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9600 Series User Guide

1. e View and unpark parked calls 13 e Clear or change a follow me to setting 13 gt e Switch off do not disturb 13 e Clear or change forward unconditional 13A e Clear or change forward on no answer 134 e Clear or change forward on busy 13 e Clear or change follow me here settings 13 e Change hunt group membership status 135 e Change hunt group service status 135 e View system alarms 136 19 1 Do Not Disturb 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 up and down arrow keys to highlight Do Not Disturb e To clear the do not disturb setting press the Off soft key 19 2 Follow Me To If you have set 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 aca PHONE key and then press the Status soft key if shown 2 Use the 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 I The system administrator is able to configure whether you can access the
2. 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 up and down arrow keys to highlight Call Park or Call Park To Other 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 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 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 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 up and down arrow keys to scroll through the parked calls 5 To unpark a particular call press the Connect soft key 9600 Series User Guide Page 41 IP Office Issue 05d Wednesday August 15 2012
3. 9600 Series User Guide Page 74 IP Office Issue 05d Wednesday August 15 2012 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 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 different 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 9600 Ser
4. 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 504 if you like e If you have a call on hold pending transfer 394 and you wish to conference yourself 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 50 gt 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 parti
5. 157 23 17 GOU ii teed A ee ET 158 23 18 Idle Line Preference esccceseseresseeeteeeneeeseees 158 23 19 Internal TWINNING cee eeeeeeeeneeeeeereeeeeneeeeeneeereaes 158 23 20 Line Appearance ButtOn ee eeeseeseseeeesteereeees 158 23 21 Logged Q tnrisarsin noia ign 158 23 22 Missed Callainn asie eaeoe 158 23 23 Missed Group Call eceeeceeseeeeeeeeeeeeeneeeeneeeeeeee 158 23 24 LOGIN COC ecececeeseteeeeeeeeneeeeeeeeeeeteeseaeeeeete 159 23 25 Mobile TWInning cecceeeeseeeeeseeeeesneeeeeneeeeeneeereaes 159 23 20 Park Galliwiiaiect os alt tin eee en AA eroii 159 23 27 Park Slot NUMDENM ecceeeceeeeeeeeeeeeeeetneeteeeeneeee 159 23 28 Ringing Line Preference eerren 159 23 29 Short GOGSS sece dchhstapest iss ertene nae oaeaeei aeee isha eea 159 23 30 Small Community Network eceeeeeeeeeneeeeeees 159 23 31 System Administrator cceceeeeeeeeeeseeeeneeeeeeee 159 23 32 System Phone USEM eceeeceeeeeeeeeeeeeeeteeeeneeeeeeee 159 23 33 TWINING seis petovse tees ei ia cette tne ten eaten 159 INdOX aiikchl se E nee et ah ee ek ee 161 9600 Series User Guide IP Office Contents Page 5 Issue 05d Wednesday August 15 2012 Chapter 1 Introduction 9600 Series User Guide Page 7 IP Office Issue 05d Wednesday August 15 2012 Introduction 1 Introduction This guide is for 9600 Series telephones supported by IP Office Release 8 0 running on an Avaya IP Office telephone
6. 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 shutdown state This will disconnect all current calls and services 9600 Series User Guide Page 145 IP Office Issue 05d Wednesday August 15 2012 21 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 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 aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight System Administration Press Select If the optio
7. 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 up and down arrow keys to highlight Mobile Twinning e To clear the setting press the Off soft key 9600 Series User Guide Page 135 IP Office Issue 05d Wednesday August 15 2012 19 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 have calls parked against your extension 3 Press the Details soft key 4 Use the up and down arrow keys to scroll through the parked calls 5 To unpark a particular call press the Connect soft key 19 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 Fa
8. Call Park DT ree Se oon tv ow nenie Haseena cage SE RE ETE Call Park To Other Lock Call Forward All Login Send AllCalls Hridi Account Code Self Administer react System Administration Abbett Set Security Pin Suppress Digits ene Soe E Auto Answer Do Not Disturb off Rogera DND Exceptions Sa ae Account Code Hn i Internal Auto Ans Off HG Night Service Withhold Number Off eee Disable Ringer On slad Coverage Ring Ring bers sae Redial Action Open Call Log L Lostpedia See eres En Bloc Dial On System Information Auto Display Waiting Call On Time Server Status Call Timer On System Shutdown Show LastCall Duration On MemoryCard Usten Display Mode Single Column Message Greeting Passcode Email Alert Voicemail On I i Auto Return seconds 60 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 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 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 Exiti
9. Chapter 6 Transferring Calls 9600 Series User Guide Page 43 IP Office Issue 05d Wednesday August 15 2012 6 Transferring Calls You are able to transfer calls even if all your current 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 624 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
10. 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 9600 Series User Guide IP Office Page 12 Issue 05d Wednesday August 15 2012 1 5 9621 Telephone The IP Office supports the 9621 telephone Introduction 9620 Telephone Message Lamp Ringing Indicator ais 7714 3 44pm 01 16 2012 Status and Missed Calls Indication rti Agent Status Information Line hd Call Appearance Feature Lines Redial Features j Soft Keys al Programmable Quick Touch Panel CONTACTS EA Lae This phone supports 24 programmable call appearance feature buttons The labels for 6 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right You can use the up and down arrow keys to scroll the display You can also use the left and right P arrow keys to move through the button features in pages of 6 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
11. Phone Settings Display Controls 18 6 1 Display Brightness 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Screen amp Sound Options Press Select 4 Use the up and down arrow keys to highlight Brightness Press Select 5 Use the 4 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 18 6 1 1 Display Contrast 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Screen amp Sound Options Press Select 4 Use the up and down arrow keys to highlight Contrast Press Select 5 Use the 4 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 18 6 2 Last Call Duration Display As an alternate to call timer 124 display you can have the phone briefly 4 seconds display the duration of the call after it is ended 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 up and down arrow keys to highlight Call Settings Press Select 3 Use the up and down arrow keys t
12. 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 124 16 19 Send All Calls A button configured with this action can be used to switch do not disturb 944 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 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 e If en block 24 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 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 user e Off Available Pressing the button will make a call to the user e Slow Flash Ringing Pressing the button will display options to pickup the call e Fast Flash On a Call Pres
13. l WARNINGS 4 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 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 up and down arrow keys to highlight Phone User Press Select Use the 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 5 6 Use the 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
14. 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 14 1 3 Follow Me Here Features Menu You may be able to change follow me here 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 up and down arrow keys to highlight Forward Press Select 3 Use the 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 624 e Press the Save soft key to set the follow me here I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series User Guide Page 88 IP Office Issue 05d Wednesday August 15 2012 Redirecting Calls Follow Me 14 2 Forwarding Calls Forwarding is used to redirect calls to another extension or an exter
15. 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 up and down arrow keys the held call will appear with a icon Press the Connect soft key to take the call off hold 5 1 3 Switching Between Calls With a call on hold fast flashing appearance button and another call connected red call 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 39 gt in order to make a transfer 444 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 9600 Series User Guide Page 39 IP Office Issue 05d Wednesday August 15 2012 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 up and down F 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 con
16. 05d Wednesday August 15 2012 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 redial mode setting 364 List Mode This redial method is used when your phone s redial mode 3 4 is set to List 1 Access the redial list a Press Redial The list of outgoing calls is displayed b Use the 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 mode 364 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 Whe
17. 1 14pm 01 19 10 Connected 316 Call Appearance Buttons Feature Buttons Soft Key Labels Soft Keys 2 E This phone supports 24 programmable call appearance feature buttons The labels for these buttons are visible on the 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 9600 Series User Guide Page 10 IP Office Issue 05d Wednesday August 15 2012 1 3 9611 Telephone The IP Office supports the 9611G telephone Introduction 9608 Telephone Message Lamp Ringing Indicator SSSSS S S S Missed Calls Indication Connected 316 Extn316 5 mae os E CoD eh o OOO i 3 MUTE 0000 OOOO Call Appearance Buttons Feature Buttons Soft Key Labels Soft Keys This phone supports 24 programmable call appearance feature buttons The labels for these buttons are visible on the main display and can be controlled by the adjacent buttons Functions can be assigned to the phone s
18. 15 and or feature buttons 104 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 button modules attached to other phones on the telephone system 9620 Phones and 9621 Phones These phones do not support any additional button modules 1 11 Phone Keys The following keys are found on the phone Description Soft Keys The keys below the display have variable functions When the key is active its function is indicated by the text label above it On touch screen phones the labels on the screen can be pressed Message This key is used to access your voicemail system By default this uses a series of menus on your phone s display Navigation Keys Press the up and down arrow keys to scroll through lists In some menus you can also use the left and right arrow keys to enter and exit different levels of the menu A menu option that accesses a sub menu is indicated by the dots ellipsis icon after its name ion OK The OK key normally matches the function offered by the leftmost soft key below the screen Seo 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 options displayed on the appearance menu A MENU HOME This key is used to access a menu for phone settings and information BS fcontacrs This key is
19. 61 62 UTC Time 143 V Visual Alerting 117 Voicemail Transfer 32 44 77 Voicemail Almost Full 136 147 Voicemail Failure 136 147 Voicemail Full 136 147 Volume Handset 126 Headset 54 126 Ringer 119 125 Speaker 55 126 9600 Series User Guide Page 163 IP Office Issue 05d Wednesday August 15 2012 9600 Series User Guide Page 165 IP Office Issue 05d Wednesday August 15 2012 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 2012 Avaya Inc All rights reserved 9600 Series User Guide Page 166 IP Office Issue 05d Wednesday August 15 2012
20. Call Muting a call stops the caller 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 MUTE key The button will be lit while mute is active 2 To switch mute off press the 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 9600 Series User Guide Page 28 IP Office Issue 05d Wednesday August 15 2012 Chapter 3 Answering Calls 9600 Series User Guide IP Office Issue 05d Wednesday August 15 2012 3 Answering Calls A slow flashing red lamp on an appearance button indicates an alerting call This may also be accompanied by ringing 116 and by the message lamp flashing 11A Selected Button If you are currently not on a call you can answer the alerting call in the following ways 1 Select
21. Default Short Codes Short codes are numbers that you can dial to enable and disable various features Your system administrator will confirm any additional short codes that may have been configured for your use 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 9600 Series User Guide Page 94 IP Office Issue 05d Wednesday August 15 2012 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 soft key 2 Use the 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 14 3 2 DND Of
22. Follow Me To Off 88 132 Status 88 132 Forward All Calls 91 134 External and Group 91 134 External Only 91 134 Non Group Calls 91 134 Off 91 134 on Busy 92 93 133 134 Forward on Busy Off 93 133 Status 93 133 Forward on No Answer Off 92 134 Status 92 134 Forward Unconditional 91 134 Off 91 134 Status 91 134 Forwarded to Here Off 134 Status 134 Forwarding 20 89 157 Full 136 147 Fwd To Here 134 G G 20 Group Calllog 66 Forward 91 134 Membership status 99 135 Missed 66 Service status 100 101 135 Group Member 20 Groups 26 61 62 H Handset Volume 126 Headset Volume 54 126 Held call Transfer 40 44 Hold Conference 39 51 Transfer 40 44 Hunt group Calllog 66 Forward 91 134 Membership status 99 135 Missed 66 Service status 101 135 l In Service 100 101 135 Internal Auto Answer 119 Internal Calls 116 L Lamp 117 List 36 115 Local Time 143 Login 81 9600 Series User Guide IP Office M Make call from Call Log 26 67 from Contacts 26 62 from redial list 27 36 Manual Restore 127 Memory Card Failure 136 147 Menu A Menu 114 153 Call log 66 Contacts 58 Features 150 Status 152 Status menu 132 Message waiting lamp 117 Missed 26 63 67 68 69 Missed calls Hunt group calls 66 Mobile Twinning Number 96 115 Off 135 On Off 96 115 Status 135 More 67 68 73 75 Music on hold 39 51 N N 20 94 156 New Contact 63 69 Night Service Automatic 100 101 135 No an
23. 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 544 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 e Headset Volume 120 e Headset Automatic Gain Control On Off 12 e Default Audio Path 5 9 1 1 Headset Volume While talking via the headset you can adjust the volume of the incoming call The status indication line displays a 9 icon followed by eight bubbles that represent the volume level 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 H
24. aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the 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 365 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 364 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 9600 Series User Guide Page 36 IP Office Issue 05d Wednesday August 15 2012 Chapter 5 Holding and Parking Calls 9600 Series User Guide Page 37 IP Office Issue 05d Wednesday August 15 2012 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 OOo s the call can be retrieved by other users dialing a short code N ys t
25. aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Visual Voice Press Select 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 12 3 Checking Messages 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 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 If the system administrator has configured you to receive message waiting indication for any hunt group mailboxes you can also use the up and down arrow keys to highlight hunt group names and the number of messages in those mailboxes 3 Highlight Listen and press Select 4 Use the up and down arrow keys to highlight which messages New Old or Saved 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 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 Play Pause Start stop playback of the currently displayed message Call Call the person who left the message Back Return to the previous menu More Switch between the diff
26. and then press the Contact soft key 3 Use the 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 When editing the number use the Pause soft key to enter a comma for a 1 second pause in the number dialing 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 9600 Series User Guide Page 69 IP Office Issue 05d Wednesday August 15 2012 Chapter 12 Voicemail 9600 Series User Guide Page 71 IP Office Issue 05d Wednesday August 15 2012 12 Voicemail If your telephone system includes a voicemail server pressing the gt lt MESSAGES button accesses a series of menus referred to as visual voice You can use these menus to playback messages and change various voicemail settings e Checking Messages 724 e Record and Send a Message 744 e Change Your Mailbox Greeting 75 e Select a Voicemail Email Mode 744 e Change Your Voicemail Code 764 e Turn Use of Voicemail On Off 77 e Transfer to Voicemail 7A e Send a Call to Voicemail 7A By default voicemail is used to answer calls to you that have rung unanswered for your no answer time It is also used to answer calls when you have do not disturb enabled Default Short Codes Short codes are numbers that you can dial to enable and disa
27. automatically obtain the time from a time server this option is available in place of the Date 14 Time 144 and Time Offset 144 functions It allows you to check the current status of the time server and the information the system has obtained from the time server 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 up and down arrow keys to highlight Phone User Press Select 3 Use the 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 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 9600 Series User Guide Page 143 IP Office Issue 05d Wednesday August 15 2012 21 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 14 is available instead 1 Pr
28. 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 button to select it manually 23 29 Short Codes Short codes are numbers that you can dial to enable and disable various features Your system administrator will confirm any additional short codes that may have been configured for your use 23 30 Small Community Network Several IP Office telephone systems can be connected together to form a Small Community Network SCN 15 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 23 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 23 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
29. 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 are 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 7 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 23 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
30. 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 a member of the group and can re enable your membership e Change the Hunt Group Service Status 106 Each hunt group can either be in service in night service or out of service When in 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 106 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 Your system administrator will confirm any additional short codes that may have been configured for your use e Night Service Status On 20 N Set a hunt group into night service status by entering its extensi
31. 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 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 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 6 gt 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 64 Edit the name and number e Delete 64 Delete the name and number e New 634 Add a new personal directory contact 9600 Series User Guide Page 61 IP Office Issue 05d Wednesday August 15 2012 10 3 Making a Call from the Directory You can use any directory c
32. 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 9600 Series User Guide IP Office Page 11 Issue 05d Wednesday August 15 2012 1 4 9620 Telephone The IP Office supports the 9620L and 9620C versions of the 9620 telephone 31x Connected 316 a Extn316 1550 Message Lamp Ringing Indicator Missed Calls Indication 1 14pm 01 19 10 Extn316 Call Appearance Buttons Feature Buttons Soft Key Labels i E E a Soft Keys PHONE ela le Ge A ey WSF YZ aN aN me W EJ f WW YV V M AN OOQ N GC 9 This phone supports 12 programmable call appearance feature buttons The labels for 3 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right You can use the up and down arrow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of 3 Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration
33. have some of the programmable buttons permanently visible 12A 9600 Series User Guide Page 104 IP Office Issue 05d Wednesday August 15 2012 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 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 up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight Self Administer Press Select 4 Enter your security PIN and press Done 5 On 9621 and 9641 phones select Button Features 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 highlighted 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 sho
34. held caller Connect Take a call off hold Dir Access the directory in order to select 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 9600 Series User Guide Page 25 IP Office Issue 05d Wednesday August 15 2012 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 a8 CONTACTS key The directory menu is displayed b Use the 4 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
35. l Follow Me To On Do Not Disturb On Forward Unconditional On Forward on No Answer On Forward on Busy On l Main Enabled Main In Service 9600 Series User Guide a Page 152 IP Office Issue 05d Wednesday August 15 2012 Menus Status Menu 22 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 On some phones press the A key and then select Settings Options amp Settings Browser Network Information VPN Settings Display Call Timers No About Avaya one X Visual Alerting off PAAS Audio Path Speaker Call Settings o eRe eee i Screen amp Sound Options i Brightness A aaoo ER Contrast Language Personal Ringing i Button Clicks On Error Tones Off Backup Restore gt ManualBackup off Automatic Gain Control r Manual Restore On OE Rese Se RAR US ceca geal pee ete rea i ak Handset AGC off Headset Auto Gain Control On Speaker Auto Gain Control On e Options amp Settings This option is used to access a number of menus relating to phone settings e Browser This option is present if your system administrator has setup access to a WML website On touch screen phones it is replaced by a Web Applications icon on the home screen
36. sieeae 116 18 5 Ringer Controls ceceeeceeeseeeeeeeeneeeeeeeneeteaeesseeeeaees 116 18 5 1 Disabling the RIngel ee eeeeeeeeeeeeneeeee 117 18 5 2 Visual Alerting eeeeeeseeeeeeneereeeeeeeeneeeees 117 18 5 3 Coverage RING ceeceeseeseeeeseeeseeeeseeeeeeeens 117 18 5 4 Ring Sound e a Dae a aia 118 18 5 5 Ringer VOIUMG ccccesecceeeseeeseeeeeeeeneenens 119 18 5 6 Internal Auto ANSWEr eeereerrereeenn 119 18 6 Display Controls cecceeceeseseeeeeeeeeeeeeeneeteneesseeeeaees 120 18 6 1 Display Brightness 121 18 6 2 Last Call Duration Display 0 c eee 121 18 6 3 Home Screen Display cceeeeeeseeereeee 122 18 6 4 Call Timer Display eccecseeseesseeeeseeeeeeees 122 18 6 5 Display Language 123 18 6 6 Show Call Waitiing eceeceeeeeseeeeteeeeeeeee 123 18 6 7 Inactivity Timer Auto Return 123 18 6 8 Quick Touch Lin S eeeeeeeeeeseeeeteeeeeeeeee 124 18 7 Volume and Sound eeceeeeeeeeeeteeeeeeeneeteaeeeeeeeeaees 125 18 7 1 Button CLICKS eee iieii 125 18 7 2 Error TONES sieeccissacessoge phe cieas aceasasceenaddandeencbesse 125 18 7 3 Ringer VOIUMG cecceeeceeeeseeeeeeeeeeeeneenens 125 18 7 4 Handset VOIUME eeeeeeseeeeeenetesneeereneeeees 126 18 7 5 Headset VOIUME eeeeeeseeeeeeneteseeeeeeneeeees 126 18 7 6 Speaker VOIUMEC eeceeeeeeteeeeeesteeeeneeeeeeeeas 126 18 7 7 Automatic Gain Control eeeeeeeeeseeeeeeee 126 18 7 8 Default Handsfr
37. system e Users The names and numbers of other users on the telephone system e Personal Your own personal directory entries c Use the 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 4 left and right arrow keys to select which call log records you are viewing The options are All Outgoing oy Incoming t and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the up and down arrow keys to scroll through the records 2 Press Call to call the number displayed in the call record 9600 Series User Guide Page 26 IP Office Issue
38. the names made available will depend on the type of function that is being set For example for some functions only group names will 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 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 9600 Series User Guide Page 62 IP Office Issue 05d Wednesday August 15 2012 Contacis 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 a8 CONTACTS key The directory menu is displayed b Use the 4 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 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 wi
39. 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 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 10 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 102 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 9600 Series User Guide Page 101 IP Office Issue 05d Wednesday August 15 2012 15 2 3 Changing the Group Fallback You may be able to use the Features menu to change the fallback group destination for som
40. the telephone system Selecting Admin will take you to the system administration menu where you can check the status of the memory cards 146 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 telephone 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 14 and time 144 9600 Series User Guide Page 147 IP Office Issue 05d Wednesday August 15 2012 Chapter 22 Menus 9600 Series User Guide Page 149 IP Office Issue 05d Wednesday August 15 2012 22 Menus 22 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
41. to assign if required 9600 Series User Guide IP Office Page 16 Issue 05d Wednesday August 15 2012 Introduction 9641 Telephone 1 9 9650 Telephone The IP Office supports the 9650 and 9650C versions of the 9650 telephone Message Lamp Ringing Indicator 3 x 1550 1 14pm 01 19 10 Connected 316 Missed Calls Indication Call Appearance Buttons A Feature Buttons wwii aos _ _ _ Soft Key Labels a Extn316 Extn316 DND Twin 0 Auxiliary Buttons Cont 200 f Admin Y SHIFT Key C IC I p Soft Keys J ue r Auxiliary Feature Buttons 2 amp WOOO a gt SPEAKER MUTE This phone supports 24 programmable call appearance feature buttons The labels for 3 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right You can use the up and down arrow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of three In addition the features for 16 of the 24 buttons buttons 04 to 11 and 12 to 19 can be accessed as using the auxiliary feature buttons below the display They are shown in two pages of eight with the SHIFT key next to the display used to switch between which page is being displayed at any time Functions can be assigned to the phone s feature buttons by your system administrato
42. to select your Personal directory c Use the 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 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 9600 Series User Guide Page 64 IP Office Issue 05d Wednesday August 15 2012 Chapter 11 Call History 9600 Series User Guide Page 65 IP Office Issue 05d Wednesday August 15 2012 11 Call History This menu is accessed by pressing the t 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 a member e Making a Call 674 e Viewing Call Details 6 e Deleting a Record 65 e Deleting Al
43. used to display the various directories personal and shared of names and telephone numbers to which you have access CALL LOG 66 HISTORY 69 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 125 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 9 HEADSET 54 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 284 This key can be used to mute your speech to the currently connected call The button is lit pt mute is active SPEAKER 555 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 85 This button provides direct access to the forwarding 84 menu options This button is not present on the 9620 and 9650 models or These keys have two roles e Appearance Keys These buttons represent calls that you can make or receive e Feature Buttons 104 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 labels on the screen 9600 Series User Guide Page 18 IP Office Issue 05d Wedn
44. 19 Visual alerting on off 117 Withhold number 27 115 Call Waiting 123 Caller Details 68 Conference Add call 50 Caller details 51 Drop caller 51 End automatically 50 51 9600 Series User Guide IP Office Index Hold 39 51 Last internal user 50 51 Music on hold 39 51 Contact Add 63 69 add external delete external Edit 63 64 edit external 58 63 64 CONTACTS 26 58 61 62 63 64 58 63 64 58 63 64 Make call 26 62 Corrupt Date Time 136 147 Count 68 Coverage ring 116 117 156 CPkUp 41 136 D D 20 89 157 Date 143 Daylight Saving 143 Delete External contact Follow me here Details CallLog 68 Dial tone Broken Directory Add 63 69 add external delete external Edit 63 64 edit external Make call Display Call Waiting 123 Divert To voicemail 32 77 Diverting 20 89 157 Do Not Disturb 20 94 156 Off 95 132 Status 95 132 E Edit Contact 63 64 External contact Follow me here En bloc 24 116 En Bloc Dial 24 116 Expansion Failure 136 147 External 26 61 62 Forward 91 134 Forward on Busy 92 93 133 134 External and Group 91 134 External Calls 116 external directory 58 63 64 External Only 91 134 F Failure 136 147 Features Menu 150 Follow me here Clear 88 133 Edit 88 133 Off 133 58 63 64 88 133 89 94 156 157 58 63 64 58 63 64 58 63 64 26 62 58 63 64 88 133 Page 161 Issue 05d Wednesday August 15 2012 Follow me here Status 133
45. 2 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 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 9600 Series User Guide Page 139 IP Office Issue 05d Wednesday August 15 2012 Chapter 21 System Administration 9600 Seri
46. AVAYA IP Office 9600 Series User Guide Issue 05d Wednesday August 15 2012 2012 AVAYA All Rights Reserved Notices 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 Documentation disclaimer Avaya shall not be responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation s provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has no control o
47. 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 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 142 an S in the phone s display indicates a system alarm 14 e T Twinned A T is shown after your extension name on the phone s idle display if it is internally tw
48. Forward and Follow Me menu and status options 9600 Series User Guide Page 132 IP Office Issue 05d Wednesday August 15 2012 Status Menu Follow Me To 19 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 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 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 624 e Press the Save soft key to set the follow me here I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 19 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 m
49. HE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Avaya grants End User a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone products or pre installed on Hardware Hardware means the standard hardware originally sold by Avaya and ultimately utilized by End User 9600 Series User Guide IP Office License types Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provide
50. 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 23 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 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 23 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 a member 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 9600 Series User Guide Page 158 IP Office Issue 05d Wednesday August 15 2012 Glossary Login Code 23 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 23 25 Mobile Twinning Mobile twinn
51. None of the menus for your user settings can be accessed e Unlocking the phonel 84 requires your login code if you have configured a login code 834 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 up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight Lock Press the Select 4 The phone is now locked as indicated by the display To set your phone to automatically lock after a period of inactivity 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 up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight Phone Screen Settings Press Select 4 Highlight Auto Lock minutes and press Select e Press the Change soft key to change the setting or use the 4 left or right P arrow keys e Do not use the inactivity timer 1 5 30 60 Lock the phone after the indicated number of minutes 5 Press the Save soft key 13 4 Unlocking The message PHONE LOCKED indicates that the phone has been locked 824 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 ke
52. 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 HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the 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 9600 Series User Guide Page 55 IP Office Issue 05d Wednesday August 15 2012 9600 Series User Guide Page 56 IP Office Issue 05d Wednesday August 15 2012 Chapter 10 Contacts Directory 9600 Series User Guide Page 57 IP Office Issue 05d Wednesday August 15 2012 10 Contacts Directory This menu is accessed by pressing the Raj 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 in the directory come from a number of sources e
53. 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 entries 2 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 other users as Ex Directory Those users are then not included in the user 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 Some external contacts are entered into the telephone system configuratio
54. a number press the Clear key Default Short Codes Short codes are numbers that you can dial to enable and disable various features Your system administrator will confirm any additional short codes that may have been configured for your use e Pickup Any Call 30 Answer a call ringing on the telephone system 9600 Series User Guide Page 32 IP Office Issue 05d Wednesday August 15 2012 Answering Calls Using Call Pickup 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 9600 Series User Guide Page 33 IP Office Issue 05d Wednesday August 15 2012 Chapter 4 Redialling 9600 Series User Guide Page 35 IP Office Issue 05d Wednesday August 15 2012 4 Redialling The phone s redial operation can work in either of the following modes e Open Call Log 3 5 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 36 gt If this mode is selected pressing Redial will immediately repeat the most recent outgoing call in your call log Non
55. administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series User Guide Page 87 IP Office Issue 05d Wednesday August 15 2012 14 1 1 Follow Me To Features Menu Using the user menu you can set and clear follow me to settings 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 up and down arrow keys to highlight Forward Press Select 3 Use the 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 62 gt 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 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 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
56. adset 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 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 aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the up and down arrow keys to highlight En Bloc Dial 5 Use Change button to select On or Off 9600 Series User Guide Page 24 IP Office Issue 05d Wednesday August 15 2012 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 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
57. andsfree 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 HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the 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 9600 Series User Guide Page 54 IP Office Issue 05d Wednesday August 15 2012 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 If SPEAKER 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 cal
58. annot 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 setho 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 diverted 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 9600 Series User Guide Page 100 IP Office Issue 05d Wednesday August 15 2012 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 1 Press the Features soft key if shown To do this during a call press the Ata PHONE key and then
59. assign This guide includes only the features that are available for you to assign if required 9600 Series User Guide Page 15 IP Office Issue 05d Wednesday August 15 2012 1 8 9641 Telephone The IP Office supports the 9641 telephone Message Lamp Ringing Indicator 2 7714 3 44pm 01 16 2012 Status and Missed Calls Indication UseriExt pe Redial Agent Status Information Line i Call Appearance Feature Lines Soft Keys Features J Programmable Quick Touch Panel CONTACTS EA Lae This phone supports 24 programmable call appearance feature buttons The labels for these are displayed in the scrollable main display along with icons for the status of the buttons In addition some features can be accessed using the fixed buttons displayed at the bottom of the screen Through the phone s own menus you can select whether to display one row of four two rows of two or no fixed buttons at the bottom of the display 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
60. ator 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 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 e Flash Hook e Ringer Off e Absence Text e Call Park To Other e Group BLF e Self Administer e Account Code e Call Pickup e HG Night Service e Send All Calls e Auto Callback e Call Pickup Any e Internal Auto Answer e Suppress Digits e Break Out e Drop Call e Page e User BLF e Call Forward All Some actions are not supported on all phones However they may be set for users who hot desk between different types of phone On 9621 and 9641 phones those functions marked by a can be assigned to a quick touch line 124 button on the phone s home screen 116 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 For the 9650 phones some of the programmable buttons remain permanently visible even if the display is scrolled On the 9641 phone you can select to
61. available for you to assign This guide includes only the features that are available for you to assign if required 9600 Series User Guide IP Office Page 14 Issue 05d Wednesday August 15 2012 Introduction 9630 Telephone 1 7 9640 Telephone The IP Office supports the 9640 and 9640G versions of the 9640 telephone Message Lamp Ringing Indicator Missed Calls Indication 1550 1 14pm 01 19 10 Connected 316 J Extn316 SSS C Call Appearance Buttons Feature Buttons Soft Key Labels Soft Keys cy 2 r wadenoe 7 A CONTACTS MENU CALL LOG c z te WEaDstT o OOO OOOO Gi VOLUME AKER mure This phone supports 24 programmable call appearance feature buttons The labels for 6 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right You can use the up and down arrow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of 6 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
62. ble various features Your system administrator will confirm any additional short codes that may have been configured for your use 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 Note The system administrator can change the default operation of the MESSAGES button to access either visual voice or a spoken voice prompts That is a system wide setting that will affect all users This guide assumes the default operation of using visual voice 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 9600 Series User Guide Page 72 IP Office Issue 05d Wednesday August 15 2012 Voicemail Message Waiting Indication 12 2 Visual Voice This menu option provides a route into visual voice if the MESSAGES key has not been configured to do so 1 Press the Features soft key if shown To do this during a call press the
63. 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 bridged 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 SCN 15 23 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 23 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
64. 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 up and down arrow keys The held call will appear with a icon 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 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 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
65. 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 e To ignore the page call press the Drop soft key 3 4 Using Call Pickup Pickup is used to answer a call ringing elsewhere on the phone system There are a number of pickup options e Answer any ringing call on the telephone system e Answer a call ringing a particular user e Answer a call ringing a particular group e Answer a call not necessarily a group call ringing the members of a group 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 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 624 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
66. 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 in a SCN 158 23 8 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 11 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 23 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 b
67. can select to have the current call display automatically toggle between details of the current call and details of the waiting call 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 up and down arrow keys to highlight Call Settings Press Select 3 Use the up and down arrow keys to highlight Call Timer 4 Press Change to change the setting between On or Off 5 Press the Save soft key Other 9600 Phones 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the up and down arrow keys to highlight Display Call Timer 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 9600 Series User Guide Page 122 IP Office Issue 05d Wednesday August 15 2012 Phone Settings Display Controls 18 6 5 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 langua
68. cece seevnintanans Pit head eak 39 5 1 1 Holding a Call ee ceeeeeeeeeeeeeeeeeeeeeseneeeeeeeeees 39 5 1 2 Taking a Call Off Hold ee eeeeeeeeeeeeeeeeeeneees 39 5 1 3 Switching Between Callls eceeeeeeeeeereeeneees 39 5 1 4 Transferring a Held Call ecceeceeeeeeeeeeereeeneees 40 5 2 Parking Calll testes sisvni eta nanne 41 5 2 1 Parking Calls Using the Menu esseeeseeeeeeee 41 5 2 2 Unparking Calls Status Menu 41 6 Transferring Calls 6 1 Transferring to Voicemail eeeeeeeeeeeereneneen 44 6 2 Transferring a Held Calll eeeeeseeeeeeeseeeeeeeeeeeeeeeeaees 44 7 Account Codes 7 1 Forced Account Code Entry eccesceeseeereeeeeeseeeeees 48 9600 Series User Guide IP Office Contents 7 2 Manual Account Code Entry ecceceeseesteeeeeeeeeeeees 48 8 Conference Calls 8 1 Starting a Conference eceeseeeeeseeeeeeeeeeneetteeeeeeeaes 50 8 2 Adding a Call to a Conference cccescceeesteeteeeeees 50 8 3 Viewing Conference Details ccceeceeeeeseeeeteeeees 51 8 4 Dropping Muting Parties 51 8 5 Holding a Conference Calll eceeeeseeeeeeeeeeeeeeneeees 51 9 Headset Handsfree Operation 9 1 Headset Operation cccccceeceeeseseeeeeeeeeeeesseeeeeetaes 54 9 1 1 Headset Volume iseia n esae 54 9 1 2 Default Handsfree Audio Path cceeee 54 9 2 Handsfree Speaker Operation ccceeceeeeeseeeneeees 55 9 2 1 Speaker VOIUMGE cec
69. ceeeeeeeeeeeeeeeeeeeeneeeeeeteees 55 9 2 2 Default Handsfree Audio Path cceeee 55 10 Contacts Directory 10 1 Managing External Contacts ccceceeseeeeeeeeeees 60 10 2 Viewing Contacts Details eeeeeeeeeseeteeeeeeetees 61 10 3 Making a Call from the Directory cceeeeeeeeeeeees 62 10 4 Using the Directory for Other Functions 00 62 10 5 Adding a New Contact cceceeeceeeseeeeeeeeeetteeeeneeeees 63 10 5 1 Adding a Contact from the Call Log History 63 10 6 Editing a Contact eceeeeceeeeeeeneeeeeeeeneetteeeeaeeeaes 64 10 7 Deleting a Contact ec eeceeeeeeeeeeeeeteeeeenretteeeeeeeaes 64 11 Call History 11 1 Accessing the Call Log History ecceeeeeeeeeeeees 67 11 2 Making a Callll 24 c c04 ceziepcactecsrestasksaesescagetastersddesdeaes 67 11 3 Viewing Call Details ee eee eeceeeeeeeeeeeneetteeeeeeeaes 68 11 4 Deleting a RECO eee eeeeeeeeneeeeeeeeeeeneeeeenetereaes 69 11 5 Deleting All Records 00 eee eeneeeeeeeeeeeeneeeteneeerenaes 69 11 6 Adding a Record to Your Contacts ceeeeeeee 69 12 Voicemail 12 1 Message Waiting Indication 72 12 2 Visual VOCE issu c aeaee ereet ae a ea aehan 73 12 3 Checking MeSSQQES eecceeeeeeeteeeeteeeteneetteeeeaeeraes 73 12 4 Sending a Message essseeseeseeeeeeeeerrererererereeeenee 74 12 5 Email Moderen d th deals 74 12 6 Mailbox Greeting ceeeeeseceeseeeeeteneeeeeeeeeetseeeeaeeeaes 75 12 7 Changing Y
70. ct Add the name and number to your personal directory You can edit the details before they are added e Delete All Delete all the records 9600 Series User Guide Page 68 IP Office Issue 05d Wednesday August 15 2012 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 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 oy Incoming t and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the 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 recor
71. d minus keys to adjust the volume 3 The display returns to normal after a few seconds 18 7 6 Speaker Volume While talking handsfree via the phone s speaker you can adjust the volume of the incoming call The status indication line will display a If icon followed by eight bubbles that represent the volume level 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 18 7 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 A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Advanced Options Press Select 3 Use the up and down arrow keys to highlight Automatic Gain Control Press Select e Use the 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 18 7 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 de
72. d by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise no use should be made of materials on this site the Documentation s and Product s provided by Avaya All content on this site the documentation s and the product s provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software Unauthorized reproduction transmission dissemination 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 Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed the Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply to th
73. down 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 104 configured with the Internal Auto Answer action The button lamp will indicate when internal auto answer is on 9600 Series User Guide Page 119 IP Office Issue 05d Wednesday August 15 2012 18 6 Display Controls This section covers controls for adjusting the phone s display and the information shown on the display e Display Brightness 12 Adjust the brightness of the display e Display Contrast 12h Adjust the contrast of the display e Call Timer 122 Adjust whether the ring call time is displayed for calls on appearance buttons e Show Last Call Duration 124 Display the duration of a call for a few seconds after the call is ended e Display Language 12 Select the language used for the phone s menus e Show Waiting Calls 12 If when already on a call there is another call waiting to be answered automatically toggle the call information displayed between details of the current call and those of the waiting call e Exit Menu Inactivity Timer Auto Return 123 Return to the normal call display after a period of inactivity in a menu e Quick Touch Lines 124 On 9621 and 9641 phones you can display a fixed set of buttons at the bottom of the home screen 9600 Series User Guide Page 120 IP Office Issue 05d Wednesday August 15 2012
74. ds 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 arrow keys to select which call log records you are viewing The options are All Outgoing V Incoming t and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the 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 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 arrow keys to select which call log records you are viewing The options are All Outgoing VY Incoming t and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the up and down arrow keys to scroll through the records 2 Press More
75. e use the 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 listed 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 9600 Series User Guide Page 51 IP Office Issue 05d Wednesday August 15 2012 Chapter 9 Headset Handsfree Operation 9600 Series User Guide Page 53 IP Office Issue 05d Wednesday August 15 2012 9 Headset
76. e 11 Internal Auto Answer Calls are presented with a number of different ring patterns Internal Calls Repeated single ring External Calls Repeated double ring 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 Coverage Ring Variable You can also adjust the ringing used for call coverage and bridged appearance buttons See Coverage Ringt The options are normal ringing an abbreviated ring a non repeated single ring and no ring 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 9600 Series User Guide Page 116 IP Office Issue 05d Wednesday August 15 2012 Phone Settings Ringer Controls 18 5 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 and visua
77. e Network Information This option is used to display a range of IP network settings e VPN Settings Do not use this menu unless advised by your system administrator They will tell you the settings to use if your phone is connected via a VPN connection 9600 Series User Guide Page 153 IP Office Issue 05d Wednesday August 15 2012 Chapter 23 Glossary 9600 Series User Guide Page 155 IP Office Issue 05d Wednesday August 15 2012 23 Glossary 23 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 23 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 23 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 23 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 23 5 Bridged Appearance Button A bridged appearance
78. e 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 up and down arrow keys to highlight Group Press Select 3 Use the up and down arrow keys to highlight Fallback Press Select e Use the 4 left and right P arrow keys to switch between altering night service NS or out of service OOS settings e Use the 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 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 9600 Series User Guide Page 102 IP Office Issue 05d Wednesday August 15 2012 Chapter 16 Button Features 9600 Series User Guide Page 103 IP Office Issue 05d Wednesday August 15 2012 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 administr
79. e of the other redial functions will be accessible You can select the redial mode 364 that the phone uses In either case the redial function uses the outgoing call records in your personal call log 665 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 364 is set to List 1 Access the redial list a Press Redial The list of outgoing calls is displayed b Use the 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 mode 36 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 gt 1 Press the Features soft key if shown To do this during a call press the
80. e 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 up and down arrow keys to highlight Group Press Select 3 Use the up and down arrow keys to highlight Membership Press Select 4 Use the up and down 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 not configured for any groups then the Group menu is not shown 9600 Series User Guide Page 99 IP Office Issue 05d Wednesday August 15 2012 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 10 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 c
81. e 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 The calls are still subject to all your user settings as if they were ringing at your phone All calls are redirected 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 Your system administrator will confirm any additional short codes that may have been configured for your use e 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 no answer follow me and do not disturb I The system
82. ecking the Time Server Status ceeeeeeee 143 21 4 Setting the Time ecceeeseseeseesseeeeeeeeeeeeeneeteaeeeseeees 144 21 5 Setting the Time Offset ccccecsseeeeseeeeeesteeesenes 144 21 6 Shutting Down the System 145 21 7 Managing Memory Cards cecccesceeeceeseeteteeeeeeee 146 21 8 Configuring SSL VPN Service 147 21 9 Reporting System Alarms eceeeseeeseeeeeeeteeeeeeee 147 22 Menus 22 1 Features Men crozats nira 150 22 2 Status MEN iieiaeie ee haa aes 152 22 3 A M NU sa rna no Bae 153 23 Glossary 23 1 Abbreviated Ring eeeseseseeeeeseeeeeeneeeeeneeeeeneeereaes 156 23 2 Appearance BUuttOn ee eeceeeseeeeeneeeseneeeeeneeereeaes 156 23 3 Attention RING nienie 156 23 4 AULO HOMO AEE ATE AAT 156 23 5 Bridged Appearance Button 156 23 6 Call Appearance ButtOn eeceeeeeeeeeeeeeeeneeeeeeees 156 23 7 Call Coverage Button ceeecceeeeeeeeeeeeeneeteneeeneeees 156 23 8 Coverage RinQ cceeeesessseeeseecseeeeseeeeeeeeseeteaeeeneeee 156 23 9 Do Not Disturb ninanais 156 23 10 Do Not Disturb Exceptions 157 23 11 FOMOW MC isis cies teh a aaa aa aE 157 23 12 Follow Me Here ecccceseceesececeeseeeeeeseeeeseeeeeeseees 157 23 13 Follow Me TO cee eeeeeeeseeeseneeeeeneteeeeneeeteeeeeenetereaaes 157 23 14 Forward on BUSY eesceseseeeeeseeeeeeeeeeeneeeeeneeereaaes 157 23 15 Forward on No Answet ccesceeesseeeeeneeeeeseeteenes 157 23 16 Forward Unconditional
83. ed 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 7 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 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 answ
84. ee Audio Path eee 126 18 8 Backup ReStore eee eeeeeeeseeeeeeneeeeeeeeeesaeeeeeneeeeee 127 18 8 1 Back p iein toi teeteete tien nceesieein ate Rare 127 18 82 Restore a nia ea eee Be a 127 18 9 Debug Mode ececcceesceeeceseeeeeeeceeeneeeeeeseeesennenenes 128 18 10 Viewing Information eeeeeeeseeeeeeneeeesneeeeeneeeeees 128 19 Status Menu 19 1 Do Not Disturb eee eeeeeeeeneeeeeeneeeeneeeeeneeeeee 132 19 2 Follow Me TO szcs s scicciciscseadecsesactcn ssacentascndeasastetasdeevse 132 19 3 Follow Me Here cceseceeceseeeeseeceteseeeeeeseeeeenneeneses 133 19 4 Forward On BUSY eccceeeeeeeeeteneeeeeeeeneeseeeeeeeeeaees 133 19 5 Forward On No ANnSWED cecceeeceeeeeeeeeeeeeeeeneeeeaees 134 19 6 Forward Unconditional ceesseeeeseeeeseeeeeeneeeeee 134 19 7 Forwarded Here ceccceecsseeeeeecceeeseeeeeeseeeeeecneneses 134 19 8 Group Membership c ceeeeecceeeeeeeeeeeneeseneeeeeeeeaees 135 19 9 Group Service Status cece eeeeeeeeeeeeteneeeseeteees 135 19 10 Mobile TWiInning eeeeeeeeeeeneeeeeneeeeseeeeeneeeene 135 19 11 Parked Calls 2 tect heitane hae nition ieee 136 19 12 System Alarms cececceeceeeeeeeteeeeeeeeneeseneeseeeeeaees 136 20 Short Codes Page 4 Issue 05d Wednesday August 15 2012 21 System Administration 21 1 Checking the System Information ccceeeeeeee 142 21 2 Setting the Date ee eeceeeeeeseeeeseeteeeeeneeteaeeeneeees 142 21 3 Ch
85. eeaeeeneeeeaees 106 t641 Drop Callaa iae enai ea ieaiao ie ioia 106 16 12 Flash HOOK uaiiie i 106 16 13 Group BLF rset ea a a diel hed 106 16 14 Hunt Group Night Service eeeseeeeeeeeeeeeeeeeenn 107 16 15 Internal Auto ANSWEr sseeesreeereerrrreresrrrnsrens 107 16 16 Paging Ari a r aa a r aane EE 107 1647 Ringer Offis ccasaa tg dete eanienininaetelae 107 16 18 Self Administer eccceseeeeeeeseeeeeeeeseeteeeeseeteaees 107 16 19 Send All Calls eee i iins eainiie 107 16 20 Suppress DiQitS ceececeeeeeeeteteeeeeneeteneeeeeeeeaees 107 16 21 User BL aight fale ee le 107 17 Home Screen 17 1 Editing Your Home Screen 111 17 2 Abbreviated Dial eee eeseeeeeneeeeeeneeeesneeeeeneeeeee 112 17 3 Absence Texte ie ereraa ai aa E EE 112 17 4 Auto InterCom igini a a aeai 112 17 5 Call Forward All eecceccceeseeeeeeeneeseeeeeneeseeeseeeeeaees 112 9600 Series User Guide IP Office 17 6 Call PICKUP ileit atest desiree aad atten hate 112 17 7 Call Pickup Anyiess iorn Nei ae ade ats 112 17 8 Pag wich HALA ah iii a 112 17 9 Self AAMinister cece ecceeeeeeseeteneeeeeeteneeteeeeseeenaees 112 17 10 Send All Gall Sinnen aaen 112 18 Phone Settings 18 1 Mobile TWiINning 0 00 eeeeeeseeeeeeneeeeeeeeeeeeeeeneeeeeea 115 18 2 Withhold NUMbe ccceeceeeeeeeeeeeeeeeeeeteeeeeeeeeeaees 115 18 3 Redial Mode cceeeceeseeseseeeeeeteneeeseeteeeteaeeeseeenaees 115 18 4 En Bloc Dialing t cc3 ceed ies enti
86. em is available on the Avaya Support Web site http support avaya com Copyright Preventing toll fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of toll fraud associated with your system and that if toll fraud occurs it can result in substantial additional charges for your telecommunications services Avaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support Web site http support avaya com Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks Avaya and Aura are trademarks of Avaya Inc The trademarks logos and service marks Marks displayed in this site the documentation s 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 s and product s
87. ent call only e On Automatically toggle the display between details of the current call and the waiting call 6 Press the Save soft key 18 6 7 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 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 up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight Phone Screen Settings Press Select 4 Use the up and down arrow keys to scroll the display to Auto Return s 5 Press Change to change the setting e 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 9600 Series User Guide Page 123 IP Office Issue 05d Wednesday August 15 2012 18 6 8 Quick Touch Lines For 9621 and 9641 phones you can select whether or not to display one or two rows of fixed buttons across the bottom of the call display screen each row containing four buttons Fixed means the rows do not scroll out of v
88. enu during a call press the aca PHONE key and then press the Status soft key if shown 2 Use the 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series User Guide Page 133 IP Office Issue 05d Wednesday August 15 2012 19 5 Forward On No Answer If your phone is set to forward on no answer 157 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 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 up and down arr
89. er 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 7 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 9600 Series User Guide Page 89 IP Office Issue 05d Wednesday August 15 2012 Default Short Codes Short codes are numbers that you can dial to enable and disable various features Your system administrator will confirm any additional short codes that may have been configured for your use 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 O7 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 n
90. er Guide Page 91 IP Office Issue 05d Wednesday August 15 2012 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 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 up and down arrow keys to highlight Forward Press Select 3 Use the up and down arrow keys to highlight Fwd Busy No Answer Press Select e Use the 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 14 2 4 Forward On No Answer Status Menu If your phone is set to forward on no answerl15 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 t
91. er it you can use the Bksp and Clear soft keys to make corrections 2 When your number is displayed press the OK soft key 3 Enter your security PIN login code As you enter it you can use the Bksp and Clear soft keys to make corrections 4 When you have entered your security PIN press Done If the details are correct you user details will be loaded into the phone 9600 Series User Guide Page 81 IP Office Issue 05d Wednesday August 15 2012 13 2 Logging Out 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 up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight Logout Press Select 4 You will 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 13 3 Locking Auto Locking 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 PIN 834 When your phone is locked e It can only be used to make internal and emergency calls e
92. erent sets of available soft key functions Delete Delete the message Save Mark the message as saved Saved messages are not normally automatically deleted 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 9600 Series User Guide Page 73 IP Office Issue 05d Wednesday August 15 2012 12 4 Sending a Message You can use visual voice to record and send a voicemail message to other users mailboxes 1 Press the Pas 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 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
93. es User Guide Page 141 IP Office Issue 05d Wednesday August 15 2012 21 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 e Edit external contacts stored by the phone system e Change the system date and time e Check the system type and software version e Check and perform various actions on any additional memory card installed in the telephone system 21 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 lt 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 up and down arrow keys to highlight Phone User Press Select 3 Use the 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 up and down arrow keys to highlight System Information Press Select 6 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 o
94. es 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 9600 Series User Guide Page 50 IP Office Issue 05d Wednesday August 15 2012 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 d 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 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 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 conferenc
95. esday August 15 2012 Introduction Phone Keys e The CONFERENCE DROP HOLD REDIAL and TRANSFER keys found on other Avaya phones are presented as soft key 254 functions relative to the current call 9600 Series User Guide Page 19 IP Office Issue 05d Wednesday August 15 2012 Status Indication Icons The status indication line displays the following icons Description Oe speaker icon is visible when you adjust the volume 125 while using the handsfree speaker jf handset icon is visible when you adjust the volume 125 while using the handset 9 The headset icon is visible when you adjust the volume 125 while using the headset The bell icon is visible when you adjust the ringer volumel125 A red x appears over the bell icon when you mute the ringer volume EAn icon is visible anytime you press the button This icon indicates missed calls 158 and is prefixed with the number of missed calls the icon appears slightly different on 9608 series phones 1 12 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 A B 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
96. ess 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 up and down arrow keys to highlight Phone User Press Select Ww Use the 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 N O Ua A Enter the required time in 24 hour clock format e Use either the or keys to enter the separator e To delete the previous digit or character entered press Bksp 8 When a complete and valid time has been entered the display will request confirmation by showing the Set soft key option 9 To set the time as the new time to be used by the telephone system press the Set soft key 21 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 143 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 up and down arrow keys to highlight P
97. eys to select which call log records you are viewing The options are All Outgoing Oy Incoming t and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the up and down arrow keys to scroll through the records 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 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 e Time and Date The time of the call e Call Type Icon The type of call record ie gt L Incoming L Outgoing or LX 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 up and down arrow keys to view the previous or next record e Delete Delete the currently displayed record e More Switch between the different sets of available soft key functions e Conta
98. f 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 d up and down arrow keys to highlight Do Not Disturb e To clear the do not disturb setting press the Off soft key 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 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 up and down arrow keys to highlight Call Settings Press Select 3 Use the 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 To remove an existing number highlight it and press Remove 6 Press Done when completed 9600 Series User Guide Page 95 IP Office Issue 05d Wednesday August 15 2012 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 15 and mobile twinning 15 Internal Twinning This meth
99. f the license key 21 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 14 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 up and down arrow keys to highlight Phone User Press Select Ww Use the 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 Date Press Select The current date being used by the telephone system is displayed N ODO wm A Enter the required date using the either the or keys to enter the separators To delete the previous digit or character entered press Bksp 8 When a complete valid date has been entered the display will confirm that by showing the full date and the Set soft key option 9 To set the date as the new date to be used by the telephone system press Set 9600 Series User Guide Page 142 IP Office Issue 05d Wednesday August 15 2012 System Administration Setting the Date 21 3 Checking the Time Server Status For systems that
100. fault rather than the speaker 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the 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 9600 Series User Guide Page 126 IP Office Issue 05d Wednesday August 15 2012 Phone Settings Volume and Sound 18 8 Backup Restore If backup restore has been setup by your system administrator it is used automatically when you log in and log out of the phone Backup restore is used for the phone settings that you have configured within the menus provided by the phone s A MENU HOME button When you log in at another 1600 or 9600 Series phone extension your phone settings are restored and applied to that phone They will remain applied to that phone until another user logs in and their phone settings are applied By default your call log and your personal contacts are stored on the telephone system These will be restored by the telephone system when you log in on another 1600 or 9600 Series phone regardless of whether backup restore has been configured for the 1600 and 9600 Series phones When backup restore has been configured the phone menu provides options
101. 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 9600 Series User Guide IP Office Page 13 Issue 05d Wednesday August 15 2012 1 6 9630 Telephone The IP Office supports the 9630G version of the 9630 telephone Missed Calls Indication 1550 1 14pm 01 19 10 Connected 316 Extn316 Call Appearance Buttons Feature Buttons Soft Key Labels cy 2 r wadenoe 7 A CONTACTS MENU CALL LOG c z te WEaDstT OOO COOOr JAKER Message Lamp Ringing Indicator This phone supports 24 programmable call appearance feature buttons The labels for 6 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right You can use the up and down arrow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of 6 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
102. g 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 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 aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the up and down arrow keys to highlight En Bloc Dial 5 Use Change button to select On or Off 18 5 Ringer Controls This section covers controls for adjusting the ringing used by your phone Disabling the ringer 117 Flash the message lamp for calls Visual Alerting 117 Coverage Ring 117 Ring Sound 118 Ringer Volum
103. g 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 lt 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 up and down arrow keys to highlight Call Settings Press Select 3 Use the 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 9600 Series User Guide Page 117 IP Office Issue 05d Wednesday August 15 2012 18 5 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 A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Screen amp Sound Options Press Select 4 Use the up and down arrow keys to highlight Personalized Ringing Press Select e Press Rich or Classic to alternate between rich and classic ring tone options e Use the up and down arrow keys to scroll through the different available ring tones e Clicking o
104. ge 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 A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Screen amp Sound Options Press Select 4 Use the up and down arrow keys to highlight Language Press Select 5 Use the up and down arrow keys scroll through the different languages available 6 To select the language currently highlighted press Select 7 When completed press the Save soft key 8 Press Back Exit to exit the menus 18 6 6 Show Call Waiting By default when you are connected on a call the display will show details of that call In order to see details of a another call such as a held call or a waiting call you need to scroll the display using the up and down arrow buttons Using this option you can select to have the current call display automatically toggle between details of the current call and the waiting call display 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 up and down arrow keys to highlight Call Settings Press Select 4 Use the up and down arrow keys to highlight Auto Display Waiting Call 5 Press Change to change the setting e Off Show details of the curr
105. have a call connected 23 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 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 23 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 23 21
106. he A HOME key To exit the screen press the aca PHONE key Display the Home Screen When Idle The home screen 110i used on 9621 and 9641 phones can be set to automatically display if the phone is idle for over 10 minutes 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Screen amp Sound Options Press Select 4 Select Return to Home Screen to change the current setting for that function 5 Press Save 9600 Series User Guide Page 110 IP Office Issue 05d Wednesday August 15 2012 Home Screen 17 1 Editing Your Home Screen There are a wide range of actions 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 Forward All e Page e Absence Text e Call Pickup e Self Administer e Auto Intercom 112 e Call Pickup Any e Send All Calls Those functions marked as can also be assigned to programmable buttons 10 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 up and down arrow keys to highlight Phone User Press Select 3 Use the up and down keys to highlig
107. he Status soft key if shown 2 Use the 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series User Guide Page 92 IP Office Issue 05d Wednesday August 15 2012 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 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 up and down arrow keys to scroll
108. he call recalls you automatically if your phone is idle Yes Yes Default 15 Default 5 seconds minutes Can be used with conference calls Yes No Can be used to start or add calls to a conference Yes w the call is assigned a unique ID No Ys 9600 Series User Guide Page 38 IP Office Issue 05d Wednesday August 15 2012 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 applies to conference calls hosted
109. his 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 9600 Series User Guide Page 106 IP Office Issue 05d Wednesday August 15 2012 Button Features Hunt Group Night Service 16 14 Hunt Group Night Service A button configured with this action can be used to put a hunt group into or out of night service status The button cannot be used to override a hunt group put into night service by a time profile on the telephone system The button can be configured with a hunt group number or it can be left blank to toggle all groups of which you are a member 16 15 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 16 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 17 Ringer Off A button configured with this action can be used to turn your phone s ringer on or off
110. hone User Press Select Ww Use the 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 N Oo Ua A 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 right arrow key 8 When a valid offset has been entered the Set soft key is displayed 9 To apply the offset to the current telephone system time press the Set soft key 9600 Series User Guide Page 144 IP Office Issue 05d Wednesday August 15 2012 System Administration Setting the Time Offset 21 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
111. hone has no current user the basic menu with just the login option is displayed e Unregistered Phone 8 amp 1 If the phone is not registered with the phone system the Enter Extension menu 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 up and down arrow keys to highlight Phone User Press Select e Use the 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 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 8 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 13 1 3 Logging In on an Unregistered Phone This method is used to login at an unregistered phone You can recognize an unregistered phone by Enter Extension on the display This method is not supported for hot desking on the system you can only log in using the base extension number originally used to install the phone 1 Enter your extension number As you ent
112. ht Self Administer Press Select 4 Enter your security PIN and press Done 5 Select Home Screen Favorites 6 Use the up and down 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 highlighted 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 9600 Series User Guide Page 111 IP Office Issue 05d Wednesday August 15 2012 17 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 17 3 Absence Text Set or clear an absence text message for display on your phone This text also appears on the display of the
113. ice Issue 05d Wednesday August 15 2012 Chapter 8 Conference Calls 9600 Series User Guide Page 49 IP Office Issue 05d Wednesday August 15 2012 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 Your system administrator will confirm any additional short codes that may have been configured for your use 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
114. ies User Guide Page 75 IP Office Issue 05d Wednesday August 15 2012 12 7 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 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 9600 Series User Guide Page 76 IP Office Issue 05d Wednesday August 15 2012 Voicemail Changing Your Voicemail Code 12 8 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 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 9 Transferring to Voicemail When set to vis
115. iew when the rest of the screen is scrolled Note Only users with self administer privileges can configure quick touch line buttons Quick touch line buttons match the programmable feature buttons 10 supported by IP Office but certain features can only be configured by an administrator The available user programmable features include e Abbreviated Dial e Call Pickup Any e Absence Text e Page e Call Forward All e Self Administer e Call Pickup e Send All Calls If you attempt to configure a quick touch line button to a feature that is not supported by IP Office the display for that button will read Invalid The assigned quick touch features are displayed left to right top to bottom To activate quick touch lines 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 up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight Phone Screen Settings Press Select 4 Use the up and down arrow keys to scroll the display to the option Quick Touch Lines 5 Press Change to change the setting e Off No quick touch rows e 1 Display one row of four quick touch buttons across the bottom e 2 Display two rows of four quick touch buttons across the bottom 6 Press the Save soft key To configure a quick touch line button 2 Press the Features soft key if shown To do this d
116. ilure 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 146 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 restarting 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 142 and time 144 9600 Series User Guide Page 136 IP Office Issue 05d Wednesday August 15 2012 Chapter 20 Short Codes 9600 Series User Guide Page 137 IP Office Issue 05d Wednesday August 15 2012 20 Short Codes Short codes are numbers that you can dial to enable and disable various features Your system administrator will confirm any additional short codes that may have been configured for your use Short codes are useful as they can be dialed from any phone on the syste
117. ing 15 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 23 26 Park Call Parking a 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 23 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 will be 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 23 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
118. inned with your phone Calls to you will alert on both phones and can be answered by you at either phone 1 13 Touch Screen Operation The 9621 and 9641 phones use touch sensitive screens to replace many of the buttons required on other phones These are pressure sensitive and can be operated with either your finger s or a stylus However you must take care not to use any device that may scratch or cause wear to the screen Unlike other phones in the range where you need to highlight an option on the screen using the arrow keys and then select that option using the Select soft key on a touch screen you can simply press the required option directly 1 14 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 9600 Series User Guide Page 20 IP Office Issue 05d Wednesday August 15 2012 Introduction The Phone Stand 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 9608 Phones The stand cannot be flipped to another position except by removing it to change the position The angle of the display is not adjustable on these phones Other 9600 Phones Once attached the stand can be used in either posit
119. ion to change the angle of the phone The angle of the phone can also be adjusted as shown below The angle of the display can also be adjusted 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 9600 Series User Guide Page 21 IP Office Issue 05d Wednesday August 15 2012 9600 Series User Guide Page 22 IP Office Issue 05d Wednesday August 15 2012 Chapter 2 Making Calls 9600 Series User Guide Page 23 IP Office Issue 05d Wednesday August 15 2012 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 If the 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 connect
120. key 9600 Series User Guide Page 63 IP Office Issue 05d Wednesday August 15 2012 10 6 Editing a Contact You can edit the contacts in your own personal directory 1 Access your personal directory contacts a Press the LI CONTACTS key The directory menu is displayed b Use the 4 left and right P arrow keys to select your Personal directory c Use the 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 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 7 Deleting a Contact You can delete a contact from your own personal directory 1 Access your personal directory contacts a Press the Ra CONTACTS key The directory menu is displayed b Use the 4 left and right P arrow keys
121. l 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 54 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 12 e Speaker Automatic Gain Control On Off 126 e Default Audio Path 555 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 The status indication line will display a If icon followed by eight bubbles that represent the volume level 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 9 2 2 Default Handsfree Audio
122. l Records 6 e Add a Record to Your Contacts 6 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 t History button is illuminated when you have any new missed calls in your call log 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 158 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 cal
123. l alerting 117 On some 9600 Series phones when you disable the ringer the status indication line displays a icon 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 up and down arrow keys to highlight Call Settings Press Select 3 Use the 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 18 5 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 A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the up and down 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 18 5 3 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring l1 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 rin
124. l records stored in the call log 9600 Series User Guide Page 66 IP Office Issue 05d Wednesday August 15 2012 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 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 e Incoming and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the 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 6 Make a call to the number stored in the currently displayed call log record e Details 68 gt Display more details about the current call log record You can also add the caller details to your personal directory 694 if required e Delete 6 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 sh
125. m For example you can log in 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 indicated by N in the short codes shown below Note Certain short codes may be unavailable by default contact your system administrator for more information Park Unpark 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 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 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 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
126. 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 This option is only available if configured by your system administrator 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 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 e Off Do not send any emails e Copy Send an email with a copy of the new voicemail message attached e 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
127. n Click 12 Turn the phone menu key click on or off e Error Tones 125 Turn the phone menu error tones on or off e Ringer Volume 12 Adjust the volume of the ringer used by the phone e Handset Volume 12 Adjust the incoming call volume heard through the phone s handset e Headset Volume 12 Adjust the incoming call volume heard through a headset attached to the phone e Speaker Volume 2 Adjust the incoming call volume heard through the phone s speaker e Automatic Gain Control 126 Switch automatic gain control on or off Note The system administrator can configure your phone to reset its volume after each call 18 7 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 HOME button and select Settings Use the up and down arrow keys to highlight Options amp Settings Press Select Use the up and down arrow keys to highlight Screen amp Sound Options Press Select 1 2 3 4 Use the up and down arrow keys to highlight Button Clicks 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 18 7 2 Error Tones 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow key
128. n a ring tone will play that ring tone 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 9600 Series User Guide Page 118 IP Office Issue 05d Wednesday August 15 2012 Phone Settings Ringer Controls 18 5 5 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing The status indication line displays a a icon followed by eight bubbles that represent the volume level When no ringer is audible the indication line displays a icon 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 18 5 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 126 1 Press Features 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the up and
129. n by the system administrator 4 e Other external contacts are those imported by the telephone system from other directory sources 9600 Series User Guide Page 58 IP Office Issue 05d Wednesday August 15 2012 Contacts Directory 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 9600 Series User Guide Page 59 IP Office Issue 05d Wednesday August 15 2012 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 9600 Series User Guide Page 60 IP Office Issue 05d Wednesday August 15 2012 Contacis Directory Managing External Contacts 10 2 Viewing Contacts Details 1 Access the contacts directory a Press the Raj CONTACTS key The directory menu is displayed b Use the 4 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
130. n 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 up and down arrow keys to highlight Memory Card Press Select 6 The menu lists both the current state of the memory card s that can be added to the telephone system followed by the action s that can be performed on those cards 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 System This refers to the first SD memory card that must be fitted to the system e Option This refers to the second optional SD memory card that can be fitted to the system e The actions that can be performed on the memory cards are listed after the status of the cards The actions available will depend on the cards fitted and the current status of those cards 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 System Backup 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 This option is available when a System card is present and active It overwrites the telephone system s curren
131. n 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 no available members it cannot be paged Feature Button 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 aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 3 Use the up and down menu keys to highlight Withhold Number 4 Press Change to switch the option On or Off 5 Press Save 9600 Series User Guide Page 27 IP Office Issue 05d Wednesday August 15 2012 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 handset 126 headset 126 or speaker 126 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
132. nal 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 774 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 able 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 enabl
133. nd status options 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 up and down arrow keys to highlight Forward Press Select 3 Use the 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 e 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 e The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series Us
134. ne 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 aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 3 Use the up and down menu keys to highlight Withhold Number 4 Press Change to switch the option On or Off 5 Press Save 18 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 ASA PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the 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 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 36 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 9600 Series User Guide Page 115 IP Office Issue 05d Wednesday August 15 2012 18 4 En Bloc Dialin
135. nect 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 624 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 504 and then dropping yourself 51 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 9600 Series User Guide Page 40 IP Office Issue 05d Wednesday August 15 2012 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
136. ng 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 8 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 9600 Series User Guide IP Office Page 150 Issue 05d Wednesday August 15 2012 Menus Features Menu e The system administrator is able to configure whether you can access the Forward 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 9600 Series User Guide Page 151 IP Office Issue 05d Wednesday August 15 2012 22 2 Status Menu This menu is accessed by pressing the Status soft key when displayed Note that only features administered to the user s set will be displayed Status Follow Me Here Forward Here Mobile Twinning On Parks
137. nning 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 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 up and down arrow keys to highlight Forward Press Select Use the 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 9600 Series User Guide Page 96 IP Office Issue 05d Wednesday August 15 2012 Chapter 15 Groups 9600 Series User Guide Page 97 IP Office Issue 05d Wednesday August 15 2012 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
138. 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 774 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 23 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 9600 Series User Guide Page 157 IP Office Issue 05d Wednesday August 15 2012 e If you have voicemail enabled 7A the telephone system will attempt to redirect forwarded calls to voicemail if they are still unans
139. o highlight Show Last Call Duration 4 Press Change to change the setting between On or Off 5 Press the Save soft key 9600 Series User Guide Page 121 IP Office Issue 05d Wednesday August 15 2012 18 6 3 Home Screen Display The home screen 110 used on 9621 and 9641 phones can be set to automatically display if the phone is idle for over 10 minutes 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options amp Settings Press Select 3 Use the up and down arrow keys to highlight Screen amp Sound Options Press Select 4 Select Return to Home Screen to change the current setting for that function 5 Press Save 18 6 4 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 9621 and 9641 Phones By default when you are connected on a call the display will show details of that call In order to see details of a another call such as a held call or a waiting call you need to scroll the display using the up and down arrow buttons Using this option you
140. od 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 e T Twinned A T 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 l5 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 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 Twi
141. olve the problem 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Network Info Press Select 3 Use the 4 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 9600 Series User Guide Page 128 IP Office Issue 05d Wednesday August 15 2012 Phone Settings Viewing Information 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 9600 Series User Guide Page 129 IP Office Issue 05d Wednesday August 15 2012 Chapter 19 Status Menu 9600 Series User Guide Page 131 IP Office Issue 05d Wednesday August 15 2012 19 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 135
142. on number N e Night Service Status Off 21 N Take a hunt group out of night service status by entering its extension number N 9600 Series User Guide Page 98 IP Office Issue 05d Wednesday August 15 2012 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 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 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 enabl
143. one Keys rinnet gner cease devecerialices 18 1 12 Status Letter Sininen an 20 1 13 Touch Screen Operation seeseeeseeseeeeereereeenereeeeeee 20 1 14 The Phone Stand ceeeeeeceeseeeeeeteeeeseeeeeneesteeeeeeeaes 20 2 Making Calls 2 1 En Bloc Dialing cctccciseccesesseeetactonsasdsagnaidensesh casaesenesinests 24 2 2 Call Soft Key Options 0 0 ecceeeeeeeeseeeeeeeeeeeeetteeeeeenees 25 2 3 Calling from the Contacts List eceeeeeeeeeseeeeeeeeees 26 2 4 Calling from the Call Log History ecceceeeeeeseeees 26 2 5 Redialling a Previous NUMber seeen 27 2 6 Making a Page Calll eecceesceeeeeeeeeeseeeeeeeeteaeesseeeeeenaes 27 2 7 Withholding Your NUMDE eee eeeeeeeeseeeeeneeeteneeees 27 2 8 Adjusting the Call VOIUME eeeeeeeeeeeeteeeteeeeteetees 28 2 9 Muting a Callv ask caves Ae eet hh tetera 28 2 10 Ending Calls p meien etaa 28 3 Answering Calls 3 1 Diverting a Call to Voicemail sseeseeeeeseeseeeeeeeeeeeee 32 3 2 Ignoring an Incoming Call eeeeeeeeeeeeeeteeeeeteeeeneeeees 32 3 3 Answering a Page Calll ecceesceeseeseeeeeeeeeenretteeeeneeeaes 32 3 4 Using Call PiCkup ceecceeceeeeeeeeeeeeeeeeeeseeresseeesaeetaes 32 4 Redialling 4 1 Open Call Log MOode ccccccecesseceeeceeesseeeeeeseeeseeeees 36 4 2 ast Dialed Moden esre epa aaraa 36 4 3 Selecting Your Redial Mode cccceseeeeeeseeeseeeees 36 5 Holding and Parking Calls 5 1 Holding Call Si
144. ontact 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 a8 CONTACTS key The directory menu is displayed b Use the 4 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 dm 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
145. ot be accessed through the phones menus e You can set your phone to automatically lock itself 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 Your system administrator will confirm any additional short codes that may have been configured for your use 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 9600 Series User Guide Page 80 IP Office Issue 05d Wednesday August 15 2012 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 Use 81 gt If the phone is already in use you can still login The existing user will be logged out e Logged Out 8 If the p
146. our Voicemail Code cceeceeeeeeees 76 12 8 Switching Voicemail On Off eeeeeeeeeetetteeeeeeetees 77 12 9 Transferring to Voicemail 77 12 10 Sending a Call to Voicemail cceeeeeeeeeeeeeeeeees 77 13 Logging In Out 13 0 Logging IMi eotaid eee 81 13 1 1 Logging In on a Phone Already in Use 81 13 1 2 Logging In on a Not Logged In Phone 81 13 1 3 Logging In on an Unregistered Phone 81 13 2 Logging Qut anoi eae ite ea 82 13 3 Locking Auto LOCKING eeeeeeseeeeeeeeeeeneeeeeneeereaes 82 13 4 URIOCKING lt eciees to aes leeeteetic era ara eee R 82 13 5 Changing Your Security PIN ccsccceeeesssteeeeeees 83 14 Redirecting Calls 14 1 Follow Me cccscsssssscceceeeeeeeeeeeeeeeesesesessessssseeesaaaes 87 Page 3 Issue 05d Wednesday August 15 2012 14 1 1 Follow Me To Features Menu 88 14 1 2 Follow Me Status Menu eeeeeeeeeeeeeeee 88 14 1 3 Follow Me Here Features Menu 88 14 2 Forwarding CalllS ecceceeecceeseeeeeeeeeeseeeeeneetseeeeneeaes 89 14 2 1 Forward Unconditional Status Menu 91 14 2 2 Forward Unconditional Features Menu 91 14 2 3 Forward On Busy No Answer Features M rit aeestetee neat te ee ana aE Na O dee 92 14 2 4 Forward On No Answer Status Menw 92 14 2 5 Forward On Busy Status Menu eee 93 14 3 Do Not Disturb s 0 ccceecc ceec cee suntaececpagansehees
147. ow 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 e The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 19 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 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 up and down arrow keys to scroll through the editing options e Use the 4 left and right P arrow keys to switch the forwarding on or off e Use the 4 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 fo
148. own e Contact 6 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 missed call records the button is illuminated and the call log will open showing your missed calls c Use the 4 left and right arrow keys to select which call log records you are viewing The options are All Outgoing V Incoming t and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the up and down arrow keys to scroll through the records 2 Press Call to call the number displayed in the call record 9600 Series User Guide Page 67 IP Office Issue 05d Wednesday August 15 2012 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 arrow k
149. 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 17 4 Auto Intercom Make a call to another extension that will be connected without ringing if the other phone supports auto answer 17 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 On touch tone phones an icon is displayed The button can be pressed again to switch forward unconditional off 17 6 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 17 7 Call Pickup Any Answer a call currently ringing on the telephone system 17 8 Page 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 17 9 Self Administer A button config
150. 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 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 will be 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 10 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 Your system administrator will confirm any additional short codes that may have been configured for your use
151. press the Features soft key 2 Use the up and down arrow keys to highlight Group Press Select 3 Use the up and down arrow keys to highlight State Press Select 4 Use the up and down 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 e Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 10 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 setho 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
152. r 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 9600 Series User Guide Page 17 IP Office Issue 05d Wednesday August 15 2012 1 10 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 9608 and 9641 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 15 and or feature buttons 104 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 button modules attached to other phones on the telephone system 9630 9640 and 9650 Phones All variants of these phones supports SBM24 button modules Each button module provides the phone with an additional 24 buttons which can be used as appearance buttons
153. r phone will display details of your parked calls 16 7 1 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 On touch tone phones an icon is displayed The button can be pressed again to switch forward unconditional off 16 8 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 9 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 10 Call Pickup Any Answer a call currently ringing on the telephone system 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 t
154. ress the Ignore soft key The call 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 9600 Series User Guide Page 30 IP Office Issue 05d Wednesday August 15 2012 Answering Calls 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 9600 Series User Guide Page 31 IP Office Issue 05d Wednesday August 15 2012 3 1 Diverting 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 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 If the call is not the currently highlighted call on the display use the 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 1 A page
155. roken 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 9600 Series User Guide Page 156 IP Office Issue 05d Wednesday August 15 2012 Glossary Do Not Disturb Exceptions 23 10 Do Not Disturb Exceptions e These are 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 23 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 The calls are still subject to all your user settings as if they were ringing at your phone All calls are redirected 23 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 23 13 Follow Me To Follow me to is the function used to enable follow me from your own phone 23 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
156. rwarded e The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 19 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 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 up and down arrow keys to highlight Fwd To Here I e The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series User Guide Page 134 IP Office Issue 05d Wednesday August 15 2012 Status Menu Group Membership 19 8 Group Membership 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 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 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 tha
157. s to highlight Screen amp Sound Options Press Select 4 Use the up and down 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 18 7 3 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing The status indication line displays a icon followed by eight bubbles that represent the volume level When no ringer is audible the indication line displays a icon 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 9600 Series User Guide Page 125 IP Office Issue 05d Wednesday August 15 2012 18 7 4 Handset Volume While talking via the handset you can adjust the volume of the incoming call The status indication line displays a icon followed by eight bubbles that represent the volume level 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 18 7 5 Headset Volume While talking via the headset you can adjust the volume of the incoming call The status indication line displays a 9 icon followed by eight bubbles that represent the volume level 1 With the call connected on the headset press the key 2 Use the plus an
158. s 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 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 126 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 he
159. 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 Downloading documents For the most current versions of documentation see the Avaya Support Web site http www avaya com support Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support Page 2 Issue 05d Wednesday August 15 2012 Contents 1 Introduction 1 1 Important Safety Information eeeeseeeeeeeeeeeeeeeees 9 1 2 9608 Telephomnne ccesececeseceeeeeceeeseeeneseneeeneeeeeeeeees 10 139611 Telephone sisi nana 11 1 4 9620 Telephone viii sonatine 12 1 5 9621 Telephone sc iscs cccse sccacscesedassacassiecsacteseasbasenecdensilees 13 1 6 9630 Telephone iv iscesuece vas ects ne ernie 14 1 7 9640 Telephone eceseceeeseeceeseeceeeseeeeeseeeeeesneeeeneees 15 1 8 9641 Telephone ec ecececeeecceeeceeeneeeeeseeeeesecnenesees 16 1 9 9650 Telephomnne ceeeceeeseceeeeesceteseneeeneeeeesenseeteeees 17 1 10 Button Modules iu n2inntita adchiandtiinnat 18 1 11 Ph
160. sing 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 9600 Series User Guide Page 107 IP Office Issue 05d Wednesday August 15 2012 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 In addition to calling the user the user BLF button s can be used to transfer calls or to start a conference rather than dialing the user s extension number 9600 Series User Guide Page 108 IP Office Issue 05d Wednesday August 15 2012 Chapter 17 Home Screen 9600 Series User Guide Page 109 IP Office Issue 05d Wednesday August 15 2012 17 Home Screen The 9621 and 9641 phones have a home screen that contains a number of icons for accessing functions Some of the icons are configured by your system administrator some are fixed You can add up to 8 icons 11 to access special functions The screen is accessed by pressing t
161. sue 05d Wednesday August 15 2012 18 9 Debug Mode In addition to backing up and restoring phone information it is possible to enter a debug troubleshooting mode on the 9608 9611 9621 and 9641 phones In Debug Mode you can save all applicable debug data in a file named nnn _report gz where nnn is replaced by the telephone extension and then send that file to an appropriate server configured by your system administrator You may wish to send a debug report for any of the following known issues e Phone resetting e Phone going blank e Sometimes the phone goes to speaker and other such issues that require manually resetting the phone e Phone faces noise distortion at the IPO user level this tends to happen when a user slightly raise his her voice e Lag in displaying Caller ID when on primary Call Appearance e Freezing of phone and other such unresponsive lock ups e Contact list import via USB e Colour contrasts e Speakerphone quality Enabling Disabling Debug Mode 1 While the phone is on hook and idle press the following sequence MUTE 2723 8 MUTE CRAFT 2 Scroll down and select DEBUG The Debug Mode menu appears 3 The first item in the list is Debug Mode As the Status Line indicates press the Change soft key to change the setting of Debug Mode On or Off Once a change has been made the Save soft key appears 4 Press Save to save the setting or Cancel to return the setting to its previous state You re
162. swer Forward status 92 134 No Calls 20 94 156 No ring 117 156 Non Group Calls 91 134 O O 20 100 One 36 115 OOS 100 101 135 Out of Service 20 100 101 135 Outgoing 26 63 67 68 69 P Parked calls Status 41 136 Password 81 Personal 26 61 62 Phone User 82 83 105 111 123 124 142 143 144 145 146 R R 20 Reason 68 Redial 27 36 List 27 36 Redial mode 36 115 Resilience 20 Restore 127 Ring Attention Ring 116 Coverage Ring 116 External Calls 116 Internal Calls 116 Page 162 Issue 05d Wednesday August 15 2012 Index Ring Ww Ringback 116 Waiting Call 123 Ring Time 66 Withhold Number 27 115 Ringback 116 Ringer Volume 119 125 S S 20 SBM32 18 Send All Calls 91 134 Speaker Volume 55 126 Status Do Not Disturb 95 132 Follow Me here 133 Follow Me To 88 132 Forward on Busy 93 133 Forward on No Answer 92 134 Forward unconditional 91 134 Forwarded to Here 134 Group membership 99 135 Group service status 101 135 Hunt group service status 101 135 Membership 99 135 Menu 152 Mobile twinning 135 Parked calls 41 136 Service status 101 135 Status menu 132 System Administrator 136 147 System Alarm 20 136 147 System Boot Error 136 147 System Phone 58 63 64 136 147 T T 20 96 Time 143 Time profile 100 101 135 Time Server 143 Transfer Held call 40 44 To voicemail 32 44 77 Twinned 20 96 Twinning Number 96 115 Off 135 On Off 96 115 Status 135 U Users 26
163. system e 9600 Series Phones These IP phones are supported by IP Office and other Avaya telephone systems Running H 323 firmware the supported phones are Programmable Colour Touch Gigabit Headset Speaker Button Buttons Screen Screen Phone Module Support a A A A A E EAE BM12 x3 SBM24 x 3 e Gigabit Support This column indicates that the phone natively supports Gigabit Ethernet Other phones can support Gigabit through the use of a suitable Gigabit adapter e Unsupported Features The 9600 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 close proximity to an Avaya telephone might cause interference e The phone should not be connected directly to the outdoor telecommunication network 9600 Series User Guide Page 9 IP Office Issue 05d Wednesday August 15 2012 1 2 9608 Telephone The IP Office supports the 9608 telephone Message Lamp Ringing Indicator 3 tx 1550
164. t configuration settings with those from a backup file on the card e Upgrade Configuration Copy configuration files from an Optional card to the System card in the system s control unit e Upgrade Binaries Copy software files from an Optional card to the System card in the system s control unit e Copy 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 e Shutdown This option is available when an Active card is present It allows the card to be made inactive e Start Up This option is available when an Inactive card is present It allows the card to be made active again 9600 Series User Guide Page 146 IP Office Issue 05d Wednesday August 15 2012 System Administration Managing Memory Cards 21 8 Configuring SSL VPN Service Using the system administration option it is possible to put the SSL VPN Service which exists on IP Office Basic Edition in and out of service This option is only available on 9500 Series telephones 21 9 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
165. t group 4 Press Exit 19 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 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 10 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 setho 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 19 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
166. t 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 505 and then dropping yourself 515 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 9600 Series User Guide Page 44 IP Office Issue 05d Wednesday August 15 2012 Transferring Calls Transferring a Held Call 9600 Series User Guide Page 45 IP Office Issue 05d Wednesday August 15 2012 Chapter 7 Account Codes 9600 Series User Guide Page 47 IP Office Issue 05d Wednesday August 15 2012 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 by 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
167. tacahassenestatoes 94 14 3 1 DND On Off Features Menu ceeeeeee 95 14 3 2 DND Off Status Menu eeeeeeeeeeeeeeeeeeee 95 14 3 3 Do Not Disturb Exceptions 95 14 4 WINNING sf in eas Se eee eek adic eels E 96 14 4 1 Mobile Twinning Control ceeeeseeeeeeeeteeee 96 15 Groups 15 1 Group Membership cecceeseeseeeeeeeeeeeenretseeeeneeeses 99 15 1 1 Group Membership On Off Status Menu 99 15 1 2 Group Membership On Off Features Menu 99 15 2 Group Service Status and Fallback 100 15 2 1 Changing the Group Service Status Features MOnu cscceceseeceeseseeseeeneseseneeesereeteseeens 101 15 2 2 Changing the Group Service Status Status Mern nnan ron r atari at ares ences 101 15 2 3 Changing the Group Fallback c0cee 102 16 Button Features 16 1 Editing Your Programmable Buttons 0 ee 105 16 2 Abbreviated Dial eeececeseeeeeeceeeseeeeeeeeeeeeennenenes 105 16 3 Absence Texti minean iania 105 16 4 Account COde eeeeceenceteseeeeeeteteeeseeteaeeteaeeeneeteaees 105 16 5 Automatic Callback ccecceeeseeseeeeeeeeteeseneeeeeeeeaees 105 16 6 BreakOutivetesieccth insane bit 105 16 7 Call Parks acheive eel a ee eee eevee 106 16 7 1 Call Forward All ceeceeeeeseeeeeeeeseeeeeeeeeeeeas 106 16 8 Call Park to Other eee eceeeeeteseeeeeeeeeeeteeeeeeeteaees 106 16 9 Calll PiCkUp ntsis sants aa de hal dine ciate ie 106 16 10 Call Pickup ANy eeeececeeeeeeeeneeeeeeeenee
168. the message lamp for calls Visual Alerting 117 Coverage Ring 117 Ring Sound 118 Ring Volume 11 Internal Auto Answer 11 Issue 05d Wednesday August Page 114 15 2012 Phone Settings 18 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 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 Use the up and down arrow keys to highlight Forward Press Select Use the 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 18 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 pho
169. the method which you want to use to talk 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 54 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 1 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 up and down arrow keys scroll the display highlight the waiting call e To quiet the ringing p
170. 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 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 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 624 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 i
171. thout 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 5 1 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 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 arrow keys to select which call log records you are viewing The options are All Outgoing Sg Incoming and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the up and down arrow keys to scroll through the records 2 Press More and then press the Contact soft key 3 Use the 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 When editing the number use the Pause soft key to enter a comma for a 1 second pause in the number dialing 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
172. 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series User Guide Page 93 IP Office Issue 05d Wednesday August 15 2012 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 Not Disturb An N is shown after your extension name on the phone s idle display when you have do not disturb enabled
173. to manually access backup and restore functions e Manually Backup Phone Settings 12 e Manually Restore Phone Settings 12A 18 8 1 Backup If backup restore has been setup by your system administrator it is used automatically when you log in and log out of the phone In addition the option below is available to manually trigger a backup of your user settings 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Advanced Options Press Select 3 Use the up and down arrow keys to highlight Backup Restore Press Change 4 Use the up and down arrow keys to highlight Manual Backup Press Backup I This option is only available if your system administrator has configured backup restore operation 18 8 2 Restore If backup restore has been setup by your system administrator it is used automatically when you log in and log out of the phone In addition the option below is available to manually trigger a restore of your user settings 1 Press the A MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Advanced Options Press Select 3 Use the up and down arrow keys to highlight Backup Restore Press Change 4 Use the up and down arrow keys to highlight Manual Restore Press Restore I This option is only available if your system administrator has configured backup restore operation 9600 Series User Guide Page 127 IP Office Is
174. turn to the previous menu Sending a Debug Report 1 While the phone is on hook and idle press the following sequence MUTE 2723 8 MUTECRAFT 2 Scroll down and select DEBUG The Debug Mode menu appears 3 Scroll to the second item in the list Send report to server and click the Send soft key Applicable debug data is sent to the server specified by your administrator in a file named nnn_report gz where nnn is replaced by the telephone extension specified during registration Note The option Send report to server is not available if the value of BRURI is null or begins with any character sequence other than http or https See your administrator for more information 4 If the file saves successfully the Status Line on the display reads Backup successful for five 5 seconds or until the user takes any action on the telephone If the debug report file cannot be saved for whatever reason for example the server is not available or refuses request the Status Line reads Backup failed for five 5 seconds or until the user takes any action on the telephone 5 Pressing either the Send or Save soft keys will return you to the previous menu However when you press Save the telephone will conduct a reset 18 10 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 res
175. ual 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 12 10 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 d up and down arrow keys to highlight it 2 Press the To VM soft key The call is redirected to your mailbox 9600 Series User Guide Page 77 IP Office Issue 05d Wednesday August 15 2012 Chapter 13 Logging In Out 9600 Series User Guide Page 79 IP Office Issue 05d Wednesday August 15 2012 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 Inf 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 recei
176. umber 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 9600 Series User Guide Page 90 IP Office Issue 05d Wednesday August 15 2012 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 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 up and down arrow keys to scroll through the editing options e Use the 4 left and right arrow keys to switch the forwarding on or off e Use the 4 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 I The system administrator is able to configure whether you can access the Forward and Follow Me menu a
177. ured for this action can be used to access the Self Administer menu For more information see Quick Touch Lines 124 17 10 Send All Calls A button configured with this action can be used to switch do not disturb 944 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 9600 Series User Guide Page 112 IP Office Issue 05d Wednesday August 15 2012 Chapter 18 Phone Settings 9600 Series User Guide Page 113 IP Office Issue 05d Wednesday August 15 2012 18 Phone Settings Pressing the A MENU HOME 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 General a Mobile Twinning 115 Withhold Number 115 Redial Mode 115 Backup Restore 127 Debug Model 12 En Bloc Dialing 11 Sounds Button Clicks 125 Error Tones 125 Ringer Volume 125 Handset Volume 126 Headset Volume 126 e Speaker Volume 12 Automatic Gain Control 126 9600 Series User Guide IP Office Default Audio Path 128 Display Controls e Display Brightness 12h Display Contrast 124 Call Timer 122 Show Last Call Duration 124 Display Language 125 Show Waiting Calls 125 Exit Menu Inactivity Timer Auto Return 125 uick Touch Lines 124 Ringer Controls e Switch the Ringer On Off 1171 Flash
178. uring a call press the aca PHONE key and then press the Features soft key 3 Use the up and down arrow keys to highlight Phone User Press Select 3 Use the up and down keys to highlight Self Administer Press Select 4 Enter your security PIN and press Done 5 On 9621 and 941 phones select Button Features Use the 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 highlighted 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 9600 Series User Guide Page 124 IP Office Issue 05d Wednesday August 15 2012 Phone Settings Display Controls 18 7 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 118 e Butto
179. user is able to add edit and delete system directory entries 23 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 15 and mobile twinning 15 9600 Series User Guide Page 159 IP Office Issue 05d Wednesday August 15 2012 Index A Abbreviated ring 117 156 Access Control Fallback 99 100 101 102 135 Follow Me _ 87 88 89 91 92 93 132 133 134 Forward 87 88 89 91 92 93 132 133 134 Membership 99 100 101 102 135 State 99 100 101 102 135 Add Contact 63 69 External contact 58 63 64 to conference call 50 Alarm 136 147 All CallLog 26 63 67 68 69 Contacts 26 61 62 Forward 91 134 All Calls 91 134 Almost Full 136 147 A Menu 114 153 Answered 26 63 67 68 69 Attention Ring 116 Audio Path 54 55 126 Auto Answer 119 B B 20 Backup Manual backup 127 Barred 20 BM32 18 Boot Error 136 147 Bridged appearance Coverage ring 117 156 broken dial tone 89 94 156 157 Busy Forward 92 93 133 134 Button Module 18 C Call from Call Log 26 67 from Contacts 26 62 from redial list 27 36 Call coverage Coverage ring 117 156 CALL LOG 26 63 67 68 69 Call from 26 67 Details 68 Menu 66 Call Settings 24 27 36 48 95 115 116 117 121 122 123 Audio Path 54 55 126 Auto Answer 119 Internal Auto Answer 1
180. ved If it is a phone that stores your contacts and call history on the system your 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 15 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 8 amp 4 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 82 gt 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 cann
181. ver the availability of the linked pages Warranty Avaya provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available to Avaya customers and other parties through the Avaya Support Web site http www avaya com support Please note that if you acquired the product from an authorized Avaya reseller outside of the United States and Canada the warranty is provided to you by said Avaya reseller and not by Avaya Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA RESELLER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING T
182. w me destination from the phone that you want to use e Forward 85 Forward calls to an internal or external number e Forward on Busy Forward calls when you have reached the limit of the number of calls that the phone can present to you e 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 94 gt 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 9 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 Et a y o y y y a e a FollowMeHere OY oY 7 7 x xXx Forward on no answer 7 lt x 7 7 x Forward Unconditional lt 7 v v v v bonosu 7 7 x OX ya Twinning A YT YP YT Yd oo 9600 Series User Guide Page 86 IP Office Issue 05d Wednesday August 15 2012 Redirecting Calls 14 1 Follow Me Follow me to is used to redirect your calls to another extension wher
183. wered 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 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 23 17 Group 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 23 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
184. wn while editing the label and after you exit the administration menu 7 When completed press Back 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 pressing the button will display the enter account code 484 menu 16 5 Automatic Callback A button with this action can be used to set a callback on a user who does not answer After ringing the user press the button When the target user ends their next call the system will ring you and then the targeted user When a callback has been set the button s red lamp is lit Pressing the button again cancels the callback 16 6 Breakout This action is useable within a Small Community Network SCN of IP Office s
185. y 9600 Series User Guide Page 82 IP Office Issue 05d Wednesday August 15 2012 Logging In Out Unlocking 13 5 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 824 and accessing system administration features 142 This is not your voicemail code 764 used for voicemail access 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 up and down arrow keys to highlight Phone User Press Select 3 Use the 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 9600 Series User Guide Page 83 IP Office Issue 05d Wednesday August 15 2012 Chapter 14 Redirecting Calls 9600 Series User Guide Page 85 IP Office Issue 05d Wednesday August 15 2012 14 Redirecting Calls This section looks at the different ways that you can redirect your calls to another phone e Follow Mel s 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 e Follow Me To Set the follow me destination from your own phone e Follow Me Here Set the follo
186. 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 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 Use the up and down arrow keys to highlight Call Settings Press Select Use the up and down arrow keys to highlight Account Code Press the Set soft key or the OK button or the right arrow key 2 4 5 6 Enter the account code that you want to use 7 Press the Done soft key 8 If the account code was not a valid account code the Failed menu is displayed Feature Button Access to the enter account code menu can be assigned to a feature button 104 configured with the Account Code Entry action The button can also be preset with a specific account code 9600 Series User Guide Page 48 IP Off
187. 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 e 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 no answer follow me and do not disturb 9600 Series User Guide Page 138 IP Office Issue 05d Wednesday August 15 2012 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 O7 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 0
188. ystems When the button is pressed the menu will allow selection of another IP Office system within the network The number that you then dial will be output from that IP Office system This feature is useful when you want to hot desk to other IP Office systems within the network While logged in to a remote system it will allow you to dial out from your home system as if still working from there 9600 Series User Guide Page 105 IP Office Issue 05d Wednesday August 15 2012 16 7 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 e If pressed while a call is connected that call will be parked using a park slot number assigned by the system based on your extension number e If pressed with no call connected you

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