twice 2 Select Call 3 Enter the extension or group number use the top left display key to backspace 4 Select Page Leave a Message When you call another extension that doesn t answer you can leave them a message indication Depending on the type of their phone they may have a message indicator lamp which lights stations that do not have the Menu 22 button and softkeys do not light If their phone has a display it may also display your name and number for a return call On your phone the E lt lamp indicates when you have messages see Answering a Message Indicator on page 10 To send a message indication 1 Press Menu Fr twice 2 Select Call 3 Enter the extension number use the top left display key to backs
22. ers in the IP Office Directory 3 The next steps depend on which mode of working your system is using e Dial Name Mode a Using the letter keys start dialing the name that you want eg for names starting with John dial 5646 Ignore any spaces in the name b The display will show the first match to the letters entered so far Either enter further letters or e Press the 4 and keys on either side of the current name to display the other matches found so far e If NO MATCH is displayed press 4 to go back to the previous step c When the name you want is shown select Call d If you cannot find the name you want press Exit xp twice e Classic Mode a Press the dialpad button that matches the first letter of the name you want For example to select L press the 5 key three times b Use the 4 and keys to move through the matching entries You can press another key on the dialing pad to select a different first letter c When the name you want is shown select Call d If you cannot find the name you want press Exit xp twice 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 6 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Making Calls Page 7 Redial The phone stores a record of the numbers that you have dialed You can display and select a number from that record 4406D 4606D and TransTalk MDW 9040 sets can use redial When the button is pressed the last number that was dialed is used To redial a numb
23. ey see page 22 3 Press Exit xp Direct Pickup You can pickup a call ringing at another extension if you know the extension number 4406D 4606D and TransTalk MDW 9040 users can pickup a call for an extension via the shortcodes Contact your system administrator for the appropriate code or if using the default shortcodes see Answering Calls on page 26 To do a direct pickup 1 When you here the extension ringing press Menu rae 2 Using the 4 and keys display and then select DpkUp This feature can also be set under a DSS key see page 22 3 Enter the extension number and then select Done Note thata DSS key cannot be used to enter the extension number 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 9 IP Office 40DHB0002USAL Issue 6 04 25 2003 Answering Calls Page 10 Answering a Message Indicator If another extension has left you a message or you have voicemail then your E lamp is lit Note If you have voicemail ringback switched on then whenever you have new messages the voicemail system will ring you after you use the phone 4406D 4606D and TransTalk MDW 9040 sets can access their Voicemail Messages by using the shortcode for Voicemail Collect Contact your system administrator for the appropriate code or if using the default codes see Voicemail on page 28 To answer a message indication 1 Press Menu twice 2 Select Msgs e A above Voice indicates that you have voicemail
24. has a Menu fe button this button is local to the set and is used for features local to the set For this reason when using this set an administrator must program the buttons for the user Features can also be accessed on these sets via shortcodes 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 3 IP Office 40DHB0002USAL Issue 6 04 25 2003 Introduction Phone Key Symbols Your phone may use either text or icon markings for some keys q ki Page 4 Spkr The light above the key is lit when working handsfree See Handsfree Operation on page 11 Mute The light above the key is lit or blinking when using mute See Mute a Call on page 12 Hold See Holding Calls on page 17 Redial See Redial on page 7 Trnsfr See Transfer a Call on page 17 Conf See Conferencing Calls on page 13 Message Indicator See Answering a Message Indicator on page 10 Menu Used to access features and functions Not available on the 4406D 4606D and TransTalk MDW 9040 The two keys are used to make display selections and data entry Not available on the 4406D 4606D and TransTalk MDW 9040 Exit Use this key to exit the administration menus and return to normal phone operation Not available on the 4406D 4606D and TransTalk MDW 9040 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 4 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Introduction The Display
25. he system or if there has been an individual one set for your user id The default is three rings Oo OV eR 00 Leave a Message in Voicemail You can leave a message for directly in voicemail for an extension without ringing the extension This will light that extension message indicator if they have one 4406D 4606D and TransTalk MDW 9040 users can leave a message for an extension via the shortcodes Contact your system administrator for the appropriate code To leave a message directly in voicemail 1 Press Menu 2 twice 2 Select Call 3 Enter the extension or group number use the top left display key to backspace 4 Press and select Vmail 5 You should hear the mailbox greeting and then be prompted to leave a message 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 8 IP Office 40DHB0002USAL Issue 6 04 25 2003 Answering Calls Page 9 Answering Calls Answer a Call To answer a call 1 Your display will show whatever information the system has about the calling party 2 Press Spkr t to answer handsfree or pickup the handset Internal Auto Answer Internal auto answer connects your internal calls after just one ring This feature also applies when a user is in Headset Mode See Using Headsets on Page 19 TransTalk MDW 9040 users do not have access to Internal Auto Answer To set cancel internal auto answer 1 Press Menu fee 2 Select HfAns This feature can also be set under a DSS k
26. ing a call press Menu fee 2 Using the 4 and keys display and then select CPark This feature can also be set under a DSS key see page 22 The caller is parked and your phone displays a P as a reminder or 1 During a call press Menu e twice 2 Select Func and then select CPark The caller is parked and your phone displays a P as a reminder To retrieve the parked call at your extension 1 Press Menu fee 2 Using the 4 and keys display and then select CPark 3 The display shows the parked calls as your extension number plus a number for the order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 4 Select the call to unpark 1 Press Menu fe twice 2 Select Func and then select CPark 3 The display shows the parked calls as your extension number plus a number for the order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 4 Select the call to unpark To retrieve a parked call at another extension 1 At any extension on the system dial 38 N where N is the number that was assigned to the parked call usually the parking extension number followed by 0 of the parked call e For example To unpark the first call parked by 206 dial 38 2060 To display parked calls AP on your display indicates that you have a parked call Press Menu 22 twice Select HC amp P held c
27. it of all users or can be assigned to individual extensions Codes for speed dialing may be up to eight digits and may include the and symbols The default feature codes can be deleted and replaced by alternatives if required In use phone numbers programmed for individual extensions take precedence over general ones and those entered at extensions take overall precedence these remain in force until canceled by the user or when the system is re booted Default Speed Dial and Feature Codes Your System Administrator can set up Speed Dial codes for frequently used numbers These can be full numbers area codes or prefixes which give access to other telephone service providers Hold Call Waiting Do Not Disturb On Call Pick Up Any Voicemail Ringback Off 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 29 IP Office 40DHBO0002USAL Issue 6 04 25 2003 System Features Page 30 This page is intentional blank 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 30 IP Office 40DHB0002USAL Issue 6 04 25 2003 Index Index 0 015 A Absence text 15 Absnt 15 Account codes 11 Answer Call 9 Internal auto answer 9 Message indicator 10 Pickup 9 AutoCB 8 Automatic callback 8 B B 5 20 Bar 20 C Call Answer 9 Conference 13 Divert 14 Drop 12 Forwarding 14 Hold 17 Information 19 Make 6 Mute 12 Page 7 Park 16 Record 11 Timer 18 Transfer 17 Call history Dialled 7 Call History Incomi
28. l calls to other extension Attempts to make other calls display CALL BARRED To lock unlock the phone 1 Press Menu fe twice 2 Press and select ProgA 3 Select Bar 4 Select Change to switch the phone between locked and unlocked then select Done 5 Press Exit af 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 20 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Phone Controls Page 21 Change the Login Code This changes the user s Login Code used for functions such as Hot Desking see Hot Desking on page 20 To set your phone password Press Menu Fse twice Press and select ProgA Select Pswd Enter the existing password if requested and press Done Enter the new password and then press Done Press Exit af Oo ihe ee Change the Extension Name This changes the full name stored by the telephone system The full name is used within the directory function and by the PhoneManager application It does not change the name shown when making and receiving calls To change your extension name 1 Press Menu twice 2 Press and select ProgA 3 Press and select Name 4 Enter the new name Use the dialing keys and Rotat to enter characters For example to enter an L press the 5 key and then press Rotat until an L is displayed You can use the top left display key to backspace 5 When the text is as you require press Done 6 Press Exit af Change the Phone Language This will
29. ng Calls 12 CallB 8 Callback 8 CFrwd 14 Clear a call 12 Conf 13 CONF 5 Conference calls 13 CONN 5 CPark 16 D D5 14 Date 18 Default language 21 Dial 23 Dir 6 Directed pickup 9 DISC 5 Disconnect a call 12 Divert on busy 14 Divert on no answer 14 Diverting calls 14 Do not disturb 15 20 DPkUp 9 Drop a call 12 DSS keys 22 E Enter account 11 Enter Account 6 Exception numbers 15 20 Extension name 21 Extrn 6 F Forced account codes 11 Forwarding 14 G G5 Group 23 Call divert 14 Directory 6 H H5 Handset Volume 19 Handsfree operation 11 HC amp P 13 16 17 HfAns 9 Hist 12 History 12 Holding calls 17 Hot desking 20 l Icons Display 5 Keys 4 Incoming call history 12 INDex 6 Internal auto answer 9 K Key markings 4 L Label 18 Language 21 Leave a message 7 Leave voicemail message 8 Lock 20 log off 20 Log on 20 M Make Call 6 Messa 7 Message Leave 7 Voicemail 8 Message indicator 7 Msgs 10 Mute 12 PAGE 5 7 4400 4600 6400 amp TransTalk MDW 9040 Telephones 40DHBO0002USAL Issue 6 04 25 2003 IP Office Page 31 Page call 7 Park 23 Parking calls 16 Password 21 Pickup 9 Pswd 21 R Record call 11 Recvs 10 Redial 7 Reneter account 11 Ringer Sound 19 Volume 19 S Send all calls 15 20 Speaker 11 Volume 19 Spkr 11 Symbols Display 5 Keys 4 T Time 18 Timer 18 TmDay 18 Transfer a call 17 U Unlock 20 User 23 User la
30. nguage 21 User name 21 V Vmail 8 Voice 10 Volume 19 xX Xfer 13 Page 31 Index Page 32 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 2003 Avaya Inc All rights reserved Avaya Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Email contact avaya com Web http www avaya com 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 32 IP Office 40DHB0002USAL Issue 6 04 25 2003
31. o that your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback To turn Voicemail Ringback on dial 48 to turn it off dial 49 Dialing a number while listening to your messages invokes further facilities Once messages have been delivered they are held on the system for 24 hours You can collect your voicemail from another extension by using the PIN your System Administrator has set up for you You can collect your messages if you are out of the office by either dialing from a number that has been registered for the purpose or by dialing your extension number and PIN when prompted If validation is successful then dial 1 to retrieve your mail The System Administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 28 IP Office 40DHBO0002USAL Issue 6 04 25 2003 System Features Page 29 The System Administrator The system enables you set up a wide range of advanced telephony features with your own numbering plan speed dialing and feature codes It also allows you to restrict access selectively to certain numbers for external calls and to permit controlled access to your local network for staff working away from your premises Codes and phone numbers can be set up for the benef
32. onference and parked The above Parks indicates that there are parked calls Select Parks The displays show the parked calls using the number assigned to each parked call 6 To unpark a particular call press the display key under the parked call CL ele 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 16 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Hold Park amp Transfer Holding Calls Transfer a Call IP Office Page 17 The system automatically reconnects held calls after a set period the default setting is 2 minutes To display held calls 1 An H on your display indicates that you have a held call Press Menu 22 twice Select HC amp P held conference and parked The above Helds indicates that there are held calls Select Helds If you have several held calls you can use the 4 and keys to the details of the different held calls e To clear a held call Select Drop e To reconnect a held call Select Pickup ous ay To transfer a call 1 During the call press Trnsfr The call is put on hold 2 Dial the number to which you want to transfer the call e If the extension doesn t answer or doesn t want the call press the call appearance button to return to the original call e If the extension answers and will accept the transfer press Transfr 9 again e Todo a blind transfer hang up the call or hit the transfer button again 4400 4600 6400 amp TransTalk MDW 9040 Tel
33. pace 4 Select Messa 5 Press Exit 0 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 7 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Making Calls Page 8 Arrange a Callback If an extension is busy or does not answer when you call you can arrange a callback rather than leave a message With a callback set after that extension is next used you phone will ring and when you answer the extension is rung To set a callback during a call 1 If when you make a call you are not answered or the station is busy press Menu Fa 2 Using the 4 and keys display and select AutCB This feature can also be set under a DSS key see page 22 3 End your call attempt 4 After the extension you were calling is next used your phone will ring and when you answer the other extension is rung Your phone rings the number of times that has been specified in the Allocated Answer Interval either for the system or if there has been an individual one set for your user id The default is three rings 5 Press Exit E if you desire To arrange a callback without making a call Press Menu 22 twice Select Call Enter the extension number use the top left display key to backspace Press and select CallB Press Exit 0 When that extension becomes free you phone is rung and if you answer the other extension then rings Your phone rings the number of times that has been specified in the Allocated Answer Interval either for t
34. pe 3 Repeat pressing Conf until you hear the ring that you want Wait until you hear a ring again and then a tone The ring is now saved Using Headsets Using headsets is documented separately Refer to your System Administrator 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 19 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Phone Controls Hot Desking Page 20 Hot desking is the ability to log on at any phone on the system and have that phone adopt your user settings until you log off You cannot use hot desking unless the System Administrator has allocated you as a hot desking user Note that this is only available when you have a defined password To Log On 1 Press Menu Fse twice Press and then select Hdesk Select LogOn Enter your extension number and then select Next Enter your password and then select Done ee tS To Log Off 1 Press Menu Fes twice 2 Press and then select Hdesk 3 Select LogOff 4 The phone will now display NoUser Group Enable Disable You can enable or disable your group membership Enabling your membership means that you are available for calls 4406D sets must use the shortcodes To switch send all calls on off 1 Press Menu twice 2 Using the 4 and keys display and then select Group A above it indicates group membership is enabled 3 Press Exit afd Lock Unlock the Phone While locked the phone displays a B and can only make interna
35. ration is described beginning in the System Features section on page 26 e 4450 DSS Module Some phones have a DSS port which allows the number of DSS keys available to can be increased by the addition of a DSS module The 4450 DSS module is available for use with both the 4412D and 4424D sets When using the 4450 ensure that the power supply must be connected to the phone The 4450 DSS module enhances functionality by providing an array of buttons that can be used to track Extensions Users or Park fields or be programmed for other functions that help the user to handle calls more efficiently e System amp User Short Codes The system has a wide range of features that are triggered by dialing a particular sequence These shortcodes can be system wide or specific to an individual user For details of the shortcodes available to you contact your System Administrator For details of the normal default shortcodes see System Features on page 26 TransTalk MDW 9040 The TransTalk MDW 9040 set is a wireless set that can be used with the system It is plugged into a DS port on either the base Control Unit or a DS expansion module When using the set the user must configure it to work with the system by defining the button map to be used This can be done by going to the set and pressing the Menu button then using the arrow button to select Configuration then Button Map and then selecting Merlin Magix Although the TransTalk MDW 9040
36. t s To clear call forwarding 1 2 3 Press Menu 272 Using the 4 and keys display and then select CFrwd Press Exit af 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 14 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Diverting Calls Page 15 Send All Calls Do Not Disturb When on all your callers either hear busy tone or are diverted to voicemail if installed The System Administrator can setup a list of exception numbers for you who can still call you during Do Not Disturb 4406D and 4606D users can activate this feature via a short code or programmed button TransTalk MDW 9040 users activate this via a short code To switch send all calls on off 1 Press Menu fee 2 Using the 4 and keys display and then select SAC This feature can also be set under a DSS key see page 22 A above it indicates it is on 3 Press Exit af Setting Absence Text You can set some absence text that then appears on your phone s display The same text is also shown on other extension with suitable displays when they call you Setting an absence text does not redirect your calls in any way that must be done using Call Forwarding Divert or Do not Disturb 4406D 4606D and TransTalk MDW 9040 users can activate this feature via a shortcode To set your absence text 1 Press Menu Fr twice Press and select ProgA Select Absnt To select an absence text select CHNGE When the text require
37. this for an external number or a system or personal short code consult your System Administrator for a list of shortcodes To store digits under a DSS key 1 Press Menu frt 2 Using the 4 and keys display and then select Prog 3 Press the required DSS key 4 Enter the number to store Note You can store partial strings as after pressing the DSS key you can dial further digits e g you could store an international dial prefix for all calls to a particular country 5 Select Done 6 Select another DSS key or press Exit sp or 1 Press Menu fee 2 Using the 4 and keys display and then select Admin 3 Use the 4 and keys to select AD 4 Enter the number to store Note You can store partial strings as after pressing the DSS key you can dial further digits e g you could store an international dial prefix for all calls to a particular country 5 Press the required DSS key 6 Select Done 7 Select another DSS key or press Exit xp 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 22 IP Office 40DHBO0002USAL Issue 6 04 25 2003 DSS Key Functions Page 23 Storing User Park Slot and Queue Numbers The following functions provide both number storage plus additional functions and DSS key lamp usage To store user park slot and queue numbers under a DSS key IP Office 1 Press Menu 27 twice 2 Press and select ProgA 3 Press and select DSS 4 The options shown are Park User
38. utton works for the Headset Display the Call History The number shown in the right hand of the phone display when idle is the number of incoming calls stored in your phone s call history These are calls that have rung your phone answered or unanswered for which a CLI was available The phone can store the 32 most recent calls The redial facility allows you to see a record of the outgoing calls dialed from your phone see Redial on page 7 Call History is not available on the 4406D 4606D and TransTalk MDW 9040 sets To display the call history 1 Press Menu Fse twice 2 Press and then select Hist 3 The display shows the time date and number of the caller Use the 4 and Fk keys to display the details of different callers 4 You can then select to either callback the caller or delete the call from the call history e To delete the call from call history Select Delet e To call the caller Select Call 4400 4600 6400 amp TransTalk MDW 9040 Telephones Page 12 IP Office 40DHBO0002USAL Issue 6 04 25 2003 Other Call Controls Page 13 Conferencing Calls The number of callers that you can have in a conference depends on the telephone system Contact your System Administrator for details Note that 4600 series telephones cannot add callers to a conference when working handsfree They can return to handsfree once they have completed adding a call to the conference To add another caller to a call or conference 1
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