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Avaya 1416 Conference Phone User Manual

1. Select the number for which you want to set up an operator 10 11 Press the OK button Enter the internal number of the telephone which is to be set up as an call forwarding destination e g 13 If necessary enter four further internal numbers of telephones to which the call should be forwarded If necessary select Next line and set up operators for this line Press the Back softkey The new setting is saved To change operators you have already set up simply enter the new operators Related topics Forwarding calls to forwarding stations on page 24 Setting second call barring You must have authorization to set up second call barring Numbers must be approved for setting up second call barring N OO fF W DY gt Press the Avaya Menu button Select Settings Press the OK button Select System functions Press the OK button Select Second call barring Press the OK button A list of numbers for which second call barring is to be set up is displayed 96 1408 1416 at Integral 5 User Guide May 2010 Result Setting date and time Select the number for which you want to change second call barring Press the OK button 10 11 12 If necessary select other numbers for which you want to change the setting If necessary press the OK button Press the Phone Exit button The new setting is saved If you are in a call a further external caller would get a busy tone even if ot
2. Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select Handsfree AB Press the OK button Press the Back softkey The new setting is saved D NOOO A WN gt Result The status information Handsfree answer back appears on the display Next steps 6 Note If you want to switch Handsfree answer back off again switch the function to Handsfree answer back on again 76 1408 1416 at Integral 5 User Guide May 2010 Turning direct dialing on or off Turning direct dialing on or off By default direct dialing is set to on Then dialing begins immediately when the first digit or a destination is pressed You can turn this setting off Then you can type in a whole call number first and then dial itas a block You can then check the call number again and correct it if necessary o 4 om o bk WD 3 Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select Direct dial on Press the OK button Press the Back softkey The new setting is saved To reactivate direct dialing turn the function to Direct dial On again Related topics Calling an internal call number on page 15 Deactivating second call If you do not want to answer an additional call second call during a call you can deactivate second call on A OO N gt Press t
3. Note The first five entries recorded in your personal phone book can easily be accessed as code dialing destinations by pressing 1 5 relates to entries 900 to 904 1 Enter the call number 2 Carry out the call 54 1408 1416 at Integral 5 User Guide May 2010 Calling using your system Referring back You are in a conversation 1 Press 7 keys The first talking partner is waiting and cannot hear what you say 2 Enter the number you want to consult Carry out the refer back call 3 Press 7 keys again The refer back call is ended and you are speaking again with your first talking partner Starting a conference call You are in a conversation 1 Press 5 keys The first talking partner is waiting and cannot hear what you say 2 Enter the number of the second conference partner Wait until he has accepted the call 3 Press 5 keys again The three of you can now speak with each other Ending a call Press 8 keys The current call is ended You hear the dial tone and can now place a new call across the system 1408 1416 at Integral 5 User Guide May 2010 55 Mobile System Subscribers Managed Mobility Access Modifying the twinning call diversion number You have established a connection to your system from a registered telephone The telephone from which you are calling must have caller display activated You hear the dial tone 1 Press the key 2 Press the
4. Seule ko e LE USL a E E ee 75 Setting the number send to external subscribers see een reen een ennen nerne ED Accepting calls automatically Handsfree answer back Tumino dies e Ee Deactivating second call E KREE eeh ee Extending call LEE Suerg Deactivating VIP call signaling pager 7 Removing telephone from hunt groups Removing telephone from general Calls eegen sggegtungegg eessen eet ianen dani iaeo NS aca SES ed eh remole WEBI EEN Function desthaton IG Bind parner KEYS irnir aison annara aaaea introduction funcion eo Sess DE ba aiaa a inadi aa ASEA aaa Ranana a Aia 81 Assigning functions to keys Assigning destinations to keys Assigning lines to keys ege Assigning partners to keys aerer 84 Delsing key SEQUINS LSE EEN ED ED ED niia iia inaa Conference E 85 Bet HE oner Didge scii aa EE Setup reservation UATE SIN I aes sss dts lll tan hha kaha hbk Sa ddan els DEERE nd 85 1408 1416 at Integral 5 User Guide May 2010 7 E Ces FI EE 86 Setup standard access a AEE EE ae EEEE Ae Changing standard PIN eg EE 87 Managed Mobility Access seitlngs DUAL eG Eee 88 ee IW SS UNOS EN 88 Adding dial in authorized numbers EE e ec EE Changing dial in authorized numbers EEN 89 Deleting dial in authorized numbers e SE aeons SN Using call A N A E EEO ATE AEO 91 Deleting entries from the call filter ee err E rent ere errr renter A Corer EE BE Chapter 13 Settings for your telep
5. To deactivate the call diversion enter the code for Deactivate follow me 1408 1416 at Integral 5 User Guide May 2010 115 Remote features 116 1408 1416 at Integral 5 User Guide May 2010 Index A acknowledging appointment ee 64 adjusting handsfree operation ccccccceceseeseeceeeeeeeeeaeaeaees 70 announcement VO PI VUNG EE 21 ANONYMOUS calling eee ee eeeee eects eeeteeeeeeestteeeeeeeeaees 21 answered calls ssssssesesereeerreee renee renen ere rr kknrnee 16 answering e UE 23 ON ao lo WEE 24 partners 000 eeeeccecccesseeececeueeeesceaseeeeesauaaeeeeesaaeases 24 DICK UD inte siiteieni gridded alates aa BESES 23 second call 26 answering Stations ccccccccceeceeeeeeeeeeeeeeeeeeees 93 94 appointment ccc cece cee ceseeeeneeseceeeeeeseeasaeeseeeseees 62 65 deleten Ee 65 FON ei ET 63 ONG UIMG EE 63 automatic handsfree after el Uu Gis EE T2 B aigle EEN 69 sel Te KEE 25 elle EES 31 DUTLON Bue e TE 99 Dinde EE 9 C le Ee GN 59 call display extending cccceeeceeeceeeceeeceeeeeeeeeecteeeeeeseeeteneeteess 79 call diversion 0 0 ccccceeececeeeeceeeeeeeeeaneeeeesaneeeeaeaees 27 115 Changing remotly cc ceeeceeeeeeeeeeeeeeetteeeeeeeeees 115 E EE 91 92 deleting entries sees 92 call forwarding destinations 2 0 ceeeeccceeceseseeeeetaneeeeeeeeaeeeeeeneanes 95 CAM NOG EE 41 44 additional entries cccecceecccceeecese
6. Press the Hold button again The refer back call is ended and you can speak to the first talking partner again Switching between two calls brokering You want to switch back to a first talking partner who has been put on hold 1 Select Return to 2 Press the OK button 1408 1416 at Integral 5 User Guide May 2010 25 Handling calls You can now talk to the first talking partner The second partner is put on hold Transferring a call 1 Press the Hold button Your first call is put on hold 2 Dial the appropriate call number You do not need to wait until the call is accepted 3 Press the Transfer button or hang up Answering an additional call second call The feature Second call is activated on your telephone Use this procedure to answer an incoming call while on another call 1 While on a call select the number or name of the second call in the display 2 Press the OK button You are connected to the second call and the first call is put on hold 3 Note To end the first call instead press the Drop button first 26 1408 1416 at Integral 5 User Guide May 2010 Chapter 4 Call diversion Introduction call diversion You can divert incoming calls to another extension You can set this up both for your own and other telephones You can also divert calls to your telephone In all these variants you can choose whether this should always take place only if the telephone is busy or on
7. Related topics Calling a person from the call log on page 16 Symbols in the call log Symbol Meaning New A Missed call Answered call Call answered by voicemail Message waiting in voice mailbox gt Diverted call showing calling number and originally called number 1408 1416 at Integral 5 User Guide May 2010 41 Managing the call log Viewing the call log 1 Press the Call Log button 2 Select the appropriate entry 3 Press the OK button The detailed display of the appropriate entry is shown Removing entries from the call log If you call back an entry from the call log and a connection is established the entry in the call log will be deleted automatically Use the following procedure to delete entries selectively 1 Press the Call Log button 2 Select the desired call number 3 Press the Delete softkey 4 Press one of the following softkeys Entry to delete the shown entry All to delete all entries in the list Deleting call log entries automatically You can set call log entries to be deleted automatically after a certain time You can protect individual entries from being deleted You can select the following intervals 10 minutes 1 hour 1 day 1 week 1 month or off g Note The new setting is only valid for new call log entries and has no effect on existing entries 42 1408 1416 at Integral 5 User Guide May 2010 CON DOO A OO N gt 1
8. While active on a call press the Conference button 2 Enter the call number for the additional participant or use phone book destination key When the additional participant answers press the Conference button again to start the conference 3 If the additional participant does not answer press the Drop button to return to the first call al Note If you use the Hold button to put the first call on hold instead and then call the additional participant you can first talk to the participant privately while the first caller is on hold Then select the Conference with menu item to connect all participants Expanding conference with another participant Conferences can be expanded to up to 9 participants Conferences with external participants are always limited to three participants 1408 1416 at Integral 5 User Guide May 2010 33 Three party conference call If you set up a Conference bridge in your system up to 9 different subscribers can join the conference bridge With a conference bridge set up additional conferences with more than three participants are no longer possible 1 While you are in a three party conference press the Conference button 2 Enter the call number of the new participant When you are connected to the number all the parties can talk to each other Connecting conference participants with each other If you are on a three party conference call and want to connect the other participants to each
9. You are now part of the conference If you are alone in the conference bridge you will hear on hold music 3 To leave the conference Replace the handset O Note 1408 1416 at Integral 5 User Guide May 2010 35 Conference bridge If the conference bridge is reserved again immediately after your conference 15 minutes later an alert tone sounds to warn you that the conference is approaching its end 10 minutes before the beginning of the next conference the connection is ended Managing conference bridge calls The inviting participant has specific managing rights in a conference bridge moderator He can activate a lecture mode only one participant has speaking rights all others are muted and drop participants selectively out of the conference In a conference without the inviting participant all participants have the rights of a moderator Their displays are showing all participants currently in the conference Each participant is marked with e M when muted or being listener in lecture mode S when being the speaker in lecture mode To start the lecture mode select the designated speaker Press the OK button Select Speaker Press the OK button The new speaker appears on the top of the displayed conference participants marked with a s All other participants are muted A O N gt 5 To change the speaker select the new designated participant and proceed just like for the first speaker 6 To ret
10. and your access PIN 1408 1416 at Integral 5 User Guide May 2010 37 Conference bridge Reserving conference bridge recurring appointment You can reserve the conference bridge for recurring appointments This could be for example a weekly group meeting on Friday at 9 00 O O AON Oo Om FWD gt 11 12 13 14 Press the Avaya Menu button Select Conference bridge Press the OK button Select My conference Press the OK button Press the New softkey Press the Series softkey Select the desired weekday Press the OK button Select the desired start time Appointments which are already reserved are marked with a cross They cannot be reserved Press the OK button A line appears next to the start time to show it is selected Select the desired end time Press the OK button Date and time of your reservation is shown Press the OK button The conference appointment is reserved Next steps Now let all the conference subscribers know the date the number of the conference bridge and your access PIN 38 1408 1416 at Integral 5 User Guide May 2010 Reserving a conference bridge for others Reserving a conference bridge for others If you have permission you can also reserve a conference bridge for others Dialing into the conference bridge is then secured with the access PIN for the subscribers you have set up the conference for Press the Avaya Menu button
11. other press the Transfer button or replace the handset Ending the conference call Press the Drop button 34 1408 1416 at Integral 5 User Guide May 2010 Chapter 6 Conference bridge Introduction conference bridge Your system provides you with a virtual conference room bridge All conference participants which have dialed into the bridge are connected to one another e Depending on the structure of your system up to 9 internal and external subscribers can dial into the conference bridge There are access PINs to secure dialing into the conference bridge or the Standard PIN can also be used during non reserved times e Reservations can only be made in a preset 15 minute pattern There must be a gap of at least 15 minutes between two reservations e A moderator is not required But if so the moderator is able to mute participants and select one participant as single and only speaker Dialing into conference bridge You can dial into the conference bridge from any internal or external telephone The conference bridge must normally be reserved in advance for the duration of the conference You can use a non reserved conference bridge at any time using the Standard PIN if this has been enabled by your system administrator 1 Dial the phone number of the conference room from an internal or external telephone Wait for a dial tone 2 Enter your access PIN number All conference subscribers hear a brief alert tone
12. 33 34 three party dees en nerne stenene 33 conference room cecceceesececeeeceeeceeeeeecaeeetaneeeeetaeeees 35 Consultation call 25 COMUASU EE 69 customer password 2222222 iniri iaiia 97 CUTE icono a ege 19 May 2010 117 D lee 97 GAY Servicer arr arrede reddede 93 DBM32 tartunnan a aa 99 104 hotel functions u u sssssssseeeneeeesesere rener nn renee 104 GelCUING TEE 42 65 appointment ee 65 destination key DEI 12 destination keys u u u sssseesererre enn renerne nr En 82 destinations ASSIGNING kee fi ss eee Hie ened 82 all 82 direct dial hotel rooms cccceeecceeeecceeceeeeeeeceseeeceaeeeeeaeaeeeees 107 GIFECUGIANING EES it discrimination code ceccccceeeecceeceseeeetaeeeeeeeeaneeeeeees 115 diverti Ng EE 27 29 31 after time 2 eee cece eeececceeeeeeceaeeeeeaeeseeeeaeeees 27 29 BUN EE 31 for another telephone cceeeeeteteeeeeteeeeeeee 29 TOW EE 28 elle 27 29 MON EE 27 unconditional sssssssesesereeseerennernnknnnne 27 29 Do not disturb 0 00 0 eee ccceceeeceeceeeeeeeeceeseeeeeceaeeetaneenes 71 double call cee 27 DTMF suffix dialling ccecccceeceeeeceeeeceeeeeeeeeeeees 115 E editing phone book entry 1 W W XW u u ddseeeeeeeeeereeneereeren nn kernerne 46 CNGING E 34 external line seizing when off hook esserne 73 F eil TE 115 forwarding calls u u sseeeeeeeereeeren ener nerne en nn nen ennnnee 24 function key DEI 12 functions assi
13. Only HIS headset cords are compatible with your phone 12 Volume Press or on the Volume button while active on the handset headset or speaker to adjust the volume While not ona call press or to access the audio settings menu Mute Press the Mute button to mute a call in progress To take a call off mute press Mute again Speaker Press the Speaker button to activate the loudspeaker or the handsfree equipment Redial Press the Redial button to either dial the last number you dialed or display the redial list from which you can select a number to redial 16 Call Log Press the Call Log button to view a list of your missed calls The Icon on the Call Log button is illuminated when you have missed calls Phone book Contacts Press the Phone book Contacts button to view the entries in your phone book or contact list Avaya Menu Press the A button to access the Avaya menu The Avaya menu provides options that allow you to customize phone settings configure call logging and select the display language Message Press the Message button to connect directly to your voicemail system 20 Navigation Arrows Press the up and down navigation arrows to scroll through lists Press the right and left navigation arrows to navigate between different views of an application to move the cursor during text input or to turn an option on or off 1408 1416 at In
14. Press the Avaya Menu button Select Settings Press the OK button Select Display Acoustics Press the OK button Select Language Press the OK button Select the language you want to use for display texts Press the OK button Your telephone will reset itself All display texts will now be in the selected language Adjusting the setting for handsfree operation You can adjust the handsfree settings for the conditions prevailing in your office and surroundings Oo ON o Om P ON gt Press the Avaya Menu button Select Settings Press the OK button Select Display Acoustics Press the OK button Select Acoustics Contrast Press the OK button Select Handsfree Change the setting with the right or left navigation button 1 Normal connection medium volume 2 Quiet or long distance connection 70 1408 1416 at Integral 5 User Guide May 2010 Deactivating ringing tone temporarily Do not disturb e 3 Loud connection purely digital or internal connection This is normally the best setting if you are using your telephone s build in loudspeaker e 4 When you have connected an additional loudspeaker 10 Press the Back softkey Deactivating ringing tone temporarily Do not disturb If you do not wish to be disturbed you can temporarily deactivate the ringing tone You can still make internal and external calls yourself without any restrictions even when you have ac
15. Press the Back softkey The new setting is saved Setting the number send to external subscribers For external calls you can specify whether a number is passed to the subscriber You can also specify whether this is your internal extension number or only the company telephone number This feature must be supported by your network provider ao Note You can also suppress number display for the next call only Anonymous calling ona A OUO N gt Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select Remote no disp 1408 1416 at Integral 5 User Guide May 2010 75 Customizing your telephone 7 Press the Modify softkey several times until the desired setting is shown off to switch the number display off completely own to send your internal extension number e g 7505 12 e Master to send only your company telephone number e g 7505 0 8 Press the Back softkey The new setting is saved Result If enabled in your system you will be offered those numbers with which you can present yourself when dialing Accepting calls automatically Handsfree answer back You can set up your telephone so that incoming internal calls are accepted automatically If you receive a call you will hear a short signal tone and your telephone s microphone and loudspeaker are activated immediately This means that you can speak to the caller right away
16. Select Conference bridge Press the OK button Select Conference for others Press the OK button Enter the call number of the subscriber for whom you want to reserve the conference bridge Press the OK button 8 Press the New softkey Oona fF OO N gt N Checking and deleting reservations Own reservations can be checked and deleted at any time 1 Press the Avaya Menu button 2 Select Conference bridge 3 Select My conference A list of all reservations calls is shown Each entry shows the time period reserved and for whom the reservation was made for 4 Select the reservation to be deleted from the list 5 If applicable press the Delete softkey to delete the reservation 6 To confirm press the Delete softkey again 1408 1416 at Integral 5 User Guide May 2010 39 Conference bridge 40 1408 1416 at Integral 5 User Guide May 2010 Chapter 7 Managing the call log Call log If you do not answer an external call the caller s number will be stored in the call log together with the time and date of the call You can also have other entries made in the call log e g internal calls or conversations with external callers The most recent entry is at the top of each list You can selectively retrieve individual numbers and if necessary dial them You can easily transfer a call number from the call log into your phone book You can set entries to be deleted after a predefined time
17. You can also change any setting by pressing the numeric key of the desired setting or by pressing the right or left navigation arrows oOo N DOO A OO N gt Press the Avaya Menu button Select Settings Press the OK button Select Display Acoustics Press the OK button Select Acoustics Contrast Press the OK button Select one of the following e Ringing tone e Monitor e Handset e Headset Increase or reduce the volume by pressing the right or left navigation button 1408 1416 at Integral 5 User Guide May 2010 67 Customizing your telephone The new setting sounds immediately to be checked 10 Press the Back softkey Setting the ringing tone melody You can assign different melodies to each call type Internal call Call from inside your telecommunications system External call Call from outside your telecommunications system e Message call When a message is received VIP ringtone Call from an entry in the call filter list Press the Avaya Menu button Select Settings Press the OK button Select Display Acoustics Press the OK button Select Acoustics Contrast Press the OK button Select the call type you want to change Oo ON o Om P O N gt Change the setting with the right or left navigation button New ring settings are sounded immediately in order to be checked CH Press the Back softkey Applying ring tone melodies Yo
18. activate Handsfree press the Speaker button once more b To end the call press the Speaker button Requesting automatic callback If an internal call number you dialed is busy or unanswered use this procedure if you want your telephone system to call you back when the number is no longer busy or the called person had another call while you are waiting In case of external calls Automatic callback is only presented as an option if the network provider and the system connection support it 1 Select the Callback softkey 2 Replace the handset Your telephone system calls you back as soon as the called number is free or free again 3 Lift the handset Your telephone system calls the dialled call number again 4 To delete the automatic callback again a Select status information Callback act b Press the OK button c Press the Delete softkey Redialing You can redial one of the last numbers called If you selected a special number to present to the call recipient this will also be used for redial 18 1408 1416 at Integral 5 User Guide May 2010 Requesting automatic redialing 1 Press the Redial button 2 Select the desired call number 3 Lift the handset Requesting automatic redialing E Note You can specify the number of automatic redial attempts and the time between two attempts in the Dial settings You can only use Automatic redial if you are calling on a digital exchange line The external n
19. book 4 Enter call number It may be necessary to enter an external line code and a dial pause before an external number You can obtain more information from your telephone system administrator 1408 1416 at Integral 5 User Guide May 2010 45 Managing the phone book If you want to enter an internal number you have to press Option gt internal call number before making the entry 5 Press the OK button 6 Enter name 7 Press the Save softkey Result The entries in your personal phone book correspond to the code dial destinations starting from number 900 Code dialing destinations 900 to 904 can also easily be dialed by Managed Mobility Access MMA Related topics Assigning function keys specifically changing code dialing destinations Calling code dialing destinations on page 56 Editing an entry in the phone book 46 _ Press the Phone book Contacts button N Select the entry you want to edit al Note To reach the entry more quickly you can enter one or more of the first letters of the name Call numbers you have stored in the phone book without a name can be found there under the name space Press the Edit softkey Edit the entry Press the OK button a A QW 1408 1416 at Integral 5 User Guide May 2010 Deleting an entry Deleting an entry 1 Press the Phone book Contacts button 2 Select the entry you want to delete 3 Press the Delete softkey 4
20. button Select Settings Press the OK button Select Applications Press the OK button Select Call display A gt B off Press the Modify softkey oOo N DOO A OO N gt Press the Back softkey The new setting is saved Deactivating VIP call signaling pager If a VIP call pager has been set up for your telephone Use this procedure to temporarily remove calls from the VIP call signalling Calls are no longer signaled e g on a pager or logged Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select VIP call on Press the Modify softkey CON DOO A OO N gt Press the Back softkey 1408 1416 at Integral 5 User Guide May 2010 79 Customizing your telephone The new setting is saved Removing telephone from hunt groups If your telephone is assigned to one or more hunt groups Use this procedure to temporarily remove your telephone from these hunt groups Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Hunt group on Press the Modify softkey CON DOO A OO N Press the Back softkey The new setting is saved Removing telephone from general call An incoming external call will be signalled on all the telephones in your system if you have not set up an answering station general call You can set up your teleph
21. data will now be recorded again from the current date 98 1408 1416 at Integral 5 User Guide May 2010 Chapter 14 Auxiliary devices Button module DBM32 A DBM32 button module provides 32 buttons You can connect one or two DBM32 to your Avaya 1416 telephone No button module can be connected to the Avaya 1408 telephone Your system administrator can assign the buttons according to your preferences The following options are available to you Call numbers of your partners Individual destinations frequently used call numbers Functions e g door opener call diversion or hotel functions etc 1408 1416 at Integral 5 User Guide May 2010 99 Auxiliary devices 1 Buttons with LEDs 2 Strips for labeling Dialing with the DBM32 button module Use the DBM32 buttons just like the destination or partner keys located directly on your telephone Lift the handset and then press the button for the desired subscriber Table 4 LED indications LED Connection Blinking red fast Partner receives an external call Blinking red Partner receives an internal call Steady red Partner is on a call Using a headset You can connect a headset to your telephone Before you can use a cordless convenient headset you must activate it A Caution Prevent damage to your hearing If you use a headset continually loud sounds in the earphone can over a long period of tim
22. destination with this key Assigning lines to keys oa A OO N gt Press the Avaya Menu button Select Settings Press the OK button Select Function keys Press the OK button The description and current assignment of all keys will be displayed Select the key you want to change or assign Press the OK button Select Line Press the OK button Select the line you want to assign to this key e g Line 2 Press the OK button Press the OK button You can now seize Line 2 with this key 1408 1416 at Integral 5 User Guide May 2010 83 Customizing your telephone Assigning partners to keys on A OO N gt Oo O N O Press the Avaya Menu button Select Settings Press the OK button Select Function keys Press the OK button The description and current assignment of all keys will be displayed Select the key you want to change or assign Press the OK button Select Partner Press the OK button All internal subscribers are displayed Select the subscriber you want to assign to this key 11 12 Press the OK button Press the OK button The subscriber is now set up as a partner and is accessible directly via this key The key s LED informs you as to the partner s telephone status Related topics About LEDs on page 12 Deleting key assignments oa A OO N gt Press the Avaya Menu button Select Settings Press the OK button
23. function keys please bear in mind that this may change the operating procedures Functions assigned to keys no longer appear in the menu Related topics Calling with a destination key on page 16 Assigning functions to keys Functions which you use frequently can be assigned to programmable function keys You can then execute these functions simply by pressing the appropriate keys O A OO N gt O O N O Press the Avaya Menu button Select Settings Press the OK button Select Function keys Press the OK button The description and current assignment of all keys will be displayed Select the key you want to change or assign Press the OK button Select function you want to assign to the key Press the OK button Press the OK button Assigning destinations to keys 1 2 3 4 Press the Avaya Menu button Select Settings Press the OK button Select Function keys 82 1408 1416 at Integral 5 User Guide May 2010 Function destination line and partner keys Press the OK button The description and current assignment of all keys will be displayed Select the key you want to change or assign Press the OK button Select Destination key Press the OK button The call numbers or names stored in your individual phone book are displayed Select the destination you want to assign to this key Press the OK button Press the OK button You can now call the
24. internal number of the telephone which is to be set up as an operator e g L3 12 If necessary enter four further internal numbers of telephones which are also to be set up as operators for this night service 13 If necessary select Next line and set up operators for this line 14 Press the Back softkey The new setting is saved 15 To change operators you have already set up simply enter the new operators Next steps Switching on night service See Night service menu Related topics Activating night service on page 71 Assigning call forwarding destinations Up to five call forwarding destinations can be set up for each exchange line Call forwarding takes place after a set time when a operator is called via the exchange line The time before the call is forwarded can be set globally for the system between 0 and 300 seconds If call forwarding is set up for the operator but no forwarding destination has been specified the call is forwarded as a general call 1 2 3 4 Press the Avaya Menu button Select Settings Press the OK button Select System functions 1408 1416 at Integral 5 User Guide May 2010 95 Settings for your telephone system 12 13 14 15 Press the OK button Select Call forwarding Press the OK button Enter the two digit number of the line for which you want to set up operators You can also simply press the corresponding line key instead of entering the line number
25. te features nn ened naan 115 Changing cal GUN SII remotely eege eege ET TT 117 8 1408 1416 at Integral 5 User Guide May 2010 Chapter 1 Introduction Introduction to the 1400 Series Digital Deskphones The Avaya 1400 Series telephones are ISDN telephones for use with the Integral 5 call processing system This user guide is written for the 1408 and 1416 Digital Deskphones These deskphones put convenient features and capabilities at your fingertips including a phone screen to view and manage your calls a contacts list a call log a menu of options and settings to customize your phone and access to your voice mail Not all features described in this user guide may be available on your telephone If you find that a feature is not available contact your system administrator Overview of phone buttons and features Avaya 1408 Telephone 1408 1416 at Integral 5 User Guide May 2010 9 Introduction 10 Avaya 1416 Telephone Name Description Call Message Waiting Indicator This light flashes when you receive an incoming call Phone Display There are 3 1408 or 4 1416 lines in the phone display The phone display presents calling or called party identification user options and other information relevant to using the phone The top line shows the phone number and name you set and the date and time The middle line 1408 or two line
26. 0 Adding an entry from the call log to the phone book Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Call log Press the OK button Select deleted after The right window margin shows the time after which new call log entries will be automatically deleted Press the Modify softkey several times if necessary until the desired time is displayed Press the Back softkey Adding an entry from the call log to the phone book oa A OO N gt Press the Call Log or the Redial button Select the desired call number Press the OK button Press the Contact softkey Press one of the following softkeys Pers for an entry in your personal phone book e Common for an entry in the common phone book 6 Enter a name if required 7 Press the Save softkey 8 Press the OK button 1408 1416 at Integral 5 User Guide May 2010 43 Managing the call log O Note If you have entered a number without a name you can edit the entry later and save it under a name Adding additional entries in the call log You can set additional entries to be made in the call log Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Call list Press the OK button Change the following settings if applicable oOo N DOO A OO N gt Int call
27. AVAYA Avaya 1408 and 1416 Telephones connected to Integral 5 User Guide 16 603588 Issue 1 May 2010 Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Note Using a cell mobile or GSM phone or a two way radio in close proximity to an Avaya IP telephone might cause interference Documentation disclaimer Avaya shall not be 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 End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation s provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or inform
28. E ERE IE E E erat rr E SS N E I etre rere T rere err reer arr 19 Joining another call cutn norinni EE SEN EE eee d Presenting yourself with specified call numbers eebe EST Eee EEN 20 Making an announcement isc cceccsavorsccetiisseecastistssecasaseresceasasaveveanianss See E Making EW EE 0g 0 eee eeaer ee erm ere re peter ine eee ny ds 21 Ee E E 21 CONC E E 21 Chapter 3 Handling fiir eee eee 23 Date ste Prandi eege 23 PAPAIN Rt EEE E E AAA T AT nna ped A A EE EPE SES REE ERE Re 23 Answering a call ringing at another phone piCk Up ccseseeeeseeeeeeeeeeeeeeneeeeteeaeeeees eee nee RE a EAN TON et UN Eege Deele Eeer eg 24 Forwarding calls to forwarding Sta EE 24 er Se SR ME 24 MUR SA T E E eT A errr E Eed EE Referring back during a call consultation call E E oO eRe E mile 25 Switching between two calls Drokermg tae See Se sn sed Nd EE UE 26 Answenng an addtional Call second Calas ccvcccsniiercans mien canneries eS EE Chapter 4 Call divers iOi icici 27 wee calte Oaea AAE AATE a EAA AAEE 27 Diverting calls for your telephone ee E E EE socteeniaeenivenevanis tege Diverting calls to your telephones urrian nia EEN nad vada taal 28 Diverting calls for another telephone are CHE EE dee Nee Cee snad Signaling calls on two Ge TT E 30 Diverting DUNC ssegetutegsgeegertterssersugrec saruana ennen E E E ET EE o Chapter 5 Three party Conference Callll ssssscssssscsssssssnssssssenseesscnsasassssnsnesenons
29. Menu button Select Appointments Press the OK button Select Appointments for others Press the OK button Press the button for the desired room Press the OK button All existing appointments for that room will be displayed N O ORAON gt 8 Now enter the desired time for the wake up call just as you would for your own appointments 9 To delete one of the shown appointments Just select it and press the Delete softkey 1408 1416 at Integral 5 User Guide May 2010 109 Hotel functions 110 1408 1416 at Integral 5 User Guide May 2010 Chapter 16 Menus Menu overview The following contains an overview of the menu structure of the Avaya 1400 Series telephones connected to Integral 5 The first three menu levels are shown The menu structure shown here may differ from the actual menu structure on your telephone Deviations from the menu overview shown here may arise due to the features used and the accessories in use Remarks and notes are shown in italic font Menu item in basic menu One menu level lower One menu level lower Call pickup Call diversion Divert to Divert from Divert for Bundle x Appointments Own appointment Appointment for others Call charges Last call Total Total subs Total line Total call charges Lock Lock telephone Message Night service Night service 1 Night service 2 Night service 3 autom Night servic
30. Press the Delete softkey 1408 1416 at Integral 5 User Guide May 2010 47 Managing the phone book 48 1408 1416 at Integral 5 User Guide May 2010 Chapter 9 Messages Introduction messages You can send a text message to subscribers in your system e g when the caller does not answer or the connection is busy The messages can consist of standard texts prepared by your system administrator or your own text Text messages can only be received by phones with displays A maximum of 10 messages can be accepted Viewing and deleting received text messages An alert tone sounds when a message arrives 1 Select the received text message e g Miller Coffee You will be shown the sender and the message text 2 Press the Delete softkey Writing and sending own text messages Press the Avaya Menu button Select Message Enter the desired text Press the OK button Enter internal call number oa A OO N gt 1408 1416 at Integral 5 User Guide May 2010 49 Messages The text message will be sent immediately Sending a standard text To be able to select from standard texts these must first have been entered into the system Press the Avaya Menu button Select Message Press the Message button Select the desired standard text Press the OK button Change or add to the message e g to include a name or time Press the OK button Do one of the following o 4 o o KR WD A En
31. Select Charges Press the OK button Select the charge display you want to clear O Note If you want to clear the totals for all calls you must have this function enabled by your system administrator 5 Press the OK button 6 Press the Delete softkey AA OO N gt 60 1408 1416 at Integral 5 User Guide May 2010 Locking the telephone Locking the telephone Telephone lock Locking your telephone prevents unauthorized use during an absence To unlock your telephone a Personal Identification Number PIN is required The following functions are still available when the telephone is locked e Answering calls Dialing internal call numbers Changing the PIN You need a PIN Personal Identification Number to lock your telephone against unauthorized users and to unlock it again The default setting for the PIN is 0000 In case you have forgotten your PIN please contact your system administrator Press the Avaya Menu button Press the Lock function key Press the PIN softkey Enter the current PIN default setting 0000 If you make a mistake when entering your PIN press the Back softkey and start again from the beginning 5 Press the OK button 6 Enter the new one A O N gt Locking the telephone Use this procedure to lock your telephone 1408 1416 at Integral 5 User Guide May 2010 61 Using the Avaya Menu 1 Press the Avaya Menu button 2 Press the Lock function
32. Select Function keys Press the OK button The description and current assignment of all keys will be displayed Press the key whose assignment you want to delete 84 1408 1416 at Integral 5 User Guide May 2010 Conference bridge settings You can now see the function or call number previously assigned to the key 7 Select delete 8 Press Delete softkey The key is now free again Conference bridge settings Set up conference bridge The conference bridge can only be reserved by authorized subscribers Each of these subscribers can change the access PIN themselves A standard PIN can also be set up for a conference bridge This means that anyone can dial into the conference bridge providing it is not reserved Setup reservation permissions You can give individual subscribers the option of reserving the conference bridge You must have the right to set up reservation permissions Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Conference bridge Press the OK button Select Permission for Oo ON o Om P ON gt Enter the number of the subscriber for whom you want to enable reservation permissions You are shown the access PIN and whether the subscriber can reserve the conference bridge e g PIN 0000 Not active 1408 1416 at Integral 5 User Guide May 2010 85 Customizing your telephone 10 Select A
33. T RER 83 EN ON dialing seccina aen eler 73 May 2010 elei EE 61 el Alle enn A E a 61 telephone EE 61 M making a call 15 16 Managed Mobility Access ceeeseeeeeereeerees 53 88 Settings E E en ranked panel een aan aen 88 menu ENT 111 message deleting 5 organerne 49 OWI REESE ER kg BENE A 49 sending standard texts W W u u u dseeeeeeeererrneenrrn renee 50 Eller eet eege drer de Se 50 MEWN TE 49 WNG aa 49 MESSAGES E 49 106 107 missed callS TEE 16 42 MMA gedd Sege 53 56 88 90 Call dergeint asidinin an NEA 56 ell EE 54 change registered numbers eese 89 code dialing destinations 0 0 0 eeeeeeeeeeeeees 56 Conference call isana 55 deleting registered numbers 90 deleeiento21geekteig dee kENA EE 53 end call ugereest ENER ENEE dE 55 modify call diversion number 1 00 0 eeeeeeeeeeeeeeeees 56 modify twinning number ee eeeeeeeeeeeeeeeeteeeees 56 Ee E ET 54 refer back call 0 s eeeeeeeeeeeeeeeeeeeeeeeeteeeeeeees 55 register Numbers READER NS 88 BELIN E 88 eu ene WT E MUNG EE 25 N All 71 94 AGUVAUING EE 741 O on hold PULLING WE 24 outgoing Ke TEE 16 OVEIVICW 2 0 cccceeeeccecceeeeeceececeeceeceaeeseeeceaesceeeeseeseeseaneeses 9 P e EE 79 1408 1416 at Integral 5 User Guide participant eege Eet 34 partner GE e lie 82 partner key BREET 42 Partner keys ccccceececceceeceeeeeeeeeseneeeeaaeeaeeeeeeeeeeeens 84 partners answering ccceeeeeeeeeeeccaecee
34. TWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Avaya grants 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 2 1408 1416 at Integral 5 User Guide 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 originally sold by Avaya and ultimately utilized by End User License types Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End U
35. an register for any internal subscribers new numbers which are authorized to dial in D N DOF OO N gt Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Mobility Press the OK button Enter the call number of the internal subscriber for whom you want to register a new number A list of all the external numbers already registered appears Press the New softkey 88 1408 1416 at Integral 5 User Guide May 2010 10 11 12 13 Result Managed Mobility Access settings Select a number you want to register from the list or enter the external number with dialing code e g 0696 50512 The number list contains all the external numbers on the call log of the internal subscriber Note This saves a lot of keying in numbers For example you could simply call your extension using the mobile whose number you want to register The number appears in your call log and you can easily add it as a registered number If necessary press the Options softkey and select and modify one or several of the following settings e Callback off To allow callback option change setting to on Editable off To allow editing option change setting to on Twinning off To set twinning instead of call diversion change setting to on If necessary press the Back softkey to quit the Options menu Press the OK button The number
36. andard PIN To block accessing the conference bridge with the standard PIN again Enter the Standard PIN menu select Deactivate and confirm with the OK button The standard PIN is marked Not active again Changing standard PIN CON O Om A OO N gt Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Conference bridge Press the OK button Select Standard PIN Press the OK button Select PIN 0000 Not active 11 12 13 Press the OK button Enter the new standard 4 digit PIN Press the Back softkey The default PIN has been changed and can be used 1408 1416 at Integral 5 User Guide May 2010 87 Customizing your telephone Managed Mobility Access settings Introduction MMA settings Up to 50 external numbers can be registered on your system to use Managed Mobility Access MMA Each external number is assigned to a fixed internal subscriber Each internal subscriber can be assigned to more than one external number The internal subscriber can be given the option of using callback and editing his numbers By default a normal call diversion can be activated to telephones with registered numbers For each registered number you can configure that twinning is activated instead of call diversion Related topics Introduction MMA on page 53 Adding dial in authorized numbers If you have permission you c
37. arges e Total printout for details of individual calls Press the OK button The charges for this guest will be printed out Select Reset charge meter 8 Press the OK button The charges for this guest are deleted 9 Press the Back softkey Press the button for the room again The guest is checked out or a message is displayed that there are still messages that have not been listened to Listening to messages A menu item shows how many messages on the guest s voice mail box have not been listened to 106 1408 1416 at Integral 5 User Guide May 2010 Messaging to guest message at reception Select this menu item e g 101 New messages 2 Open the voice mail box by calling the voicemail server Enter the room number Press the OK button The connection to the guest s voice mail box is established A O N gt The voice mail box can be transferred to another telephone in the usual way See transfering a call There the customer can listen to the messages on his voice mail box on pressing the key 5 Press the button for the room again The guest is now checked out All messages that have not been listened to are deleted Messaging to guest message at reception 1 Press the Message button 2 Press the button for the desired room 3 Press the Exit button The DBM32 module returns to displaying the calling status of the room telephones Message appears on the displa
38. ation described or offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available to Avaya customers and other parties through the Avaya Support Web site http www avaya com support Please note that if you acquired the product from an authorized Avaya reseller outside of the United States and Canada the warranty is provided to you by said Avaya reseller and not by Avaya Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA RESELLER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOF
39. ccccceeeceeeeeeeeeeeeeeeees 115 speakerphone ssssssssssessseestrrrrnrrensrtrsrtttrnntnn nnn nseene 17 switching between calls ccccccceseceeeaeeeeeeceaeeeeeeeaeneeteneaaes 25 symbols CAM NOG E 41 T telephone system SONGS TT 93 UME hasiren caer EEN EET SEE REE RENEE En 97 traffic StatiStiCS sirinin aan aai 98 120 1408 1416 at Integral 5 User Guide transferring call araeo aena E AA 26 OM WONG RE 26 tie Une BEE 30 U unlocking telephone eer ea EE ENEE 62 V Ellen enee 79 WwW WAKING Re TEE 109 May 2010
40. ctivate 11 Press the OK button The subscriber can now reserve the conference bridge using the access PIN set Changing access PIN You can change your access PIN for the conference bridge at any time The changed access PIN applies immediately even for conferences which have already been reserved and which are still open If you have permission you can also change the access PIN for other subscribers Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Conference bridge Press the OK button Select PIN 0000 Press the OK button Enter the new access 4 digit PIN O O ON Oa FWD gt Different conferences can have the same access PIN You have changed the access PIN Setup standard access With a standard PIN the conference bridge can be used at times at which it is not reserved 1 Press the Avaya Menu button 2 Select Settings 3 Press the OK button 86 1408 1416 at Integral 5 User Guide May 2010 Oo ON DOO P 13 Conference bridge settings Select Applications Press the OK button Select Conference bridge Press the OK button Select Standard PIN Press the OK button You are shown that the standard PIN cannot be used e g PIN 0000 Not active Select Activate 11 12 Press the OK button Press the Back softkey You can now access the conference room using the st
41. d in The button lights up Result The menu displays on the guest telephone and the voice announcements of a voice mail box if any will be in the selected language The guest acquires the full non restricted class of service upon check in The charges memory for the previous guest is erased Checking out 1 Press the Check in button 2 Press the button for the desired room If the key light goes off No charges have been incurred and all messages on the guest s voice mail box have been listened to Check out is complete If the button LED flashes Charges have been incurred or there are messages on the guest s voice mail box that have not been listened to You can query the charges and you can ask the guest to listen to the messages 3 Press the Exit button The DBM32 module returns to displaying the calling status of the room telephones 1408 1416 at Integral 5 User Guide May 2010 105 Hotel functions Result All the guest s messages wake up calls call diversions and callbacks are deleted upon check out Direct dial from other rooms is disabled On checking out an automatic printout of the total is also possible Consult your system administrator if necessary Querying call charges A OO N gt Press the Avaya Menu button Select Charges Press the OK button Press the button for the room again The charges are displayed Select one of the following Printout for sum of ch
42. e 1408 1416 at Integral 5 User Guide May 2010 111 Menus Menu item in basic menu One menu level lower One menu level lower Conference bridge Own conference Conference for others Settings Display Acoustics Acoustics Contrast Partner beep Do not disturb MSN call type Language Function keys Dial settings Autom Handsfree LN on dialling Line off hook Number of redials 0 Redial every s Answ Back Second call Remote no disp Direct dial Code 0000 Applications Call log Call filter Mobility Conference bridge Remote Headset General call Hunt group VIP call Self assignment Call display A gt B Serial Call System functions Individual destinations General speed dial 112 1408 1416 at Integral 5 User Guide May 2010 Menu overview Menu item in basic menu One menu level lower One menu level lower Day service Night service 1 2 3 Call forwarding Date time Customer pswd Traffic statistics Further menu options will be displayed if the Service department has enabled you to program the corresponding functions subscriber names substitute terms classes of service system times call bar groups call bar numbers software lock auto Night service forwardi
43. e lead to hearing damage Therefore always reduce the volume during loud conversations to a pleasant level use the Volume button Answering calls Press the Headset button Continuing a headset call with the handset Lift the handset and continue the conversation as normal Continuing a handset call with the headset Press the Headset button You will be speaking to the other party via the headset The button s LED lights up Continuing a handset call with the headset Press the Headset button You will be speaking to the other party via the headset The button s LED lights up Ending a headset call and disconnecting Press the Headset button and replace the handset if necessary 100 1408 1416 at Integral 5 User Guide May 2010 Using a headset Starting a call Enter the call number and press the Headset button Switching on monitoring You can switch on monitoring on the telephone while you are on a call with the headset Press the Speaker button The button s LED lights up 1408 1416 at Integral 5 User Guide May 2010 101 Auxiliary devices 102 1408 1416 at Integral 5 User Guide May 2010 Chapter 15 Hotel functions Introduction You can use the hotel functions in small to medium sized hotels and guest houses Your system administrator can connect up to three DBM32 modules to the Avaya 1416 telephone for executing these functions Available functions include checking guests in and out viewing guest c
44. e or more initial letters of the name until the desired subscriber is shown Instead of entering initial letters you can scroll through the phone book to the desired entry 10 Press the OK button The subscriber is added to the call filter list 11 Press the Back softkey Related topics Diverting calls for your telephone on page 27 Deactivating ringing tone temporarily Do not disturb on page 71 1408 1416 at Integral 5 User Guide May 2010 91 Customizing your telephone Deleting entries from the call filter 92 Oona A OUO N gt N Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Call filter All call filter entries are shown Select the entry you want to delete 8 Press the Delete softkey 9 Press one of the following softkeys 10 Entry to delete the shown entry All to delete all entries in the list Press the Back softkey 1408 1416 at Integral 5 User Guide May 2010 Chapter 13 Settings for your telephone system Introduction You can perform many of the settings for your telephone system from your Avaya 1400 Series telephones The settings apply to all the telephones in your system e External callers can often reach your company using various different numbers For each of these numbers you can define which phones should ring These telephones are referred to as the operator for this numb
45. eeeeeeeeeseeeecnaecaeeeeeeeeess 24 calling ET 17 OM E 84 PICKUP EE 24 permission conference bridge reservation sssssrrseeeeens 85 phone book 0 0 ceecccccesceeeeeesseseeeeeeeeeeeeeeeenes 17 43 45 47 calling Ke EE 17 deleting entry ccccccccceeceeeceeeceeeeaeeeaeeeaeeeaaeaes 47 editing ENN erorian etthntened 46 DIER eebe En aa aaa 45 lee EE 23 24 0 TU EE 24 PIN EE 61 86 87 conference bridge cccccceeeeeeeeeeeeseeneees 86 87 R reception US EE 107 redial interval iaioa Add EENEG 19 repetition time cee eeeeeeeeeeeeeeeeeeeeeeeeeeeeteeeeeeees 75 redial hs 55 um DE En rn nn daer 43 FOGIAIING 2 ml ar Aase alla Er uret em ornare ra aa 18 19 AULOMATIC aan 19 redials number oa ae anal dean 74 referring BACK EG 25 ll 62 remote Changing Call diversion s es 115 POMOVING se aieiai NR 42 replying announcement cccseecececeseeeesceseeeecseeeeesenaeeeees 21 requesting automatic callback 0 0 ceeccccccesceeseseeeeseesaeeeeees 18 automatic redialing u u seeeceeesssserknenesnnnennnssnnnnne 19 ring tone Nee TEE 68 S second call May 2010 119 deactivating TEE Tr second Call barring ccccecceeecceeeeeeeeeeeeeeeeeeteeeeteess 96 settings telephone system 0 00 0 cecccccceeeeeeeeeeeeeeeeeteeeeeeneeeea 93 signaling calls ON two telephones cee cecccc ces eeaeeeeeeeeeeeeeeeeeeeeeeenes 30 source discrimination code
46. eeeeeseeeseeneanes 44 entry in phone book 43 1408 1416 at Integral 5 User Guide rulle E 41 call log entries automatically eee eeeeeeeeeeeeeeeees 42 Call log TEE 16 call numbers presenting different seeeeeeeeeeeeteeeeeeees 75 presenting peche 20 callback Ile E e 18 CAMING E 15 17 21 ln ein Ke TEE 21 eler cidcsacashicoveddaewsasesndadecaaeeaseiacssaras ee 15 mtemal sarnana en EEN 15 DEIER inceccitesecececcctasesedevcavanacndddastancdadtesdvaaccnoessss 17 phone book entry 22222 turde ele nl aan 17 Speakerphone sssesseeeerenn nn n En 17 with a destination key ececceeeeeeeeeeeteeeeees 16 charge limitl e TE 108 MET E 59 60 106 last UE 59 EE 60 subscribers ninnisin a 60 e CU 59 CHECKING HIN mironi aa aeei 105 Checking out 105 code dialing MMA aissavecinc sieved cat dasacdesnacsaaveesaas sadideswacaacsemeaeiueractens 56 Code NUMBER EE 78 conference expanding EE 33 conference bridge ssssssseerrrrrrrrnnee 35 38 85 87 ACCESS PIN EE 86 changing standard PIN Wu u u u d ddseseeeeeeeerernrrnnnenenee 87 Gal Me HE 35 MANAGING Callesen 36 releasing reservation permission ssssseeeeeee 85 releasing standard access u u sssssseeereererrerrrnee 86 reserving one time eee cece ee eect teeeteeeteeeteees ST reserving FECUITING cece eeeeeeeeeeeeeeeeteeeeeeeeeentaeees 38 SE DUD gees e SEELEN Sen 85 Conference call
47. ents and if necessary select Own appointm All set appointments will be shown 3 Select an appointment which is marked empty e g Appt 1 4 Press the OK button 5 Enter the date and time in the form day month hours minutes e g 04081150 for4 August at 11 50 hrs Select a standard text if required To be able to select from standard texts these must first have been entered into the system 1408 1416 at Integral 5 User Guide May 2010 63 Using the Avaya Menu 7 Enter or add any text 8 Press the OK button Result At the specified time a signal tone sounds and the text you have entered is displayed Entering a recurring appointment 1 Press the Avaya Menu button 2 Select Appointments and if necessary select Own appointm All set appointments will be shown 3 Select an appointment which is marked empty e g Appt 1 4 Press the OK button 5 Press the Series softkey You are shown all the days of the week in abbreviated form for which the recurring appointment applies Appointment reminders are enabled for Monday to Friday by default 6 Select day of week if required to change standard setting 7 Press the Modify softkey The setting for this day is changed and the initial letter of the corresponding day appears or disappears 8 Enter the date and time in the form hours minutes e g 1150 for 11 50 hrs 9 Select a standard text if required To be able to select from standard tex
48. er You can set these up for normal daytime operation day service three different night variations night service 1 to 3 and as call forwarding after a time delay If you want to operate several operators alone you can issue a busy signal to every new caller as soon as you are in a call This is called second call barring You can change the date and time globally for the whole system e You can determine a customer password so that you can e g manage your telephone system with the ICT tool You can query statistical information for your telephone traffic statistics Assigning operators for day service You can assign an operator for each external line The operator can consist of up to 5 telephones An operator is not absolutely essential If no operator is allocated to the number a general call takes place All exchange lines can be assigned to one telephone as the sole operator 1 Press the Avaya Menu button 2 Select Settings 1408 1416 at Integral 5 User Guide May 2010 93 Settings for your telephone system D ND Om A O 12 13 14 15 Press the OK button Select System functions Press the OK button Select Day service Press the OK button Enter the two digit number of the line for which you want to set up operators You can also simply press the corresponding line key instead of entering the line number Select the number for which you want to set up an opera
49. er Use this procedure to set your telephone to switch automatically to handsfree oOo N DOO A OO N gt Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select Autom handsfree off Press the Modify softkey Press the Back softkey The new setting is saved 72 1408 1416 at Integral 5 User Guide May 2010 Seizing exchange line automatically Seizing exchange line automatically You can automatically seize an exchange line every time you dial with the handset on hook You then never have to dial the external line code Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select LN on dialing off Press the Modify softkey CON DOF WN gt Press the Back softkey The new setting is saved Result If you have switched on LN on dialing you must first press the Hold button to make an internal call Related topics Calling an external call number on page 15 Seizing external line automatically when going off hook You can automatically seize an external line whenever you lift the handset You then never have to dial the external line code Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button oa A OO N gt 1408 1416 at Integral 5 User Guide May 2010 73 Customizing your tele
50. esesnuanerssnes 33 Introduction to three party conference E 33 Making a conference Call ccccccccisccnisccccsiscanstscctesaeanscecconets sanceeubanan eege EP REN SEAN Fre FEE ET gege 1408 1416 at Integral 5 User Guide May 2010 5 Expanding conference with another Garbeipank sesssssscisssevssanasaveesusmncsisessvamncsssseseinaacsssesssaaassisesi ennnen O Connecting conference participants with each other jinn s ERR EE dee orale cee tds ee Ceo eee ih ett Chapter 6 Conference E RRM ee conlerence Didge irsinin En RE EE Dialing into conference bridge sei ses sie Managing conference bridge calls sits re er ry er ere errr Reserving conference bridge one time AMUN EE Reserving conference bridge recurring appointment AE Reserving a conference bridge for others 9 Checking and deleling MESS rai Sic 423 ce sciaea dae vantia vk stsssanaaaictivsrdaa shctieshdaashstisshiadahstiedhanarkcHacumaansaeiaadeniOe Symbols in the call log E Viewing the call log Removing entries from the WN EE RTE 42 Adding an entry from the call log to the phone book Fo Adding additional entries in The E Chapter 8 Managing the phone book NEEN 45 Introduction to the phone book EE E E PE A E AE A A TE A T E T tea Creating a new entry in the phone EE case TA EE EOE eer 45 Editing anenty in Ie phone OOO Ki scuccsasscrscacscaieetsnssagiesecssasaucerstansaeanasaqaamesnantaaseatetsuaaiesctasganadinctaananeanraaceet IR 47 gie if w riese
51. gning keys eee eeeeeeeeeeeeeee eee eettteeeeeeeeeeee tae 82 G general call senere rn 80 guest to guest connectionl 118 1408 1416 at Integral 5 User Guide Ve 108 H handling ors UE 23 handsfree W u u u ddssssseseeeereeeeske renerne nerne enker en kreree Ah handsfree answer back cccccesecceecseeeeeaeeeeeeeaees 76 handsfree operation SWNG EE 70 handsfreeautomatic after dialing 2 72 headset activating 2 e cee eee ce eeeeeeeeeececeeeeeeeeeeeeeeettetteeteenteaea 81 remote headset ccccccceseeeceeceeeeeeeeceaeeeeeeneeses 81 TOUS WE 105 109 Call CHANGES 52 eg ra need eN reed 106 Charge limit cccecceeeeeeeeeeeeecceecaeeeeeeeeeeeeeeeeees 108 CHECKING IN faced eed elena 105 checking out 105 e Wf EE 107 guest to guest CONNECTION 0 eee ee teeters 108 MESSAGES EE 106 waking guests 0 2 2 eee cceteeeeeeeee ee eetttteeeeeeeeeeer tied 109 hotel FUNCTIONS 0 0 2 eceeeceee ee eeeeeeeceeeeeeeaneeseeees 103 104 DBM32 ana a a a NA 104 h tel recept geniert seed Ee 107 hunt groups ee 80 J joining another Call EE 19 K KEYS TEE 9 82 ASSIGNING FUNCTIONS esseede 82 ASSIGNING numbers 222244 AR ARN 82 L language EG 70 lecture MOE 00 0 0 c ccc Ea nie a rare esse 36 LEDs ON KOYS EE 12 legal notices 0 eee ee eee e cece cece eee eeeeeeeeeeeeeeeeeeeeeeeeeneneeeeaes 2 IIRC KEYS a naina e S ege EE 83 lines assigning KEYS mind 82 on keys A ere EE
52. harges disabling direct inward dial to rooms waking up guests etc You can also hook up a printer to the telephone system for printing out charge reports and wake up requests 1408 1416 at Integral 5 User Guide May 2010 103 Hotel functions Layout of the hotel functions on the DBM32 button module Z lt gt OM A WN O O O d d O No Name Description 1 Check in Check For checking guests in and out out 2 DDD Disable Direct An external caller cannot directly dial the guest s room but Dial must be connected via the switchboard Message The switchboard can send a message to a room telephone 4 Disable guest to Others guests cannot use their room telephones to call this guest guest directly but must be connected via the switchboard 5 Charge limit The guest can only incur charges up to the amount specified in the telephone system 6 Exit For ending an operating procedure The DBM32 module returns to displaying the calling status of the room telephones 7 Other keys Destination keys for guests 104 1408 1416 at Integral 5 User Guide May 2010 Checking in Checking in 1 Press the Check in button 2 Press the button for the desired room 3 Select the desired language You can choose between several languages for the menu displays on the guest telephone 4 Press the OK button The guest is checke
53. he Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button 1408 1416 at Integral 5 User Guide May 2010 77 Customizing your telephone 6 Select Second call on 7 Press the Modify softkey 8 Press the Back softkey The new setting is saved Result If you are making a call and have switched off second call a caller will receive the busy signal Assigning code numbers Every outgoing and incoming call can be assigned a code number This enables the call to be assigned to a project or client number The code number can also be called up during an external call Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select Code If already set up the current code number is displayed Press the OK button 8 If applicable do one of the following Oona A OO N gt N To change code enter new code number e To deactivate code press OK button To delete code select Delete and press OK button 9 Press the Back softkey The new setting is saved 78 1408 1416 at Integral 5 User Guide May 2010 Extending call display Extending call display You can set your telephone to always display not only the caller s number or name but the number which they dialed This tells you whether the caller wants to speak to service or the workshop for example Press the Avaya Menu
54. her phones in the call distribution are free Setting date and time o ON Oo Om FP WN gt CH Press the Avaya Menu button Select Settings Press the OK button Select System functions Press the OK button Select Date time Press the OK button Enter the date day month year e g 050110 for January 5th 2010 Enter time hours minutes e g 1051 for 10 51 am The day of the week is set automatically Press the Back softkey The new setting is saved Setting customer password You can determine a customer password so that you can e g manage your telephone system with the ICT tool The password can consist of letters and digits 1408 1416 at Integral 5 User Guide May 2010 97 Settings for your telephone system Press the Avaya Menu button Select Settings Press the OK button Select System functions Press the OK button Select Customer pswd Press the OK button Enter the old password if one has already been assigned Enter the new customer password new PIN as four digits O O AON Oa P Go N gt Press the Back softkey The new setting is saved Showing traffic statistics You can retrieve statistical information for your telephone 1 Press the Avaya Menu button 2 Select Traffic statistics 3 Press the OK button Information about calls since data was last deleted will be shown 4 To reset the counter select Delete The
55. hone SYSteM cccseceeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeeeeees 93 ee 93 Assigning operators for day SONICS ic iiscaccccisdisisadessncdeestieaasensessusarisacuemenseacs Ge e operators E 94 Assigning call forwarding destinations i iicdiscssentzceds chdssgacissansacdiecssndaadicicsanalaeuashaadgied saadaagedtinaaaaadvadaacueds 95 SNE CIN EHD g e accuses DERE EA Eege 96 Setting date and time EI OES E E hiadineisgedhietderd enee 97 Setting customer EE ee eer 97 Showing traffic statistics ee ere 98 Chapter 14 Auxiliary GeViGes LEE EDER 99 Button Module E 99 Using a Meads torninu aane R EAEN sree ent Mase 100 Chapter 15 Hotel MAGNONS kininase dor e E 103 Layout of the hotel functions on the DBM32 button module A T T 104 Sice i A E N E N A A EEA A A E E A A T 105 Checking OU scsiccasirssicusduenessnensmmeenines EE EE Eet csc 105 Querying call charges Listening to messages oa icsscccsssieesssstiereesssesneenes ere OTT OTE Keess Keesen ege ee 106 Messaging to guest message at reception E 107 Setting direct dial to rooms 7 suse sseesrnsnnnnese PEPEE OEE EE E E E ER sa TOT Setting guest to guest connection issscss edie ctaa cid sstaaawein aerials aadmadssediieain AEREAS EEEN NENEN Eana 108 Determining the charge limit EEATT aininn ETIT ETERN ikiii ainiai ET ETT ipitin 108 Ke 109 OGhapler rt ccccccieesii eee ee ee ee 111 PAE II R IE as E E P AET ec E ek elle See E ee le Gale Appendix A Rem
56. hones Determining the charge limit When the charge limit for a room is activated this guest can only incur charges up to the specified limit As soon as a guest reaches the charge limit they hear a signal tone They can still finish the present call but cannot make any more external calls A message that the guest has exceeded the charge limit appears on the reception telephone The charge limit is the same for all guests 1 Press the Charge limit button The button LEDs of all rooms which an activated charge limit light up 2 Press the button for the desired room 108 1408 1416 at Integral 5 User Guide May 2010 Waking guests The button LED lights up or goes out depending of the new charge limit status of the room 3 Press the Exit button The DBM32 module returns to displaying the calling status of the room telephones Waking guests With the wake up call you can send your own text or one prepared by your system administrator You can change that text or compose one yourself If the guest does not react to the wake up call a message to that effect appears on the reception telephone Using the printer a log is kept of when the wake up call was entered when it was made and when it was acknowledged or not after a certain time Wake up times can also be entered by the guest himself at the guest telephone Voice controlled operation is described in the manual for the voice mail box Press the Avaya
57. ign the function keys the procedures may change from those provided in this guide 1408 1416 at Integral 5 User Guide May 2010 13 Introduction 14 1408 1416 at Integral 5 User Guide May 2010 Chapter 2 Making calls Introduction to making calls Use the procedures provided in this chapter to make calls from your telephone Note that when you make a call you can either dial the number and then lift the handset or lift the handset and then dial the number Both orders are correct However if you lift the handset first and then dial the number you will not be able to correct a dialing error Calling an internal call number 1 Enter the desired call number If you have switched Direct dial on the call number is dialled immediately and you cannot correct input errors 2 Lift the handset Related topics Turning direct dialing on or off on page 77 Calling an external call number 1 Enter the external line code for example 0 g Note 1408 1416 at Integral 5 User Guide May 2010 15 Making calls Instead of entering the external line code you can also press a line key If you have activated LN on dialing you only need to dial the external number 2 Enter the desired call number 3 Lift the handset Related topics Seizing exchange line automatically on page 73 Calling with a destination key 1 Press the destination key for the desired subscriber 2 Lift the handset Related topics Introduct
58. ings even when you have activated Call diversion to immediately Related topics Adding dial in authorized numbers on page 88 Using call filter on page 91 Diverting calls to your telephone Press the Avaya Menu button Select Call diversion Press the OK button Select Divert from a A OU N gt Enter the internal call number of the telephone for whom you want to set up call diversion to your own telephone You can also press an appropriate destination or partner key instead of entering the number 6 Select one of the following e immediately e after time 28 1408 1416 at Integral 5 User Guide May 2010 Diverting calls for another telephone on busy 7 Press the OK button The status information Divert from 1234 appears in the display Alternatively a clock symbol is shown for call diversion after after time or a B for call diversion on busy 8 To deactivate call diversion a Select the appropriate status information b Press the OK button c Press the Delete softkey Result When you receive a diverted call you will also be shown the number that the caller has dialled Diverting calls for another telephone Press the Avaya Menu button Select Call diversion Press the OK button Select Divert for a A OO N gt Enter the internal call number of the telephone for whom you want to set up call diversion You can also press an appropriate destination or partne
59. ion function keys on page 81 Calling a person from the call log 1 Press the Call Log button 2 Select the desired call number 3 Lift the handset Related topics Call log on page 41 16 1408 1416 at Integral 5 User Guide May 2010 Calling a person from the phone book entry Calling a person from the phone book entry 1 Press the Phone book Contacts button 2 Select the entry you want to dial a2 Note To reach the entry more quickly you can also enter one or more of the first letters of the name 3 Lift the handset Related topics Introduction to the phone book on page 45 Calling partners 1 Press the appropriate partner key 2 Talk using the speakerphone or lift the handset to talk using the handset Calling using the speakerphone The Monitoring function allows you to hear the person you are on a call with through the loudspeaker The Handsfree function provides the Monitoring function and the ability to speak using the phone s built in microphone rather than the handset Both functions are operated by means of the Speaker button 1 Enter the desired call number 2 Press the Speaker button 1408 1416 at Integral 5 User Guide May 2010 17 Making calls 3 To adjust the volume press or on the Volume button 4 Do one of the following a To continue the call using the handset lift the handset To activate the speaker additionally Monitoring press the Speaker button To
60. is registered and now appears in the list of registered numbers All registered numbers appear in the Call diversion gt Divert to menu as twinning or call diversion destinations Related topics Diverting calls for your telephone on page 27 Changing dial in authorized numbers If you have permission you can change the telephones registered numbers which can dial into your telephone system N O ORAON gt Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Mobility Press the OK button 1408 1416 at Integral 5 User Guide May 2010 89 Customizing your telephone A list of all the external numbers registered appears 8 Select the number whose settings you want to change 9 Press the OK button 10 Change the external number as usual 11 If necessary press the Options softkey and select and modify one or several of the following settings e Callback off To allow callback option change setting to on Editable off To allow editing option change setting to on Twinning off To set twinning instead of call diversion change setting to on 12 If necessary press the Back softkey to quit the Options menu 13 Press the OK button The amended number has been registered Deleting dial in authorized numbers You can delete registered numbers again Press the Avaya Menu button Select Settings P
61. key 3 Press the OK button The status information Phone locked is shown Unlocking the telephone 1 Select Phone locked 2 Press the OK button 3 Enter the current PIN Managing appointments Appointments reminders You can set your telephone to remind you of important appointments You can be reminded of up to three appointments You can specify whether you wish to be reminded once on several days or every day When the time of the appointment arrives a signal tone sounds and the message you have entered for the appointment appears in the display You can selectively delete appointments you have entered 62 1408 1416 at Integral 5 User Guide Managing appointments Entering an appointment for today N N DO ORA OQ Press the Avaya Menu button Select Appointments and if necessary select Own appointm All set appointments will be shown Select an appointment which is marked empty e g Appt 1 Press the OK button Press the Today softkey Enter the time in the form hours minutes e g 1050 for 10 50 hrs Select a standard text if required To be able to select from standard texts these must first have been entered into the system 8 Enter or add any text 9 Press the OK button Result At the specified time a signal tone sounds and the text you have entered is displayed Entering a one time appointment 1 Press the Avaya Menu button Select Appointm
62. key Twinning Call diversion is now activated to the telephone you are currently calling Whether you switched on twinning or call diversion is defined in the settings for each number registered Deactivating call diversion twinning You have established a connection to your system from a registered telephone The telephone from which you are calling must have caller display activated You hear the dial tone 1 Press the key 2 Press the 0 key Twinning Call diversion is switched off Whether you switched off twinning or call diversion is defined in the settings for each number registered Calling code dialing destinations 6 Note You can note your code dialing destinations on a card which you can keep with you at all times You have established a connection to your system from a registered telephone You hear the dial tone 56 1408 1416 at Integral 5 User Guide May 2010 Calling code dialing destinations 1 Press the key followed by the code number of the code dialing destination you want to call e g 2 for 902 The code dialing destinations correspond to the first entries in your personal phone book Assigning code dialing destinations to the codes Code dialing destination 900 gt Code number 1 Code dialing destination 901 gt Code number 2 Code dialing destination 904 gt Code number 5 2 Carry out the call Related topics Assigning function keys specifically changing code dialing des
63. list on to show missed internal calls Call list on to show conversations you have had with external callers Call list diversion A B A B to manage whose call list will show a call having been diverted A the call list of the called participant B the call list of the participant the call was diverted to A B in both of these call lists 9 Select Back 10 Change Call display A B on to show the number that the caller dialed 44 1408 1416 at Integral 5 User Guide May 2010 Chapter 8 Managing the phone book Introduction to the phone book Your telephone has a personal phone book You can store up to 100 individual numbers with names which will only be available on your telephone You can then dial phone book numbers quickly and easily You can modify the individual phone book entries yourself Up to 800 numbers and names can be stored in the central phone book these are available to all users You can also enter and change these entries if you have appropriate access rights Related topics Calling a person from the phone book entry on page 17 Creating a new entry in the phone book 1 Press the Phone book Contacts button 2 Press the New softkey 3 Press one of the following softkeys a2 Note The shown options depend on your rights and on the number of entries already in the respective phone book e Pers for an entry in your personal phone book e Common for an entry in the general phone
64. ly if the telephone is not answered within a specified time period You can arrange to have incoming calls signalled on both your own phone and another external phone e g your GSM mobile This is called twinning You can also set up and change all call diverts from outside the telephone system Related topics Changing call diversion remotely Diverting calls for your telephone Press the Avaya Menu button Select Call diversion Press the OK button Select Divert to on A OO N gt Enter the call number to which you would like calls to be diverted You must add an additional line code usually O in front of an external number You can also press an appropriate destination or partner key instead of entering the number If dial in authorized call numbers are registered for you for Managed Mobility Access MMA they are shown You can select these destinations directly 1408 1416 at Integral 5 User Guide May 2010 27 Call diversion 6 Select one of the following e immediately e after time on busy 7 Press the OK button The status information Divert to appears in the display Alternatively a clock symbol is shown for call diversion after after time or a B for call diversion on busy 8 To deactivate call diversion a Select the appropriate status information b Press the OK button c Press the Delete softkey A Caution You can set up call numbers for which your telephone r
65. n Eege EE 49 Sending a text message SN an internal EE Chapter 10 Mobile a Subscribers ee oe ee Getic eege 53 MPa VEU HE Dialing into your system Dialing into your system using callback oe re deene Calling aan Weeer Chapter 11 Using the Avaya Menu sssini annann ainiaan aaa RE aaa ania 59 STE EE E Introduction to call charges Viewing the charge display 6 1408 1416 at Integral 5 User Guide May 2010 Viewing charges for lines le A Deleting Call Cites Ee Locking the telephone dr e E UE EE eri ll EE de Locking the Ielenhone e pnka KEREN Ed vil baier the ga ann a ARN E saan sie an Sig E sane ta sit E T Entering a one time appointment EN Entering a recurring appointment rennene are Set e ei e EE E E EEN 64 Deleting an E eu EN alte Stee E B Seting appolntments EE O Chapter 12 Customizing your r EAEE Setting parameters for your telephone E E Changing the acoustie EE 67 Seting ihe ninging tone EE ani a OO FERRING TE 68 Senno Me gonos EE Setting the language F Adjusting the setting for handsfree operati oe sgaehenrtesdeEeggeECEAAERRSSEEAAEAREEeEEERE Eege Eeerebangens Deactivating ringing tone temporarily Do not ESE OET I EE A secon E Activating night service Geen dee Activating automatic handsfree after dialing Kee Seizing exchange line automatically Wegen ee ee Seizing external line rye egal when going oft bock Setting the number of redials E E E E T E E E
66. ne The display always shows your internal number Registered numbers can easily be set up as twinning diversion destinations or be changed This can be done from your company telephone or remotely Related topics Diverting calls for another telephone on page 29 Introduction MMA settings on page 88 Dialing into your system Ask your system administrator for the dial in number of your system 1 Dial the dial in number for your system from a registered external telephone 2 The Integral 5 picks up the call Wait for a dial tone You can now make calls as if you were an internal subscriber 1408 1416 at Integral 5 User Guide May 2010 53 Mobile System Subscribers Managed Mobility Access Dialing into your system using callback ED Note This feature has to be set up by your system administrator 1 Dial the dial in number for your system from a registered external telephone with the callback setting activated Wait for a ringback tone After a short time the Integral 5 disconnects You will hear the busy tone 2 Replace the handset Your system will ring you back after about 10 seconds 3 Answer the Callback You will hear the dial tone and you can now make calls as if you were an internal subscriber Any call charges incurred are charged to your system Calling using your system Placing a call You have established a connection to your system from a registered telephone You hear the dial tone
67. ng variants gate stations assignment control call charge functions paper format call charge display call charge threshold call charge factor second call barring 1408 1416 at Integral 5 User Guide May 2010 113 Menus 114 1408 1416 at Integral 5 User Guide May 2010 Appendix A Remote features Changing call diversion remotely You can call your telephone system from outside to set up or change a call diversion for your telephone or for other telephones This is possible from any telephone with DTMF suffix dialling In many cases you can use only certain pre set telephones for this feature Your system administrator will inform you Changing call diversion remotely must be enabled by your system administrator Your system administrator will tell you the remote control access number and PIN and also the codes for activating and deactivating call diversion N OO P ON gt Dial the remote control access number from the external telephone Enter your internal number Enter your PIN Enter the Codes for Activate Call diversion Enter the Diversion target number To deactivate the diversion enter the appropriate code To set up or to change the call diversion enter the codes for Activate follow me beginning with as asterisk Enter the system s external line code and the new destination to which you want to divert the calls As confirmation an acknowledgement tone sounds after a short time
68. ning 7 Press the OK button The status information twinning appears in the display To deactivate twinning a Select the appropriate status information b Press the OK button c Press the Delete softkey 30 1408 1416 at Integral 5 User Guide May 2010 Diverting bundles Diverting bundles Call diversion can be set up to take place at the public exchange Internal users can telephone without hindrance The cost of the diverted call is allocated to the subscriber who activated the diversion The caller only pays the costs up to the public exchange The call units for the diversion are not logged in your telephone system Press the Avaya Menu button Select Call diversion Press the OK button Select Bundle 1 2 3 Press the OK button Enter the external call number to which all calls via this bundle are to be diverted Press the OK button Press the OK button The status information Bundle 1 appears in the display oOo N DOO A OO N gt 1408 1416 at Integral 5 User Guide May 2010 31 Call diversion 32 1408 1416 at Integral 5 User Guide May 2010 Chapter 5 Three party conference call Introduction to three party conference calls You can use a three party conference call to speak with two people at different locations on the same call A conference between a call waiting Second call and the first talking party is not possible Making a conference call 1
69. one so that it does not ring in the case of a general call Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select General call on Oona A OO N gt 80 1408 1416 at Integral 5 User Guide May 2010 Activating remote headset 7 Press the Modify softkey 8 Press the Back softkey The new setting is saved Activating remote headset Use this procedure to activate the use of a cordless convenience headset Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Remote headset off Press the Modify softkey CON DOO A OO N gt Press the Back softkey The new setting is saved Function destination line and partner keys Introduction function keys Functions call numbers partners or lines which you use frequently can be assigned to freely programmable function keys You can then execute the functions seize the line or dial the call numbers simply by pressing the key A partner can be any internal subscriber to your telephone system If you place a partner on the function key then the LED informs you as to the telephone status of the partner 1408 1416 at Integral 5 User Guide May 2010 81 Customizing your telephone g3 Note All the procedures described in this user manual assume a standard assignment of the function keys If you re assign
70. phone 6 Select Line off hook off 7 Press the Modify softkey 8 Press the Back softkey The new setting is saved Result If you have switched on Line off hook you must first press the Hold button to make an internal call Setting the number of redials When you activate automatic redial Use this procedure to set how often the dialing is to be repeated automatically You can choose between 0 3 5 or 10 redials Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select Number of redials N OO fF ON gt Press the Modify softkey several times until the desired number of redials is shown If the setting is 0 the Auto redial menu item will not be shown while calling external numbers 8 Press the Back softkey The new setting is saved Related topics Requesting automatic redialing on page 19 74 1408 1416 at Integral 5 User Guide May 2010 Setting redial interval Setting redial interval When you activate automatic redial Use this procedure to set the time that elapses between two automatic redials You can select times of 15 30 60 90 or 120 seconds D N O Om A OO N gt Press the Avaya Menu button Select Settings Press the OK button Select Dial settings Press the OK button Select Redial every s Press the Modify softkey several times until the desired time interval is shown
71. r key instead of entering the number If a call diversion has already been set up it is displayed To delete an existing call diversion press Delete softkey The old one is automatically deleted if it is not possible to have both call diversions in parallel 6 Press the New softkey 7 Enter the internal or external call number of the telephone to whom the calls are to be diverted You must add an additional line code usually O in front of an external number If dial in authorized call numbers are registered for you for Managed Mobility Access MMA they are shown You can select these destinations directly 1408 1416 at Integral 5 User Guide May 2010 29 Call diversion 8 9 Select one of the following e immediately e after time on busy Press the OK button Both subscribers involved will get the status information Divert from or Divert to Alternatively a clock symbol is shown for call diversion after after time or a B for call diversion on busy Related topics Introduction MMA on page 53 Signaling calls on two telephones twinning Twinning and call diversion after time to your voicemail can be set simultaneously on A OO N gt O Press the Avaya Menu button Select Call diversion Press the OK button Select Divert to Enter the external line code usually 0 and external number of the telephone you want to ring when a call is received Select twin
72. rage and or use without the express written consent of Avaya 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 regarding distributed Linux OS source code for those Products that have distributed the Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply to them is available on the Avaya Support Web site http www avaya com support Copyright Preventing toll fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of toll fraud associated with your system and that if toll fraud occurs it can result in substantial additional charges for your telecommunications services Avaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional s
73. ress the OK button Select Applications Press the OK button Select Mobility Press the OK button oOo N O Om A OO N gt Enter the phone number of the internal subscriber for whom you want to delete a registered number A list of all the external numbers registered appears 9 Select the number you want to delete 10 Press the Delete softkey 11 Press one of the following softkeys Entry to delete the shown entry All to delete all entries in the list 90 1408 1416 at Integral 5 User Guide May 2010 Using call filter Using call filter Calls from subscribers in the call filter list are still signaled even when you have set up Do not disturb The call filter list contains up to 10 entries You can set up a special ringtone for calls from numbers on the call filter list VIP ringtone A Caution You can also use the call filter to prevent call diversion for selected numbers If in addition to Call divert to immediate you also set up Do not disturb only your telephone will ring when a Call is received from entries in the call filter list All other calls are diverted immediately Press the Avaya Menu button Select Settings Press the OK button Select Applications Press the OK button Select Call filter Press the OK button Press the New softkey A list is shown of all entries in the general directory and your personal directory D ND Om A OO N gt 9 Enter on
74. s 1416 display status information The bottom line displays the softkey labels Softkeys Press the softkeys to select the softkey labels The softkey labels show you the action that each softkey produces The labels and the actions vary depending on the object that is selected OK Press the OK button to open a selected menu item or confirm an input Phone Exit Press the Phone Exit button to return back to the idle display from a menu Function keys Destination keys Partner keys There are 8 1408 or 16 1416 keys that can be programmed as either function keys or destination keys Press a labeled function key to enable or disable that function The function keys provide the same functions that 1408 1416 at Integral 5 User Guide May 2010 Overview of phone buttons and features No Name Description are available in the menu When a call number is programmed on the key press the key to dial the destination Partners are special destinations see chapter Partners for more information Hold Press the Hold button R button to put the active call on hold Conference Press the Conference button to add another party to an existing call Transfer Press the Transfer button to transfer a call to another number 10 Drop Press the Drop button to drop the active call Headset Press the Headset button to use the headset if it is connected
75. ser Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Shrinkwrap License SR With respect to Software that contains elements provided by third party suppliers End User may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickwrap license accompanying or applicable to the Software Shrinkwrap License The text of the Shrinkwrap License will be available from Avaya upon End User s request see Third party Components for more information Copyright Except where expressly stated otherwise no use should be made of materials on this site the Documentation s and Product s provided by Avaya All content on this site the documentation s and the product s provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software Unauthorized reproduction transmission dissemination sto
76. tegral 5 User Guide May 2010 11 Introduction About LEDs Each function partner or destination key has two LEDs one green and one red to indicate the status of the function or partner The status is identified by whether the LED is on off or blinking as described in the following tables ao Note If a key is assigned to a destination the LEDs are always off Table 1 Function key LEDs LED Description Steady green Function is active e g call diversion is set to on Off Function is not active Table 2 Partner key LEDs LED Description Steady green Partner has set call diversion to Blinking red slow Partner receives an internal call Blinking red fast Partner receives an external call Steady red Partner is on a call Table 3 Line key LEDs LED Description Steady red Line busy Off Line free Blinking red fast Calling recalling Blinking red slowly Line waiting or allocated Related topics Assigning partners to keys on page 84 1408 1416 at Integral 5 User Guide May 2010 About this manual About this manual Descriptions of optional features are marked with an asterisk in the title For more information about the optional features see your system administrator All the descriptions in this user guide assume a standard assignment of the function keys If you re ass
77. ter internal call number you want to send the message to e Select Message to all to send the message to all subscribers The text message will be sent immediately Sending a text message for an internal caller Press the Avaya Menu button Select Message Press the Message button Select the desired standard text Press the OK button Change or add to the message e g to include a name or time Press the OK button N OO P ON gt 50 1408 1416 at Integral 5 User Guide May 2010 Sending a text message for an internal caller 8 Select Message to caller 9 Press the OK button The text is saved and a status information appears in your display Any internal caller who tries to call you will now get the message shown on his display 1408 1416 at Integral 5 User Guide May 2010 51 Messages 52 1408 1416 at Integral 5 User Guide May 2010 Chapter 10 Mobile System Subscribers Managed Mobility Access Introduction MMA You can dial into your system remotely and then make a call as if you were using your company telephone MMA Managed Mobility Access The number of the telephone making the call must be registered and it must support DTMF dialling If you use Callback your system automatically calls back after you dial in This is a non chargeable service for you If you make calls through the system the person called cannot tell whether you are calling from the office or using an external telepho
78. the Avaya Menu button 2 Select Call Pickup 1408 1416 at Integral 5 User Guide May 2010 23 Handling calls A list of incoming calls will be shown 3 Press the OK button 4 Lift the handset Answering a call for a partner When a partner s telephone rings the corresponding LED on your telephone flashes You can pick up that call and answer as deputy 1 Press the Partner key and wait until the call reaches your own telephone 2 Lift the handset Forwarding calls to forwarding stations You receive an external call and wish to divert the call to the call forwarding stations Q Note The call forwarding stations must have been set up in the telephone system 1 Select Forward call 2 Press the OK button The call is forwarded to the call forwarding stations Related topics Assigning call forwarding destinations on page 95 Putting a call on hold To place your current call on hold 24 1408 1416 at Integral 5 User Guide May 2010 Muting a call Press the Hold button to take the call of hold press Hold again Muting a call 1 Press the Mute button during a call so that the other person cannot hear you 2 Press the Mute button again to unmute the call Referring back during a call consultation call During a call 1 Press the Hold button Your first talking partner is waiting and cannot hear what you say 2 Enter the call number you wish to refer back to Carry out refer back call 3
79. the number selected will be presented to the party called Note If you have deactivated number display for external calls you will not be offered numbers for presentation 1 Enter the desired external call number 2 Select the desired group number or name you want to present e g dial with 987654321 3 Lift the handset Your selected number is shown to the call recipient Making an announcement You can also make announcements to subscribers currently not in a call in your telephone system via the loudspeakers fitted in the telephones You can address individual subscribers a selected group or all subscribers 1 Lift the handset 2 Select Announce When you want to make an Announcement to all subscribers you can also simply press the Announce function key and make your announcement 20 1408 1416 at Integral 5 User Guide May 2010 Making an individual announcement 3 Press the OK button 4 Select who you want to send the announcement to e g Announcement to Group 1 5 Press the OK button You can now make your announcement Making an individual announcement Use this procedure to make a announcement to a subscriber you are just calling and whose telephone is ringing 1 Press the Announce function key You can now make your announcement 2 The called subscriber can answer the announcement directly by lifting the handset during the announcement Replying to an announcement Use this proced
80. tinations Creating a new entry in the phone book on page 45 1408 1416 at Integral 5 User Guide May 2010 57 Mobile System Subscribers Managed Mobility Access 58 1408 1416 at Integral 5 User Guide May 2010 Chapter 11 Using the Avaya Menu Call charges Introduction to call charges During a call you can view the current charges You can view the charges for your last call All call charges incurred since the last reset are stored and totaled in your telephone system You can check the charges for each subscriber and each line separately Furthermore your system also record and account for the call charges for single projects or private calls separately Viewing the charge display 1 Press the Avaya Menu button 2 Select Charges 3 Press the OK button The charges for the last call are selected 4 To view the total charges select Total 1408 1416 at Integral 5 User Guide May 2010 59 Using the Avaya Menu Viewing charges for lines subscribers Press the Avaya Menu button Select Charges Press the OK button Select one of the following AA O N gt e Total subs for showing the charges for a specific subscriber Total line for showing the charges for a specific line 5 Enter the extension or line number e g 01 for line 1 Instead of entering a line number you can simply press the corresponding line key Deleting call charges Press the Avaya Menu button
81. tivated Do not disturb A Caution You can set up call numbers for which your telephone rings even when you have activated Do not disturb Call filter Press the Avaya Menu button Select Settings Press the OK button Select Display Acoustics Press the OK button Select Do not disturb N OO BW DY Press the OK button to switch on and off The caller hears the busy tone or an announcement if you have switched on Do not disturb Related topics Using call filter on page 91 Activating night service You can activate a desired night service at any time 1408 1416 at Integral 5 User Guide May 2010 71 Customizing your telephone The system can activate night service automatically at times programmed by your system administrator The calling stations for the night service can be set in the menu Settings gt System functions oa A OO N gt Press the Avaya Menu button Select Night service Press the OK button Select Night service 1 or 2 3 autom Night service Press the Modify softkey The night service is activated immediately autom Night service only at the programmed times Only the last activated night service becomes effective in each case All night services that were previously activated are deactivated Related topics Assigning operators for night service on page 94 Activating automatic handsfree after dialing When you call an external subscrib
82. tor 10 11 Press the OK button Enter the internal number of the telephone which is to be set up as an operator e g 13 If necessary enter four further internal numbers of telephones which are also to be set up as operators If necessary select Next line and set up operators for this line Press the Back softkey The new setting is saved To change answering stations you have already set up simply enter the new operators Assigning operators for night service There is often a need for a telephone system to handle calls differently at night than during the day Here you can set up specific operators for night service Three different night service options are possible Different classes of service during night service must be specifically programmed see Integral manual You can program times when the system automatically activates a night service see Integral manual 1 2 3 4 Press the Avaya Menu button Select Settings Press the OK button Select System functions 94 1408 1416 at Integral 5 User Guide May 2010 Assigning call forwarding destinations 5 Press the OK button 6 Select Night service 7 Press the OK button 8 Enter the two digit number of the line for which you want to set up operators You can also simply press the corresponding line key instead of entering the line number 9 Select the number for which you want to set up an operator 10 Press the OK button 11 Enter the
83. ts these must first have been entered into the system 10 Enter or add any text 11 Press the OK button Acknowledging an appointment Use this procedure to acknowledge an appointment When the specified time is reached a signal tone sounds and the entered appointment message appears on the display 64 1408 1416 at Integral 5 User Guide May 2010 Managing appointments Press the OK button The signal tone stops and the appointment reminder will be deleted in the display Deleting an appointment Press the Avaya Menu button Select Appointments and if necessary select Own appointm Select the desired appointment Press the OK button Press the Delete menu item ao A OO N gt Setting appointments for others Press the Avaya Menu button Select Appointments Press the OK button Select Appointment for other Press the OK button All existing appointments for this subscriber will be displayed oa A OO N gt 6 Now enter the new appointment just as you would set your own appointments 1408 1416 at Integral 5 User Guide May 2010 65 Using the Avaya Menu 66 1408 1416 at Integral 5 User Guide May 2010 Chapter 12 Customizing your telephone Setting parameters for your telephone Changing the acoustic signaling Use this procedure to change the volume of several tones O Note You can change the individual settings during a call by pressing or on the Volume button
84. umber dialed is busy The Auto redial menu item is offered 1 Select the Auto redial menu item 2 Press the OK button 3 Replace the handset if you have lifted it Result Automatic redial is stopped if you press any button or lift the handset Related topics Setting the number of redials on page 74 Joining another call cut in You call an internal extension The user is already on a call Use this feature to join the call This feature may not be available Your system administrator must configure it for your extension as well as for the extension of the other person See your system administrator for more information 1 Select Cut In 2 Press the OK button 1408 1416 at Integral 5 User Guide May 2010 19 Making calls Each person on the call will hear a cut in tone You are now included in the call 3 To disconnect from the call press the Drop button or replace the handset Presenting yourself with specified call numbers If your system is configured to do so every time you make an external call you can select the number you want to present to the call recipient This is called Calling Line Identification Presentation CLIP The number could represent your service head office or workshop for example You can assign the numbers with which you want to present yourself to the function keys If you press one of these function keys before lifting the handset when making an external call
85. upport telephone numbers see the Avaya Support Web site http www avaya com support Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks All other trademarks are the property of their respective owners May 2010 Downloading documents For the most current versions of documentation see the Avaya Support Web site http Awww avaya com support Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http Awww avaya com support 1408 1416 at Integral 5 User Guide May 2010 3 4 1408 1416 at Integral 5 User Guide May 2010 Contents Chapter T TCs eee 9 Introduction to the 1400 Series Digital DeESkpnOnes oe NEENEN NENNEN AANER 9 Overview of phone buttons and features e H ADO CEDE eege ees eet 12 EE DEEL Chapter 2 aigle 15 Modo E EE 15 Calling an internal call number E ere eegen E DE UE EE E ET EE 15 Calling with a destination key Games GE GEN SEN GE ENT Calling a person from the call log ET 16 Calling a person from the phone book emt eres SN pita NSO 17 EU EE 17 Calling using the speakerphone ee E EE ere NG R qussting aul ah EE 18 PaO eat Eh Requesting automatic ge Us ke Benet SED RES E
86. ur system administrators can make special ring tones for all numbers on your system This means that calls for Service Head office or Workshop can easily be recognized from the ring tones You can apply these ring tones to your telephone The setting only affects external calls and VIP calls 68 1408 1416 at Integral 5 User Guide May 2010 Oo ON OO Om SS WD gt Setting parameters for your telephone Press the Avaya Menu button Select Settings Press the OK button Select Display Acoustics Press the OK button Select MSN call type off Press the Modify softkey If you wish to hear your personal ring tones again change the setting back to off Press the Back softkey Setting the contrast O a FB ODN Press the Avaya Menu button You can access the acoustics and contrast menu directly from your telephone s idle status using the Volume button Select Settings Press the OK button Select Display Acoustics Press the OK button Select Acoustics Contrast Note If you want to reset the acoustic and contrast settings to the as supplied status select Default setting and confirm with the OK button 7 Press the OK button 8 Increase or reduce the contrast with the right or left navigation button 9 Press the Back softkey 1408 1416 at Integral 5 User Guide May 2010 69 Customizing your telephone Setting the language Oo ON o Om P O N gt
87. ure to reply to a general or group announcement you have heard 1 Liftthe handset 2 Select Answer announcement 3 Press the OK button The caller who made the announcement is called Calling anonymous Anonymous calling must be supported by your network provider 1408 1416 at Integral 5 User Guide May 2010 21 Making calls 1 Enter the call number 2 Select Anonymous call 3 Press the OK button Your number will not be transmitted to the called party for your next external call 4 Lift the handset 22 1408 1416 at Integral 5 User Guide May 2010 Chapter 3 Handling calls Introduction to handling calls When you receive an incoming call your telephone rings the Call LED flashes and the call is indicated in the display You will be shown the number or name the caller dialled e g when you receive a diverted call You can lift the handset or use the Speaker button and talk with the handset on hook You are also able to answer an incoming call ringing at another telephone in your telephone system or put an incoming call on hold until you are able to answer the call Internal external message and VIP calls have different ringing tones Related topics Setting the ringing tone melody on page 68 Answering a call To answer a call lift the handset or press the Speaker button to use the speakerphone Answering a call ringing at another phone pick up You hear another telephone ringing 1 Press
88. urn from the lecture mode select the current speaker 7 Press the OK button 8 Select End lecture mode 9 Press the OK button All participants can talk to each other again 10 To disconnect one conference participant specifically first select the desired one 11 Press the OK button 12 Select Clear connection 13 Press the OK button 36 1408 1416 at Integral 5 User Guide May 2010 Reserving conference bridge one time appointment The selected participant is dropped from the conference Reserving conference bridge one time appointment You must have permission to reserve a conference room The default access PIN must be activated or amended Oona A OO N gt N Press the Avaya Menu button Select Conference bridge Press the OK button Select My conference Press the OK button Press the New softkey A list of the next 90 days appears Select the desired date 8 Press the OK button 9 Select the desired start time 10 11 12 13 Appointments which are already reserved are marked with a cross They cannot be reserved Press the OK button A line appears next to the start time to show it is selected Select the desired end time Press the OK button Date and time of your reservation is shown Press the OK button The conference appointment is reserved Next steps Now let all the conference subscribers know the date the number of the conference bridge
89. y of the room telephone If the room telephone does not have a display the LED for signaling a call will light up If the guest rings back the Message indication will be canceled or the LED will go out 4 To delete the message Press the key for the desired room again Setting direct dial to rooms If direct inward dial to a room is disabled an external caller cannot reach this guest directly but must be connected via the switchboard 1408 1416 at Integral 5 User Guide May 2010 107 Hotel functions 1 Press the DDD Disable Direct inward Dial button The button LEDs of all rooms which cannot be called directly light up 2 Press the button for the desired room The button LED lights up or goes out depending of the new DDD status of the room 3 Press the Exit button The DBM32 module returns to displaying the calling status of the room telephones Setting guest to guest connection If a guest to guest connection is disabled this guest cannot be called directly by other guests who must instead be connected via the switchboard 1 Press the Disable guest to guest button The button LEDs of all rooms which cannot be called directly from other room telephones light up 2 Press the button for the desired room The button LED lights up or goes out depending of the new guest to guest connection status of the room 3 Press the Exit button The DBM32 module returns to displaying the calling status of the room telep

Avaya 1416 Conference Phone User Manual

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