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9500 Series User Guide

1. 133 21 Menus 21 1 Features Menu 136 21 2 Status Menu 137 21 3 A MENU 0208 28 pure 0e naar 138 21 4 Menu Access Control 138 22 Glossary Page 6 Issue 06d 17 September 2013 22 1 Abbreviated Ring nnnnnn ernennen 142 22 2 Appearance Button ern 142 22 3 Attention Ring 142 22 4 Auto Hold 5 3 seen rss 142 22 5 Bridged Appearance Button 142 22 6 Call Appearance Button 142 22 7 Call Coverage Button 142 22 8 Coverage Ring 142 22 9 Do Not Disturb nennen ern 142 22 10 Do Not Disturb Exceptions 143 22 11 Folow MC istics 1a 143 22 12 Follow Me Here 143 22 13 Follow Me To 143 22 14 Forward on Busy ern 143 22 15 Forward on No Answer 143 22 16 Forward Unconditional 143 22 17 GOU a ii 144 22 18 Idle Line Preference 144 22 19 Internal Twinning ernennen 144 22 20 Line Appearance Button 144 22 21 Logged Out een 144 22 22 Miss d Gall s en era 144 22 23 Missed Group Call 144 22 24 LOGIN Code nenn 144 22 25 Mobile Twinning nennen ern 145 22 26 Park Gallia een stone Re 145 22 27 Park Slot Number 145 22 28 Ringing Line Preference 145 22 29 Short Gode tr
2. 34 5 1 4 Transferring a Held Call 34 5 2 Parking Calls ae 35 5 2 1 Parking Calls Using the Menu 35 5 2 2 Unparking Calls Status Menu 35 6 Transferring Calls 6 1 Transferring to Voicemail 38 6 2 Transferring a Held Call 38 6 3 Transferring a Call to Your Mobile 39 7 Account Codes 7 1 Forced Account Code Entry 42 7 2 Manual Account Code Entry 42 8 Conference Calls 8 1 Starting a Conference 44 8 2 Adding a Call to a Conference 44 8 3 Viewing Conference Details 45 8 4 Dropping Muting Parties 45 8 5 Holding a Conference Call 45 9500 Series User Guide IP Office 9 0 Contents 9 Headset Handsfree Operation 9 1 Headset Operation 48 9 1 1 Headset Volume 48 9 1 2 Default Handsfree Audio Path 48 9 2 Handsfree Speaker Operation 49 9 2 1 Speaker Volume 49 9 2 2 Default Handsfree Audio Path 49 10 Contacts Directory 10 1 Managing External Contacts 52 10 2 Viewing Contacts Details 53 10 3 Making a Call from the Directory 54 10 4 Using the Directory for Other Functions 54 10 5 Adding a New Contact 55 10 6 Adding a Contact from the Call Log History 55 10 7 Editing a Contact 56 10 8 Deleting a Contact 56 11 Call History 11 1 Accessing the Call Log History 59 11 2 Making amp Gal
3. 9500 Series User Guide Page 74 IP Office 9 0 Issue 06d 17 September 2013 Logging In Out Locking the Phone 13 4 Auto Lock Rather than logging out you can lock your phone You can either lock your phone manually 74 using the steps below or have it automatically locked after a period of phone inactivity To use this feature you need a security PIN 754 login code set When your phone is locked e It can only be used to make internal and emergency calls e None of the menus for your user settings can be accessed e Unlocking the phone 754 requires your login code if you have configured a login codel 75 ds 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key Use the amp up and down arrow keys to highlight Phone User Press Select Use the amp up and down arrow keys to highlight Phone Screen Settings Press Select Use the amp up and down arrow keys to highlight Auto Lock minutes wu BR WwW N Press the Change soft key to change the setting or use the left or right P arrow keys e Disabled Do not use the inactivity timer e 1 5 30 60 Lock the phone after the indicated number of minutes 6 Press the Save soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 13 5 Unlocking the Phone The message PHONE LOCKED indicates that the phone has be
4. 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 3 Use the amp up and down arrow keys to highlight Show Last Call Duration 4 Press Change to change the setting between On or Off 5 Press the Save soft key 17 7 4 Half Full Width Display The phone can be set to use either a full screen width line or just a half width for each appearance and feature button The number of button features that can be configured is not affected by the display mode selected for the buttons Your system administrator can select which option is used by default However you can then select which one you prefer en 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight Phone Screen Settings Press Select 4 Use the amp up and down Y arrow keys to highlight Display Mode 5 Press the Change soft key to change the setting or use the left or right P arrow keys e Dual Column Each button feature occupies one half of a screen line either right or left The adjacent button is used with the button feature e Single Column Each button feature occupies the full width screen line The butt
5. bonosu 7 7 x x x Twinning EE EX 2 TYP YY Yd a 9500 Series User Guide Page 78 IP Office 9 0 Issue 06d 17 September 2013 Redirecting Calls 14 1 Follow Me Follow me to is used to redirect your calls to another extension where you will be working The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user This allows you to share another person s phone without logging them off their phone All calls are redirected and the calls are still subject to all your user settings as if they were ringing at your phone Follow Me To Follow me to is the function used to enable follow me from your own phone Follow Me Here Follow me here is the function used to enable follow me at the extension to which you want your calls redirected Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users Follow Me Here 12 N Dialed at the extension to which you want your calls redirected Use your own extension number N when dialing the short code e Follow Me Here Cancel 13 N Dialed at the extension from which you had redirected calls Use your own extension number N when dialing the short code Follow Me To 14 N Dial
6. c Use the amp up and down arrow keys to scroll through the list or start dialing the name you want to find to display only matching entries If you dial a name to return to the full list press the Clear soft key d To view more details of the highlighted name press Details To return to the directory press List 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Edit soft key e The menu now allows editing of the name and number e Use the amp up and down arrow keys to switch between number and name entry e When the name and number have been entered as required press the Save soft key e To exit without making any changes press the Cancel soft key Note If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts 10 8 Deleting a Contact You can delete a contact from your own personal directory 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory c Use the amp up and down arrow keys to scroll through the list or start dialing the name you want to find to display only matching entries If you dial a name to return to the full list press the Clear soft key d To view more details of the highlighted name press Details To return to the directory press
7. AVAYA IP Office 9 0 9500 Series User Guide Issue 06d 17 September 2013 2013 AVAYA All Rights Reserved Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes For full support please see the complete document Avaya Support Notices for Hardware Documentation document number 03 600759 For full support please see the complete document Avaya Support Notices for Software Documentation document number 03 600758 To locate this document on our website simply go to http www avaya com support and search for the document number in the search box Documentation disclaimer Documentation means information published by Avaya in varying mediums which may include product information operating instructions and performance specifications that Avaya generally makes available to users of its products Documentation does not include marketing materials Avaya shall not be responsible for any modifications additions or deletions to the original published version of documentation unless such modifications additions or deletions were performed by Avaya End User agrees to indemnify and hold harmless Avaya Avaya s agents servants and employee
8. L Outgoing or X Missed e Count How many time a call of the same type name and number has occurred Only the details of the most recent call are kept in your call log However the count will indicate if the caller has rung or has been rung several times e Duration The length of the call 4 While you are in the details of a call record the soft key functions available are e Call Call the number shown in the call record You can also do this by pressing the OK button e List Go back to the normal call screen to select another call record You can also use the amp up and down arrow keys to view the previous or next record Delete Delete the currently displayed record e More Switch between the different sets of available soft key functions e Contact Add the name and number to your personal directory You can edit the details before they are added Delete All Delete all the records 9500 Series User Guide Page 60 IP Office 9 0 Issue 06d 17 September 2013 Call History Viewing Call Details 11 4 Deleting a Record You can delete the currently displayed call record If the record is a missed hunt group call the record is also deleted from the call log of other users configured to see the same hunt group s missed calls 1 Access the call log a Press the t HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you hav
9. No answer is defined as having been presented to your phone for your no answer time default 15 seconds Hunt group calls are not forwarded The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 694 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 9500 Series User Guide Page 81 IP Office 9 0 Issue 06d 17 September 2013 Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Cancel All Forwarding 00 Switch off any forwarding includes forward unconditional forward on busy forward on no answer follow me and do not disturb e Set the Forward Unconditional Destination 07 N Set the destination number N for forward unconditional when it is switched on e Switch Forward Unconditional On 01 Switch on forward unconditional A destination must have been set e Switch Forward Unconditional Off 02 e Include Hunt Gro
10. This refers to the optional compact flash card that can be fitted to IP500 systems e System This refers to the first SD memory card that must be fitted to IP500 V2 systems e Option This refers to the second optional SD memory card that can be fitted to IP500 V2 systems e The actions that can be performed on the memory cards are listed below the status of the card or cards The actions available depend type of card and its current status After selecting an action you can then select the card on which you want the action performed and then press the Confirm soft key to start the action e Shut Down IP500 IP500 V2 This option is available when an Active card is present It allows the card to be made inactive e Start Up IP500 IP500 V2 Server Edition This option is available when an Inactive care is present It allows the card to be made active again e System Backup IP500 V2 Server Edition This option is available when a System card is present and active It allows the telephone system s current configuration settings to be copied to a backup file on the memory card e System Restore IP500 V2 Server Edition This option is available when a System card is present and active It overwrites the telephone system s current configuration settings with those from a backup file on the card e Upgrade Config IP500 V2 Copy configuration files from an Optional card to the System card in the system control unit e Upgrade Binaries IP500
11. 2 Select the originating call on hold pending transfer by pressing its call appearance button This will place the destination call on hold pending transfer so that you can notify the originating caller With the originating call connected you can now press Complete to connect the two calls Held calls that are not pending transfer will not be affected Moreover it is not possible to have more than one call on hold pending transfer Note It is also possible to transfer a held call by starting a conferencel 444 and then dropping yourself 45 gt from that conference However if you are the only internal user in the conference depending on your telephone system s configuration dropping yourself might end the conference 9500 Series User Guide Page 34 IP Office 9 0 Issue 06d 17 September 2013 Holding and Parking Calls Holding Calls 5 2 Parking Calls Parking a call is similar to holding a call However parked calls can be unparked by other users on the phone system Each parked call is given a number By default the number is your extension number plus a digit Calls that you have parked will return to your phone when idle if they remain parked for too long The default return delay is five minutes This is a system delay that is applied to all users and can be changed by the system administrator Returning calls ignore any forwarding or do not disturb settings If you park a call without specifying a park slot number
12. Outgoing 22 55 59 60 61 P Parked calls Status 35 122 Password 73 Personal 22 53 54 Phone User 74 75 99 111 113 128 129 130 131 132 R R 17 Reason 60 Redial 23 30 List 23 30 Redial mode 30 105 Resilience 17 Ring Attention Ring 107 Coverage Ring 107 External Calls 107 Internal Calls 107 Ringback 107 Ring Time 60 Ringback 107 Ringer Audible alerting on off 109 Page 148 Issue 06d 17 September 2013 Ringer Volume 109 114 S S 17 SBM32 14 Send All Calls 83 120 Speaker Volume 49 115 Status Do Not Disturb 87 118 Follow Me here 119 Follow Me To 80 118 Forward on Busy 85 119 Forward on No Answer 84 120 Forward unconditional 83 120 Forwarded to Here 120 Group membership 93 121 Group service status 95 121 Hunt group service status 95 121 Membership 93 121 Menu 137 Mobile twinning 89 121 Parked calls 35 122 Service status 95 121 Status menu 118 System Administrator 122 133 System Alarm 17 122 133 System Boot Error 122 133 System Phone 52 55 56 122 133 T T 17 88 Time 129 Time profile 94 95 121 Time Server 129 Transfer Held call 34 38 To voicemail 27 38 69 Twinned 17 88 Twinning Number 88 105 Off 89 121 On Off 88 105 Status 89 121 U Users 22 53 54 UTC Time 129 V Visual Alerting 108 Voicemail Transfer 27 38 69 Voicemail Almost Full 122 133 Voicemail Failure 122 133 Voicemail Full 122 133 Volume Handset 115 Headset 48 115 Ringer 109 114 Speaker
13. out of service status indicated by an O on the idle display Calls are diverted to the group s fallback if set Otherwise the calls are sent to voicemail if available e R Resilience An R is shown after your extension name on the phone s idle display to indicate that your phone is working in resilience mode This is used when there may have been a problem with the telephone system to which your phone was registered and another system is currently providing support for your phone In this mode some features may not be available and calls may be routed differently e S System Alarm If you are configured as a system administrator 126 an S in the phone s display indicates a system alarm 133 T Twinned AT is shown after your extension name on the phone s idle display if it is internally twinned with your phone Calls to you will alert on both phones and can be answered by you at either phone 1 7 The Phone Stand The phones all include a stand that clips to the base of the phone The stand allows the phone to be used in either of two different angles When changing the position of the stand be sure to check that the stand has locked into the chosen position A small plastic peg is located just under the phone s handset This peg can be reversed to more securely anchor the handset when the stand places the phone in an upright position The stand cannot be flipped to another position except by removing it to change the position
14. the system will assign a number based on your extension number plus a single digit For example for extension 201 the first parked call will use park slot number 2010 if available If you already have one parked call the next parked call will use park slot 2011 if available and so on Call park buttons can be configured with specific park slot numbers A call parked using that button is given that park slot number Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using their button A feature button 9 set to the Call Park action can be used to park and unpark calls If configured to a specific park number the button will indicate when another user has parked a call using that park slot number Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Park Call 37 N Parks the held call using the park number dialed in place of N e Unpark Call 38 N Unpark the call parked using the park number N 5 2 1 Parking Calls Using the Menu gt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Park or Call Park To Other
15. 119 IP Office 9 0 Issue 06d 17 September 2013 18 5 Forward On No Answer If your phone is set to forward on no answerl14 you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Fwd No Answer 3 To switch the forward off press Off 4 To change the forward setting press Details e Use the amp up and down arrow keys to scroll through the menu options e To switch forward on busy on or off highlight Fwd Busy and press On or Off e To switch forward on no answer on or off highlight Fwd No Answer and press On or Off e To select which calls are forwarded highlight Call Type Press Change to change the option between All Calls or External Calls Only e To change the destination highlight Destination and press Edit Enter the number and press Select e Press Save to save any changes Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 6 Forward Unconditional You can clear or change your forward unconditional settings through the Status menu 1 Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp
16. 16 14 Internal Auto Answer A button configured with this action can be used to switch internal auto answer on or off When internal auto answer is on the button s red lamp is lit Pressing the button again turns internal auto answer off 16 15 Paging A button configured with this action can be used to make a page call The button can be configured with the target user or group for the page If configured without a number pressing the button will display a menu for number entry before making the page call 16 16 Park and Page If your system administrator has configured your system for park and page this button allows you to use the feature to park calls and announce the park slot in which they have been parked 16 17 Ringer Off A button configured with this action can be used to turn your phone s ringer on or off When you turn the ringer off the visual alerting is also turned off When the ringer has been turned off the button s red lamp is lit Pressing the button again will turn the ringer on 16 18 Self Administer A button configured for this action can be used to access the Self Administer menu For more information see Quick Touch Lines 16 19 Send All Calls A button configured with this action can be used to switch do not disturb se on or off When do not disturb is on the button s red lamp is lit or a red warning icon is displayed Pressing the button again turns do not disturb off
17. 16 20 Suppress Digits Masks the display of digits as you dial them on the phone Dialed digits are replaced with an s character The button is used to switch the suppression on off When suppress digits has been set the button s red lamp is lit Pressing the button again cancels the suppression 9500 Series User Guide Page 100 IP Office 9 0 Issue 06d 17 September 2013 Button Features Suppress Digits e If en block 20 gt dialing is active you will see the digits as you dial them When you make the call the digits will be suppressed e When the option to suppress digits is used the call is not recorded in the call log 16 21 Twinning A button configured for this feature allows you to control your phone s mobile twinning operation This is only useable if your system administrator has configured you for mobile twinning e If pressed when the phone is idle the phone displays the mobile twinning menu 88 You can use the menu to switch mobile twinning on off and to setting the twinned destination e If pressed while a twinned call is connected to the twinned destination the system attempts to reclaim the call e If pressed while connected to a call on the phone the system attempts to transfer the call to the twinned destination You do not need twinning switched on to use this feature 16 22 User BLF This type of button can be used to monitor the status of another user The lamp s state will indicate the status of the use
18. 49 115 W Waiting Call 112 Width 111 Withhold Number 23 105 9500 Series User Guide IP Office 9 0 Index Page 149 Issue 06d 17 September 2013 9500 Series User Guide Page 151 IP Office 9 0 Issue 06d 17 September 2013 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements 2013 Avaya Inc All rights reserved 9500 Series User Guide Page 152 IP Office 9 0 Issue 06d 17 September 2013
19. 9608 9611 9621 and 9641 phones your 30 most recent missed calls are included in your call log The system administrator can configure whether missed calls should include calls that you did not answer but were answered for you by another user for example by a user with a call coverage button set for your calls If this mode is enabled it will also include calls that were answered by your voicemail 22 23 Missed Group Call The system administrator can configure whether the telephone system should keep an internal log of missed hunt group calls They can then also set which groups of which you are amember should have their missed calls shown as part of your missed calls call log This does not require the group call to have been presented to you and missed 22 24 Login Code You can use a login code to log in at any phone on the telephone system and then use that phone as your own While logged in you can use the phone s menus to set and change your login code 9500 Series User Guide Page 144 IP Office 9 0 Issue 06d 17 September 2013 Glossary Mobile Twinning 22 25 Mobile Twinning Mobile twinning 1451 allows your calls to ring at both your phone s and at another phone s number which can include an external number If you have been configured as a mobile twinning user you can switch the use of mobile twinning on or off through the phone s menus and can also change the number to which you are twinned 22 26 Park Call Parking a
20. Headset Volume 115 e Headset Automatic Gain Control On Off 115 e Default Audio Path 485 9 1 1 Headset Volume While talking via the headset you can adjust the volume of the incoming call 1 With the call connected on the headset press the key 2 Use the plus and minus keys to adjust the volume 3 The display returns to normal after a few seconds 9 1 2 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so that the audio is played through the headset by default rather than the speaker 1 Press the A MENU button 2 Use the amp up and down arrow keys to highlight Call Settings 3 Press Select 4 Use the amp up and down Y arrow keys to highlight Audio Path 5 Press Change to change the setting between Headset and Speaker 6 When completed press the Save soft key 7 Press the Back Exit soft keys to exit the menus 9500 Series User Guide Page 48 IP Office 9 0 Issue 06d 17 September 2013 Headset Handsfree Operation Headset Operation 9 2 Handsfree Speaker Operation Your phone has a speaker and microphone that allows you make and answer calls handsfree The speaker is located under the handset The microphone is located near the bottom right of the phone s keypad e Pressing the I SPEA
21. List 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Delete soft key 5 Press the Delete soft key again to confirm the action Note If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts 9500 Series User Guide Page 56 IP Office 9 0 Issue 06d 17 September 2013 Chapter 11 Call History 9500 Series User Guide Page 57 IP Office 9 0 Issue 06d 17 September 2013 11 Call History This menu is accessed by pressing the HISTORY key The call log you see is a call log stored on the telephone system If you log in at another phone that also stores a call log your call history moves with you Your call history contains your most recent answered calls the most recent calls you made and the most recent missed calls If configured by the system administrator it can also include the most recent calls missed by each hunt group of which you are amember e Making a Call 595 e Viewing Call Details 50 e Deleting a Record 6 e Deleting All Records 6 e Add a Record to Your Contacts 61 Missed Calls Missed calls are calls to you that you did not answer Your system administrator can also configure whether or not the log includes calls presented to you but are answered by someone else or by voicemail The History button is illuminated when you have any new missed calls in your call log
22. Not Disturb An N is shown after your extension name on the phone s idle display when you have do not disturb enabled Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Switch Do Not Disturb On 08 Set your phone to do not disturb e Switch Do Not Disturb Off 09 Switch off do not disturb e Add a Do Not Disturb Exception Number 10 N Add a number N to your list of do not disturb exceptions e Delete a Do Not Disturb Exception Number 11 N Remove a number N from your list of do not disturb exceptions e Cancel All Forwarding 00 Switch off any forwarding includes forward unconditional forward on busy forward on no answer follow me and do not disturb 9500 Series User Guide Page 86 IP Office 9 0 Issue 06d 17 September 2013 Redirecting Calls Do Not Disturb 14 3 1 DND On Off Features Menu You can use the Features menu to switch do not disturb DND on or off Enabling DND will not affect any calls already being presented to your phone Hunt group calls will also still be presented if you are the only available member of the group 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features s
23. Phone Settings 17 1 Mobile Twinning This menu option is only available if you have been configured by the system administrator to be able to use mobile twinning e Setting a button to the Twinning function is recommended contact your system administrator Such a button allows you to transfer calls to your twinning destination retrieve calls from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on off en 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to highlight Forward Press Select Use the amp up and down arrow keys to highlight Mobile Twinning Press Select If no twinning number has been set the menu will prompt you to enter a number un A U N When a number has been entered you can access the Enable and Disable soft keys to turn use of mobile twinning on or off The Clear soft key removes the existing twinning number in order to allow entry of a new number 17 2 Withhold Number You can select to withhold your number on external calls Note that this option may not be supported in all situations It may depend on the configuration of your phone system and options supported by your telephone line provider en 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Feat
24. The angle of the display is not adjustable on these phones Other Stands If the phone needs to be used in a situation other than on a desk for example wall mounted a number of other stand designs are available from Avaya Contact your system administrator 9500 Series User Guide Page 17 IP Office 9 0 Issue 06d 17 September 2013 Chapter 2 Making Calls 9500 Series User Guide Page 19 IP Office 9 0 Issue 06d 17 September 2013 2 Making Calls If you are not already on a call then you can just dial the number The first available appearance button will be used for the call Alternatively you can press a specific appearance button in order to make a call using that button If the number you dial matches a user or group on the telephone system the directory name of the user or group is shown and the call starts altering the target Ifthe call is to a user and they do not answer you can set a callback by pressing CallBack and then ending the call by pressing Drop When a callback is set the next time a user uses their phone or ends their current call the system will call you and when you answer automatically make another call to the user 2 1 En Bloc Dialing By default when you start dialing a number on your phone the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system You cannot correct the digits you have already dialed except by ending the call and starting over A
25. The button lamp will indicate when internal auto answer is on Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 17 6 7 Audible Alerting The phone s audible ringer can be switched off Unlike disabling the ringer 10 this only affects the ring and does not affect the visual alerting 108 1 Press the A MENU button 1 Use the amp up and down arrow keys to highlight Call Settings Press Select 2 Use the amp up and down arrow keys to highlight Audible Alerting Press Select 3 Use the left and right P arrow keys to change the setting 4 When completed press the Save soft key 5 Press the Exit soft key to exit the menus 9500 Series User Guide Page 109 IP Office 9 0 Issue 06d 17 September 2013 17 7 Display Controls This section covers controls for adjusting the phone s display and the information shown on the display e Display Brightness 116 Adjust the brightness of the display e Display Contrast 114 Adjust the contrast of the display e Half Full Width Display 11H Some phones can display full or half width button labels e Call Timer 11h Adjust whether the ring call time is displayed for calls on appearance buttons e Show Last Call Duration 11 Display the duration of a call for a few seconds after the call is ended e Display Language 11 Select the language used for the phone s menus e Auto Display Waitin
26. To remove an existing number highlight it and press Remove 6 Press Done when completed Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 87 IP Office 9 0 Issue 06d 17 September 2013 14 4 Twinning Twinning is a process whereby your calls ring on two phones Twinning is only available if configured by your system administrator The system supports two twinning methods internal twinning 144 and mobile twinning 145 Internal Twinning This method of twinning twins your normal phone with another internal phone Your incoming calls will ring on both phones You can also make your calls from either extension A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building Your settings are applied to both phones Similarly message waiting indication and voicemail access from either phone will be to your mailbox If both phones are phones that store your contacts and call history on the system the contacts and call history on each will be the same T Twinned AT is shown after your extension name on the phone s idle display if it is internally twinned with your phone Calls to you will alert on both phones and can be answered by you at either phone Mobile Twinning Mobile twinning 1451 allows your calls to ring at both your phone s and at anot
27. and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Show Phone Screen 5 Use the left and right P arrow keys or press the On Off soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 9500 Series User Guide Page 113 IP Office 9 0 Issue 06d 17 September 2013 17 8 Volume and Sound This section covers controls that relate to volume and to the various sounds that your phone uses These are in addition to the available ringer controls 107 e Button Click 114 Turn the phone menu key click on or off e Error Tonesl 4 Turn the phone menu error tones on or off Ringer Volume 114 Adjust the volume of the ringer used by the phone e Handset Volumel115 Adjust the incoming call volume heard through the phone s handset e Headset Volume 115 Adjust the incoming call volume heard through a headset attached to the phone e Speaker Volume 115 Adjust the incoming call volume heard through the phone s speaker e Automatic Gain Control 115 Switch automatic gain control on or off Note The system administrator can configure your phone to reset its volume after each call 17 8 1 Button Clicks While using the phone menus the phone can provide a key press confirmation click sound This can be disabled Press the A MENU button Use the amp up
28. ane aenenti ren denen ern rsdernn 145 22 30 Small Community Network 145 22 31 System Administrator 145 22 32 System Phone User 145 22 33 IWINNINQE 4402er 145 Index aus bien 147 9500 Series User Guide IP Office 9 0 Contents Page 7 Issue 06d 17 September 2013 Chapter 1 Introduction 9500 Series User Guide Page 9 IP Office 9 0 Issue 06d 17 September 2013 Introduction 1 Introduction This guide is for 9500 Series telephones supported an Avaya IP Office telephone system running in IP Office Essential Edition Preferred Edition Advanced Edition or Server Edition mode e 9500 Series Telephones The 9504 and 9508 phones are supported on IP Office systems only They are physically and functionally the same as their 9400 Series equivalents but are not supported on other Avaya telephone systems e Unsupported Features The 9500 Series phones are supported on a number of Avaya telephone systems and support different features depending on the telephone system This guide covers only the features supported on an Avaya IP Office telephone system 1 1 Important Safety Information I Warning This handset may pick up small metal objects such as metal pins or staples e During a power surge EFT Electronically Fast Transients or ESD Electrostatic Discharge calls may be dropped After a power surge EFT or ESD it is normal for the phone to restart e Using a cell phone mobile phone GSM phone or two way radio in
29. be logged out of the phone The follow action will depend on several factors e If the phone does not have a default user or the default user is currently logged on elsewhere the no user display is shown e If the phone has a default user and they are not current logged on elsewhere they are automatically logged back in Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 13 3 Locking the Phone Rather than logging out you can lock your phone You can either lock your phone manually using the steps below or have it automatically locked after a period of phone inactivity To use the lock feature you need to set a security PINI 75 When your phone is locked e It can only be used to make internal and emergency calls e None of the menus for your user settings can be accessed e Unlocking the phone 754 requires your login code if you have configured a login code 754 To lock your phone manually gt 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight Lock Press the Select 4 The phone is now locked as indicated by the display Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control
30. call is similar to holding a call However parked calls can be retrieved by other users on the telephone system A call that you park and leave parked for too long will recall to your phone The recall will ignore any do not disturb and forwarding settings recalling to the phone from which it was parked 22 27 Park Slot Number If you park a call without specifying a park slot number the system will assign a number based on your extension number plus a single digit For example for extension 201 the first parked call will use park slot number 2010 if available If you already have one parked call the next parked call will use park slot 2011 if available and so on Call park buttons can be configured with specific park slot numbers A call parked using that button is given that park slot number Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using their button 22 28 Ringing Line Preference This setting is controlled by your system administrator and is normally on When you are not connected to a call if you receive an incoming call ringing line preference will make the alerting appearance button your selected appearance button You can answer the call on the selected appearance button by lifting the handset or pressing the Headset or Speaker button Without ringing line preference to answer the call on the alerting appearance button you must press the appearance but
31. hardware provided by Avaya All content on this site the documentation and the Product provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software unless expressly authorized by Avaya Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Virtualization Each vAppliance will have its own ordering code Note that each instance of a vAppliance must be separately ordered Ifthe end user customer or Avaya channel partner would like to install two of the same type of vAppliances then two vAppliances of that type must be ordered Each Product has its own ordering code Note that each instance of a Product must be separately licensed and ordered Instance means one unique copy of the Software For example if the end user customer or Avaya channel partner would like to install two instances of the same type of Products then two Products of that type must be ordered Third Party Components Third Party Components mean certain software programs or portio
32. missed call records the button is illuminated and the call log will open showing your missed calls c Use the left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 Pressing OK will make a call to the number stored with the currently displayed record 3 You can use the functions listed at the bottom of the display by pressing the soft key below the function name e Call sc Make a call to the number stored in the currently displayed call log record e Details 605 Display more details about the current call log record You can also add the caller details to your personal directory 61 if required e Delete 61 Deletes the currently displayed record e More Switch between the different sets of available soft key functions e Del All 6 Delete all the call log records not just the current types of records being shown e Contact 51 Add the currently highlighted call log record to your personal contacts 4 To exit the call log press the PHONE EXIT button 11 2 Making a Call You can use the call log to make calls to the number included in the currently selected call record 1 Access the call log a Press the t HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new mis
33. no available members it cannot be paged Feature Button If enabled by your system administrator the self administer function can be used to assign a feature button as a page button using the Group Paging action 2 7 Withholding Your Number You can select to withhold your number on external calls Note that this option may not be supported in all situations It may depend on the configuration of your phone system and options supported by your telephone line provider 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 3 Use the amp up and down menu keys to highlight Withhold Number 4 Press Change to switch the option On or Off 5 Press Save Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 23 IP Office 9 0 Issue 06d 17 September 2013 2 8 Adjusting the Call Volume While talking you can adjust the volume of the incoming call The volume is adjusted separately for whichever device is in use handsetl1151 headset 11 or speaker 118 1 With the call connected press the VOLUME key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 2 9 Muting a Call Muting a call stops the calle
34. not configured for any groups then the Group menu is not shown 9500 Series User Guide Page 93 IP Office 9 0 Issue 06d 17 September 2013 15 2 Group Service Status and Fallback e Group Service Status A hunt group can be in one of the following service modes e In Service The groups operates as normal distributing calls to available members of the group e Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 964 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e Out of Service The group is out of service Calls are redirected to its out of service fallback group if set 9 4 otherwise to voicemail if available e Fallback Group For the night service and out of service states the hunt group can be configured with a fallback destination to which its group calls are redirected This destination is another hunt group If no fallback destination is set the group s voicemail is used if available Separate night service and out of service fallback destinations can be set for the group Display Icon e O Out of Service When a group is set to night service mode all members of that group retain an out of service status indicated by an O on the idle display Calls are diver
35. set the type of ringing coverage ring 10 amp that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of the coverage ring and attention ring settings is used This is a user setting which will move with you if you hot desk another phone gt 1 Press the Features soft key if shown To do this during a call press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 3 Use the amp up and down arrow keys to highlight Coverage Ring 4 Press the Change soft key to change the setting e Ring Use normal ringing e Abbreviated Use a single non repeated ring abbreviated ring e Off No ring 17 6 4 Ring Sound As well as ring patterns you can change the sound of the ring tone used Note The default ring tone is set by the administrator 1 Press the MENU button 2 Use the amp up and down arrow keys to highlight Screen amp Sound Options 3 Press Select 4 Use the amp up and down arrow keys to highlight Personalized Ringing Press Select e Use the amp up and down arrow keys to scroll through the different available ring tones e Clicking on a ring tone will play that ring to
36. system before the timed restart switch power to the system off and on again gt Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to highlight Phone User Press Select Use the amp up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator Enter your security PIN login code and press Done Use the amp up and down arrow keys to highlight System Shutdown Press Select The current default timeout 10 minutes setting is shown and can be used by pressing OK soft key Otherwise enter the timeout required in hours and minutes and then press the Ok soft key e The allowable range for the timeout is from 00 00 to 24 00 Note that a timeout of 00 00 indicates infinite no timeout e The Ok soft key is not displayed if the timeout entered is not within the allowed range e To enter the symbol in the timeout press either the or key e To delete the previous digit or character entered press the left arrow key After pressing the Ok soft key you will be asked to confirm whether you want to shutdown the telephone system Only proceed if you are sure If you are not sure press Back If you press the Confirm soft key the telephone system will switch itself to a shutd
37. that conference However if you are the only internal user in the conference depending on your telephone system s configuration dropping yourself might end the conference 9500 Series User Guide Page 38 IP Office 9 0 Issue 06d 17 September 2013 Transferring Calls Transferring a Held Call 6 3 Transferring a Call to Your Mobile If you have been configured as a mobile twinning user you can transfer a call to your mobile device using the features menu 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 If necessary use the amp up and down arrow keys to highlight Transfer to Mobile Press Select Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 39 IP Office 9 0 Issue 06d 17 September 2013 Chapter 7 Account Codes 9500 Series User Guide Page 41 IP Office 9 0 Issue 06d 17 September 2013 7 Account Codes The telephone system can store a number of account codes Account codes may be used to keep track of calls in relation to particular activities or clients They can also be used to keep track of calls by particular users or sets of users e When an account code is entered while making a call or during a call that account code is included in the call records output by the system e Accounts entered are checked against those stored b
38. the Clear key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Pickup Any Call 30 Answer a call ringing on the telephone system e Pickup a Group Call 31 Answer a call ringing a group of which you are a member You can use this even if your group membership is currently set to disabled e Pickup a Users Call 32 N Pickup a call ringing a user s extension number N e Pickup a Group Members Call 53 N Pickup a call ringing the members of a group N This does not necessarily have to be a group call 9500 Series User Guide Page 28 IP Office 9 0 Issue 06d 17 September 2013 Chapter 4 Redialling 9500 Series User Guide Page 29 IP Office 9 0 Issue 06d 17 September 2013 4 Redialling The phone s redial operation can work in either of the following modes e Open Call Log 3 If this mode is selected pressing Redial will display a menu of the most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e Last Dialed 3 If this mode is selected pressing Redial will immediately repeat the most recent outgoin
39. twinning 145 9500 Series User Guide Page 145 IP Office 9 0 Issue 06d 17 September 2013 Index A Abbreviated ring 108 142 Access Control Fallback 93 94 95 96 121 Follow Me 23 28 35 39 42 65 66 73 74 75 80 83 84 85 87 89 99 105 109 118 119 120 122 Forward 23 28 35 39 42 65 66 73 74 75 80 83 84 85 87 89 99 105 109 118 119 120 122 Membership 93 94 95 96 121 State 93 94 95 96 121 Add Contact 55 61 External contact 52 55 56 to conference call 44 Alarm 122 133 All Call Log 22 55 59 60 61 Contacts 22 53 54 Forward 83 120 All Calls 83 120 Almost Full 122 133 A menu 104 Answered 22 55 59 60 61 Attention Ring 107 Audible Alerting 109 Audio Path 48 49 115 Auto Answer 109 B B 17 Barred 17 BM32 14 Boot Error 122 133 Bridged appearance Coverage ring 108 142 broken dialtone 81 86 142 143 Busy Forward 84 85 119 120 Button Module 14 C Call from Call Log 22 59 from Contacts 22 54 from redial list 23 30 Call coverage Coverage ring 108 142 CALL LOG 22 55 59 60 61 Callfrom 22 59 Details 60 Menu 58 Call Settings 20 23 30 42 87 105 106 107 108 111 112 Audible alerting on off 109 Audio Path 48 49 115 Auto Answer 109 Internal Auto Answer 109 Visual alerting on off 108 Withhold number 23 105 Call Waiting 112 Caller Details 60 Conference Add call 44 Caller details 45 Drop caller 45 9500
40. up and down arrow keys to highlight Fwd Uncon e To switch off forward unconditional press the Off soft key e To change the forwarding settings press the Details soft key e Use the amp up and down arrow keys to scroll through the editing options e Use the left and right P arrow keys to switch the forwarding on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which calls are forwarded Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 7 Forwarded Here This option allows you to see the names of users who are currently forwarding calls to you It includes forward unconditional forward on no answer and forward on busy A separate entry is shown for each user 1 Press the Status soft key if shown rn e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Fwd To Here Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 120 IP Office 9 0 Issue 06d 17 September 2013 Status Menu Group Membership 18 8 Group Membership Your system administrator can grant yo
41. your current call and the call on hold pending transfer pressing the Conf key will start a conference that includes all three of you Other held calls will not be included but you can add more calls 444 or drop yourself if necessary e Pressing the Conf key against a held call will add that call to the extension s current call alerting or connected Any calls on hold pending transfer will also be added to the call 8 2 Adding a Call to a Conference You can add parties to an existing conference 1 Press HOLD to put the conference on hold This does not affect the other conference parties who can continue talking to each other 2 Press an available appearance key on which to make a call 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press Conf again 5 If they do not want to join the call or do not answer press Drop and then press the appearance key of the held call 9500 Series User Guide Page 44 IP Office 9 0 Issue 06d 17 September 2013 Conference Calls Viewing Conference Details 8 3 Viewing Conference Details You can display a list of the parties involved in a conference call 1 If not already displayed press the amp up or down arrow key to display the conference call 2 Press the Details soft key e To scroll through the list of callers in the conference use the amp up and down arrow keys e To drop a caller from the conference highlight them
42. 19 120 Forward on Busy Off 85 119 Status 85 119 Forward on No Answer Off 84 120 Status 84 120 Forward Unconditional 83 120 Off 83 120 Status 83 120 Forwarded to Here Off 120 Status 120 Forwarding 17 81 143 Full 122 133 Full Width 111 Fwd To Here 120 G G 17 Group Calllog 58 Forward 83 120 Membership status 98 121 Missed 58 Service status 94 95 121 Group Member 17 Groups 22 53 54 H Half Width 111 Handset Volume 115 Headset Volume 48 115 Held call Transfer 34 38 Hold Conference 33 45 Transfer 34 38 Hunt group Calllog 58 Forward 83 120 Membership status 93 121 Missed 58 Service status 95 121 I In Service 94 95 121 Internal Auto Answer 109 Internal Calls 107 L Lamp 108 List 30 105 Local Time 129 Login 73 9500 Series User Guide IP Office 9 0 M Make call from Call Log 22 59 from Contacts 22 54 from redial list 23 30 Memory Card Failure 122 133 Menu A menu 104 Calllog 58 Contacts 52 Features 136 Status 137 Status menu 118 Message waiting lamp 108 Missed 22 55 59 60 61 Missed calls Hunt group calls 58 Mobile Twinning Number 88 105 Off 89 121 On Off 88 105 Status 89 121 More 59 60 65 67 68 Music on hold 33 45 N N 17 86 142 New Contact 55 61 Night Service Automatic 94 95 121 No answer Forward status 84 120 No Calls 17 86 142 No ring 108 142 Non Group Calls 83 120 O O 17 94 One 30 105 OOS 94 95 121 Out of Service 17 94 95 121
43. 2 8 Changing Your Voicemail Code 1 Press the gt lt MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the Password option and press Select 4 Enter your current password and press Save 5 Enter the new password that you want to use e The new password must be at least four digits long e A series of numbers for example 1234 or repeated numbers are not allowed 6 When the desired password is complete press Save 9500 Series User Guide Page 68 IP Office 9 0 Issue 06d 17 September 2013 Voicemail Changing Your Voicemail Code 12 9 Switching Voicemail On Off You can control whether the telephone system uses voicemail to answer your unanswered calls This does not switch off your mailbox which you can still access to play existing messages and use other functions 1 Press the MA MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the amp up and down arrow keys to highlight Voicemail 4 Press the Change to switch between On or Off 5 Press Save to save the change 12 10 Transferring to Voicemail When set to visual voice mode the gt lt key can be used to transfer your current call to t
44. 8 If the account code was not a valid account code the Failed menu is displayed Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control Feature Button Access to the enter account code menu can be assigned to a feature button 984 configured with the Account Code Entry action The button can also be preset with a specific account code 9500 Series User Guide Page 42 IP Office 9 0 Issue 06d 17 September 2013 Chapter 8 Conference Calls 9500 Series User Guide Page 43 IP Office 9 0 Issue 06d 17 September 2013 8 Conference Calls The telephone system supports multiple conference calls with additional parties addable to any conference call until the system s conference capacity is reached A maximum of 64 parties in any particular conference call is supported Conference resources are also used for call recording and other features reducing the available conference capacity for ordinary conference calls Some conference controls for example dropping other parties only apply to conferences started on the same phone system as your extension Note If you are the only internal user in the conference depending on your telephone system s configuration dropping yourself might end the conference Consult your system administrator for details Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are defau
45. 8 Inactivity Timer Auto Return 113 17 7 9 A Menu Auto Exit 113 17 8 Volume and Sound 114 17 8 1 Button Clicks 114 17 8 2 Error Tones 114 17 8 3 Ringer Volume 114 17 8 4 Handset Volume 115 17 8 5 Headset Volume 115 17 8 6 Speaker Volume 115 17 8 7 Automatic Gain Control 115 17 8 8 Default Handsfree Audio Path 115 17 9 Viewing Information 116 18 Status Menu 18 1 Do Not Disturb 118 18 2 Follow Me To 118 18 3 Follow Me Here 119 18 4 Forward On Busy nn 119 18 5 Forward On No Answer 120 18 6 Forward Unconditional 120 18 7 Forwarded Here 120 18 8 Group Membership 121 18 9 Group Service Status 121 18 10 Mobile Twinning nennen nn nennnnn 121 18 11 Parked Calls 122 18 12 System Alarms 122 19 Short Codes 20 System Administration 20 1 Checking the System Information 128 20 2 Setting the Dale sienne Le ana 128 20 3 Checking the Time Server Status 129 20 4 Setting the Time 130 20 5 Setting the Time Offset 130 20 6 Shutting Down the System 131 20 7 Managing Memory Cards 132 20 8 Reporting System Alarms
46. Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 5 e Press the Save soft key to set the follow me here Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 4 Forward On Busy If your phone is set to forward on busy you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Fwd Busy 3 To switch the forward off press Off 4 To change the forward setting press Details e Use the amp up and down arrow keys to scroll through the menu options e To switch forward on busy on or off highlight Fwd Busy and press On or Off e To switch forward on no answer on or off highlight Fwd No Answer and press On or Off e To select which calls are forwarded highlight Call Type Press Change to change the option between All Calls or External Calls Only e To change the destination highlight Destination and press Edit Enter the number and press Select e Press Save to save any changes Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page
47. E 2 tee ae ee 100 16 13 Group BLR 5e ken 100 16 14 Internal Auto Answer 100 16 15 PAGING ss u 22er 100 16 16 Park and Page debit neue 100 TAZ Ringer Offic nest as ah MR 100 16 18 Self Administer 100 16 19 Send All Calls 100 16 20 Suppress Digits 100 16 21 TWINNING dedna re 101 16 22 User BL 2822 ame 101 18 23 IMEF een 101 17 Phone Settings 17 1 Mobile Twinning nn nenne 105 17 2 Withhold Number 105 17 3 Redial M6de nett reins oe te tn 105 17 4 En Bloc Dialing 106 1725 AUtO LOCK 2 0 Bee 107 17 6 Ringer Controls 107 17 6 1 Disabling the Ringer 107 17 6 2 Visual Alerting 108 9500 Series User Guide IP Office 9 0 17 6 3 Coverage Ring 108 17 6 4 Ring Sound 108 17 6 5 Ringer Volume 109 17 6 6 Internal Auto Answer 109 17 6 7 Audible Alerting 109 17 7 Display Controls 110 17 7 1 Display Brightness nennen ernennen 110 17 7 2 Display Contrast 110 17 7 3 Last Call Duration Display 111 17 7 4 Half Full Width Display 111 17 7 5 Call Timer Display 111 17 7 6 Display Language 111 17 7 7 Auto Display Waiting Call 112 17 7
48. Flash the message lamp for calls Visual Alerting 108 e Coverage Ring 108 e Ring Sound 108 e Ringer Volume 108 e Internal Auto Answer 10 e Audible Alerting 1109 Calls are presented with a number of different ring patterns e Internal Calls Repeated single ring e External Calls Repeated double ring e Ringback Return Calls Repeated single ring followed by two short rings This type of ring is used for calls that are returning to your phone For example a call that you put on hold and which is returning due to being left on hold too long e Coverage Ring Variable You can also adjust the ringing used for call coverage and bridged appearance buttons See Coverage Ring 108 The options are normal ringing an abbreviated ring a non repeated single ring and no ring e Attention Ring Variable The system administrator can adjust the ring used for new calls when you are already talking to a caller The options are an abbreviated ring a non repeated single ring and no ring e For calls alerting on a call coverage or bridged appearance button when you are already on a call the shorter of the coverage ring or attention ring settings is used The system administrator can also adjust when ringing is used for each specific appearance button The ringing can be immediate delayed for a set time or off The following depicts an example of different ring patterns Call Cadence 0 1 2 Seconds 3 4 5 I T I
49. HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new missed call records the button is illuminated and the call log will open showing your missed calls c Use the left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 Press More and then press the Contact soft key 3 Use the amp up and down arrow keys to switch between the name and number details for the new contact 4 Using the telephone keypad and the Bksp soft key you can edit the name and the number 5 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 9500 Series User Guide Page 61 IP Office 9 0 Issue 06d 17 September 2013 Chapter 12 Voicemail 9500 Series User Guide Page 63 IP Office 9 0 Issue 06d 17 September 2013 12 Voicemail If your telephone system includes a voicemail server pressing the gt lt MESSAGES button accesses voicemail Your system administrator can configure whether the access uses either spoken prompts from the voicemail server or visual menus on the phone called visual voice This guide assumes the default operation of using visual voice menus If your phone uses spoken mailbox prompts instead re
50. KER key can be used to answer a call handsfree It can also be pressed to end a handsfree call e The key is lit when there is a call connected handsfree e The key can also be pressed to turn a call that has already been answered using the handset or headset into a handsfree call e If there are no currently connected calls to which you are talking a call answered by pressing its appearance button is connected either handsfree or through the headset according to the phone s audio path setting 48 gt e If there is already a connected call to which you are talking handsfree answering another call by pressing the appearance button will answer that call handsfree You can adjust the following handsfree settings e Speaker Volume 115 e Speaker Automatic Gain Control On Off 115 Default Audio Path 495 Conference Phones Your phone is not designed as a conference room speakerphone It is designed for use by a speaker located directly in front of the phone with no obstructions between themselves and the microphone Phones designed to be used as conference speakerphones typically have multiple microphones and are able to handle sounds coming from multiple directions For details of conference speakerphones supported by your phone system contact your system administrator 9 2 1 Speaker Volume While talking handsfree via the phone s speaker you can adjust the volume of the incoming call 1 With the call connected on the spea
51. Meet Me 108 e Page e User BLF e Call Park e Drop Call e Park and Page 106 e Timerl10t e Ringer Off e Twinning 10h Some actions are not supported on all phones However they may be set for users who hot desk between different types of phone Button Lamps The use of the button lamp or icon will depend on the action associated with the button Fixed Buttons On all the phones the programmable button features appear below the call appearance buttons The screen can be scrolled to display further buttons 9500 Series User Guide Page 98 IP Office 9 0 Issue 06d 17 September 2013 Button Features 16 1 Editing Your Programmable Buttons Self Administer is used to select and apply a function to a feature key It can be used to replace or delete existing functions 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight Self Administer Press Select 4 Enter your security PIN and press Done 5 Use the amp up and down arrow keys to scroll through the list of current functions assigned to each button e To remove the existing function from a button press Erase e You can also press More and use the Copy and Paste options to copy the settings of an existing button to another button e To assign a function to the highlig
52. N and login code P e Log Out 36 Log yourself out from the phone where you are currently logged in Voicemail e Check Messages 17 Access mailboxes to check for messages e Voicemail On 18 Allow voicemail to be used to answer calls e Voicemail Off 19 Stop voicemail being used to answer calls e Voicemail Ringback On 48 Have voicemail ring your phone when you have any new messages It will call when you use the phone e Voicemail Ringback Off 49 Switch off ringback 9500 Series User Guide IP Office 9 0 Page 125 Issue 06d 17 September 2013 Chapter 20 System Administration 9500 Series User Guide Page 127 IP Office 9 0 Issue 06d 17 September 2013 20 System Administration If necessary the system administrator can configure you as a system phone user This allows you to perform a range of additional functions to help maintain your phone system such as Checking the system and software version 128 Checking the time settings 1128 Setting the date 128 Setting the time 138 Setting the time offset 130 System shutdown 13h Memory card file system management 13 System alarms 3 20 1 Checking the System Information Being able to check and report the system software version may be useful when reporting any potential problems to the system administrator 1 2 3 4 5 6 gt Press the Features soft key if shown To do this during a call p
53. Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight the hunt group name and your current membership status Enabled or Disabled 3 Press the Enable or Disable soft key to change the status of your membership to that group 4 Press Exit e The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 15 1 2 Group Membership On Off Features Menu You may be able to enable or disable your group membership for some of the groups to which you belong 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Group Press Select 3 Use the amp up and down arrow keys to highlight Membership Press Select 4 Use the amp up and down Y arrow keys to scroll through the list of hunt groups you can configure 5 To change your membership to the highlighted group press Change e To change your membership to all groups press More and then press either All Ena or All Dis e The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are
54. Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Fwd No Answer 3 To switch the forward off press Off 4 To change the forward setting press Details e Use the amp up and down arrow keys to scroll through the menu options e To switch forward on busy on or off highlight Fwd Busy and press On or Off e To switch forward on no answer on or off highlight Fwd No Answer and press On or Off e To select which calls are forwarded highlight Call Type Press Change to change the option between All Calls or External Calls Only e To change the destination highlight Destination and press Edit Enter the number and press Select e Press Save to save any changes Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 84 IP Office 9 0 Issue 06d 17 September 2013 Redirecting Calls Forwarding Calls 14 2 5 Forward On Busy Status Menu If your phone is set to forward on busy you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Fwd Busy 3 To switc
55. Series User Guide IP Office 9 0 Index End automatically 44 45 Hold 33 45 Last internal user 44 45 Music on hold 33 45 Contact Add 55 61 add external 52 55 56 delete external 52 55 56 Edit 55 56 edit external 52 55 56 CONTACTS 22 52 53 54 55 56 Make call 22 54 Corrupt Date Time 122 133 Count 60 Coverage ring 107 108 142 CPkUp 35 122 D D 17 81 143 Date 129 Daylight Saving 129 Delete External contact Follow me here Details Call Log 60 Dial tone Broken Directory Add 55 61 add external delete external Edit 55 56 edit external Make call Display Call Waiting 112 Divert To voicemail 27 69 Diverting 17 81 143 Do Not Disturb 17 86 142 Off 87 118 Status 87 118 E Edit Contact 55 56 External contact Follow me here En bloc 20 106 En Bloc Dial 20 106 Expansion Failure 122 133 External 22 53 54 Forward 83 120 Forward on Busy 84 85 119 120 External and Group 83 120 External Calls 107 external directory 52 55 56 External Only 83 120 F Failure 122 133 Features Menu 136 Follow me here Clear 80 119 Edit 80 119 Off 119 52 55 56 80 119 81 86 142 143 52 55 56 52 55 56 52 55 56 22 54 52 55 56 80 119 Page 147 Issue 06d 17 September 2013 Follow me here Status 119 Follow Me To Off 80 118 Status 80 118 Forward All Calls 83 120 External and Group 83 120 External Only 83 120 Non Group Calls 83 120 Off 83 120 on Busy 84 85 1
56. Some external contacts are entered into the telephone system configuration by the system administrator e Other external contacts are those imported by the telephone system from other directory sources Note If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts 10 1 Managing External Contacts If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the telephone system to which you are logged in e External directory contacts imported by the system from other sources cannot be edited However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favour of the local one 9500 Series User Guide Page 52 IP Office 9 0 Issue 06d 17 September 2013 Contacts Directory Managing External Contacts 10 2 Viewing Contacts Details 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want to display e All All directory entries e External Directory entries stored by the telephone system for all users to use e Groups The names and numbers of hunt groups on the telephone syst
57. The lamp is extinguished when you have viewed the missed call in the call log or the record of that call is no longer in your call log The icon is also used at the top left of the phone display to indicate missed calls and is prefixed with the number of missed calls Missed Group Call If you are a member of any hunt groups the system administrator can configure whether your missed calls log should also include missed hunt groups calls The hunt group does not necessarily have to have rung at your phone It will be recorded as missed if it was presented to the hunt group and not answered by any of the members including you Notes 1 Centralized call log can be turned off by the system administrator 1451 In that case the call log is stored by the phone and is lost if the phone is reset This guide only covers the centralized call log stored by the telephone system 2 The call log on other types of phones is a local call log maintained by that phone It will not move with you when you hot desk and it will be lost if the phone is restarted 3 The redial function uses the outgoing call records stored in the call log 9500 Series User Guide Page 58 IP Office 9 0 Issue 06d 17 September 2013 Call History 11 1 Accessing the Call Log History 1 Access the call log a Press the t HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new
58. V2 Copy software files from an Optional card to the System card in the system control unit e Copy IP500 V2 This option is available on systems where both a System and Option memory card are active It copies the contents of the System card to the Option card 9500 Series User Guide Page 132 IP Office 9 0 Issue 06d 17 September 2013 System Administration Managing Memory Cards 20 8 Reporting System Alarms If you have been configured as a system administrator also called a system phone user an S on the phone s display indicates a system alarm message While you are not expected to be able to fix the error causing the alarm the error message allows you to report the problem to your system administrator Memory Card Failure There is a problem with one of the memory cards used by the telephone system Selecting Admin will take you to the system administration menu where you can check the status of the memory cards 13 Expansion Failure There is a problem with one of the external expansion modules attached to the telephone system Voicemail Failure The voicemail system is not available Voicemail Almost Full The voicemail system is nearly out of storage space for any new messages prompts or recordings Voicemail Full The voicemail system cannot store any new messages prompts or recordings Licence Key Failure There is a problem with the memory card used to license features and applications System Boot Error The t
59. Your own personal directory entries c Use the amp up and down arrow keys to scroll through the list or start dialing the name you want to find to display only matching entries If you dial a name to return to the full list press the Clear soft key d To view more details of the highlighted name press Details To return to the directory press List 2 When the required entry is highlighted press Call or press the button next to the name 3 Proceed as you would with a normally dialed call 2 4 Calling from the Call Log History You can use the call log to make calls to the number included in the currently selected call record 1 Access the call log a Press the t HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new missed call records the button is illuminated and the call log will open showing your missed calls c Use the left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 Press Call to call the number displayed in the call record 9500 Series User Guide Page 22 IP Office 9 0 Issue 06d 17 September 2013 Making Calls Calling from the Call Log History 2 5 Redialling a Previous Number When Redial is displayed it can be used in one of two ways set by the phone s
60. a follow me to destination for calls to your phone you can clear or change the setting through the Status menu 1 Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Follow Me To e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Details soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 118 IP Office 9 0 Issue 06d 17 September 2013 Status Menu Follow Me To 18 3 Follow Me Here If other users has a follow me set to you phone you can clear or change the setting through the Status menu 1 Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Follow Me Here There will be a separate entry for each user e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Details soft key e Use the menu to add or remove users e Use the amp up and down arrow keys to scroll through the names e To remove a user press the Clear soft key e To add a user press the Add soft key e
61. administrative database utilized by the Software that permits one user to interface with the Software Shrinkwrap License SR You may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickthrough license accompanying or applicable to the Software Shrinkwrap License Heritage Nortel Software Heritage Nortel Software means the software that was acquired by Avaya as part of its purchase of the Nortel Enterprise Solutions Business in December 2009 The Heritage Nortel Software currently available for license from Avaya is the software contained within the list of Heritage Nortel Products located at http support avaya com Licenselnfo under the link Heritage Nortel Products For Heritage Nortel Software Avaya grants Customer a license to use Heritage Nortel Software provided hereunder solely to the extent of the authorized activation or authorized usage level solely for the purpose specified in the Documentation and solely as embedded in for execution on or in the event the applicable Documentation permits installation on non Avaya equipment for communication with Avaya equipment Charges for Heritage Nortel Software may be based on extent of activation or use authorized as specified in an order or invoice Copyright Except where expressly stated otherwise no use should be made of materials on this site the Documentation Software or
62. all appearance button you can switch between calls by pressing the appearance button of the held call The current call is automatically put on hold and the previously held call is connected When you place a call on hold 33 in order to make a transfer 384 the call is considered on hold pending transfer and is indicated by fast flashing red and green appearance buttons On phones with only a single appearance button or icon the phone displays On Hold Xfer before the call information on the call s application line 5 1 4 Transferring a Held Call There are various call transfer scenarios to consider 1 If you have multiple calls on hold and you want to transfer a connected call to one of the held calls e Press the Transfer soft key and use the amp up and down arrow keys to select the desired call appearance When you are satisfied press Complete to transfer the call while the other held call s remain on hold 2 If you have calls on hold but you want to connect your current call with a new destination e Press the Transfer soft key and enter the destination manually using the numerical keypad and press Complete Alternatively press Dir to select a destination from the directory 54 or use the Redial option if applicable 3 If you have a destination call connected but you wish to refer back to the originating call before completing the transfer e Do NOT press Complete to transfer the destination call as in scenario
63. amp up and down arrow keys to highlight Language Press Select 4 Use the amp up and down arrow keys to scroll through the available languages The current language is indicated by a tick mark 9500 Series User Guide Page 111 IP Office 9 0 Issue 06d 17 September 2013 5 To change to the currently highlighted language press Select 4 Press Back Exit to exit the menus 17 7 7 Auto Display Waiting Call By default when you are connected on a call the phone shows details of that call and soft key actions you can perform for that call In order to see details of a waiting call you need to scroll the display using the up and down arrow buttons You can opt to have the phone automatically show details of a waiting call when one alerts the phone and soft key actions that you can perform on the waiting call If you use the scroll keys to return the display focus to the currently connected call the focus automatically returns to the waiting call after a few seconds en 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 4 Use the amp up and down Y arrow keys to highlight Auto Display Waiting Call 5 Press Change to change the setting 6 Select one of the following settings as desired e Off Show details of the current call only e On Automatically show the details o
64. and down arrow keys to highlight Screen amp Sound Options Press Select Use the amp up and down arrow keys to highlight Button Clicks Press Change to change the setting between On or Off When completed press the Save soft key NO uU fF U N e Press Back Exit to exit the menus 17 8 2 Error Tones 1 Press the A MENU button 2 Use the amp up and down arrow keys to highlight Screen amp Sound Options 3 Press Select 4 Use the amp up and down Y arrow keys to highlight Error Tones 5 Press Change to change the setting between On or Off 6 When completed press the Save soft key 7 Press Back Exit to exit the menus 17 8 3 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing 1 With the phone idle or ringing press the key 2 Use the plus and minus keys to adjust the volume 3 The display returns to normal after a few seconds 9500 Series User Guide Page 114 IP Office 9 0 Issue 06d 17 September 2013 Phone Settings Volume and Sound 17 8 4 Handset Volume While talking via the handset you can adjust the volume of the incoming call 1 With the call connected on the handset press the key 2 Use the plus and minus keys to adjust the volume 3 The display returns to normal after a few seconds 17 8 5 Headset Volume While talking via the headset you can adjust the volume of the incoming call 1 With the call connected on t
65. and press Drop e To mute a caller highlight them and press Mute Repeat this to unmute them e To return to the call display press the Back soft key 8 4 Dropping Muting Parties You can drop parties from a conference call including yourself You can also mute other parties 1 While connected to a conference call if you press the Details key the conference details menu is displayed 2 You can then perform the following actions e To scroll through the list of callers in the conference use the amp up and down arrow keys e To drop a caller from the conference highlight them and press Drop e To mute a caller highlight them and press Mute Repeat this to unmute them e To return to the call display press the Back soft key Note If you are the only internal user in the conference depending on your telephone system s configuration dropping yourself might end the conference Consult your system administrator for details 8 5 Holding a Conference Call Using the Hold soft key you can put a conference call on hold in the same way as you can for a normal call The appearance key for the conference call will show a fast flashing red lamp To take the conference call off hold press the appearance key Important Holding Conference Calls You can hold a conference call in the same way as holding a normal call Holding the conference call does not affect the other conference parties who can continue talking You will also still be list
66. anguage Self Test All Language 2 pe m i l Audio f Handset AGC Of Headset AGC On Speaker AGC On Speaker Open Standard Headset Xmit NR On Headset RCV Loud oft Headset CC Off Handset Xmit NR On Remote Headset On ee l i il a 21 4 Menu Access Control Some menu options are dynamic and only appear when appropriate For example the Features menu cannot be accessed when the phone is locked Access to other menu options is controlled by your system administrator They can set system wide rules for which options phone users can access They can also set specific rules for each phone user Even if you are restricted from accessing an option it may still be applied for you by your system administrator For example the system administrator may configure call forwarding settings for you The system administrator can control your menu access to the following groups of functions Basic Call Functions Controls whether you can access the phone s menu options for call pickup park unpark and transfer to mobile functions e Advanced Call Functions Controls whether you can access the phone s menu options for do not disturb account code withhold number and internal auto answer functions In addition the Account Code menu is only shown if the system has been configured with accounts codes e Forwarding Functions Controls whether you can access the phone s menu optio
67. applies to conference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system may cause that conference to hear your system s music on hold 5 1 1 Holding a Call 1 To put your current call on hold press the Hold soft key or the call s appearance button 2 The held call will be indicated by its call appearance button with a fast flashing green lamp On phones with only a single call appearance button or icon the phone displays On Hold before the call information on the call s application line 3 While held the caller will hear music on hold If your system does not have music on hold available the caller will hear double beep tones every few seconds 4 You can scroll the display using the amp up and down arrow keys The held call will appear with a icon 5 1 2 Taking a Call Off Hold Either of the following methods can be used to retrieve a call from hold If you have a currently connected call that call will be automatically put on hold 1 Press the appearance button with the fast flashing red lamp call appearance 2 Scroll the display using the amp up and down arrow keys the held call will appear with a icon Press the Connect soft key to take the call off hold 9500 Series User Guide Page 33 IP Office 9 0 Issue 06d 17 September 2013 5 1 3 Switching Between Calls With a call on hold fast flashing appearance button and another call connected red c
68. are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 22 16 Forward Unconditional Forward unconditional can be used to immediately redirect your calls e By default this function is only applied to incoming external calls made to you However if required internal calls and or hunt group calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward unconditional destination That number can be internal or external e You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 694 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 9500 Series User Guide Page 143 IP Office 9 0 Issue 06d 17 September 2013 e D Diverting Forwarding Calls A D is shown after your extension name on the phone s idle display when you have forward unconditional enabled 22 17 Group Your syst
69. as been entered the Set soft key is displayed To apply the offset to the current telephone system time press the Set soft key 9500 Series User Guide Page 130 IP Office 9 0 Issue 06d 17 September 2013 System Administration Setting the Time Offset 20 6 Shutting Down the System You can shutdown the telephone system for a specified number of minutes Note that this is not a polite shut down once you have confirmed the action any existing calls and services using the telephone system will start being disconnected The telephone system will then remain unavailable for the duration you specify the default being 10 minutes After the shutdown duration it will take up to 5 more minutes for the telephone system to complete its restart WARNINGS 4 5 6 A shutdown must always be used to switch off the system Simply removing the power cord or switching off the power input may cause errors This is not a polite shutdown any users calls and services in operation will be stopped Once shutdown the system cannot be used to make or receive any calls until restarted The shutdown process takes up to a minute to complete When shutdown the CPU LED and the base card LEDs 1 and 9 if trunk daughter card fitted will flash red rapidly The memory card LEDs are extinguished Do not remove power from the system or remove any of the memory cards until the system is in this state To restart a system when shutdown indefinitely or to restart a
70. be controlled by the adjacent buttons Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there are features that the system administrator can assign that are not available for you to assign This guide includes only the features that are available for you to assign if required 9500 Series User Guide Page 12 IP Office 9 0 Issue 06d 17 September 2013 1 3 9508 Telephone The IP Office supports the 9508 telephone Introduction 9504 Telephone 9400 Series and 9500 Series phones are physically and functionally identical However 9500 Series phones are only supported on IP Office systems whereas 9400 Series phones are also supported on other Avaya telephone systems This guide only covers use of IP Office phones on an IP Office system wi D OOOW 2 3 4 Message Lamp Ringing Indicator 7 Missed Calls Indication 3 x 1550 1 14pm 01 19 10 Connected 316 Call Appearance Buttons Feature Buttons Soft Key Labels J gt Soft Keys MESSA a a o o Z a a 2 Dj A E MENU L MUTE 000 0000 S This phone supports 24 programmable call appearance feature buttons The labels for these buttons are visible on the
71. button modules attached to other phones on the telephone system 9504 Phones These phones do not support any additional button modules Ay Note for Australian installations only Installations of the 9408 9508 terminal with an 1151 PSU and BM12 must be restricted to the same building as the host Gateway That is the 9408 9508 if installed with an 1151 PSU and BM12 cannot be connected in a campus environment where the 9408 9508 terminal is installed in a building separate from the building housing the Gateway This application cannot be used with exposed out of building wiring For installations in which the 9408 9508 is used without the 1151 PSU and BM12 campus connections are acceptable the 9408 9508 can be located in a separate building in these cases This restriction applies to Australian installations only 9500 Series User Guide Page 14 IP Office 9 0 Issue 06d 17 September 2013 Introduction Button Modules 1 5 Phone Keys The following keys are found on the phone Navigation Keys Press the amp up and down arrow keys to scroll through lists In some menus you can also use the left and right P arrow keys to enter and exit different levels of the menu A menu N OK The OK key normally matches the function offered by the leftmost soft key below the screen Se PHONE This key is used to exit any menu you are in and return to the appearance buttons menu During a call it can also be used to toggle the option
72. cally by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e Out of Service The group is out of service Calls are redirected to its out of service fallback group if set 9 4 otherwise to voicemail if available I The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 9500 Series User Guide Page 95 IP Office 9 0 Issue 06d 17 September 2013 15 2 3 Changing the Group Fallback You may be able to use the Features menu to change the fallback group destination for some of the hunt groups of which you are a member 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Group Press Select 3 Use the amp up and down arrow keys to highlight Fallback Press Select e Use the left and right P arrow keys to switch between altering night service NS or out of service OOS settings e Use the amp up and down arrow keys to scroll through the list of hunt groups you can configure in the current mode e To change the setting of the currently highlighted hunt group press Edit e To change the setting of all the hunt groups press More and then press Edit All I The system a
73. close proximity to an Avaya telephone might cause interference e The phone should not be connected directly to the outdoor telecommunication network Ay Note for Australian installations only Installations of the 9408 9508 terminal with an 1151 PSU and BM12 must be restricted to the same building as the host Gateway That is the 9408 9508 if installed with an 1151 PSU and BM12 cannot be connected in a campus environment where the 9408 9508 terminal is installed in a building separate from the building housing the Gateway This application cannot be used with exposed out of building wiring For installations in which the 9408 9508 is used without the 1151 PSU and BM12 campus connections are acceptable the 9408 9508 can be located in a separate building in these cases This restriction applies to Australian installations only 9500 Series User Guide Page 11 IP Office 9 0 Issue 06d 17 September 2013 1 2 9504 Telephone The IP Office supports the 9504 telephone 9400 Series and 9500 Series phones are physically and functionally identical However 9500 Series phones are only supported on IP Office systems whereas 9400 Series phones are also supported on other Avaya telephone systems This guide only covers use of IP Office phones on an IP Office system ns CONTACTS MENU This phone supports 12 programmable call appearance feature buttons The labels for these buttons are visible on the main display and can
74. ct For a list of support telephone numbers and contact addresses go to the Avaya Support website http support avaya com scroll to the bottom of the page and select Contact Avaya Support Page 4 9500 Series User Guide IP Office 9 0 Issue 06d 17 September 2013 Contents 1 Introduction 1 1 Important Safety Information 11 1 2 9504 Telephone sess cise sccsscheiisispecassdeasdceessiabspeseasehscess 12 1 39508 Telephone wiv essere vine nn 13 1 4 Button Modules 14 1 3 Phone Keys 43 24 2 2 seems 15 1 6 Status ketlerlsan anne een 17 1 7 The Phone Stand 17 2 Making Calls 2 1 En Bloc Dialing 22 12 22 42228 20 2 2 Call Soft Key Options 21 2 3 Calling from the Contacts List 22 2 4 Calling from the Call Log History ecceeeeeeeeeeeees 22 2 5 Redialling a Previous Number 23 2 6 Making a Page Call 23 2 7 Withholding Your Number 23 2 8 Adjusting the Call Volume 24 2 9 Muting a Gall ut weenie me man a 24 2 10 Ending Calls stehenden 24 3 Answering Calls 3 1 Diverting a Call to Voicemail nen 27 3 2 Ignoring an Incoming Call 27 3 3 Answering a Page Call 27 3 4 Using Call Pickup 28 4 Redialling 4 1 Open Call Log Mode 30 4 2 Last Dialed Mode 30 4 3 Selecting Your Redial Mode 30 5 Holding and Parking Calls 5 1 Holding Calls 4 3 dee 33 5 1 1 Holding a Call 33 5 1 2 Taking a Call Off Hold 33 5 1 3 Switching Between Calls
75. cted call appearance on or off can be done using a Timer button Note that when the call appearance is next used the Call Timer 114 setting determines whether or not the timer is initially displayed 9500 Series User Guide Page 101 IP Office 9 0 Issue 06d 17 September 2013 Chapter 17 Phone Settings 9500 Series User Guide Page 103 IP Office 9 0 Issue 06d 17 September 2013 17 Phone Settings Pressing the A MENU key accesses a menu that can be used to control various phone settings These are mainly settings stored by the phone rather than user settings that move with you 9500 Series User Guide IP Office 9 0 General es e Mobile Twinning 10 Withhold Number 105 Redial Mode 105 En Bloc Dialing 104 Sounds Button Clicks 114 Error Tones 114 Ringer Volume 114 Handset Volume 115 Headset Volume 115 e Speaker Volume Automatic Gain Control 115 Default Audio Path 115 Display Controls Display Brightness 116 Display Contrast 116 Half Full Width Display 11h Call Timer 114 Show Last Call Duration 11 Display Language th Show Waiting Calls 11 gt Exit Menu Inactivity Timer Auto Return 113 A Menu Auto Exit 113 Ringer Controls e Switch the Ringer On Off 107 Flash the message lamp for calls Visual Alerting 108 Coverage Ring 1108 Ring Sound 108 Ring Volume 10 Internal Auto Answer 109 Audible Alerting 109 Page 104 Issue 06d 17 September 2013
76. d down arrow keys to highlight Call Settings 3 Press Select 4 Use the amp up and down arrow keys to highlight Audio Path 5 Press Change to change the setting between Headset and Speaker 6 When completed press the Save soft key 7 Press the Back Exit soft keys to exit the menus 9500 Series User Guide Page 115 IP Office 9 0 Issue 06d 17 September 2013 17 9 Viewing Information You can view information about the phone s settings and current operation When reporting a problem to your system administrator they may ask you to provide some of this information to help resolve the problem 1 Press the A MENU button 2 Use the amp up and down arrow keys to highlight Network Info Press Select 3 Use the left and right P arrow keys to move through the different pages of information e Audio Parameters The settings configured for sound and sound devices e IP Parameters The IP settings with which the phone has been configured by the installer or by a DHCP server e Quality of Service Quality of Service QoS measurements for the current call e Interfaces The current speed of the phone s ethernet port and its PC pass through Ethernet port e Miscellaneous Details of the phone and the firmware that it currently has loaded 4 To return to the parent menu press the Back soft key 9500 Series User Guide Page 116 IP Office 9 0 Issue 06d 17 September 2013 Chapter 18 Status Menu 9500 Series User Guid
77. de Page 64 IP Office 9 0 Issue 06d 17 September 2013 Voicemail Message Waiting Indication 12 2 Visual Voice This menu option provides an alternate route into visual voice if the gt lt MESSAGES key has not been setup to do that gt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Visual Voice Press Select e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 3 The Visual Voice menu is displayed Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 12 3 Checking Messages 1 Press the gt lt MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press Done 2 The Visual Voice menu is displayed The numbers shown against the Listen option indicate the number of new old and saved messages in your mailbox e If the system administrator has configured you to receive message waiting indication for any hunt group mailboxes you can also use the amp up and down Y arrow keys to highlight hunt group names and the number of messages in those mailboxes 3 Highlight Listen and press Select 4 Use the amp up and down Y arrow keys to highlight which messages New Old or Sa
78. dged appearance button also alerts The bridged appearance button can be used to answer the call on the call appearance button user s behalf e When the call appearance button user answers or makes a call using that call appearance your matching bridged appearance button shows the status of that call for example connected on hold etc The bridged appearance button can be used to retrieve the call if on hold or to join the call if active e Bridged appearance buttons are not supported between users on different systems in a SCNI145 22 6 Call Appearance Button Call appearance buttons are used to display calls to and from your phone By having several call appearance buttons you are able to answer and make several calls switch between calls and perform other actions When all your call appearance buttons are in use any further calls to your number follow your forward on busy setting if set Otherwise calls go to voicemail if available 22 7 Call Coverage Button Each call coverage button is associated with another user on your telephone system The button allows you to be alerted when that user has an unanswered call still ringing You can view the details of the call and answer it if required The settings of the user being covered control how long it rings at their phone before it also starts alerting on your call coverage button for that user Call coverage appearance buttons are not supported between users on different systems i
79. dministrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 9500 Series User Guide Page 96 IP Office 9 0 Issue 06d 17 September 2013 Chapter 16 Button Features 9500 Series User Guide Page 97 IP Office 9 0 Issue 06d 17 September 2013 16 Button Features Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there are features that the system administrator can assign that are not available for you to assign This guide includes only the features that are available for you to assign if required These options are only available if configured by your system administrator Button Actions There are a wide range of features that can be assigned to the buttons This guide only includes details of those that you can assign to a button using the self administer menu Functions that can only be assigned by your system administrator will be explained by the system administrator e Abbreviated Dial e Call Park To Other e Flash Hook e Self Administer e Absence Text e Call Pickup e Group BLF e Send All Calls e Account Code e Call Pickup Any e Internal Auto Answer e Suppress Digits e Call Forward All e Conf
80. e 06d 17 September 2013 Chapter 22 Glossary 9500 Series User Guide Page 141 IP Office 9 0 Issue 06d 17 September 2013 22 Glossary 22 1 Abbreviated Ring A single non repeated ring By default this is the type of ring used when another call alerts you and you already have a call in connected 22 2 Appearance Button Appearance buttons are used to represent calls made and received by you and other users on the telephone system They are configured by your system administrator Normally your first three buttons are call appearance buttons but additional buttons can be configured as appearance buttons 22 3 Attention Ring Your system administrator can set what ringing should be used if another call alerts you and you already have a call connected The options are a single non repeated ring abbreviated ring or no ring 22 4 Auto Hold By default when you have a connected call in progress if you press another appearance button the connected call is automatically put on hold Without auto hold pressing another appearance button ends the connected call 22 5 Bridged Appearance Button A bridged appearance button shows the state of one of another user s call appearance buttons It can be used to answer or join calls on that other user s call appearance button It can also be used to make a call that the call appearance user can then join or retrieve from hold e When the user s call appearance button alerts your matching bri
81. e Call Park Park the call on the system with parked call indication on your extension e Call Park To Other Park the call on the system with parked call indication on the selected extension Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 5 2 2 Unparking Calls Status Menu While parked calls are parked on the telephone system and can be unparked by any other user the parked call indication is sent to a particular extension If there are any calls parked against your phone you can view and unpark them via the Status menu 1 Press the Status soft key if shown e To access the Status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 If you have any parked calls the Parks option is displayed The option is not present if you do not have calls parked against your extension 3 Press the Details soft key 4 Use the amp up and down Y arrow keys to scroll through the parked calls 5 To unpark a particular call press the Connect soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 35 IP Office 9 0 Issue 06d 17 September 2013 Chapter 6 Transferring Calls 9500 Series User Guide Page 37 IP Office 9 0 Issue 06d 17 September 2013 6 Transferring Calls You are able to transfer calls even if all your curre
82. e Page 117 IP Office 9 0 Issue 06d 17 September 2013 18 Status Menu The Status menu is not always visible It is shown when you have any special call routing features active for example do not disturb switched on It is also shown if the system administrator has given you the rights to change the status of your hunt group memberships or to change the service status of the hunt groups e Switching mobile twinning off 12 e View and unpark parked calls 12 e Clear or change a follow me to setting 118 e Switch off do not disturb 118 e Clear or change forward unconditional 120 e Clear or change forward on no answer 120 e Clear or change forward on busy 11 e Clear or change follow me here settings 11 e Change hunt group membership status 12 e Change hunt group service status 12H e View system alarms 12 gt 18 1 Do Not Disturb You can use the Status menu to switch off do not disturb 1 Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down arrow keys to highlight Do Not Disturb e To clear the do not disturb setting press the Off soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 2 Follow Me To If you have set
83. e any new missed call records the button is illuminated and the call log will open showing your missed calls c Use the 4 left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 When the required record is highlight press More and then press Delete 11 5 Deleting All Records You can delete all call records from your call log This action deletes all call log record types Incoming Missed and Outgoing not just the type you are currently viewing This action deletes your personal call records and any hunt group call records 1 Access the call log a Press the HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new missed call records the button is illuminated and the call log will open showing your missed calls c Use the left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 Press the More soft key 3 Press the Del All soft key to delete all your call log records 11 6 Adding a Record to Your Contacts You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the t
84. e numbers for callers who can call you even when you are set to do not disturb This only applies for calls to you It does not apply for calls to a hunt group of which you are a member 22 11 Follow Me Follow me to is used to redirect your calls to another extension where you will be working The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user This allows you to share another person s phone without logging them off their phone All calls are redirected and the calls are still subject to all your user settings as if they were ringing at your phone 22 12 Follow Me Here Follow me here is the function used to enable follow me at the extension to which you want your calls redirected 22 13 Follow Me To Follow me to is the function used to enable follow me from your own phone 22 14 Forward on Busy Forward on busy redirects your calls when your phone is not able to present you with any more alerting calls e By default this function is only applied to incoming external calls made to you However if required internal calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external e Busy is defined has having no available call appearance buttons on which further calls can be presented e Hunt group calls a
85. e to present you with any more alerting calls By default this function is only applied to incoming external calls made to you However if required internal calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external Busy is defined has having no available call appearance buttons on which further calls can be presented Hunt group calls are not presented when you are busy and so are not forwarded by this setting The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 694 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number Forward on No Answer Forward on no answer redirects calls that have alerted your phone but have not been answered By default this function is only applied to incoming external calls to you However if required internal calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external
86. ed as a member of the conference call in the conference details Warning This only applies to conference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system may cause that conference to hear your system s music on hold 9500 Series User Guide Page 45 IP Office 9 0 Issue 06d 17 September 2013 Chapter 9 Headset Handsfree Operation 9500 Series User Guide Page 47 IP Office 9 0 Issue 06d 17 September 2013 9 Headset Handsfree Operation 9 1 Headset Operation Your phone has a headset socket located under the phone This is suitable for the connection of phone headsets that connect via an HIS headset cable e Pressing the 9 HEADSET key can be used to answer a call through the headset It can also be pressed to end a headset call e The key is lit when there is a call connected through the headset e The key can also be pressed to turn a call that has already been answered using the handset or handsfree into a headset call e If there are no currently connected calls to which you are talking a call answered by pressing its appearance button is connected either handsfree or through the headset according to the phone s audio path setting 484 e If there is already a connected call to which you are talking through the headset answering another call by pressing the appearance button will answer that call using the headset You can adjust the following handsfree settings
87. ed at your phone Dial the extension number N to which you want your calls redirected You can dial just 14 to cancel follow me e Cancel All Forwarding 00 Switch off any forwarding includes forward unconditional forward on busy forward on no answer follow me and do not disturb 9500 Series User Guide Page 79 IP Office 9 0 Issue 06d 17 September 2013 14 1 1 Follow Me To Features Menu Using the user menu you can set and clear follow me to settings en 1 Press the Features soft key if shown To do this during a call press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Forward Press Select 3 Use the amp up and down arrow keys to highlight Follow Me To Press Select 4 Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 54 e Save Save the selected number as your follow me to destination All calls to your extension number will be redirected to that destination e Clear Clear the currently selected or set number e Back Go back to the previous menu Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 1 2 Follow Me Status Menu If you have set a follow me to destination for calls to your phone you can clear or change the setting thro
88. elect a number by name rather than dialing it The type of names available in the directory is adjusted to match those suitable for use by the feature Drop End the call Ignore Quiet the ringer for the current alerting call The call will continue alerting until either answered it goes to voicemail or the caller abandons the call Pickup Answer the call that is held or alerting another user Redial If there are outgoing numbers in your call log display the list of those numbers Transfer Put your current call on hold and present dial tone for you to dial the number to which you want to transfer the call ToVM Send an alerting call to your voicemail 9500 Series User Guide Page 21 IP Office 9 0 Issue 06d 17 September 2013 2 3 Calling from the Contacts List You can use any directory contact to make a call You can also use the directory in almost any telephone function where you need to select the number for a destination for example during a transfer 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want to display e All All directory entries e External Directory entries stored by the telephone system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the telephone system e Personal
89. elephone system has encountered an error while restarting Corrupt Date Time There is an error in the date or time being used by the system Selecting Admin will take you to the system administration menu where you can change the date 128 and time 136 9500 Series User Guide Page 133 IP Office 9 0 Issue 06d 17 September 2013 9500 Series User Guide Page 134 IP Office 9 0 Issue 06d 17 September 2013 Chapter 21 Menus 9500 Series User Guide Page 135 IP Office 9 0 Issue 06d 17 September 2013 21 Menus 21 1 Features Menu This menu is accessed by pressing the Features soft key It can be used to access a range of user settings Pickup Follow Me To Drop Call Forward Follow Me Here Auto Callback Phone User Fwd Unconditional Call Pickup Any Call Settings Fwd Busy No Answer Call Pickup Visual Voice Mobile Twinning Call Park a gee DSA RD EO RINE GENRE STD Call Park To Other Lock Call Forward All i Login Send All Calls Be Account Code Self Administer Breakout System Administration PTT Set Security Pin Suppress Digits rabat DEP Auto Answer mm Do Not Disturb off Ringer DND Exceptions ee Account Code zuge Internal Auto Ans Off HG Night Service Withhold Number Off are Disable Ringer On Coverage Ring Ring Sia tee Redial Action Open Call Log g SENOS PRET etes En Bloc Dial On System Information Auto Display Waiting Call On Time Server Status Call Timer On System Shutdown B
90. elf after a period of inactivity e Default Extension Each extension can be configured with a default user If you are logged off from an extension the system will automatically log you in at your default extension if it is not in use by another user e Login Idle Period Your system administrator can configure a timeout which will automatically log you out if you do not use the phone in that time to make or answer a call Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Log In 35 N P Log in to a phone using your extension number N and login code P e Log Out 36 Log yourself out from the phone where you are currently logged in 9500 Series User Guide Page 72 IP Office 9 0 Issue 06d 17 September 2013 Logging In Out 13 1 Logging In When you log in to a phone you take control of that phone Incoming calls for you are redirected to that phone and your user information and settings are available Any existing user on the phone is logged off when you log in The method for logging in depends on the current state of the phone e Phone In Usel 73 gt If the phone is already in use you can still login The existing user will be logged out e Logged Out 73 gt If the phone has no current user the basic me
91. em e Users The names and numbers of other users on the telephone system Personal Your own personal directory entries c Use the amp up and down arrow keys to scroll through the list or start dialing the name you want to find to display only matching entries If you dial a name to return to the full list press the Clear soft key d To view more details of the highlighted name press Details To return to the directory press List 2 When the required entry is highlighted press Details to display the name number and type of contact 3 Use the amp up and down arrow key to scroll through the contacts 4 The range of soft keys available will depend on the type of directory entry e Call 54 Make a call to the stored number e List Return to the list of contacts e More If the contact is one of your personal directory entries the More soft key will be present to allow you to access the options below It is also present for external directory entries if you have been set as a system phone user by the system administrator e Edit 56 Edit the name and number e Delete 56 Delete the name and number e New 55 Add a new personal directory contact 9500 Series User Guide Page 53 IP Office 9 0 Issue 06d 17 September 2013 10 3 Making a Call from the Directory You can use any directory contact to make a call You can also use the directory in almost any telephone function where you need to select the number for a dest
92. em administrator can include you as a member of a group along with other users Each group has its own extension number which can be used as the destination for a call When a call is made to a group it is presented to the available group members either one at a time or all at the same time until answered by one of the members How long a group call will ring at each group member before being presented to the next member is controlled by the group s own settings Hunt groups also use voicemail and have their own settings for when an unanswered call should go to the group s mailbox For group calls the hunt group s voicemail settings are used rather than your settings 22 18 Idle Line Preference Having one of your phone s call or line appearance buttons set as the currently selected appearance button means it will be the appearance button used when you go off hook If this was not the case you would need to select an appearance button before going off hook Idle line preference automatically selects the first available call appearance or line appearance button as your currently selected button when you do not have a call connected 22 19 Internal Twinning This method of twinning twins your normal phone with another internal phone Your incoming calls will ring on both phones You can also make your calls from either extension A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile
93. en locked 744 While locked the phone can only be used to make internal calls to other extensions and none of the phone and user menus can be accessed 1 Press the Unlock soft key 2 Enter your security PIN login code 3 Press the Done soft key 13 6 Changing Your Security PIN You can change your own security PIN login code If set this PIN is used for logging in at other phones locking your phonel 745 and accessing system administration features 128 This is not your voicemail codel 684 used for voicemail access gt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight Set Security PIN Press Select 4 Enter your current security PIN if you already have one and press Done 5 Enter your new password 6 Press Save 7 The Security PIN changed message will appear for a few moments Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 75 IP Office 9 0 Issue 06d 17 September 2013 Chapter 14 Redirecting Calls 9500 Series User Guide Page 77 IP Office 9 0 Issue 06d 17 September 2013 14 Redirecting Calls This section looks at the different ways that you can redirect your calls to another phone Fo
94. erent sets of available soft key functions Delete Delete your current mailbox greeting The greeting will return to its default mailbox greeting Cancel Return to the main Visual Voice menu Personal Greetings Intuity voicemail allows a number of greetings to be recorded and then used for different call types internal external etc These greetings are set up and recorded through the mailbox voice prompt interface They can also be set up and recorded using the one X Portal for IP Office application 9500 Series User Guide Page 67 IP Office 9 0 Issue 06d 17 September 2013 12 7 Mailbox Name Use the following procedure to record a mailbox name This feature is only available on systems using Embedded Voicemail 1 Press the MA MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the Name option and press Select 4 Use the soft keys to listen to and record your mailbox name e Record Record a new name e Listen Listen to the current name or the name just recorded e Submit Submit the new recording as your mailbox name e More Switch between the different sets of available soft key functions e Delete Delete your current mailbox name The voicemail will use the default name e Cancel Return to the main Visual Voice menu 1
95. essing the button will display the enter account code 424 menu 16 5 Call Forward All A button with this action can be used to switch forwarding unconditional on off If set with a preset number that number is used as the forwarding destination If set without a number when the button is pressed you will be asked to confirm your existing forward unconditional destination number or to enter a new number The button s red lamp is lit when forwarding is enabled 16 6 Call Park A button set to this action can be used to park and unpark calls The button can be set with or without a park slot number e When associated with a specific park slot number the button will park and unpark calls from that park slot When a call has been parked the button s red lamp is lit Pressing the button again shows the parked call details and enables you to retrieve the call e When not associated with a specific park slot number the button will park calls by assigning them a park slot number based on your extension number More than one call can be parked When a call has bee parked the button s red lamp is lit When you press the button all the calls that are parked are displayed Select the call that you want to retrieve and press the Connect soft button 9500 Series User Guide Page 99 IP Office 9 0 Issue 06d 17 September 2013 e If pressed while a call is connected that call will be parked using a park slot number assigned by the sy
96. f a waiting call 7 Press the Save soft key 9500 Series User Guide Page 112 IP Office 9 0 Issue 06d 17 September 2013 Phone Settings Display Controls 17 7 8 Inactivity Timer Auto Return You can set a timer which will return the phone to its normal call display after a set period of phone inactivity By default the phone will be set to auto return after 60 seconds Note that the timer is not applied to all menus For example it is not applied to the A menu and to the Visual Voice menu It is also not applied to the System Admin section of the Features menus en 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight Phone Screen Settings Press Select 4 Use the amp up and down Y arrow keys to scroll the display to Auto Return s 5 Press Change to change the setting Disabled Do not use the inactivity timer e 30 60 Apply the inactivity timer after the selected number of seconds 6 Press the Save soft key 17 7 9 A Menu Auto Exit The Show Phone Screen option only applies to the A menu screens accessed when you press the A key If this option is on and you receive a call while in the A menu the phone will automatically exit the menu and display the call details 1 Press the A MENU button 2 Use the amp up
97. fer to the appropriate IP Office mailbox user guide You can use these menus to playback messages and change various voicemail settings e Checking Messages 65 e Record and Send a Message 66 e Change Your Mailbox Greeting 6 e Change Your Mailbox Name se e Select a Voicemail Email Mode 66 e Change Your Voicemail Code 6 e Turn Use of Voicemail On Off 52 e Transfer to Voicemail 6 e Send a Call to Voicemail 6 Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Check Messages 17 Access mailboxes to check for messages e Voicemail On 18 Allow voicemail to be used to answer calls e Voicemail Off 19 Stop voicemail being used to answer calls e Voicemail Ringback On 48 Have voicemail ring your phone when you have any new messages It will call when you use the phone e Voicemail Ringback Off 49 Switch off ringback 12 1 Message Waiting Indication Both the gt lt MESSAGES button and the message lamp on your phone are used to indicate when you have new messages in your voicemail mailbox They remain lit until you have played each of the new messages The system administrator can also configure it so that you receive new message waiting indications for hunt groups 9500 Series User Gui
98. g Call 11 If when already on a call there is another call waiting to be answered automatically display the call information of the waiting call e Exit Menu Inactivity Timer Auto Return 113 Return to the normal call display after a period of inactivity in a menu e A Menu Auto Exit 11 Automatically exit the A menu screens when a new call alerts your phone 17 7 1 Display Brightness 1 Press the MENU button 2 Use the amp up and down arrow keys to highlight Screen amp Sound Options 3 Press Select 4 Use the amp up and down arrow keys to highlight Brightness Press Select 5 Use the left and right P arrow keys to adjust the brightness as required 6 When completed press the Save soft key 7 Press Back Exit to exit the menus 17 7 2 Display Contrast 1 Press the MENU button 2 Use the amp up and down arrow keys to highlight Screen amp Sound Options 3 Press Select 4 Use the amp up and down Y arrow keys to highlight Contrast Press Select 5 Use the left and right P arrow keys to adjust the brightness as required 6 When completed press the Done soft key 7 Press Back Exit to exit the menus 9500 Series User Guide Page 110 IP Office 9 0 Issue 06d 17 September 2013 Phone Settings Display Controls 17 7 3 Last Call Duration Display As an alternate to call timer 11h display you can have the phone briefly 4 seconds display the duration of the call after it is ended
99. g call in your call log None of the other redial functions will be accessible You can select the redial mode 30 that the phone uses In either case the redial function uses the outgoing call records in your personal call log 58 If you delete the records in your call log redial will not work until new outgoing call records exist in your personal call log Note Use of a centralized call log can be switched off by the system administrator In that case the numbers used for the redial function are stored by the phone This guide only covers redial using outgoing call records in the user s centralized call log 4 1 Open Call Log Mode This redial method is used when your phone s redial mode 304 is set to List 1 Access the redial list a Press Redial The list of outgoing calls is displayed b Use the amp up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press Call to call the number displayed in the call record 3 Continue in the same way as for a normal dialed call 4 2 Last Dialed Mode This redial method is used when your phone s redial model 304 is set to One 1 Press Redial 2 The number for the most recent outgoing call in your personal call log is redialed 3 Continue in the same way as for a normal dialed call 4 3 Selecting Your Redial Mode You can select whether your phone uses the redial list or last call redial mode lt gt 1 Press the Features soft key if show
100. ge 88 IP Office 9 0 Issue 06d 17 September 2013 Redirecting Calls Twinning 14 4 2 Transferring a Call to Your Mobile If you have been configured as a mobile twinning user you can transfer a call to your mobile device using the features menu 1 Press the Features soft key if shown To do this during a call press the ASA PHONE key and then press the Features soft key 2 If necessary use the amp up and down arrow keys to highlight Transfer to Mobile Press Select Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 4 3 Reclaiming a Twinned Call When using mobile twinning you can use the status menu to take back a call that has been redirected to and answered at your mobile twinning destination 1 Press the Status soft key if shown gt e To access the Status menu during a call press the AA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down arrow keys to scroll the menu to Mobile Twin Call 3 Press Connect 14 4 4 Switching Twinning Off If you have been configured as a mobile twinning user you can use the status menu to switch mobile twinning mode off 1 Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down Y arrow keys to highlight Mobile T
101. h the forward off press Off 4 To change the forward setting press Details e Use the amp up and down arrow keys to scroll through the menu options e To switch forward on busy on or off highlight Fwd Busy and press On or Off e To switch forward on no answer on or off highlight Fwd No Answer and press On or Off e To select which calls are forwarded highlight Call Type Press Change to change the option between All Calls or External Calls Only e To change the destination highlight Destination and press Edit Enter the number and press Select e Press Save to save any changes Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 85 IP Office 9 0 Issue 06d 17 September 2013 14 3 Do Not Disturb e When you are in do not disturb your callers are redirected to voicemail if available Otherwise you hear a busy tone e The only people who can call you are those calling from numbers in your do not disturb exceptions list Forwarding can still be applied to these calls e Calls to any hunt group of which you are a member are not presented to you unless you are the last available member of the group e Enabling do not disturb will not affect any calls already being presented to your phone e You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone e N No Calls Do
102. have calls parked against your extension 3 Press the Details soft key 4 Use the amp up and down Y arrow keys to scroll through the parked calls 5 To unpark a particular call press the Connect soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 12 System Alarms If you have been configured as a system administrator also called a system phone user an S on the phone s display indicates a system alarm message While you are not expected to be able to fix the error causing the alarm the error message allows you to report the problem to your system administrator e Memory Card Failure There is a problem with one of the memory cards used by the telephone system Selecting Admin will take you to the system administration menu where you can check the status of the memory cards 11321 e Expansion Failure There is a problem with one of the external expansion modules attached to the telephone system e Voicemail Failure The voicemail system is not available e Voicemail Almost Full The voicemail system is nearly out of storage space for any new messages prompts or recordings e Voicemail Full The voicemail system cannot store any new messages prompts or recordings e Licence Key Failure There is a problem with the memory card used to license features and applications e System Boot Error The telephone system has encountered an error while restart
103. he amp up and down arrow keys to highlight Time Server Status Press Select 6 The time server information is listed It includes the address of the time server the current local time and the UTC time If the phone system is configured for daylight savings then the current amount of daylight savings being applied to the local time is also shown 9500 Series User Guide Page 129 IP Office 9 0 Issue 06d 17 September 2013 20 4 Setting the Time The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the option for checking the Time Server Status 12 is available instead 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select Ww You R 9 Use the amp up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator Enter your security PIN login code and press Done Use the up and down arrow keys to highlight Time Press Select The current time being used by the telephone system is displayed Enter the required time in 24 hour clock format e Use either the or keys to enter the separator e To dele
104. he headset press the key 2 Use the plus and minus keys to adjust the volume 3 The display returns to normal after a few seconds 17 8 6 Speaker Volume While talking handsfree via the phone s speaker you can adjust the volume of the incoming call 1 With the call connected on the speaker press the key 2 Use the plus and minus keys to adjust the volume 3 The display returns to normal after a few seconds 17 8 7 Automatic Gain Control When using automatic gain control AGC the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet 1 Press the MENU button 2 Use the amp up and down arrow keys to highlight Advanced Options Press Select 3 Use the amp up and down arrow keys to highlight Audio Press Select e Use the amp up and down arrow keys to switch between Handset Headset or Speaker settings for AGC e To change the highlighted setting press Change 4 When completed press Save 5 Press Back Exit to exit the menus 17 8 8 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so that the audio is played through the headset by default rather than the speaker 1 Press the MENU button 2 Use the amp up an
105. he voicemail mailbox of another user or group 1 With the call connected press the gt lt key You are still connected to the call and can continue talking 2 Dial the extension number of the user or group to which you want to transfer the call 3 When the number matches a user or group their name is displayed e To transfer the call to the user or group s mailbox press Select The caller will hear a few seconds of ringing and then the mailbox greeting e To exit the transfer menu press Cancel 12 11 Sending a Call to Voicemail You can transfer a call targeted at you directly to your voicemail mailbox 1 If the call is not the currently highlighted call on the display use the amp up and down arrow keys to highlight it 2 Press the To VM soft key The call is redirected to your mailbox 9500 Series User Guide Page 69 IP Office 9 0 Issue 06d 17 September 2013 Chapter 13 Logging In Out 9500 Series User Guide Page 71 IP Office 9 0 Issue 06d 17 September 2013 13 Logging In Out You may always use the same phone in the same location However the telephone system provides a number of features that allow you to use any phone on the system to make and receive calls e Log In 73 You can log in at any phone that you want to use All your calls are then redirected to that phone and your user settings are applied to calls made and received If it is a phone that stores your contacts and call history on the system y
106. her phone s number which can include an external number If you have been configured as a mobile twinning user you can switch the use of mobile twinning on or off through the phone s menus and can also change the number to which you are twinned Using the phone menus you can switch use of mobile twinning on off and change the destination number for twinned calls 14 4 1 Mobile Twinning Control This menu option is only available if you have been configured by the system administrator to be able to use mobile twinning e Setting a button to the Twinning function is recommended contact your system administrator Such a button allows you to transfer calls to your twinning destination retrieve calls from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on off en 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to highlight Forward Press Select Use the amp up and down arrow keys to highlight Mobile Twinning Press Select If no twinning number has been set the menu will prompt you to enter a number When a number has been entered you can access the Enable and Disable soft keys to turn use of mobile twinning on or off The Clear soft key removes the existing twinning number in order to allow entry of a new number 9500 Series User Guide Pa
107. hted button press Replace e Select the required function from the list and press Select e Depending on the function you may need to enter some information such as a target extension number e The button will be given a default label To change the label press More and then select Label Use the keyboard to enter the text you want to display for the button label Note that the label is only shown while editing the label and after you exit the administration menu 7 When completed press Back Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 16 2 Abbreviated Dial This action can be used as a speed dial button While setting up the button enter the number you would like it to dial You can enter a partial number and complete the dialing after pressing the button For example you can pre program a button with a particular international dialing code 16 3 Absence Text Set or clear an absence text message for display on your phone This text also appears on the display of the phone making the incoming call When setting the message you can select from a number of pre configured messages and then add your own text if you want 16 4 Account Code This action can be set with or without an account code If the button is set with an account code that account code is applied to the current call when the button is pressed If the button is set without an account code pr
108. icense The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the documentation or other materials available to you Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users License type s Designated System s License DS End User may install and use each copy of the Software only on a number of Designated Processors up to the number indicated in the order Avaya may require the Designated Processor s to be identified in the order by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Concurrent User License CU End User may install and use the Software on multiple Designated Processors or one or more Servers so long as only the licensed number of Units are accessing and using the Software at any given time A Unit means the unit on which Avaya at its sole discretion bases the pricing of its licenses and can be without limitation an agent port or user an e mail or voice mail account in the name of a person or corporate function e g webmaster or helpdesk or a directory entry in the administrative database utilized by the Software that permits one user t
109. ination for example during a transfer 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want to display e All All directory entries e External Directory entries stored by the telephone system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the telephone system e Personal Your own personal directory entries c Use the amp up and down arrow keys to scroll through the list or start dialing the name you want to find to display only matching entries If you dial a name to return to the full list press the Clear soft key d To view more details of the highlighted name press Details To return to the directory press List 2 When the required entry is highlighted press Call or press the button next to the name 3 Proceed as you would with a normally dialed call 10 4 Using the Directory for Other Functions Within other menus where entry of a number is required it may be possible to use the directory to select an existing number by name If this option is available it will be indicated by the presence of a Dir soft key in the menu When using the directory in this way the names made available will depend on the type of function that is being set For example for some functions only group names wi
110. ing e Corrupt Date Time There is an error in the date or time being used by the system Selecting Admin will take you to the system administration menu where you can change the date 128 and time 130 9500 Series User Guide Page 122 IP Office 9 0 Issue 06d 17 September 2013 Chapter 19 Short Codes User Guide 9500 Series Page 123 IP Office 9 0 Issue 06d 17 September 2013 19 Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users These are useful as they can be dialed from any phone on the system For example this allows you to login at a basic analog extension and still control a number of features Some short codes require you to enter some information when you dial them typically an extension number That is indicated by N in the short codes shown below Park Unpark Park Call 37 N Parks the held call using the park number dialed in place of N e Unpark Call 38 N Unpark the call parked using the park number N Call Pickup e Pickup Any Call 30 Answer a call ringing on the telephone system e Pickup a Group Call 31 Answer a call ringing a group of which you are a member You can use this even if your group membership is currently set to disabled e Pickup a Users Call 32 N Pickup a call ringing a u
111. k to the caller e To quiet the ringing press the Ignore soft key The call will still continue alerting visually and can be answered or ignored e To redirect the call to voicemail press the To VM soft key e To answer the call using the handset lift the handset e To answer the call handsfree press the If SPEAKER key e To answer the call on a headset press the 9 HEADSET key e Just pressing the call appearance key will answer the call either on the speaker or headset depending on the phone s audio path 484 setting 2 Once you have answered the call you can switch between different talk modes e To switch to using the handset lift the handset e To switch to handsfree press the I SPEAKER key If you were using the handset you can now safely replace it e To switch to headset mode press the 9 HEADSET key If you were using the handset you can now safely replace it e If you have answered the call on the speaker or headset pressing the SPEAKER or HEADSET key again before you select another mode will end the call e Just pressing the call appearance key or any other appearance button will put the current call on hold Answering Another Call If you are already on a call answering a new call will automatically put the existing call on holdi unless your first press Drop 1 Using the amp up and down arrow keys scroll the display highlight the waiting call e To quiet the ringing press the Ignore soft key The cal
112. ker press the key 2 Use the plus and minus keys to adjust the volume 3 The display returns to normal after a few seconds 9 2 2 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so that the audio is played through the headset by default rather than the speaker 1 Press the MENU button 2 Use the amp up and down arrow keys to highlight Call Settings 3 Press Select 4 Use the amp up and down arrow keys to highlight Audio Path 5 Press Change to change the setting between Headset and Speaker 6 When completed press the Save soft key 7 Press the Back Exit soft keys to exit the menus 9500 Series User Guide Page 49 IP Office 9 0 Issue 06d 17 September 2013 9500 Series User Guide Page 50 IP Office 9 0 Issue 06d 17 September 2013 Chapter 10 Contacts Directory 9500 Series User Guide Page 51 IP Office 9 0 Issue 06d 17 September 2013 10 Contacts Directory This menu is accessed by pressing the me CONTACTS key It is used to display names and numbers that you can then use for making calls The directory includes names stored for use by all users names stored for use by just you and the name and numbers of all the other users and groups on the phone system The contacts shown i
113. l 3 22 eo 59 11 3 Viewing Call Details 60 11 4 Deleting a Record 61 11 5 Deleting All Records 61 11 6 Adding a Record to Your Contacts 61 12 Voicemail 12 1 Message Waiting Indication 64 12 2 Visual VO a aa ara aaar aarete ra rear intra bene 65 12 3 Checking Messages 65 12 4 Sending a Message 66 12 5 Email Mode conii us a n s 66 12 6 Mailbox Greeting 67 12 7 Mailbox Name ernennen 68 12 8 Changing Your Voicemail Code 68 12 9 Switching Voicemail On Off 69 12 10 Transferring to Voicemail 69 12 11 Sending a Call to Voicemail u ursu nn 69 13 Logging In Out 13 1 Logging cernes s 73 13 1 1 Logging In on a Phone Already in Use 73 13 1 2 Logging In on a Not Logged In Phone 73 13 2 Logging Out a 74 13 3 Locking the Phone nennen nn 74 13 4 AUTO LOCK eat 75 13 5 Unlocking the Phone 75 13 6 Changing Your Security PIN 75 14 Redirecting Calls 14 1 F0ll0w Mer 2 2 Beste re ea 79 14 1 1 Follow Me To Features Menu 80 14 1 2 Follow Me Status Menu 80 14 1 3 Follow Me Here Features Menu 80 14 2 Forwarding Calls 81 14 2 1 Forward Unconditional Status Menu 83 14 2 2 Forward Unconditional Features Menu 83 Page 5 Issue 06d 17 Se
114. l 9500 Series User Guide Page 80 IP Office 9 0 Issue 06d 17 September 2013 Redirecting Calls Follow Me 14 2 Forwarding Calls Forwarding is used to redirect calls to another extension or an external number Forward Unconditional Forward unconditional can be used to immediately redirect your calls By default this function is only applied to incoming external calls made to you However if required internal calls and or hunt group calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward unconditional destination That number can be internal or external You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 694 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number D Diverting Forwarding Calls A D is shown after your extension name on the phone s idle display when you have forward unconditional enabled Forward on Busy Forward on busy redirects your calls when your phone is not abl
115. l There are various call transfer scenarios to consider 1 If you have multiple calls on hold and you want to transfer a connected call to one of the held calls e Press the Transfer soft key and use the amp up and down arrow keys to select the desired call appearance When you are satisfied press Complete to transfer the call while the other held call s remain on hold 2 If you have calls on hold but you want to connect your current call with a new destination e Press the Transfer soft key and enter the destination manually using the numerical keypad and press Complete Alternatively press Dir to select a destination from the directory 54 or use the Redial option if applicable 3 If you have a destination call connected but you wish to refer back to the originating call before completing the transfer e Do NOT press Complete to transfer the destination call as in scenario 2 Select the originating call on hold pending transfer by pressing its call appearance button This will place the destination call on hold pending transfer so that you can notify the originating caller With the originating call connected you can now press Complete to connect the two calls Held calls that are not pending transfer will not be affected Moreover it is not possible to have more than one call on hold pending transfer Note It is also possible to transfer a held call by starting a conference 444 and then dropping yourself 454 from
116. l will still continue alerting and can be answered or ignored e To redirect the call to voicemail press the To VM soft key 2 To answer the call press the call appearance button Your existing call will be put on hold Note This guide assumes that auto hold is enabled the default The system administrator can disable auto hold for the system in which case calls are automatically disconnected rather than held 9500 Series User Guide Page 26 IP Office 9 0 Issue 06d 17 September 2013 Answering Calls 3 1 Diverting a Call to Voicemail You can transfer a call targeted at you directly to your voicemail mailbox 1 1f the call is not the currently highlighted call on the display use the amp up and down arrow keys to highlight it 2 Press the To VM soft key The call is redirected to your mailbox 3 2 Ignoring an Incoming Call You can quiet the ringer of a currently alerting call The call will continue alerting visually but with no audible ring 1 1f the call is not the currently highlighted call on the display use the amp up and down arrow keys to highlight it 2 Press the Ignore soft key 3 The call will continue alerting but with no audible ring 3 3 Answering a Page Call Your phone can be paged if you have no other connected call in progress The page is heard through the phone s speaker This will only happen if your phone is currently idle A call connected automatically after a single beep is a page call directl
117. labels on the screen e The CONFERENCE DROP HOLD REDIAL and TRANSFER keys found on other Avaya phones are presented as soft key 214 functions relative to the current call 9500 Series User Guide Page 15 IP Office 9 0 Issue 06d 17 September 2013 9500 Series User Guide Page 16 IP Office 9 0 Issue 06d 17 September 2013 Introduction Phone Keys 1 6 Status Letters When your own extension name is shown on the second line of the display for example when the phone is idle the name may be followed by a series of letters These letters are used to indicate your current status e B Barred AB is shown on your phone s display when the system administrator has prohibited you from making outgoing calls You will only be able to make internal calls when your status is set to Barred e D Diverting Forwarding Calls A D is shown after your extension name on the phone s idle display when you have forward unconditional enabled e G Group Member In Group A G is shown after your extension name on the phone s idle display when you have been configured as a member of a hunt group and your membership is enabled With this status active you may receive calls targeted to the hunt group e N No Calls Do Not Disturb An N is shown after your extension name on the phone s idle display when you have do not disturb enabled e O Out of Service When a group is set to night service mode all members of that group retain an
118. ling a short code No ys the call recalls you automatically if your phone is idle Yes Yes Default 15 Default 5 seconds minutes can be used with conference calls vs n can be used to start or add calls to a conference Yes w the call is assigned a unique ID No Ys 9500 Series User Guide Page 32 IP Office 9 0 Issue 06d 17 September 2013 Holding and Parking Calls 5 1 Holding Calls You can hold one or more calls e The held call will still occupy the appearance button on which it was made or answered e The caller will hear music on hold If your system does not have music on hold available the caller will hear double beep tones every few seconds e If you have more than one held call or one held call and a connected call pressing the Conference soft key will start a conference between yourself and the calls Calls that you have held will return to your phone when idle if they remain on hold for too long The default return delay is 15 seconds Your hold recall can be changed by the system administrator Returning calls ignore any forwarding or do not disturb settings Important Holding Conference Calls You can hold a conference call in the same way as holding a normal call Holding the conference call does not affect the other conference parties who can continue talking You will also still be listed as a member of the conference call in the conference details Warning This only
119. ll be displayed for others only user names 1 Press the Dir soft key 2 Either dial the name to see a list of matches or press the List soft key to list all names a Use the amp up and down arrow keys to scroll through the list or start dialing the name you want to find to display only matching entries If you dial a name to return to the full list press the Clear soft key b To view more details of the highlighted name press Details To return to the directory press List 3 When the required entry is highlighted press Select 4 You will be returned to the menu in which you selected the Dir soft key 9500 Series User Guide Page 54 IP Office 9 0 Issue 06d 17 September 2013 Contacts Directory Using the Directory for Other Functions 10 5 Adding a New Contact So long as the telephone system capacity has not been reached you can add up to 100 personal directory entries 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory 2 Press the New soft key e The menu now allows editing of the name and number e Use the amp up and down arrow keys to switch between number and name entry e When the name and number have been entered as required press the Save soft key e To exit without making any changes press the Cancel soft key Note If you have been configured as a system phone user by the system administra
120. llow Mel 7 Temporarily redirect all your calls to another phone that you will be sharing with that phone s normal user This function can be used in two ways Follow Me To Set the follow me destination from your own phone Follow Me Here Set the follow me destination from the phone that you want to use e Forward 8 Forward calls to an internal or external number Forward on Busy Forward calls when you have reached the limit of the number of calls that the phone can present to you Forward on No Answer Forward calls if they have rung unanswered at your phone e Forward Unconditional Immediately forward calls Forwarding to voicemail can be selected as an option e Do Not Disturb Redirect all calls to voicemail if available Otherwise calls are redirected to a busy tone e Do not disturb exception numbers can be used to allow calls from specific numbers to ignore do not disturb e Twinning 8 Twinning is a process whereby you can have your calls ring at two different phones You can answer calls at either phone There are two variants of twinning internal twinning which uses two internal extensions and mobile twinning which twins your internal extension with an external number Calls Redirected Destination Method Internal External Group Internal External Voicemail BE y y x x Follow Me Here oY 4 7 x xXx ForwardonnoAnswer 7 lt x v x Forward Unconaitionai 7 7 v v v
121. lls are forwarded Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 2 2 Forward Unconditional Features Menu You may be able to change your forward unconditional settings using the Features menu 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Forward Press Select 3 Use the amp up and down arrow keys to highlight Forward Unconditional Press Select 4 The screen will display your current forward unconditional settings e To Switch Forward Unconditional On Off Highlight Fwd Unconditional Press On or Off to change the current setting If no destination is currently set when you switch forward unconditional on the display will jump to the destination field e To Select Which Calls as Forwarded Highlight Call Type Press Change to see the different options When the required option is displayed press Save The options are External Only External and Group Non Group Calls and All Calls To Set the Forward Destination Highlight Destination Either press Edit and enter the number required or press To VM for the forward to voicemail option e If you select Voicemail as the destination you will need to switch forward unconditional off in order to cancel it and enter a new destination Access C
122. ls e Copy Send an email with a copy of the new voicemail message attached Forward Send an email with the new voicemail message attached and delete the message from the voicemail mailbox e Alert Send an email telling you there is a new message but do not attach a copy of the message 6 When the required setting is displayed press Save To exit without changing the setting press Cancel Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 66 IP Office 9 0 Issue 06d 17 September 2013 Voicemail Mailbox Greeting 12 6 Mailbox Greeting While the voicemail system will play a generic greeting to a caller prompting them to leave a message you can record your own greeting 1 Press the MA MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the Greeting option and press Select 4 Use the soft keys to listen to and record your mailbox greeting Record Record a new greeting Note that the greeting must be at least three seconds long or the voicemail system will discard it Listen Listen to the current greeting or the new greeting just recorded Submit Submit the new recording as your mailbox greeting More Switch between the diff
123. lso if you pause dialing for too long the phone system may think that you have finished dialing and will attempt to connect the call using only the digits you had dialed up to that point En bloc dialing allows you to compose and edit the number to dial on your phone s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you use a phone that supports en bloc dialing Dialing a Number Using En Bloc Mode 1 With no connected call on the phone start dialing Do not lift the handset or select headset or speaker before dialing 2 You can use the left arrow key or the Bksp key to delete the previous digit dialed if you need to correct the number or press Clear to erase the whole number 3 When you have completed the number you can select how you want to make the call e Lift the handset to make a call using the handset e Press the Call soft key or OK button to start the call using the phone s default handsfree audio path 115 speaker or headset You can also press one of your idle call appearance buttons to make the call using that appearance e Press the Headset button to start the call on a headset connected to your phone e Press the Speaker button to start the call on your phone s handsfree speaker Enabling Disabling En Bloc Dialing You can enable or disable your en bl
124. lt short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Conference Held Calls 47 Start a conference between yourself and any calls that you have on hold 8 1 Starting a Conference If you have a connected call and any held calls pressing the Conf soft key will start a conference between you and those calls If you do not already have a held call you can use the process below to start a conference 1 Make a call to the first party or answer a call 2 Press the Conf soft key The current call is automatically put on hold 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press Conf again 5 If they do not want to join the call or do not answer press Drop and then press the appearance key of the held call Notes About Conference Calls e You can use the Conf key as an alternative method for transferring calls this is particularly useful for internal users However if you are the only internal user in a conference bear in mind that you are the conference host and dropping yourself from the call would end the conference for all participants e If you already have calls on hold pressing the Conf key will create a conference containing the connected call and the call on hold You can add more calls 444 if you like e If you have a call on hold pending transfer 341 and you wish to conference yourself
125. main display and can be controlled by the adjacent buttons Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there are features that the system administrator can assign that are not available for you to assign This guide includes only the features that are available for you to assign if required 9500 Series User Guide IP Office 9 0 Page 13 Issue 06d 17 September 2013 1 4 Button Modules The addition of a button module allows the phone to support additional programmable buttons e Do not connect or disconnect a button module yourself Your system administrator will arrange this if necessary Failure to connect and restart the equipment in the correct order may cause the phone and or the button module to function incorrectly 9508 Phones These phones support BM12 button modules Each button module provides the phone with an additional 24 buttons 2 pages of 12 which can be used as appearance buttons 144 and or feature buttons For IP Office Release 9 0 these phone can also support SBM24 modules instead see below but not a mix of different module types Up to three button modules can be attached to each phone However the number of button modules supported by the telephone system may be limited by the total number of
126. n To do this during a call press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 4 Use the amp up and down arrow keys to highlight Redial Action 5 The current mode Open Call Log or Last Dialed is displayed e Open Call Log 305 If this mode is selected pressing Redial will display a menu of the most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e Last Dialed 305 If this mode is selected pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial functions will be accessible 6 Press Change to change the mode 7 When the desired mode is displayed press Save 9500 Series User Guide Page 30 IP Office 9 0 Issue 06d 17 September 2013 Chapter 5 Holding and Parking Calls 9500 Series User Guide Page 31 IP Office 9 0 Issue 06d 17 September 2013 5 Holding and Parking Calls Holding a call and parking a call are two similar actions The current caller is placed on hold and hears music if available The table below summarizes the main differences between parking a call and holding a call When used to park or hold a call Hold Park the call occupies an appearance button Yes w the caller hears music on hold if available Yes Yes the call can be retrieved by other users dia
127. n a SCN 148 22 8 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 1081 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of the coverage ring and attention ring settings is used 22 9 Do Not Disturb e When you are in do not disturb your callers are redirected to voicemail if available Otherwise you hear a busy tone e The only people who can call you are those calling from numbers in your do not disturb exceptions list Forwarding can still be applied to these calls e Calls to any hunt group of which you are a member are not presented to you unless you are the last available member of the group e Enabling do not disturb will not affect any calls already being presented to your phone e You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone e N No Calls Do Not Disturb An N is shown after your extension name on the phone s idle display when you have do not disturb enabled 9500 Series User Guide Page 142 IP Office 9 0 Issue 06d 17 September 2013 Glossary Do Not Disturb Exceptions 22 10 Do Not Disturb Exceptions e These ar
128. n night service or out of service the groups calls are redirected to an alternate group or to voicemail if available e Change the Hunt Group Fallback Destination 94 gt These menus allow you to change the alternate groups used for the group s calls when it is in night service or out of service status Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users e Night Service Status On 20 N Set a hunt group into night service status by entering its extension number N e Night Service Status Off 21 N Take a hunt group out of night service status by entering its extension number N 9500 Series User Guide Page 92 IP Office 9 0 Issue 06d 17 September 2013 Groups 15 1 Group Membership Only the system administrator can change a group the group members or group settings However you can be provided with options to enable or disable your group membership While membership to a group is disabled you will not receive any group calls for that group 15 1 1 Group Membership On Off Status Menu Your system administrator can grant you the ability to enable disable your membership to a group through the Status menu When your membership to a group is disabled you do not receive group calls for that group 1
129. n the directory come from a number of sources e Personal Directory Contacts These contacts are stored by the telephone system as part of your user settings e They are displayed on the phone while you are using it If you hot desk to another phone that also stores your contacts on the system your personal contacts move with you e You can have up to 100 personal directory entriesl that you can add edit and delete through the phone Note While each user is allowed up to 100 personal directory entries the total capacity of the system may limit the addition of further personal directory entries for all users e The system administrator can add edit and delete your personal directory entries e The system administrator can also set users and hunt groups as Ex Directory Those users and hunt groups are then not included in the directory e User Contacts These contacts list alll the other users on the telephone system If your system is part of a Small Community Network of IP Office telephone systems it includes users on the other systems e Group Contacts These contacts list all the hunt groups on the telephone system If your system is part of a Small Community Network of IP Office telephone systems it includes those hunt groups that the system administrator has configured to be advertised across the network e External Contacts These contacts are viewable and useable by all phone users These are two types of external contacts e
130. nd then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the option Message and press Select 4 Press Record to start recording a messages 5 To stop recording press Stop 6 You can now use the following soft keys e New Record the message again e Send To Enter the number to which you want to send the message and press Add You can add several numbers When the list of numbers to which the message should be sent is complete press Send e Play Listen to the recording e Cancel Abandon the message 12 5 Email Mode Voicemail email is a feature where emails are sent to your email address when your voicemail mailbox receives a new voicemail message The email can include the voicemail message as an attachment or it can be just an alert Through the Visual Voice menu you can change the mode of voicemail email operation 1 Press the MA MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the option Email This option is only available if your email address has been set in your voicemail settings by the system administrator 4 The menu displays your current voicemail email mode setting Press Change to scroll through the possible settings Off Do not send any emai
131. ne through the phone s speaker e Press the Play soft key to listen to the currently displayed ring tone e Press Other to hear a different version of the ring tone e To make the currently selected ring tone the ring tone for the phone press the Save soft key e To leave the menu without making any changes press the Cancel soft key 5 Press Back Exit to exit the menus 9500 Series User Guide Page 108 IP Office 9 0 Issue 06d 17 September 2013 Phone Settings Ringer Controls 17 6 5 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing 1 With the phone idle or ringing press the key 2 Use the plus and minus keys to adjust the volume 3 The display returns to normal after a few seconds 17 6 6 Internal Auto Answer You can select to have internal calls automatically connected if you are not already on a call The call will be connected after the phone gives a brief tone using either the phone s speaker or the headset as set by the phone s audio path setting 115 1 Press Features 2 Use the amp up and down arrow keys to highlight Options amp Settings Press Select 3 Use the amp up and down arrow keys to highlight Call Settings Press Select 4 Use the amp up and down Y arrow keys to highlight Internal Auto Answer 5 Press the Change soft key to change the setting This function can be assigned to a feature button configured with the Internal Auto Answer action
132. ns for forwarding and follow me functions e Hot Desk Functions Controls whether you can access the menu options for logging in and out e Passcode Change Controls whether you can change your login code security credentials e Phone Lock Controls whether you can access the menu options for locking the phone and for setting it to automatically lock e Self Administration Controls whether you can access the Self Administration menu option e Voicemail Controls Controls whether you can access the Visual Voice option through the phone s Features menu Your system administrator can also disable the Messages button from accessing the visual voice menus e Group Controls The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown e Mobility Controls The Mobile Twinning options are only shown if you have been configured to use mobile twinning 9500 Series User Guide Page 138 IP Office 9 0 Issue 06d 17 September 2013 Menus Menu Access Control e System Administration Controls The System Admin option is only shown if you have been configured as a System Phone user Note that restricting menu access does not restrict access using available short codes and programmable buttons However those can also be removed or added by your system administrator 9500 Series User Guide Page 139 IP Office 9 0 Issu
133. ns thereof included in the Software that may contain software including open source software distributed under third party agreements Third Party Components which contain terms regarding the rights to use certain portions of the Software Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply is available in the Documentation or on Avaya s website at http support avaya com Copyright You agree to the Third Party Terms for any such Third Party Components Note to Service Provider The Product may use Third Party Components that have Third Party Terms that do not allow hosting and may need to be independently licensed for such purpose Preventing Toll Fraud Toll Fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of Toll Fraud associated with your system and that if Toll Fraud occurs it can result in substantial additional charges for your telecommunications services Avaya Toll Fraud intervention If you suspect that you are being victimized by Toll Fraud and you need technical assistance or support call Technical Service Center Toll Fraud Interventi
134. nt call appearance buttons are in use 1 Press Transfer The current call is automatically put on hold 2 Dial the number for the transfer Alternatively press Dir to select a destination from the directory 54 or use the Redial option if applicable e To complete the transfer press Complete You can do this while the call is still ringing e Transferring a call while it is still ringing is called an unsupervised transfer e Transferring a call after ringing finishes is called a supervised transfer e If the transfer destination does not answer or after answering the call does not want to accept the call press the Cancel soft key 3 Press Complete to complete the transfer If the transfer destination does not answer or does not want to accept the call press the Cancel soft key 6 1 Transferring to Voicemail When set to visual voice mode the gt lt key can be used to transfer your current call to the voicemail mailbox of another user or group 1 With the call connected press the gt lt key You are still connected to the call and can continue talking 2 Dial the extension number of the user or group to which you want to transfer the call 3 When the number matches a user or group their name is displayed e To transfer the call to the user or group s mailbox press Select The caller will hear a few seconds of ringing and then the mailbox greeting e To exit the transfer menu press Cancel 6 2 Transferring a Held Cal
135. nternal Call 1 2 4 0 MMMMMMXXXXXX External Call 0 2 0 4 0 6 4 0 MM XXXXXX Ring Back 0 1 0 1 0 1 0 3 4 0 IM M_ XXXXXX M medium note X personal melody 17 6 1 Disabling the Ringer This option can be used to turn off the ringer for all calls If set to no ring this disables both the phone s audible alerting 1109 and visual alerting 108 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 3 Use the amp up and down arrow keys to highlight Disable Ringer 4 Press the Change soft key to change the setting Selecting On will turn the ringer off 9500 Series User Guide Page 107 IP Office 9 0 Issue 06d 17 September 2013 17 6 2 Visual Alerting The message waiting lamp at the top right corner of the phone can also be used to indicate when you have a call alerting your phone The lamp is flashed to indicate a call waiting to be answered 1 Press the MENU button 2 Use the amp up and down arrow keys to highlight Call Settings 3 Press Select 4 Use the amp up and down Y arrow keys to highlight Visual Alerting 5 Press the Change soft key to change the setting 6 When completed press the Save soft key 7 Press the Back Exit soft keys to exit the menus 17 6 3 Coverage Ring If you have any bridged appearance and or call coverage buttons you can
136. nu with just the login option is displayed 13 1 1 Logging In on a Phone Already in Use You can login at a phone that is already in use by another user The existing user is logged out 1 If the phone is already in use e Press the Features soft key e Use the amp up and down arrow keys to highlight Phone User Press Select e Use the amp up and down arrow keys to highlight Login Press Select 2 The login menu is displayed 3 Enter your extension number and press Next 4 Enter your security PIN login code 5 Press Done Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 13 1 2 Logging In on a Not Logged In Phone This method is used to login at an extension where the previous user has logged out 744 and the phone has no current user You can recognize a phone in this state by NOT LOGGED IN on the display 1 Press Select 2 The login menu is displayed 3 Enter your extension number and press Next 4 Enter your security PIN login code 5 Press Done 9500 Series User Guide Page 73 IP Office 9 0 Issue 06d 17 September 2013 13 2 Logging Out 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight Logout Press Select 4 You will
137. o answer follow me and do not disturb 9500 Series User Guide Page 124 IP Office 9 0 Issue 06d 17 September 2013 Short Codes Forwarding e Cancel All Forwarding 00 Switch off any forwarding includes forward unconditional forward on busy forward on no answer follow me and do not disturb e Set the Forward Unconditional Destination 07 N Set the destination number N for forward unconditional when it is switched on e Switch Forward Unconditional On 01 Switch on forward unconditional A destination must have been set e Switch Forward Unconditional Off 02 e Include Hunt Group Calls in Forward Unconditional 50 e Exclude Hunt Group Calls from Forward Unconditional 51 e Set the Forward On Busy No Answer Destination 57 N Set the destination number N for forward on busy and forward on no answer If no number has been set those functions will use the forward unconditional number if set e Switch Forward On Busy On 03 e Switch Forward On Busy Off 04 e Switch Forward on No Answer On 05 e Switch Forward on No Answer Off 06 Hunt Group e Night Service Status On 20 N Set a hunt group into night service status by entering its extension number N e Night Service Status Off 21 N Take a hunt group out of night service status by entering its extension number N Login e Log In 35 N P Log in to a phone using your extension number
138. o be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e Out of Service The group is out of service Calls are redirected to its out of service fallback group if set 9 4 otherwise to voicemail if available e Particular Group e Change Change the status of the selected group e Save Exit the menus I The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 15 2 2 Changing the Group Service Status Status Menu If the system administrator has allowed you you can change the service state of a group through the Status menu 1 Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight the hunt group name and your current membership status 3 Select the required state using the soft keys e In Service The groups operates as normal distributing calls to available members of the group e Night Service The group is in night service mode Calls are redirected to its night service fallback group if set otherwise to voicemail if available e A hunt group can also be put into and out of night service automati
139. o interface with the Software Units may be linked to a specific identified Server Database License DL End User may install and use each copy of the Software on one Server or on multiple Servers provided that each of the Servers on which the Software is installed communicates with no more than a single instance of the same database CPU License CP End User may install and use each copy of the Software on a number of Servers up to the number indicated in the order provided that the performance capacity of the Server s does not exceed the performance capacity specified for the Software End User may not reinstall or operate the Software on Server s with a larger performance capacity without Avaya s prior consent and payment of an upgrade fee 9500 Series User Guide Page 2 IP Office 9 0 Issue 06d 17 September 2013 Named User License NU You may i install and use the Software on a single Designated Processor or Server per authorized Named User defined below or ii install and use the Software on a Server so long as only authorized Named Users access and use the Software Named User means a user or device that has been expressly authorized by Avaya to access and use the Software At Avaya s sole discretion a Named User may be without limitation designated by name corporate function e g webmaster or helpdesk an e mail or voice mail account in the name of a person or corporate function or a directory entry in the
140. oc dialing setting through the phone s Features menu gt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 4 Use the amp up and down arrow keys to highlight En Bloc Dial 5 Use Change button to select On or Off 9500 Series User Guide Page 20 IP Office 9 0 Issue 06d 17 September 2013 Making Calls En Bloc Dialing 2 2 Call Soft Key Options The options displayed for the buttons at the bottom of the display will change dynamically to reflect actions that you can perform during calls or while the phone is idle Some or all of these options will only be available if enabled by your system administrator Account Enter an account code to associate with the call Answer Answer a page call turning it into a normal call CallBack Set an automatic callback on the user that you have called but who has not answered When they next end a call the telephone system will call you and when answered will automatically make a call to the user Complete Complete the transfer of a held call A Cancel option is also shown which will end the transfer attempt Conference Put your current call on hold and present dial tone for you to dial the number you want to add to a conference with the held caller Connect Take a call off hold Dir Access the directory in order to s
141. ode and press Done Use the amp up and down arrow keys to highlight Date Press Select The current date being used by the telephone system is displayed Enter the required date using the either the or keys to enter the separators To delete the previous digit or character entered press Bksp When a complete valid date has been entered the display will confirm that by showing the full date and the Set soft key option To set the date as the new date to be used by the telephone system press Set 9500 Series User Guide Page 128 IP Office 9 0 Issue 06d 17 September 2013 System Administration Setting the Date 20 3 Checking the Time Server Status For systems that automatically obtain the time from a time server this option is available in place of the Date 128 Time 1136 and Time Offset 136 functions It allows you to check the current status of the time server and the information the system has obtained from the time server lt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator 4 Enter your security PIN login code and press Done 5 Use t
142. oft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 3 Press Change to change the setting 4 Press Save to save the setting Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 3 2 DND Off Status Menu You can use the Status menu to switch off do not disturb 1 Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down F arrow keys to highlight Do Not Disturb e To clear the do not disturb setting press the Off soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 3 3 Do Not Disturb Exceptions These numbers are used to indicate callers who you want to be allowed to call you as normal even when you have do not disturb on This does not include group calls which are not presented when you are in do not disturb gt 1 Press the Features soft key if shown To do this during a call press the ata PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 3 Use the amp up and down arrow keys to highlight DND Exceptions Press Select 4 To add a number highlight Add Another Dial the number and press Add 5
143. on Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support website http support avaya com Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks The trademarks logos and service marks Marks displayed in this site the Documentation and Product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained in this site the Documentation and Product s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Linux is the registered trademark of Linus Torvalds in the U S and other countries 9500 Series User Guide Page 3 IP Office 9 0 Issue 06d 17 September 2013 Downloading Documentation For the most current versions of Documentation see the Avaya Support website http support avaya com Contact Avaya Support See the Avaya Support website http support avaya com for product notices and articles or to report a problem with your Avaya produ
144. ons at either end are used with the button feature However for status indication lights only the left hand button is used 6 Press the Save soft key 17 7 5 Call Timer Display When you have calls alerting on appearance buttons the phone can include a timer in the appearance details shown on the display The timer shows how long the call has been alerting and if you answer the call resets to show how long the call has been connected The timer will also show how long a call has been on hold when you hold the call You can turn the timer display on or off Turning it off provides more space for other call details on the display e For the currently selected call appearance the call timer display can be temporarily turned on or off using a programmable button set to the Timer 10H function 17 7 6 Display Language The system administrator can configure which languages are available for use by the phone for its own menus Up to five languages can be made available Through the phone s menu you can select which of those languages the phone should use Note that many of the messages displayed on the phone use text sent from the telephone system They will use the default language of the telephone system unless the system administrator has set your extension to use a specific language supported by the phone system 1 Press the MENU button 2 Use the amp up and down arrow keys to highlight Advanced Options Press Select 3 Use the
145. ontrol Your system administrator can configure whether you can access this menu option See Menu Access Control 9500 Series User Guide Page 83 IP Office 9 0 Issue 06d 17 September 2013 14 2 3 Forward On Busy No Answer Features Menu You may be able to use the Features menu to switch forward on no answer and forward on busy on or off en 1 Press the Features soft key if shown To do this during a call press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Forward Press Select 3 Use the amp up and down arrow keys to highlight Fwd Busy No Answer Press Select e Use the amp up and down arrow keys to scroll through the menu options e To switch forward on busy on or off highlight Fwd Busy and press On or Off e To switch forward on no answer on or off highlight Fwd No Answer and press On or Off e To select which calls are forwarded highlight Call Type Press Change to change the option between All Calls or External Calls Only e To change the destination highlight Destination and press Edit Enter the number and press Select e Press Save to save any changes Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 2 4 Forward On No Answer Status Menu If your phone is set to forward on no answer 143 you can clear or change the forward settings through the Status menu 1
146. orward and Follow Me menu and status options e The Park menu and status options are only accessible while you are talking to a caller or already have parked calls e The Account Code menu is only accessible if the system has been configured with accounts codes e The Mobile Twinning options are only shown if you have been configured to use mobile twinning e The System Administration option is only shown if you have been configured as a System Phone user 21 2 Status Menu This menu is accessed by pressing the Status soft key when displayed Status Mobile Twinning On Parks I Follow Me To On Do Not Disturb On Forward Unconditional On Forward on No Answer On N Forward on Busy On Follow Me Here Forward Here I Main Enabled Main In Service 9500 Series User Guide Page 137 IP Office 9 0 Issue 06d 17 September 2013 21 3 A Menu This menu is used mainly for phone specific settings that are stored by the phone rather than settings that are stored by the phone system and move with you when you log into another phone The menu is accessed by pressing the A key Call Settings ne Visual Alerting Of Application Settings Audible Alerting On Screen amp Sound Options Audio Path Advanced Options Show Phone Screen Off Brightness Contrast l Personal Ringing l Button Clicks On Error Tones i ee Sinise Options Erase L
147. ose Memory Card Een Display Mode Single Column Message Greeting Passcode Email Alert Voicemail On Auto Return seconds 60 i Auto Lock minutes Disabled gt To exit the whole user menu and return to the appearance menu press the ata PHONE EXIT button or if displayed press the Exit soft key Within the menu the amp up and down arrows keys are used to scroll through menu options When the menu option displayed has sub menus they are indicated by the three dots ellipsis icon after the menu option name The left and right P arrow keys can be used to exit and enter sub menus except where they are being used to change the value of a setting see below Entering a sub menu can also be done by pressing the Select soft key or the OK button Exiting a sub menu can be done by pressing the Back soft key I The system administrator controls whether you can access various menus Others are only available if certain perquisites are met e While the phone is locked 74 the Features menu cannot be accessed to change user settings e The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 9500 Series User Guide IP Office 9 0 Page 136 Issue 06d 17 September 2013 Menus Features Menu e The system administrator is able to configure whether you can access the F
148. our contacts and call log are displayed by the phone e Any other existing user of that phone is logged out while you are logged in e If you were logged in on another phone you are logged out from it e If your phone system is in a Small Community Network SCN 145 of phone systems it may be possible to log in at extensions located on other phone systems in the network Your system administrator will advise you if you can remote hot desk and what features will still be available to you when you do e Log Out 74 When you log out from a phone or are logged out by another user logging in the telephone system may apply several actions e If you have a normal default extension and no one else is logged in there you return to being logged in on that phone e If you remain logged out you are treated the same as being on do not disturb except that all calls to you go to voicemail instead if available e If you have a mobile twinned number the system administrator can configure the system so that calls are still presented to your mobile twin while you are logged out e Lock Unlock 745 Separately from logging in and out you can lock your phone settings While locked the phone can still be used to answer your calls and can be used to make internal and emergency calls However it cannot be used to make external calls and your user settings cannot be accessed through the phones menus e You can set your phone to automatically lock its
149. own state This will disconnect all current calls and services 9500 Series User Guide Page 131 IP Office 9 0 Issue 06d 17 September 2013 20 7 Managing Memory Cards The telephone system can be fitted with an additional memory card or cards which are used for various functions The memory card menu allows you to check the status of the memory card or cards fitted to your telephone system and to perform a number of actions on the cards 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select 3 Use the amp up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator 4 Enter your security PIN login code and press Done 5 Use the amp up and down arrow keys to scroll the display to the option Memory Card IP500 IP500 V2 or File System Server Edition The option shown varies depending on the type of telephone system 6 The menu lists the current state of the system s memory cards and the actions that you can perform on the card e The status of each memory card listed will be one of either No Card Active or Inactive Entries are only listed for the types of cards that are supported on the telephone system to which you are connected e CF
150. phone while moving around the building Your settings are applied to both phones Similarly message waiting indication and voicemail access from either phone will be to your mailbox If both phones are phones that store your contacts and call history on the system the contacts and call history on each will be the same 22 20 Line Appearance Button Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system The button also allows you to see when the line is in use by other users For incoming calls the telephone system still determines the destination for the call That may be a user or group However if you have a line appearance button for the line you will see that there is a call alerting and can answer it if required e Private Lines Special behaviour is applied to calls where the user has both a line appearance for the line involved and is also the Incoming Call Route destination of that call Such calls will alert only on the Line Appearance button and not on any other buttons These calls will also not follow any forwarding 22 21 Logged Out If you are logged out from any phone you are treated as being busy to receiving any calls Callers follow your forwarding settings if set or go to voicemail if available 22 22 Missed Call Missed calls are calls that ring at your phone but are not answered Your 10 most recent missed calls are included in your call log on
151. products and any upgrades updates bug fixes or modified versions Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA CHANNEL PARTNER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA CHANNEL PARTNER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED AVAYA CHANNEL PARTNER AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Avaya grants you a license within the scope of the license types described below with the exception of Heritage Nortel Software for which the scope of the license is detailed below Where the order documentation does not expressly identify a license type the applicable license will be a Designated System L
152. ptember 2013 14 2 3 Forward On Busy No Answer Features Menu ant ir Sn nn triste 84 14 2 4 Forward On No Answer Status Menu 84 14 2 5 Forward On Busy Status Menu 85 14 3 Do Not Disturb ernennen 86 14 3 1 DND On Off Features Menu 87 14 3 2 DND Off Status Menu 87 14 3 3 Do Not Disturb Exceptions 87 TAA TWINNING ses ae aoa a Seeds eines 88 14 4 1 Mobile Twinning Control 88 14 4 2 Transferring a Call to Your Mobile 89 14 4 3 Reclaiming a Twinned Call 89 14 4 4 Switching Twinning Off 89 15 Groups 15 1 Group Membership 93 15 1 1 Group Membership On Off Status Menu 93 15 1 2 Group Membership On Off Features Menu 93 15 2 Group Service Status and Fallback 94 15 2 1 Changing the Group Service Status Features Menu 95 15 2 2 Changing the Group Service Status Status Men u rennen 95 15 2 3 Changing the Group Fallback 96 16 Button Features 16 1 Editing Your Programmable Buttons 99 16 2 Abbreviated Dial 99 16 3 Absence Text ss 99 16 4 Account Code 99 16 5 Call Forward AI 99 16 6 Call Parks 2522 genes rise ms enr 99 16 7 Call Park to Other 100 16 8 Call PICKUD 5 25m 2 100 16 9 Call Pickup Any ss 100 16 10 Conf Meet Me 100 16 11 Drop Gall ss na sat he fe nant eet 100 16 12 EFlASh HA0OK
153. r e Off Available Pressing the button will make a call to the user In addition to calling the user you can use the user button to transfer calls to the user or to start a conference with the user e Slow Flash Ringing Pressing the button will display options to pickup the call e Fast Flash On a Call Pressing the button will display a number of options e Call Call the user e Message Cause a single burst of ringing on the user s phone They will also see the message Please Call followed by your extension number e Voicemail Call the user s voicemail mailbox to leave a message e Auto Callback Set an automatic callback on the user The callback will occur when the user ends their current call The following options are only available if configured for you by your system administrator e Drop Call Disconnect the user s current call e Acquire Seize the user s current call e Intrude Join the user s current call turning it into a conference call e Listen Start silent monitoring of the user s call 16 23 Timer When a call is made or answered on a call appearance the call appearance line can include a call timer This is controlled by the phone s Call Timer 114 setting During the call you may want to show or hide the call timer associated with the currently selected call appearance for example in order to see more of the caller ID information Temporarily turning the call timer of the currently sele
154. r from hearing you However you can still hear them The status indication line indicates a mute setting via the icon e The mute setting remains active even if you switch between calls using hold and or appearance buttons e If you change how you are listening to the call for example switching from the handset to the speaker the mute setting is canceled 1 To activate mute press the k MUTE key The button will be lit while mute is active 2 To switch mute off press the k MUTE key again 2 10 Ending Calls The Drop option can be used to end the currently highlighted call on the display e If the call is connected on the phone s speaker the If SPEAKER key is lit Pressing the key again will end the call e If the call is connected on the phone s headset the 9 HEADSET key is lit Pressing the key again will end the call e If the call is connected on the phone s handset replacing the handset will end the call 9500 Series User Guide Page 24 IP Office 9 0 Issue 06d 17 September 2013 Chapter 3 Answering Calls User Guide 9500 Series Page 25 IP Office 9 0 Issue 06d 17 September 2013 3 Answering Calls A slow flashing red lamp on an appearance button indicates an alerting call This may also be accompanied by ringing 10 and by the message lamp flashing 108 Selected Button If you are currently not on a call you can answer the alerting call in the following ways 1 Select the method which you want to use to tal
155. re not presented when you are busy and so are not forwarded by this setting e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 694 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 22 15 Forward on No Answer Forward on no answer redirects calls that have alerted your phone but have not been answered e By default this function is only applied to incoming external calls to you However if required internal calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external e No answer is defined as having been presented to your phone for your no answer time default 15 seconds e Hunt group calls are not forwarded e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 694 the telephone system will attempt to redirect forwarded calls to voicemail if they
156. redial mode setting 30 List Mode This redial method is used when your phone s redial mode 30 is set to List 1 Access the redial list a Press Redial The list of outgoing calls is displayed b Use the amp up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press Call to call the number displayed in the call record 3 Continue in the same way as for a normal dialed call One Number Mode This redial method is used when your phone s redial model 304 is set to One 1 Press Redial 2 The number for the most recent outgoing call in your personal call log is redialed 3 Continue in the same way as for a normal dialed call 2 6 Making a Page Call In order to make page calls you must have access to a paging short code provided by the system administrator or to a paging feature button If the dialing short code or the paging button have been pre configured with a number the user or group at that number will be paged if available The dialing short code can be configured to accept the number of the user or group to page when dialed Similarly a paging button can be set to allow number entry when pressed as follows 1 Press the paging button 2 Dial the number of the user or group you want to page 3 When the dialing is completed the page call is made e If the destination is a user and they already have a call connected they cannot be paged If the destination is a group which is not in service or has
157. ress the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to highlight Phone User Press Select Use the amp up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator Enter your security PIN login code and press Done Use the amp up and down arrow keys to highlight System Information Press Select The system displays the following information about itself e The system type and the level of software it is running e The IP addresses of the two network interfaces e The serial number of the license key 20 2 Setting the Date The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the option for checking the Time Server Status 12 is available instead 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select Ww N oa UT A 9 Use the amp up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator Enter your security PIN login c
158. s against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked websites referenced within this site or documentation provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on its hardware and Software Product s Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this Product while under warranty is available to Avaya customers and other parties through the Avaya Support website http support avaya com Please note that if you acquired the Product s from an authorized Avaya Channel Partner outside of the United States and Canada the warranty is provided to you by said Avaya Channel Partner and not by Avaya Software means computer programs in object code provided by Avaya or an Avaya Channel Partner whether as stand alone products or pre installed on hardware
159. s displayed on the appearance menu MENU This key is used to access a menu for phone settings and information LL CONTACTS 52 This key is used to display the various directories personal and shared of names and telephone numbers to which you have access CALL LOG 58 HISTORY 51 This key displays a record of your most recent calls answered missed and outgoing The button is illuminated when you have new missed calls VOLUME 114 Press plus or minus on the Volume key to adjust the volume of the incoming call Separate volumes can be adjusted for the ringer handset headset and speaker 7 HEADSET 48 This key is used to answer and end calls using a headset connected to the phone s headset socket The button is lit when you are connected to a call using the headset MUTE 244 This key can be used to mute your speech to the currently connected call The button is lit while mute is active SPEAKER 49 This key is used to answer and end calls using the phone s handsfree speaker and microphone The button is lit when you are connected to a call handsfree FORWARD 78 This button provides direct access to the forwarding 78 menu options or E These keys have two roles e Appearance Keys These buttons represent calls that you can make or receive e Feature Buttons 9 Those keys not configured as appearance keys can be used for other functions e On touch screen phones these buttons are replaced by their text
160. sed call records the button is illuminated and the call log will open showing your missed calls c Use the left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 Press Call to call the number displayed in the call record 9500 Series User Guide Page 59 IP Office 9 0 Issue 06d 17 September 2013 11 3 Viewing Call Details You can view additional details about the currently shown call 1 Access the call log a Press the t HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new missed call records the button is illuminated and the call log will open showing your missed calls c Use the 4 left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 Press the Details soft key The individual details of the currently selected call record are displayed The possible values are Name Call Type Icon Number Count Time and Date Duration e Name The name of the caller if known e Number The number of the caller if available Time and Date The time of the call e Call Type Icon The type of call record ie gt L Incoming
161. ser s extension number N e Pickup a Group Members Call 53 N Pickup a call ringing the members of a group N This does not necessarily have to be a group call Conference e Conference Held Calls 47 Start a conference between yourself and any calls that you have on hold Do Not Disturb e Switch Do Not Disturb On 08 Set your phone to do not disturb e Switch Do Not Disturb Off 09 Switch off do not disturb e Add a Do Not Disturb Exception Number 10 N Add a number N to your list of do not disturb exceptions e Delete a Do Not Disturb Exception Number 11 N Remove a number N from your list of do not disturb exceptions e Cancel All Forwarding 00 Switch off any forwarding includes forward unconditional forward on busy forward on no answer follow me and do not disturb Follow Me Follow Me Here 12 N Dialed at the extension to which you want your calls redirected Use your own extension number N when dialing the short code e Follow Me Here Cancel 13 N Dialed at the extension from which you had redirected calls Use your own extension number N when dialing the short code e Follow Me To 14 N Dialed at your phone Dial the extension number N to which you want your calls redirected You can dial just 14 to cancel follow me e Cancel All Forwarding 00 Switch off any forwarding includes forward unconditional forward on busy forward on n
162. state cannot be overridden using manual controls e Out of Service The group is out of service Calls are redirected to its out of service fallback group if set 9 4 otherwise to voicemail if available I The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 18 10 Mobile Twinning If you have been configured as a mobile twinning user you can use the status menu to switch mobile twinning mode off 1 Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If necessary use the amp up and down arrow keys to highlight Mobile Twinning e To clear the setting press the Off soft key 9500 Series User Guide Page 121 IP Office 9 0 Issue 06d 17 September 2013 18 11 Parked Calls While parked calls are parked on the telephone system and can be unparked by any other user the parked call indication is sent to a particular extension If there are any calls parked against your phone you can view and unpark them via the Status menu 1 Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If you have any parked calls the Parks option is displayed The option is not present if you do not
163. stem based on your extension number e If pressed with no call connected your phone will display details of your parked calls 16 7 Call Park to Other A button set with this action can be used to park a call against another extension The park slot number used will be based on your extension number The button can be set with a target user number or left blank for number entry when the button is pressed The button s red lamp is lit when a call is parked The button can be pressed again to retrieve the call 16 8 Call Pickup Answer a call ringing a user or hunt group The target user or group number from which to pickup a call can be set when the button is configured If no number is set pressing the button will display a menu for number entry 16 9 Call Pickup Any Answer a call currently ringing on the telephone system 16 10 Conf Meet Me A button programmed to this feature allows you to start or enter a conference by entering the conference ID 16 11 Drop Call This action can be used to drop your current call without having to highlight it on the display 16 12 Flash Hook A button configured for this action will send a flash hook signal to a currently connected analog line 16 13 Group BLF A button can be programmed to indicate if there are any calls to a group waiting to be answered A red flashing lamp indicates that there are calls waiting for the hunt group Press the button to pickup the longest waiting call
164. te the previous digit or character entered press Bksp When a complete and valid time has been entered the display will request confirmation by showing the Set soft key option To set the time as the new time to be used by the telephone system press the Set soft key 20 5 Setting the Time Offset The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the option for checking the Time Server Status 12 is available instead 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Phone User Press Select Ww N a UT A 8 9 Use the amp up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator Enter your security PIN login code and press Done Use the up and down arrow keys to highlight Local Time Offset Press Select The current offset is displayed Enter the offset required in hours and minutes e To enter the separator press either the or key e To delete the previous digit or character entered press the Bksp key e To change the offset from between positive or negative press the P right arrow key When a valid offset h
165. ted to the group s fallback if set Otherwise the calls are sent to voicemail if available I The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 9500 Series User Guide Page 94 IP Office 9 0 Issue 06d 17 September 2013 Groups Group Service Status and Fallback 15 2 1 Changing the Group Service Status Features Menu Using the Features menu you may be able to change the service status of some groups to which you belong gt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Group Press Select 3 Use the amp up and down arrow keys to highlight State Press Select 4 Use the amp up and down Y arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure The soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection e All Groups e In Service The groups operates as normal distributing calls to available members of the group Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 964 otherwise to voicemail if available e A hunt group can als
166. ton to select it manually 22 29 Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users 22 30 Small Community Network Several IP Office telephone systems can be connected together to form a Small Community Network SCN 145 You can then dial the user on other systems in the same way as for internal calls on your own system The remote users are listed in the directory The system administrator can also configure which hunt groups are accessible across the network You may also be able to hot desk to a phone located on another system in the network 22 31 System Administrator The system administrator is able to make or arrange changes to the telephone system configuration They are able to see and change most of your user settings 22 32 System Phone User Your system administrator can configure some users as system phone users They will be able to access a range of additional functions such as changing the system date and time A system phone user is able to add edit and delete system directory entries 22 33 Twinning Twinning is a process whereby your calls ring on two phones Twinning is only available if configured by your system administrator The system supports two twinning methods internal twinning 144 and mobile
167. tor then you can also add edit and delete some external directory contacts 10 6 Adding a Contact from the Call Log History You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the E HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new missed call records the button is illuminated and the call log will open showing your missed calls c Use the left and right P arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed d Use the amp up and down arrow keys to scroll through the records 2 Press More and then press the Contact soft key 3 Use the amp up and down arrow keys to switch between the name and number details for the new contact 4 Using the telephone keypad and the Bksp soft key you can edit the name and the number 5 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 9500 Series User Guide Page 55 IP Office 9 0 Issue 06d 17 September 2013 10 7 Editing a Contact You can edit the contacts in your own personal directory 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory
168. u the ability to enable disable your membership to a group through the Status menu When your membership to a group is disabled you do not receive group calls for that group 1 Press the Status soft key if shown e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight the hunt group name and your current membership status Enabled or Disabled 3 Press the Enable or Disable soft key to change the status of your membership to that group 4 Press Exit 18 9 Group Service Status If the system administrator has allowed you you can change the service state of a group through the Status menu 1 Press the Status soft key if shown gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight the hunt group name and your current membership status 3 Select the required state using the soft keys e In Service The groups operates as normal distributing calls to available members of the group e Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 964 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service
169. ugh the Status menu 1 Press the Status soft key if shown lt gt e To access the Status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Follow Me To e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Details soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 1 3 Follow Me Here Features Menu You may be able to change follow me here using the Features menu gt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Forward Press Select 3 Use the amp up and down arrow keys to highlight Follow Me Here Press Select e Use the menu to add or remove users e Use the amp up and down arrow keys to scroll through the names e To remove a user press the Clear soft key e To add a user press the Add soft key e Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 544 e Press the Save soft key to set the follow me here Access Control Your system administrator can configure whether you can access this menu option See Menu Access Contro
170. up Calls in Forward Unconditional 50 e Exclude Hunt Group Calls from Forward Unconditional 51 e Set the Forward On Busy No Answer Destination 57 N Set the destination number N for forward on busy and forward on no answer If no number has been set those functions will use the forward unconditional number if set e Switch Forward On Busy On 03 e Switch Forward On Busy Off 04 e Switch Forward on No Answer On 05 e Switch Forward on No Answer Off 06 9500 Series User Guide Page 82 IP Office 9 0 Issue 06d 17 September 2013 Redirecting Calls Forwarding Calls 14 2 1 Forward Unconditional Status Menu You can clear or change your forward unconditional settings through the Status menu 1 Press the Status soft key if shown gt e To access the Status menu during a call press the aca PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to highlight Fwd Uncon e To switch off forward unconditional press the Off soft key e To change the forwarding settings press the Details soft key e Use the amp up and down arrow keys to scroll through the editing options e Use the left and right P arrow keys to switch the forwarding on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which ca
171. ures soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 3 Use the amp up and down menu keys to highlight Withhold Number 4 Press Change to switch the option On or Off 5 Press Save Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 17 3 Redial Mode You can select whether your phone uses the redial list or last call redial mode gt 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 4 Use the amp up and down Y arrow keys to highlight Redial Action 5 The current mode Open Call Log or Last Dialed is displayed e Open Call Log sc If this mode is selected pressing Redial will display a menu of the most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e Last Dialed 3 If this mode is selected pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial functions will be accessible 6 Press Change to change the mode 7 When the desired mode is displayed press Save 9500 Series User Guide Page 105 IP Office 9 0 Issue 06d 17 September 2013 17 4 En Bloc Dialing By default when you start dialing a number on
172. ved that you want to listen to and press Select The details of the first message of that type are displayed 5 You can use the amp up and down arrow keys to scroll through the messages 6 Use the soft keys to control the playback actions for the currently highlighted message e Play Pause Start stop playback of the currently displayed message e Call Call the person who left the message e Back Return to the previous menu e More Switch between the different sets of available soft key functions Delete Delete the message e Save Mark the message as saved Saved messages are not normally automatically deleted lt e Copy Copy the message to another mailbox The menu will prompt you to enter the destination number Automatic Message Deletion By default messages are automatically deleted a set time after being played The delay depends on the particular voicemail server 24 hours for embedded voicemail 30 days for Voicemail Pro For voicemail messages on a Voicemail Pro system the system administrator can customize the delay and can also apply automatic deletion times to new and saved messages 9500 Series User Guide Page 65 IP Office 9 0 Issue 06d 17 September 2013 12 4 Sending a Message You can use visual voice to record and send a voicemail message to other users mailboxes 1 Press the PAR MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password a
173. winning e To clear the setting press the Off soft key 9500 Series User Guide Page 89 IP Office 9 0 Issue 06d 17 September 2013 Chapter 15 Groups 9500 Series User Guide Page 91 IP Office 9 0 Issue 06d 17 September 2013 15 Groups Your system administrator can include you as a member of a group along with other users Each group has its own extension number which can be used as the destination for a call When a call is made to a group it is presented to the available group members either one at a time or all at the same time until answered by one of the members How long a group call will ring at each group member before being presented to the next member is controlled by the group s own settings Hunt groups also use voicemail and have their own settings for when an unanswered call should go to the group s mailbox For group calls the hunt group s voicemail settings are used rather than your settings The system administrator can enable a number of hunt group menu options on your phone Each option is enabled for a selected hunt group or hunt groups of which you are a member e Enable Disable Your Group Membership 9 When your membership of a hunt group is disabled you no longer receive hunt group calls for that group You are still amember of the group and can re enable your membership e Change the Hunt Group Service Status 9 Each hunt group can either be in service in night service or out of service When i
174. y the telephone system If an invalid code is entered the account code is requested again e The system administrator can configure certain numbers or types of numbers to require entry of an account code before you can continue making a call to such a number e The system administrator can also configure a requirement for you to enter an account code before making any external call 7 1 Forced Account Code Entry The system administrator can configure certain numbers or types of numbers to require entry of an account code before you can continue making a call to such a number 1 The Account Code menu is displayed when you are required to enter an account code 2 Enter the account code that you want to use 3 Press the Done soft key 4 If the account code was not a valid account code the REENTER ACCOUNT menu is displayed 7 2 Manual Account Code Entry You can enter account codes during a call or before making a call The account code that you enter must match an account code set on the telephone system en 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to highlight Call Settings Press Select Use the amp up and down arrow keys to highlight Account Code Press the Set soft key or the OK button or the P right arrow key 2 4 5 6 Enter the account code that you want to use 7 Press the Done soft key
175. y to you or to a group of which your phone is a member You can hear the caller but they cannot hear you e A page call is indicated in the display by the word Page e To answer the page call press the Answer soft key The call is turned into a normal call You can continue handsfree or pickup the handset e To ignore the page call press the Drop soft key 9500 Series User Guide Page 27 IP Office 9 0 Issue 06d 17 September 2013 3 4 Using Call Pickup Pickup is used to answer a call ringing elsewhere on the phone system 1 Press the Features soft key if shown To do this during a call press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Pickup Press Select e To answer a ringing call press the Any soft key e To answer a call ringing against a particular target dial the target s number Alternatively press the Dir soft key to select the target from the directory 54 3 The following menus will appear depending on the type of number entered e User Number e To answer a call ringing against the user press the Pickup soft key e To return to entering a number press the Clear key e Hunt Group Number e To answer a call ringing against the members of the group press the Members soft key The call does not have to be a call to the hunt group e To answer a call ringing for the hunt group press the Group soft key e To return to entering a number press
176. your phone the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system You cannot correct the digits you have already dialed except by ending the call and starting over Also if you pause dialing for too long the phone system may think that you have finished dialing and will attempt to connect the call using only the digits you had dialed up to that point En bloc dialing allows you to compose and edit the number to dial on your phone s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you use a phone that supports en bloc dialing You can enable or disable your en bloc dialing setting through the phone s Features menu gt 1 Press the Features soft key if shown To do this during a call press the AA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to highlight Call Settings Press Select 4 Use the amp up and down arrow keys to highlight En Bloc Dial 5 Use Change button to select On or Off 9500 Series User Guide Page 106 IP Office 9 0 Issue 06d 17 September 2013 Phone Settings En Bloc Dialing 17 5 Auto Lock Enter topic text here 17 6 Ringer Controls This section covers controls for adjusting the ringing used by your phone e Disabling the ringer 107 e

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