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Avaya one-X™ Deskphone SIP 9621G/9641G user guide for 9600

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1. Calling someone in your intercom group About this task If your system administrator has set up an intercom group you can call anyone in that group by pressing a few numbers Procedure 1 Before dialing access the Features menu 2 If necessary scroll down to Dial Icom and touch the corresponding line The intercom group number shows next to the Dial Intercom feature and the next denotes the extension your administrator has predefined as your automatic intercom destination extension 3 Touch the number s that corresponds to the destination extension 4 Touch Enter to activate the intercom call to that extension where the call appearance identifies the incoming call with your name followed by ICOM 94 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Tracing a malicious call Tracing a malicious call About this task Use the Malicious Call Trace MCT feature to trace a malicious call Activating MCT alerts a controller to begin call tracing and provide information for reporting this call This feature is available only if your administrator has set up the phone system to trace and track malicious calls and there is an attendant or controlling user to oversee the trace Procedure 1 During an active call access the Features menu 2 If necessary scroll down to MCT and touch the corresponding line to start the trace An alerting to
2. Indicates an energy saving measure When you tap this icon the display backlight turns off When the backlight is off any activity on your deskphone turns the backlight on P DBECEEEEI Tap to gain access to the Main Menu Log out option Tap to gain access to the Main Menu Network info options Tap to gain access to the Screen amp Sounds Options menu from the Options amp Settings menu Tap to gain access to the Call Settings menu from the Options amp Settings menu Tap to gain access to the Application Settings menu from the Options amp Settings menu Dae oo 14 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com About icons Icon Description Tap to gain access to the Language amp Region menu from the Options amp Settings menu Tap to gain access to the Advanced Settings menu from the Options amp Settings menu Tap to gain access to the Speed Dial assignment menu from the Options amp Settings menu DE RS Tap to gain access to the Favorites assignment menu from the Options amp Settings menu This feature is designated a favorite For more information aee Setting up favorites Contact and call history icons These icons indicate the Call History types Contact phone types and navigation choices Depending on their purpose some icons appear on the top line for
3. On the Screen amp Sounds menu touch Text Size to change it from Normal to Large Touch Screen amp Sound Options or Large to Normal Note Selecting the Large Text option causes any attached button module to display large text as well 32 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com 6 Options and Settings Touch Save to save the setting or Cancel to return to the menu without saving Choosing your ring tone About this task Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 Touch Screen and Sound Options 5 On the Screen and Sounds menu touch Personalized Ringing 6 If you see a Scroll Bar scroll to see the full list of ring tone options Otherwise skip N this step and proceed to the next step Touch the ring tone which you want to use 8 Touch Save to save the setting or Cancel to return to the menu without saving Setting a call pickup ring tone Procedure 1 Touch Settings N OOA OMD Press Home Touch Options amp Settings Select Screen amp Sound Options Select Call Pickup Ring Type Touch the desired line to listen to the ring tone Repeat the last step until you find the ring tone you want for calls within your pickup group Touch Save to make your selection your call pickup ring tone or Cancel to return to the menu without saving
4. hours Procedure 1 Touch Settings oa A WwW PP Press Home Touch Options amp Settings Touch Language amp Region Touch Time Format to change from 12 hours to 24 hours or 24 to 12 Touch Save or Cancel to return to the menu without saving Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 37 The Home Screen Turning automatic gain control on or off About this task The automatic gain control AGC automatically adjusts the audio output level to achieve a constant and better quality audio Procedure 1 Touch Settings o o kb WwW DW Press Home Touch Options amp Settings Touch Advanced Options On the Advanced Options menu touch Automatic Gain Control Touch the line with the device Handset Headset or Speaker for which you want to turn AGC on or off Touch Save to save your setting Configuring Hearing Aid Compatibility Procedure 1 Touch Settings oa A W PY Press the HOME button Touch Option amp Settings Touch Advanced Options Touch Handset Equalization Operations Touch the line you want to change the value of e Default e Audio Opt e HAC Opt Touch the right or the left arrow softkey to change the value of the field that you have selected Touch Save 38 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments i
5. No Name Description page 36 Touch the line to initiate or answer a call The last display line shows the QTP that displays the options that are administered for the extension such as EC500 Call Forwarding or Extended Call Forwarding Features and call appearance lines On touchscreen deskphones call related icons on the lines show the lines that are in use or available for calls Touch the line to select the line that you want to use Lines also indicate if a feature or system number is enabled or disabled in the Feature or System Numbers view Quick Touch Panel QTP The QTP displays the options that are administered for the extension such as EC500 Call Forwarding or Extended Call Forwarding Phone Press Phone to view the Phone screen During a call you can gain access to the following options from the Phone screen e Hold e Conference e Transfer e Drop call Message Press Message to connect directly to your voice mail system This button is illuminated when you have voice mail messages waiting Contacts Press Contacts to view the entries in your contact list Home Press Home to gain access to the Home screen to configure options and settings access the browser and or any applications available to you log out or view network information 10 History Press History to view the history of your outgoing incoming and missed calls The icon on the History button
6. and more e Assign Speed Dial Entries to set up speed dialing for numbers you call often e Assign Favorite Entries to set up favorite contacts you can dial directly from the Home screen e Application Settings including choices for personalizing button labels for turning call History on or off and for including bridged calls in your call History e Screen amp Sound Options including choices for adjusting your phone s brightness changing the ring pattern call pickup alerting selecting a different display language showing the quick touch panel and setting button clicks and tones e Language amp Region to change the language on your display or to set the time display to a 12 or 24 hour format e Advanced Options to set Automatic Gain Control AGC for your headset handset and or speaker audio and to set up your calendar options to integrate the Microsoft Exchange Server calendaring feature with your deskphone Network Information shows summaries of network related parameters for your phone often used in troubleshooting with your administrator For more information see Viewing Network Information on page 21 Light Off lets you turn the display backlight off to save energy When you next use the phone the backlight comes back on Touch Screen Cleaning disables the display so you can remove fingerprints or other marks from the touch screen For more information see Cleaning the screen on page 20 About Avaya on
7. it e whether or not you want to hear a tone with a reminder popup window touch the line to change this setting from Yes to No or No to Yes 10 Touch Save to save your settings and preferences Note When Exchange calendar is active a Calendar label displays beneath your last call appearance on the Phone screen Browser Your deskphone includes WML Web browser capability to use additional applications The applications available through the Web browser vary depending on how your system administrator has configured your deskphone If you have any questions contact your system administrator To open the browser press the Home button Then touch the browser icon on the display If you do not see the Browser icon on the Home screen Web applications are not available for your deskphone Using the WML browser Procedure 1 Press Home 2 Touch Browser The WML browser opens the home page 40 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Browser 3 Touch a link to open The browser opens the link Touch Cancel to stop loading the current page Touch Refresh to reload the current page Touch Home to open the home page N OOO Sf Press the PHONE button to close the browser Making a call using a Click to dial link About this task You can make a call using a Click to dial link on a Web page or any other screen that p
8. scroll down to Priority Call and touch OK 3 Enter the extension you want to call 4 Touch OK to immediately start dialing the priority call to that extension where the call appearance will show the incoming call as a priority call Interrupting a call with a whisper page About this task Use the Whisper Page feature to interrupt or barge in on another user s call and make an announcement This feature is unique because only the person on the paged extension can hear the page Other parties on the call cannot hear the page and the person who makes the page cannot hear anyone on the call If the paged user has a display telephone the paged user can see your caller ID For example users A and B are on a call You have an urgent message for user A and make a whisper page All three users hear the tone that signals the page but only user A hears the page itself You cannot hear user B Procedure 1 Scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Whisper Page and touch OK 3 Enter the extension you want to call 96 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Visual alert for an encrypted call 4 Touch Enter to immediately start dialing and deliver your message when the person you called answers Visual alert for an encrypted call Using your Deskphone you can now see whether an incoming or a
9. Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 33 The Home Screen Setting call pickup alerting indication About this task You can set call alerting to notify you visually and or audibly when you receive an incoming call Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5 On the Screen amp Sound Options menu touch Call Pickup Indication Repeatedly Access the Screen amp Sound Options touch Call Pickup Indication to scroll through the possible settings of Audible Visual Both visual and audible or None no call pickup alert indication Touch Save to save the setting or Cancel to return to the menu without saving Changing the background logo About this task If your system administrator has set up an alternate background choice you can change the logo your screen displays Procedure 1 Touch Settings oa A WwW NY Press Home Touch Options amp Settings Touch Screen and Sound Options Repeatedly touch Background Logo to scroll through the possible logo choices Touch Save or Cancel to return to the menu without saving 34 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Options and Settings Turning button click sounds on and off Procedure 1 Touch Settings o o fk o PD Press Home Touch Opt
10. For example if you press 3 the Contacts list might display entries starting with D E F or 3 depending on how you set up your contacts With each successive dialpad key press the Contacts list drills down to display matching entries Note On hook dialing must be disabled to allow this type of Contact search to enable disable on hook dialing see Setting dialing options Procedure 1 Press Contacts 2 Using the dialpad start typing the name for which you want to search Keep in mind how your Contact list is set up If you set up your contacts as Last Name First Name start typing the letters of the last name If you have set up your Contacts using a different scheme type the most likely letter s that would match the contact you want to find 3 Touch the line to call the person or the Edit icon to edit contact information Next steps If your administrator has set up a corporate contact list or database you can extend a search For information see Extended searching on page 64 Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 63 Using the contacts feature Extended searching About this task If your system administrator has set up a corporate contact list or database and has made this feature available you can dial other users in your system by name Depending on the language displayed a touch based deskphone may or may not display the on screen ke
11. LHESRTESA CRA BIS BREGREFEZRRE KUEN ASRATRALBERLE ASR BRASREAtSRRRCTE VCCI Class B statement This is a Class B product based on the standard of the VCCI Council If this is used near a radio or television receiver in a domestic environment it may cause radio interference Install and use the equipment according to the instruction manual August 2012 3 4 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Contents Chapter 1 Introduction to 9621G and 9641G SIP deskphone ssseeeeeeeeeeeeeeees 9 PTV a casio rs bedeelegte 9 POUT CONS CTC AC Bair E E 12 Scran ana naoa ET 13 e ug EON ea E pe 13 Etuien A e aS 13 COMAC and E ME e 15 PE RII EE 16 PPSSS MCS MOG MS iaccevt scree cs dine acerca tachometer 16 e BE 17 Adjustable stand and display SON ciccia rari earar anaa Aa ra aaa E aa E ri 19 Usno the Omscreon E DE 19 Gleanna Bue a e EE E 20 Viewmno Network monna EE 21 CGhapter 2 The Home TCT aie inset issstcnsiesisntiinntnniieaesenaupiianninadanssiansisuahanianeninedianiiananaloannh 23 Opine E na AS E 23 Seino ihe Phone Sereen on Galing sssini neina a na iiia daai kaaas 25 Seting ihe Phone Sereen le e EE 25 BEER EE 26 SSE UI redial opio NE EE 26 CASIO le Gi SUN NO E 27 SS TRU d E 27 Ne Ne e EE 28 SENNOMAN OPINE E 28 Togong caler name ama NUMMDL casai E E aatases i esc 29 ennO UP Sped CANIN ecrin a aaia 29 Se LUPE E 30 STEE re
12. Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on its Hardware and Software Product s Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this Product while under warranty is available to Avaya customers and other parties through the Avaya Support Web site http support avaya com Please note that if you acquired the Product s 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
13. Presence option is available only if the system administrator has enabled presence for your extension Take one of the following actions Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 65 Using the contacts feature e To change the name touch the line which contains the name and edit the entry by following Step 3 To change the number touch that line and edit the entry e Touch add another number for the contact touch Add Then touch the applicable icon representing the type of number Work Mobile Home Repeat this step if you want to add another number for the new contact e To return to the Contacts list without saving the new contact information touch Cancel e To change the primary number touch Primary See Changing the Primary Contact Number on page 67 for more information 9 Touch Save Editing a contact Procedure 1 Press Contacts 2 Search for the contact you want to edit 3 Touch the Details button to the right of the contact to display detail information 4 Touch Edit 5 To edit a name or number take one of the following actions e Touch Primary to change the primary number See Changing the Primary Contact Number on page 67 for more information e Touch the Name or number you want to edit e Touch a blank line to add a number e Touch Cancel to return to the Contacts list 6 Use the on screen keyboard to make changes to the contact infor
14. call pickup group any calls you picked up for another person or you missed and were answered by someone else in your pickup group are shown with a Forwarding icon Using this feature you can review details of the type of call pickup When you have one or more missed calls the History button illuminates and the Missed Calls icon and the top line displays the number of missed calls To call a person listed in your Call History see Calling a person from the call history on page 48 Viewing the call history Procedure 1 Press History You can go to the top of the list by pressing History again 2 If you want to see a different list touch the applicable icon at the upper right representing answered outgoing or missed calls 3 Scroll up or down to view the entries on the list Viewing call history details Procedure 1 Press History 2 If you want to see a different list touch the icon at the upper right representing the list you want to view 3 If you don t see the call whose details you want to review use the scroll bar to find it Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 81 Call History 4 Touch the right arrow on the call for which you want to see detail information 5 Touch Back to return to the list view or touch Delete to remove this call from the log or touch Contact to add this person and phone number to your Contacts list Adding an entry from
15. e Increase the separation between the equipment and receiver Connect the equipment into an outlet on a circuit different from that to which the receiver is connected e Consult the dealer or an experienced radio TV technician for help This device complies with Part 15 of the FCC Rules Operation is subject to the following two conditions 1 This device may not cause harmful interference and 2 this device must accept any interference received including interference that may cause undesired operation FCC Caution Any changes or modifications not expressly approved by the party responsible for compliance could void the user s authority to operate this equipment FCC Industry Canada Radiation Exposure Statement This device complies with the FCC s and Industry Canada s RF radiation exposure limits set forth for the general population uncontrolled environment and must not be co located or operated in conjunction with any other antenna or transmitter Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones Warning The handset receiver contains magnetic devices that can attract small metallic objects Care should be taken to avoid personal injury Power over Ethernet PoE warning This equipment must be connected to PoE networks without routing to the outside plant RABRAASEES SKUSE REN SRE EE Stok RHARRAR CASAS HSH Oa SEET BRE MAHERE ERRE ZI geg St OR KUSH SE nn Kr SERATBRRE HUGH
16. example to notify you that you have missed calls in the Call History Other icons display on call appearance lines for example the Detail icon to the right of a Contact name lets you navigate to that contact s detail information Icons also appear on application screens like the Contacts list and call History Icon Description Details button Touch to display more information about a line item or to access related information screens A Call History all calls ex Call History Missed call tt Call History Outgoing call een t Call History Answered call Contact Home telephone number Contact Mobile Telephone number Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 15 Introduction to 9621G and 9641G SIP deskphones Icon Description Contact Work telephone number X Contact Delete individual numbers for a contact Contact Favorite 4 Presence icon indicating a Contact whose presence you want to track Touch this icon to indicate you want to set up presence tracking on the Contact detail screen and enter a phone number or URI URL to be tracked for this Contact Feature related icons Depending on their purpose some feature related icons appear on the top line for example to notify you that the Send All Calls features is active or if a system failover is occurring Other icons display on t
17. features and system numbers or speed dial buttons For example you can change the label for your extension to 30 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Options and Settings My Line f you have a button module attached to your deskphone you can change any of those labels For example you can change a Help Desk extension to read Help Desk For information on editing Autodial button labels see Assigning labels to pre assigned Autodial numbers Procedure 1 Press Home Note To edit a label on an attached Avaya BM12 Button Module press the Edit button on the module and proceed to Step 7 Touch Settings Touch Options amp Settings Touch Application Settings On the Application Settings menu touch Personalize Button Labels ona A WwW N Touch either Extensions or Feature labels depending on which type of label you want to personalize N Touch the label you want to edit 8 Use the Edit keyboard to type the new label using up to 15 characters For information about using the keyboard see Using the On screen Keyboard on page 19 9 Touch the checkmark to save the new label or X to return to the menu without saving 10 You can revert back to the default button labels by selecting Home gt Settings gt Options amp Settings gt Application Settings gt Restore Default Button Labels and touching D
18. is illuminated when you have missed calls The top line shows the Missed Call icon and the number of calls that you have missed 11 Volume While on an active call press or on the Volume button to adjust the volume of your handset headset or speaker While you are not on an active call pressing these buttons adjusts the ringer volume 12 Mute Press the Mute button to mute a call in progress To take a call off mute press Mute again 13 Speaker Press the Speaker button to use the speakerphone To take a call off speakerphone lift the handset or press the Headset button Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones Overview August 2012 11 Introduction to 9621G and 9641G SIP deskphones No Name Description 14 Headset Press the Headset button to use the headset if connected Note Only HIS headset cords are compatible with your phone Forward Press Forward to display the Forwarding menu About connection jacks The following image illustrates the connection jacks that are present on the back panel of Avaya one X Deskphone 9621G and 9641G models The image schematically describes which device to connect in which jack Note 9621G does not support a button module 12 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Scrolling and navigati
19. person you are calling contact your system administrator Procedure 1 Touch the bridged line you want to use 2 Dial the telephone number or call the person from the Contacts list or call the person from the History list Independent alerting for each Bridged Call Appearance For you to access this feature your system administrator must first enable this feature for your extension The four options available are the following e On The default ringtone is played when there is a call on the bridged appearance e Off No alert is played e Delayed If the call on the bridged appearance is not answered an alerting melody is played after a delay This delay can be configured by your administrator e Abbreviated There is a single beep to indicate the call on the bridged appearance 62 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 8 Using the contacts feature You can save up to 250 names and up to 6 telephone numbers per name When you press the Contacts button you are automatically put into Contacts search mode Note When you press the Contacts button you may not see all the functionality described in this chapter This would be because your system administrator has disabled changes to Contacts Searching for a contact You can jump to a certain group of letters in your Contacts list by pressing the associated dial pad button
20. preset emergency services number Your system administrator can configure the PHNMOREEMERGNUMS parameter in the settings file for your extension with ten additional emergency numbers If a user dials any one of the specified emergency numbers the deskphone will handle the call as an emergency call even if the telephone is in the locked or unregistered state Avaya recommends that for phones connected to SES only one emergency number should be defined For use with third party gateways refer the relevant Application Notes for necessary provisioning to enable the configuration Important During telephone failover switching between telephone system servers during a system failure the Emergency softkey may not be available until your telephone is connected with an alternate server usually within several seconds Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 45 Making a call Procedure 1 Touch the Emerg softkey If you do not see an Emerg softkey or if the phone display does not show the Phone screen CA filtered view press the Phone button then touch the Emerg softkey 2 If the deskphone prompts Do you want to make an emergency call touch the Yes softkey Some call servers will call back to confirm the emergency status The phone automatically answers the incoming call on the Speaker by going off hook 3 To end the emergency call touch the End Call softkey or press t
21. telephone drops the last participant added to the conference 56 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com About forwarding calls Viewing the details for a conference About this task Note Depending on which server your extension is configured in you might not be able to see the details of a conference If you are not able to view the details of a conference contact your system administrator Procedure 1 On the Phone screen select your active call 2 Press Conf 3 Dial the telephone number or call the person from the Contacts list or call the person from the History list 4 When the person answers tap Join or OK to add the person to the existing call 5 Tap Add and repeat these steps to add another person to the conference 6 Tap Details button to access the details on the participants About forwarding calls You can forward your incoming calls to another number or to voice mail If call forwarding is turned on a Forwarding icon appears on the top line of your display screen and the Forward button is illuminated Alternately you might have forwarding features available on a Quick Touch panel if your administrator has enabled this capability When the Forward button light is on one or more of the forwarding features are active The forwarding features available on your phone depend on the options your system administrator has se
22. the call history to your contacts list Procedure 1 Touch the Details button of the number you want to add to your Contacts list Press History 2 3 Touch Contact 4 5 Touch Save Edit the name and telephone number if necessary Removing an entry from call history Procedure 1 2 Press History Touch the Details button for the entry you want to delete If you don t see the entry you want to delete use the scroll bar to find it 3 Touch Delete 4 Touch Yes to confirm or touch No if you do not want to delete this entry Clearing all call history entries About this task Clearing all entries from the call history deletes all of the entries for the specific list you are viewing For example if you are viewing the Outgoing calls list only outgoing calls are deleted However if you are viewing the All Calls list touching Clear All deletes all calls 82 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Turning off call history Procedure 1 Press History 2 If you do not want to delete all calls touch the icon at the upper right representing the list you want to clear Select the list you want to delete 3 Touch Clear All to delete all of the entries in the list you are viewing 4 Touch Yes to confirm Turning off call history About this task You can turn on or off If you have bridged call appearance
23. to receive a call In addition when you are on a call other users can see that you are busy and either call later or contact you using another method To see the presence information of a contact you must first set the Track Presence option to Yes for that particular contact You can turn on the Track Presence option while adding a contact You can also choose to turn the Track Presence option on or off by editing the details of a contact To know more about adding and editing a contact see the chapter Using the contacts feature Note You can not see the presence information of your contacts unless your system administrator enables the presence feature for your extension Press CONTACTS The Deskphone displays presence icons in your contacts list to show the status of your contacts To know about the presence icons see Presence icons on page 16 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 75 Tracking presence information 76 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 11 Configuring Hearing Aid Compatibility Procedure 1 Press the HOME button Touch Settings Touch Option amp Settings Touch Advanced Options Touch Handset Equalization Operations O oa A W N Touch the line you want to change the value of e Default e Audio Opt e HAC Opt 7 Touch the ri
24. 2 51 Initiating a group page 52 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 6 Standard Call Related Features Your deskphone offers standard call related features like muting a call transferring a call forwarding calls and conferencing Depending on the action you want to perform either press the appropriate button on the phone or touch the appropriate softkey while on a call Muting a call About this task While on a call you can mute the microphone of your phone so that the other party cannot hear you You can configure your deskphone to alert you if your dekphone is on mute The alert can be an audible beep and a visible indication on the top line of your deskphone Procedure 1 Press Mute during a call so that the other person on the call cannot hear you 2 Press Mute again to unmute the call Note If a call is on mute and you switch between the handset headset or speakerphone the mute is turned off When the call is muted the Mute button light is on and the top line displays the Mute icon Configuring mute alert About this task Mute alerting provides audible and visual feedback on the Phone screen when you have muted a call and start speaking This feature is available only when the Mute Alerting option is set to Audible Visual or Both as described in Setting mute alerting on page 27 and you Mute an active ca
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26. 600090 The following table provides descriptions of buttons and features of the 9621G and 9641G deskphones No Name Description 1 USB port The 9621G does not have a USB port 2 Message An illuminated red light in the upper right corner of your waiting phone indicates that you have voice mail If Visual Alerting indicator is enabled this light flashes when you receive an incoming call In addition to the message waiting indicator the Message bution is also illuminated when you have voice mail 3 Phone The first line shows status information such as the time and display date primary extension error indications Instant Messaging indications and missed calls The second line called the Status Line provides information such as when you can use the right or left navigation arrows to view alternate screens or menus The Status Line also provides messages related to the current application or the actions that you must perform on a screen Call appearances appear below the Status Line The number of call appearances available to make or receive calls depend on how your system is administered The number of lines available on touchscreen deskphones depend on how the Quick Touch Panel QTP is administered For more information see Setting the Quick Touch panel on 10 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com
27. ANE E E 58 lt EE 87 sending tO coverage sssssssssssssrrirrensseesreerrrnns 57 ACCESSING E 87 Eu du ue EE 54 forwarding ereere a E EEEE 58 INCOMING cals 2 cece eee eee eee te eee eeeeeeeeetteeeeeee 43 97 Selen O 58 ANSWETING EE 43 TUNING De EE 58 directing to multiple telephones ee 97 Nei Ee tu EE 91 INCOMING CallS ecceecceccesessteeeeeeesseneeeeeeeeesteeeeeeseees EN e EE EN forwarding when busy or no answer s es EN Forwarding Calls cccececceeeeeeeeeeeeeeeeeeeeeeseeeeeeeeeenees 57 instant Messaging eeeeeeeeeeeee cette eee eettaeeeeeeeeeeeeaaa cal DOU EE 57 Intercom group 0 0 eeeeeeeceecceeeceeeceecceeeeeeeceeeeeeeeeeeeeeeess 94 108 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 K key repeat delay 0 ccceecceeecceeeececeeeeeeneeeseeeeeeeesaaeees 35 KOVDO Ar seccccstecccecceceaccaseeversessangenesnciesteantenetudeaseceoneeds 19 USINO ME 19 L HAN QUA QS EE 3l Changing display seesinane nR ETA Large text Text size cccseeeeeeeeeeeeeeeneeeeteeeeneeeeeeees 32 legal NOCES sirrin aaan unaandaa kanada iaaa aaea 2 Locking the phone secsracrcsn 103 Locking your telephone AA 103 Logging in to your deskphone extension n 104 Logging in to your telephone nsee 103 Logging out of your telephone extension 45 103 Login AS A QUESE user cc cssscsteetsneesnteaseeneetadeeeneae 103 Beie EE 34 M malicious Call raci
28. AVAYA Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones 16 603596 Issue 1 August 2012 2012 Avaya Inc All Rights Reserved Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Note Using a cell mobile or GSM phone or a two way radio in close proximity to an Avaya IP telephone might cause interference Documentation disclaimer Documentation means information published by Avaya in varying mediums which may include product information operating instructions and performance specifications that Avaya generally makes available to users of its products Documentation does not include marketing materials Avaya shall not be responsible for any modifications additions or deletions to the original published version of documentation unless such modifications additions or deletions were performed by Avaya End User agrees to indemnify and hold harmless Avaya Avaya s agents servants and 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
29. Resume or the call appearance of the held call to retrieve the call Your system administrator may have administered the Hold Recall feature which alerts you visually and with a priority ring to remind you of a held call after a certain period of time Transferring a Call Procedure 1 Keep the call you want to transfer active and touch Transfer from the Phone screen 2 Dial the number to which you want to transfer the call 54 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Configuring Enhanced Call Pickup Alerting 3 Touch Complete to transfer the call For an attended transfer answer the call then touch Complete For an unattended transfer press Complete without answering the call Configuring Enhanced Call Pickup Alerting About this task This feature enables you to configure an optional audible and visual alert when an incoming call to someone in your corresponding call pickup group is ringing Procedure 1 Press the Home button on the phone Touch Settings Touch Options amp Settings Touch Sound amp Screen Options Touch Call Pickup Ring Type Touch the ringtone you want to assign Touch Back To set the type of alerts for call pickup touch Call Pickup Indication oOo N OO A Go D Using the conference feature You can use conference calls to speak with people from different locations on the same call Additio
30. S UNA DEE e 19 Gel 33 SE ien et enero om erty eneree ere rte 19 choosing SE 33 TIME format EE 3r lr RTE EE H EE 29 setting for call pickup EEGEN 33 tracing e 95 TRANSOM sas scaiaissstanalcteacsne ses iacracsasvasststassans deanertescseeraanies 54 S SCRE CM oiean irae R A aa 20 U leaning EE 20 Scrolling and navigation 0 ccceeeeeseceeeesseteeeeeesees 13 SE Ag WE PRONG eendeitege 103 UN ParkinGiGallS sdis ek etzzetee eg gCed geesde sgr 93 OUI EE 13 URI dialing making a Call oenas 47 Sear h ensen a aere ee 64 g database EE 64 V extended sevcdncisssssedededectesbasadiuctunnamabintedudesaaniecteedd 64 SENDALL Gees DEE EE 57 Visiting user logging in AS scssssseesssseesesseesssseeeeseeess 104 setting editing disabling es eerste eee EE EEN 27 Speaker E E ETE E octane 38 CONFIQUIING oossoo 27 Speed DialNg asec cverssuesvecticg cess iiiad aia aada 29 setting UD eeren 29 W Whisper PaQe cccceeeeeeeeeeeeeeeeeeeeaeeeetetaeeeeeenaeeenees 96 Team button sinnini nii 99 100 WML browser broweer sssssenussonnnnrsssrnnsrssnnrrenesne 40 110 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012
31. SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 25 The Home Screen Displaying call timers About this task You can set your call settings to display the duration of calls You can turn the call timer display on or off Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5 Touch Call Settings On the Call Settings menu touch Display Call Timers to change the setting from Yes to No or No to Yes Touch Save to save the setting or Cancel to return to the menu without saving Setting redial options About this task To display a list of the last numbers you dialed or to dial the last number you dialed you can use the Redial option Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5 On the Call Settings menu touch Redial to change it from List to One Number or Touch Call Settings One Number to List The list displays the last six numbers from or to which calls were made when you touch Redial Touching Redial dials the last number called Touch Save to save the setting or Cancel to return to the menu without saving 26 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Options and Settings Configuring visual alerts About this task When the Visual Alerting option is turned on incoming calls cause the LED in the top
32. SIP User ID If your system is set up to allow visiting user privileges touch the Primary Phone line to indicate whether you are this phone s primary user or whether you are a visiting user of this phone If your system is set up to allow visiting user privileges the deskphone prompts for Login Mode Touch Enter Logging out of your deskphone extension Procedure 1 Press Home 2 Touch Settings 3 4 Touch Yes to confirm Touch Log Out Scroll down and select Log Out Your contacts speed dial settings favorites and Autodial numbers are saved during logout and are available the next time you log in to your extension If you had logged in as a guest user the deskphone s original settings are restored upon logout 104 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Logging out of your deskphone extension If you logged in to this phone as a guest user the deskphone s original settings are restored upon logout Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 105 About locking and logging in to and out of your telephone 106 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Index A cl e 6 gt cere eee Rere re ege 101 limited during failover s es 101 Le 98 directing to Cell phone 000 eee eeee
33. 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 AVAYAAFFILIATE OR AN AVAYA AUTHORIZED RESELLER AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A 2 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones 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 Prod
34. and use the dialpad to type your credentials 8 Touch Save to save your settings and preferences 9 To set or change your calendar preferences select Calendar and indicate enter the following e whether or not you want your phone to activate the calendaring feature touch the line to change this setting from Yes to No or No to Yes e whether or not you want your phone to remind you of items on your calendar touch the line to change this setting from Yes to No or No to Yes Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 39 The Home Screen e if you want to be reminded of calendar items indicate in minutes how far in advance you want to get a reminder for your appointments For example setting the value to 120 will cause a popup reminder to appear two hours before the appointment start time and setting the value to 5 will cause a reminder popup to appear five minutes before the start time of appointment Setting the value to 0 minutes will cause the reminder to be displayed at the start time of the appointment Use the dialpad to enter numbers use the Backspace softkey to remove an existing value then use the dialpad to enter the new value e whether you want the appointment reminder to reappear after a snooze period in minutes you specify For example setting the Exchange Snooze Timer value to 5 will cause a Reminder popup to reappear five minutes after you have snoozed
35. ator Using the Features menu Procedure From the Phone screen touch the Features button at the upper right corner to view the Features menu If you don t see a Features button scroll right to display the Features menu The LED icon next to the feature name indicates if the feature is currently on or off If the LED icon associated with the feature label is green the feature is on Note To return to the main Phone screen touch Exit Feature Table Feature names are often abbreviated to fit your deskphone or button module display area Use this table as a cross reference to standard feature names and their corresponding common abbreviations Depending on how your system is administered not all features shown here may be available to you For detailed information about a feature click its link in the Feature Name column Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 87 About Features Feature Name Common Abbreviation Auto Dial Phone number or extension set up by your administrator as an auto dial number followed by a telephone icon or Autodial Auto Intercom on page 90 Auto Icom Auto In Automatic Callback on page 90 Auto Callback Call Forwarding All Calls on page 58 Cfrwd or CFrwd with a third party s extension if applicable Call Forwarding Busy Don t CFBDA Answer Call Park on
36. bar on the right side of the Home screen to view the next page See Options amp Settings for more information If you have a Calendar application you can review appointments and reminders See Integrating other applications with your phone on page 39 to set up your calendar preferences and Using the Calendar on page 85 for information on working with this feature The exact content of your Home screen depends on how your administrator has set up your system but it always includes Settings which displays a menu that lets you change your call settings the language in which information displays on the screen the way your screen looks and sounds clean your screen log your phone out and more Note The Settings options that appear depend on how your extension was administered Some options described in this guide may not be available to you Options and Settings The Settings menu contains choices for e Options A Settings e Network Information e Light Off e Touch Screen Cleaning Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 23 The Home Screen e About Avaya one X e Log Out the extension The Options amp Settings menu provides access to e Call Settings including choices for automatically displaying the Phone screen when you get an incoming call or when you place a call turning call timers on or off controlling how Redial works turning Visual Alerting on or off
37. ble it for your Deskphone Touch Save Setting the Quick Touch panel About this task When you use the Quick Touch panel the Phone screen provides access to your features or call appearance buttons at a glance You can set the Quick Touch Panel to display one or two lines or not display any lines Displaying the Quick Touch panel can limit your call appearances display to three lines at a time Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5 On the Screen and Sounds menu touch Show Quick Touch Panel then touch Touch Screen and Sound Options the Right softkey to change the setting from 1 Line to 2 Lines from 2 Lines to 0 or from 0 to 1 Line 36 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Options and Settings 6 Touch Save to save the setting or Cancel to return to the menu without saving Changing the display language Procedure 1 Touch Settings N OO oO fF W PD Press Home Touch Options amp Settings Touch Language amp Region On the Language amp Region menu touch Language Touch the language to which you want to change Touch Yes to confirm the selected language or No to return to the language list without changing the language Setting the time format You can change the way the time displays on your screen The time format is either 12 or 24
38. ce identifies the incoming call with your name followed by ICOM Call Forwarding when your line is busy or if you don t answer About this task The Call Forward Busy No Answer feature allows you to set a number to which your calls will be forwarded when your line is busy or when you don t answer a call You must enter the telephone number where the calls will be forwarded each time you use this feature Procedure 1 Touch Forward to access the main Forwarding menu 2 Select Call Fwd Busy No Ans 3 Enter the number to which you want to forward your calls as the destination 4 Touch Enter 5 Touch the line on which Call Forwarding appears to turn call forwarding off Blocking your extension from displaying during calls About this task You can override the system default setting to display your extension on outgoing calls Use the Calling Party Number Blocking feature to prevent your number from displaying Procedure 1 From the Phone screen access the Features menu 2 Select CPN Block To stop calling party number blocking see Displaying your extension on outgoing calls on page 92 3 Touch OK 4 Enter the extension number you do not want the called party to see Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 91 About Features 5 Touch OK to start calling party number blocking Displaying your extension on outgoing calls About this task If you used t
39. ch Edit 4 Use the dialpad to enter the label text or the Autodial number 5 Touch Save Setting up automatic call back About this task When an extension you call is busy use Automatic Call Back to receive a return call automatically as soon as that extension is free Procedure 1 After calling an extension and while receiving a busy signal access the Features menu 2 If necessary scroll down to Auto Callback and touch the corresponding line 3 When you hang up the callback call the feature deactivates automatically Making an auto intercom call About this task Use the Auto Intercom feature to call a specific extension or intercom group Procedure 1 Before dialing scroll right from the Phone screen to access the Features menu 2 If necessary scroll to Auto Icom and touch that feature Two numbers display with the Auto Icom feature for example Auto icom 2 3 The first number denotes the intercom group number for the Dial Intercom feature The next number denotes the extension your administrator has predefined as your automatic intercom destination extension 3 Touch the number s that corresponds to the destination extension 90 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Call Forwarding when your line is busy or if you don t answer 4 Touch Enter to activate the intercom call to that extension where the call appearan
40. during failover or until normal service is restored on your original telephone server Logging off during failover during transition to or from an alternate server or while your phone is active on an alternate server may cause your phone to become inoperable The following conditions apply when your telephone is in failover mode e Messages like Acquiring service if telephone registration has not completed Link recovery Limited phone service if the telephone is unable to log in to any of the servers and Calls may be lost may inform you of a failover situation e If you are on a call when failover occurs that call will remain active You cannot initiate new calls while your phone transitions to the alternate server e Certain softkeys may not display and their related functions may be unavailable until transition to the alternate server is complete e Call connection may take longer than usual e During the transition to a new server any active conference calls call transfers and held calls may be dropped Incoming calls may not reach you such calls may go to voice mail e Emergency calls may or may not work depending on the stage of failover and the functionality available on the alternate server e Once the transition to a new server has occurred bridged call appearances are available Despite a Log Bridged Calls option setting of yes bridged calls are not logged during failover but are available o
41. e 2 Numeric Entry Keyboard E E E gt E EI E E E Switch to SE BoE 4 DECEO Jby Next Field Screen LOCUL Eiane Le Dialpad text entry toggle Switch to gt between Alpha Text numeric and Entry Screen multi tap alpha Move cursor to Right Cancel Save Done Next Move cursor to Left Backspace Cleaning the screen Clean the touch screen periodically to remove fingerprints and other marks by using a soft slightly damp lint free cloth From the Home screen select Settings and then select Touch Screen Cleaning to disable the touch screen so that you do not initiate an action or application Follow the instructions that appear and press any phone button when you complete cleaning A Warning 20 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Viewing Network Information Use plain water or a cleaner specifically designed for LCD computer or touch screens Do not use harsh chemicals window cleaner abrasives aerosol sprays ammonia or solvents to clean the touch screen Do not let the cleaning liquid enter the phone through the openings Viewing Network Information Your system administrator might ask you to check certain phone or network settings to investigate problems You can obtain network information from HOME gt Settings gt Network Information Network Information has seven different screens fo
42. e X provides the release number of your telephone software Log out is used when you want to sign off the phone to protect your settings or to allow another user to log in to your phone Logging out prevents unauthorized use of your phone Log out does not display unless your phone and any associated button module is in an idle state Note 24 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Options and Settings Setting the Phone Screen on calling About this task To automatically display the Phone screen when you make a call set Go to Phone Screen on Calling to Yes Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5 On the Call Settings menu touch Phone Screen on Calling to change it from Yes Touch Call Settings to No or No to Yes Touch Save to save the setting or Cancel to return to the menu without saving Setting the Phone Screen on ringing About this task To automatically display the Phone screen when you get an incoming call set Phone Screen on Ringing to Yes Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5 On the Call Settings menu touch the setting to change it from Yes to No or No to Touch Call Settings Yes Touch Save to save the setting or Cancel to return to the menu without saving Avaya one X Deskphone
43. eeeeeeeeeeeeeeeeeeees 98 eebe eege 38 Applications EE 63 Elle CG 63 APPOINTMENTS EE 85 reviewing calendar AA 85 Audio PA EE 28 ON NOOK EE 28 Auto interCom call sessies harass kasaa 90 alle Une EE 89 setting Up EE 89 automatic Call back 90 B pack DANE sicwcdesansastcetedansastcenedaaesda veceecnadascacevadeadalineteds 12 Background 100 cceeeeeeeeeeeeeeeeeneaeeeeeeeeeeeeeenaaeeees 34 bridged call appearance ecceeeeeeeseeeeeetteeeteeaeees 61 JOINING EE 61 Bridged call appearance ee ceeeeeeeeeeentteeeeeeennaees 61 lei 61 Bridged Calls ceceecceeceeeceseneeeeeeaeeeseceeeteeeeeeeenaeees 61 ANSWENING EE 61 Brightness adjusting ceeeeeeeeeeeeeneeeeeeneeeeeenaaeees 31 Browser WML ccccesesseceeesseceeceseseceeceaseeeeeeeaaeeees 40 DUSY INGICATON occ eee eeeetee teeter i 89 button click SOUNAS 2 0 0 ccceecceccecceceeeesceeeeecseesseseeetnes 35 CONMMQUMING EE 35 Button labels ranes aa EEN 30 personalizing 2 eeeeeeeeeceeeceeeeenneeeeeeeentaeeeeeeeeaaees 30 Button labels restoring to default labels 30 CG E Ee E 85 lee 85 lui e TEE 85 reviewing appointments ON ee eeeeeeeeeeeeees 85 Calendar contacts preferences cceccseeeseeerteees 39 Calendar Contacts Setup cceccccceesssteeeeeeeeennaeees 39 Le EE 96 Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones Call PACK secciiecsaisstadiaranccbacial
44. eeeeeeeeesteteeeeeeeseessttaeees 30 Setting speed dial numbers 000cssseeeeeee 29 setting the Quick Touch panel s es 36 Options A Settings call history s 83 OUIQOING e 45 62 MAKING RT 45 making a call on a bridged line seenen 62 Outgoing Ke UE 46 redialing a number 46 Outgoing Calls ccccccceeeseceeesseteeeesesseeeeeess 47 91 92 blocking extension display aeseeeeeeeeeeeeee 91 edit dialing a number 47 unblocking extension display s es 92 P page eet eege 96 NI lef UE 92 Phone Screen On Calling cccesceeeessesseeeeseseneeeees 25 SENG scot duvaay heaters cndatsGaveniesescntantedlnacrnenetacroosinieney 25 Phone Screen On ringing ccccceeeceeeeeeeeeeeeeeeeeeeaeees 25 SEWING EE 25 Phone Settings EE 23 ADOULE nere EE E 23 Picking up Galla cencecccrnnnreiea 93 94 PICSONCE eege EReeeeE ainankaan aaan 75 PLFESCNGCOAGONS accione N 16 Primary Number 67 CHANGING DEE 67 Priority Call perserne aa 96 problems with telephone assssesssressessrresseerrrensrenna 101 Q Quick Touch panel cccccceeeceeeesseeecseeeeeseeeeeeaaees 36 CONJUNT erosen SES 36 August 2012 109 R ANSWELING Call ccceccceecceecceeceeeceeeeeeeeeeeeeeeeeeeees 99 speed dialihg sssctreesnissaastcwantivaaateadsceweteaanevactvian 100 recording Ne IER 95 TE ANN DUWO Miss EE 99 Redial tee 46 Telephone display ong EE 13 15 17 redial Opt OnS eeieueeeheeteeet eege tee 26 DOU geesde ees 43 15 17 S
45. efault Adjusting the display brightness or contrast About this task These settings adjust the brightness of either the deskphone or an attached Button Module or the contrast of an attached button module You cannot adjust a deskphone s color display contrast Note You can adjust only the brightness of the 9621 IP deskphone and not the button module as the deskphone does not support button module Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 31 The Home Screen Procedure o o fk o PD Press Home Touch Settings Touch Options amp Settings Touch Screen amp Sound Options On the Screen amp Sounds menu touch Brightness or Contrast Touch either Phone or Module depending on the brightness or contrast of the item that you want to adjust If more than one button module is attached additional Module lines appear Note You can adjust the contrast of an attached button module and not the color display screen Touch the desired level on the bar indicator to adjust the brightness or contrast depending on which attribute you are adjusting Touch Save to save the setting or Cancel to return to the menu without saving Turning large text on or off About this task Note The large text option is available only for the English language Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5
46. enen pitteee aisin Extend Gall vissscccdssasssictsnsrssadaveievastecvessstasvcnetennacdcnden 98 Clearing all call en ries En 82 Et 0S EE pe OB eons EE a Emergency elt estetggegiegegtegreiieer eege 45 Viewing Call details En 81 Enabling Instant Message 71 __viewing for e EES 81 encrypted call cscccsessesessssscscesessesesevensesesessseeees g7 History removing a Call from En 82 Enhanced Call Forwarding rules cssssesssseesseesseeeee 59 History turning off 83 Or EEGEN 35 Hold EE 56 UNING EE 35 conference calls EE 56 Exchange COMACHS ooccccccccccccccccceccccesecseccscececsesecsetseesees 68 Hold Deene 54 SE E 91 92 putting a Call on hold En ae blocking display Of cc sccsssssssssssssesssseessseeeseeesseeeen 91 Home screen enina iiaa eeii 23 unblocking display a GE 92 about SEENEN 23 Home Screen ICONS ccceececcesececaeeeeeeeeeeeeeeeeaeaaeaes 13 TOU NAG sistas ee ee E 79 F Seege 101 Favorttes cceeeeccccecesssecececeeeesceeeeeeeeseeeeeseaueseeseeaeeanes 30 setting UP EE 30 Icons in telephone display cccceeeeeees 13 15 17 Feature Abbreviations ccccccecesseeceeeceneeseeeeeanenses 87 about 13 15 17 Feature TAD ss eg REN dE 72 Feature related ICONS cccccseecceeeeeseeeeeeeeeeeeaeeeees 16 incoming calls 22 0 cece cece eee eeeeeeeeentecteeeeeees 54 57 58 PG ALUNES cinsaarsstiisa variances suieaceat stuaunauaaneaadesaidh ia nanenenn 87 forwarding eeann arnan
47. eren ee E A A T E E T E E AE E ET EE N 92 CURIE a Calloni 93 PICKING p a call to AOTC x ISTO EE 93 PRINS eh IN to another cal UU TE 93 Piekna up e call tom yonr PICKUP E 94 Galling someone in your intercom e e EE 94 Tae es EE 95 PCIR EE 95 Makna Ee Galore tcanetaaaas emmrnasas eed ope asiatatiaxaustes moma eer eae aes 96 Tee EE a WMS ISI e EE 96 TEE ag TOF an enye d EE 97 Configuring simultaneous ringing for multiple phones using ECBOO 97 Extending A Call to your cell phone OSD csicescesscci scene deandertteaureeinuscetsauctealecaeneia iste aaa anaia 98 Chapter 16 About the Team Dutton ccccccceeeesseeeeeneeeeeeeeeeeeeeesseeeeneeeeceeeeeeeeeeeeeeeeanees 99 Answering ah active callon a monitored extensio icsse anore aaaea aaa 99 Spaga dialing to a montorcd E EE 100 GESEIS moone or Team PUNOM e a ea 100 Chapter 17 Limited access during Tailover eskkkRSSEEEEEEEESEEKEEEEEEEEEEEREEEEEEEEEEEEEEERSEEEEEEEEeN 101 Chapter 18 About locking and logging in to and out of your telephone 103 Loekng and unlocking your tOpPhONG seras en eee eee enone mmn nC ume ney a eusC ney Sten Serer Sere ener eer oer rr 103 ee Wee in to yogur SSI RII ENTE SIO sic Suen ssies 28S cana caaes aAA AKASA aaa aeS 104 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 7 8 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Chapter 1 Introducti
48. espective owners and Linux is a registered trademark of Linus Torvalds Downloading Documentation For the most current versions of Documentation see the Avaya Support Web site http support avaya com Contact Avaya Support See the Avaya Support Web site http support avaya com for product notices and articles or to report a problem with your Avaya product For a list of support telephone numbers and contact addresses go to the Avaya Support Web site http support avaya com scroll to the bottom of the page and select Contact Avaya Support Federal Communications Commission FCC Interference Statement This equipment has been tested and found to comply with the limits for a Class B digital device pursuant to Part 15 of the FCC rules These limits are designed to provide reasonable protection against harmful interference in a residential installation This equipment generates uses and can radiate radio frequency energy and if not installed and used in accordance with the instructions may cause harmful interference to radio communications However there is no guarantee that interference will not occur in a particular installation If this equipment does cause harmful interference to radio or television reception which can be determined by turning the equipment off and on the user is encouraged to try to correct the interference by one of the following measures e Reorient or relocate the receiving antenna
49. ettings Touch Options amp Settings Touch Call Settings Tochange theDialing option from On hook to Editable or Editable to On hook touch Edit Dialing on the Call Settings menu Touch Save to save the setting or Cancel to return to the menu without saving Toggling caller name and number About this task Use this procedure to toggle the caller name and the caller number if the caller name is too long to fit in the Deskphone screen Procedure 1 Press HOME 2 On the home screen touch Settings 3 Touch Option amp Settings 4 5 Touch Toggle Caller Name and Number to change the value from Yes to No or Touch Call Settings vice versa Touch Save to save the setting or Cancel to return to the menu without saving Setting up speed dialing About this task You can assign speed dial numbers to up to 10 people in your contact list Then when you want to call a speed dial contact simply touch the number you ve assigned to that person Procedure 1 2 3 4 Press Home Touch Settings Touch Options amp Settings Scroll to and touch Assign Speed Dial Entries Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 29 The Home Screen If your telephone does not display the Assign Speed Dial option your administrator has not made this feature available To un assign an existing speed dial contact scroll to the line you want to un as
50. g EE 30 Adjusting The display bighipess Or CONTAS esiis new racine i 31 REI Ree E RT EE 32 Choosing tg aere is cc seas iaoeia r Oeean eraan E beaa S Ei A OERS 33 lee Uh er E lee E 33 Setting Call iy dlering ACA ysis eccas tesa a 34 Ohangno me Ty OUI O c cast curiae rinltateted a aaa aS ia aadA 34 TRING uer sounds on and EE 35 TM SH ones gmaria e A 35 SE Ky Rapar Dola comin ie Eed 35 SEI er GUCK TOUR Eed AA ANS de cuuieeaen cuir 36 Changing ihe dishay angua TEE 37 SUNE E TE an E A A E eaeteaa a ana eae 37 TE SAIS TEE 38 Ree le Hearing A i e a ctscccaiars ctad scout ceedenus deste i 38 integrating other applications with your PNG ee Edge tece dad SENGES Ee r 39 EES E E eege EEE 40 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 5 Usmo me WML eege eegent 40 Chapier 3 Answering EEN 43 Ghapter 4 Making EC ocerissanaainnansneiniiedunninsitannvatataestaandquanslalensthcaeanananauisannunanaemanslansnenennis 45 UAE E E ne UE 45 Deag A ANUND EE 46 Pedala Gr EE 46 0 Rect Milt sdt lle EE 47 PRI a Call E TE e EE 47 Galing persan Th E CH E 48 Re E WE tom TE all MoO E 48 Denio an nt 49 Chapter 5 Initiating a TR CN 51 Chapter 6 Standard Call Related Features cccccccccseeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeseeeeeeseeeeeess 53 ee ee 53 el nice ai Rer EE 53 Ile ie UE e DEE 54 UU aA EE 54 Conhaurinig Enhanced Call Pickup Alerting egene sede iiisrsscecdivuiersiciaiiadevatauadesitedidiue
51. g procedure Procedure 1 Press the HOME button 2 Touch Options amp Settings 3 Touch Screen amp Sound Options 4 To turn IM on or off touch Enable Instant Messaging 5 To turn IM tone on or off touch Enable IM Tone Initiating an IM session from your contacts list Procedure 1 Press the Contacts button on the phone 2 Type the name or select the user you want to send an IM 3 Tap the IM icon on the right hand side of the name of the user The telephone displays the IM Edit screen 4 Using the on screen keyboard or dialpad type your message up to 255 characters Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 71 Instant Messaging 5 To send the message tap Done Replying to an IM About this task When someone sends you an IM the delephone displays a notification message on the Top Line with an optional audio alert Procedure 1 On the notification window tap Reply 2 On the IM Edit screen type your message 3 To send your message tap Done Using IM Templates If you are busy and do not wish to attend an incoming call from one of your contacts you can send a reply with a predefined response Procedure 1 For an incoming call that you do not want to attend tap Send IM and select from among the following options that the screen displays e I ll call you back as soon as m off the phone e I ll call you back in 5 minutes e FII call
52. ght or the left arrow softkey to change the value of the field that you have selected 8 Touch Save Audio Opt stands for audio optimization and HAC Opt stands for hearing aid compatibility optimization Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 77 Configuring Hearing Aid Compatibility 78 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 12 About Hotline The Hotline feature allows you to dial a pre configured number which your system administrator has already set for you To dial the hotline number lift your handset or press the SPEAKER button Alternatively if you are using a headset press the HEADSET button The deskphone automatically dials the number that your system administrator has configured for you Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 79 About Hotline 80 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 13 Call History The History screen provides a list of recent calls with information about call disposition such as missed answered or outgoing with the caller name and number call time and call duration Note The caller number is displayed only if available Call History also shows bridged calls If you are a member of a
53. guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 17 Limited access during failover One or more telephone system servers provide your phone with its connectivity features and functionality If a disconnect or switch from one server to another occurs your phone goes into failover mode to keep it operating while alternate server resources are established Depending on the server your phone is on a Failover icon may appear on the top display line to notify you that failover is in effect Failover has different stages For example while your phone transitions to a new server it is in limbo and functionality may be limited Then when the alternate server is active your phone assumes the functionality available on that server which may not be the same as your original server When the original server is restored your phone transitions back failback and functionality may again be limited during the transition When your phone is back on the original server normal functionality is restored Failover and failback are automatic you have no control over failure mode Keep in mind that during failover certain features may not be available and telephone functionality may be limited Check the softkeys at the bottom of the display to determine the actions you can take during failover also try the Phone button to display the Home screen for possible actions Important Do not log your telephone off
54. he CPN Block feature to block your extension s display on calls you make you can change it back using CPN Unblock CPN Calling Party Number Unblock lets parties you call see your extension Procedure 1 From the Phone screen access the Features menu 2 Select CPN Unblock To set up calling party number blocking see Blocking your extension from displaying during calls on page 91 3 Touch OK 4 Enter your extension number 5 Touch OK to stop calling party number blocking Parking a call About this task Use the Call Park feature to answer a held call at another extension if you are part of a telephone coverage or hunt group For example if you need to go to another location to verify some information you can park your current call and answer it at another location within your group Procedure 1 During an active call access the Features menu 2 If necessary scroll down to Call Park and touch the corresponding line 3 At the other telephone touch the Call Park line feature button to unpark the call 92 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Unparking a call Unparking a call About this task Use the Call Unpark feature to release a call from the extension at which it was parked when the extension is part of a coverage or hunt group Procedure 1 From the Phone screen access the Features menu 2 If necessary scrol
55. he Feature Menu to indicate whether the individual features listed are active or inactive Icon Description A Icon indicating the telephone is not connected to its network and is operating in failover mode Some features may not be available or work correctly See Limited access during failover on page 101 for information Send All Calls feature is activated n Feature is activated Feature is off not activated Presence icons These icons indicate the status of a team member whose presence you are tracking 16 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com About icons Icon Description iL Presence icon signifying this contact is available the contact whose presence is indicated is registered logged in and that phone is in an idle state di Presence icon signifying this contact is currently on his or her phone Busy indicator E Presence icon indicating this contact is not logged in unregistered e Presence icon indicating this contact s phone is busy with the Send All Calls feature active This icon also designates that a feature is not available at this point of a call kK Presence icon indicating the screen saver on this contact s phone is on or the phone is locked No Presence Available icon indicating that although you set up presence tracking for this contact teleph
56. he Speaker button Clearing a number Procedure Touch BkSp to erase all dialed digits and enter a new number Redialing a number Procedure 1 From the Phone screen touch Redial The last number is redialed or a list of the most recent numbers that you have dialed appears from which you can select a number to redial For information in redial settings see Setting Redial Options on page 26 Note The last number dialed and redial list are cleared if the Outgoing Call Log is cleared Note Your system administrator can disable Redial functionality 2 Touch the number you want to redial 46 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Making a call using edit dialing Making a call using edit dialing Before you begin Your system administrator has to authorize this function To set up edit dialing see Setting dialing options on page 28 About this task Using Edit dialing feature you can edit the number before actually dialing by using the Bksp softkey Using softkeys you can change the number character format or backspace to edit the number before actually dialing it Procedure 1 From the Phone screen enter the number you want to call 2 To edit the number touch the X softkey to erase the previous character one character at a time To move the cursor forward or backward use the Right or Left Arrow softkeys To cha
57. icssusnevsdtvcavdndvcharstectvsnnvaetaeed 90 Gal MSTO EE 48 calling Irom 0 eeeeeeeeceeesneceeeeesnneeeeeessneeeeeessnneeeeenees 48 Call history ICONS ecserin 15 Call history log eeeeeeeeeeeecceeeeeeeeeeseaeeeeteaaeeeeeeeeeesaeees 81 EE 81 Gall Parkin icc icccsdeciasactiteeged ect sete sthepeaestcbesatcte eecenternnas 92 Gall pick 22c 3 2 havin Gea easier aad 94 call pickup alert indication c ccceeeeeeeseeeeeeeeeeee 34 SEWING EE 34 Call Nun Ce wissvastvccenccstvesvedaccucvcacataiaddeadinteastbaveravedvivecee 26 displaying serinin oia aaaea 26 Call unparking ccceceeeeeeeeeeeeeeteeeeeeeaeeeeeteeeeeeeeaees 93 Call Related Features c ccccccccesseeccceeceeeeeeeeeeeeenaes 53 AD OUE keen AE E 53 Call related ICONS sssini innisin iz lee BE 41 using a click to dial link 0 0 0 0 eceeeeeesseeteeeeees 41 calling a person from the contacts list 0ee 48 Calling intercom group ceeeeeeeeeseeeeeeeeteeeeeeseeeeeeaees 94 Calling USING intercom eceeeeeteeeeeeeeeeeeeteeeeetteeeeeeees 94 Calling using intercom cceeeeeetteeeeeeeeeeeeeeeeeeeeaees 90 Cleaning the screen 20 Clearing a number 46 Click to dial ccccccccsesecceccceeeececeeeeeeesceeeeeeeeeaeeaaaeees 41 making a Call USING scosese 41 CONTELENCE EENEG 57 conference CAIIS aininn naninn ennai 55 56 dropping a participant eee eeeeeeeeeeeeeeeeees 56 putting a call on hold n se 56 saning UP cer
58. ion is idle and the user has enabled Single Ringing The monitored extension is idle and the user has enabled Multiple Ringing The monitored extension is busy on other call and the user has enabled Single Ringi ging The monitored extension is busy on other call and the user has enabled Multiple Ringing Answering an active call on a monitored extension Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones Procedure 1 Go to the Features screen The screen displays the statuses of the monitored extensions August 2012 99 About the Team button 2 Touch the entry for the extension for which you want to answer the ringing call Speed dialing to a monitored extension Procedure 1 Go to the Features screen The screen displays the status of the monitored extensions 2 Touch the entry for the extension that you want to call The Deskphone makes a call to the monitored extension Note The phone to which you are making a call must be in idle state Setting the ringtone for Team Button About this task You can assign a specific ringtone for your monitored extensions under the Team Button feature Procedure 1 Press the Home button 2 Access Settings gt Options and settings gt Screen and Sound options 3 Touch Team Button Ringtype 4 Touch the ringtone that you want to assign 5 Touch Back gt Save 100 Avaya one X Deskphone SIP 9621G 9641G user
59. ions amp Settings Touch Screen and Sound Options Touch Button Clicks to change it from On to Off or Off to On Touch Save to save the setting or Cancel to return to the menu without saving Turning error tones on or off About this task If the Error Tones option is On your deskphone produces an audio message when you press a button that is not valid or when you exceed the size of a text field To disable audible error beeps set the Error Tones option to Off Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 5 To change the Error Tones from On to Off or Off to On touch Error Tones on Touch Screen and Sound Options Screen and Sounds menu To save the setting touch Save To return to the menu without saving touch Cancel Setting Key Repeat Delay About this task Key repeat delay is the interval of time for which you need to keep a key pressed to repeat the action Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 35 The Home Screen Procedure O oa A WwW NY 7 Press Home Touch Settings Touch Options amp Settings Touch Screen amp Sound Options Touch Key Repeat Delay Use the right or left arrows to change the value The available values are No Repeat e Default e Short e Long e Very Long Note For you to see this feature your system administrator must first ena
60. l down to Call Unpark and touch the corresponding line 3 Enter the original extension from which the call was parked 4 Touch OK to release unpark the call Picking up a call to another extension About this task When your administrator has set up this feature you can answer a call ringing at another extension without having to be a member of a pickup group Procedure 1 Scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Directed Call Pickup and touch OK 3 Answer the call as you normally would Picking up a call to another call pickup group About this task When your administrator has set up this feature you can answer a Call ringing at a phone in a Call pickup group other than your own Procedure 1 Scroll right from the Phone screen to access the Features menu Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 93 About Features 2 If necessary scroll down to Extended Call Pickup and touch OK 3 Answer the call as you normally would Picking up a call from your pickup group About this task When your administrator has set up your phone as part of a pickup group use the Call Pickup feature to answer any other phone in the group Procedure 1 From the Phone screen access the Features menu 2 If necessary scroll down to Call Pickup and touch the corresponding line button 3 Answer the call as you normally would
61. list and call History The icons you might see on your touch based deskphone are described in the following table grouped into the screens or applications to which they apply Home screen icons Home screen icons are touch based Using these icons you can initiate actions like changing telephone settings gaining access to the Favorite numbers to add or change the numbers or cleaning the display screen Your administrator might make other optional Home screen icons available to you that do not appear in this table Your system administrator can provide information about optional applications Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 13 Introduction to 9621G and 9641G SIP deskphones Description Designates the general phone number for a favorite Contact See Setting up favorites for more information Designates the home phone number for a favorite Contact See Setting up favorites for more information Designates the work phone number for a favorite Contact See Setting up favorites for more information Designates the mobile phone number for a favorite Contact See Setting up favorites for more information Tap to gain access to the WML Browser application Tap to gain access to the Settings menu See more Home screen icons See previous page of Home screen icons Tap to gain access to the Main Menu Clean Screen option
62. ll Mute alerting is turned off automatically when you press the Mute button to take the call off mute Depending on the Mute Alerting setting you choose the Phone screen provides the following feedback actions and options Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 53 Standard Call Related Features e Audible If you put a call on mute and start speaking after 15 seconds the phone produces a beep to notify you that you have muted your phone e Visual If you put a call on mute and start speaking after 15 seconds the phones displays a message that reads Phone is on mute on the phone status line e Both Combines the actions and options of both audible and visual alerting When you put a call on mute the phone displays the status of your Mute Alert settings in one of the call appearance lines If you have enabled Mute Alert the phone displays Mute Alert on If you have disabled Mute Alert the phone displays Mute Alert off Procedure 1 To turn the Mute Alert feature off touch the Mute Alert on line 2 To turn the Mute Alert feature on touch the Mute Alert off line Putting a call on hold Procedure 1 If you are not active on the line you want to put on hold touch that line 2 Touch Hold Note The phone might display a hold timer when you put a call on hold For more information see Configuring call timers on page 26 3 Touch
63. local contacts before you modify any details of that contact Before using this feature you must first enter your Exchange server credentials To know how to enter your Exchange server credentials see Integrating other applications with your phone on page 39 68 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Accessing Exchange contacts Procedure 1 Press CONTACTS Tap the on Note The Exchange key L _ is unavailable if you have not saved any contacts in your Outlook application 3 To copy acontact from the Exchange server to your Deskphone contacts press Local 4 On the Contact Edit screen specify the name telephone numbers up to 6 and telephone types for the contact 5 Tap Save Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 69 Using the contacts feature 70 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 9 Instant Messaging You can use the Instant Messaging IM feature on your telephone to send instant text messages to other users and track presence information of users in your contact list Note If the IM feature is not available on your telephone contact your system administrator Enabling IM About this task You can enable or disable IM on your Deskphone using the followin
64. luisacabiniseaxeloultees 55 Using he EE 55 UMTS UG a OI EE 55 Adding ENEE EE 56 PUNE 4 Coniersnce Call on Rold E 56 Dropping the last participant from a conference Calll cc cccccccssscccesesenssessenrcneedsdccsesenccavacccsraeenerenasace 56 Viawing the details for e ET TE 57 EE 57 ee Rl AN CIES ugereegt eene pana RR Reine EI 57 Ill PC aa N teudedeipeetoaccaateenttadeemresneviegd 58 Turina on cal onward e DEE 58 Seiting Enhanced Call Forwarding Olas ccc csiniencsccitaacesteasionteeduaststarbeasleueteenillinnaxeanuatiantanniaess 59 Chapter 7 Using bridged Call APPearancCes ccssseeeeeeeeeeeeeeeeeeseeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 61 Answeing Gaal Si a bidged EE 61 TT EE Re Mut sc iciciascedsie aiaee AAO AEAEE ESIR 61 Making an utgang call on a Drdged Ne assess area adstanaeaEES 62 Independent alerting for each Bridged Call Appearance 62 Chapter 8 Using the Contacts feature ccccccccssessseeeeeeeeeeeeeeeseeseeseeeeeeeeeeeeeeeeseeeeeenees 63 TEE E 63 PM US Set NNT EE 64 Ka CONE 8921 E 64 SPASMS Sh TIE EUAN EE 65 Zohil i CMe E 66 Changing tbe pimay CIN ACE E 67 RE EE 67 Assigning specie ringtone 10 a COMA CE iscscsccccsscsscsscacsaresessncseareeeacneseareacsenesbareasnee ani ibara enO 67 E EXOT o COn O a E aed oe 68 Chapter 9 Instant MessagiM ssrisirisrininisn 71 ll E 71 Initiating an IM session from YOUN contacts NG Escsisccisaccctanssicceceacsaaccebaccdennderabiaiecentaradeddelaasdcasssensialeceransuieds 71
65. mation See Using the Onscreen Keyboard on page 19 for more information 7 To change other contact information repeat Steps 5 through 7 8 When you finish changing contact information touch Save 66 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Changing the primary contact number Changing the primary contact number About this task If a contact has two or three numbers the primary contact number is the first number in the list By default the primary number is the first number dialed when you touch a contact in the Contacts list Procedure 1 Search for the contact whose primary number you want to change oOo N OO A Go PY Press Contacts Touch the Details button for the contact to display detail information Touch Edit Touch Primary Touch the number you choose as the new primary number Touch Done Touch Save Deleting a contact Procedure 1 2 3 4 Press Contacts Touch the Details button on the contact you want to delete Touch Delete Touch Delete again to confirm or Cancel to cancel the deletion Assigning specific ringtone to a contact You can configure the ringtone played when an incoming call originates from a contact in the local phone book Thus when the user receives an incoming call the user will be able to identify Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Serie
66. ministrator Note Your system administrator sets the destination telephone number Procedure 1 During an active call access the Features menu 2 Select the Extend Call feature 3 Touch OK to send the call to your cell phone 4 Answer the call on your cell phone The call remains active on your desk phone as well so you can switch back if you want 98 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 16 About the Team button The Team button feature can be used to monitor the status of the extensions of your teammates from your Deskphone You can also answer any calls which are ringing on your monitored extensions The Team button can also be used as a speed dial to call the monitored station when the monitored extension is in idle state You can also hear audible alerts for the monitored extensions on your deskphone Navigate to the Features Screen to see the monitored extensions The following table shows different icons regarding the Team Button feature Icon Indication 5 The monitored extension is idle B The monitored extension is on another call Q The monitored extension is idle but the user has forwarded all incoming calls ka to a different extension The monitored extension is on another call and the user has forwarded all incoming calls to another extension O The monitored extens
67. mith to your contacts List as Smith John start typing his last name rather than his first name Each time you press the dialpad the list display shifts to match your input Alternately you can scroll up or down to locate the contact 3 To call the contact s primary number touch the line on which the contact name appears 4 To call a non primary number touch the Details button to move to the detail information fields for the contact then touch the desired number Calling a person from the call history Procedure 1 Press the History button 2 Touch the appropriate icon at the top right of the screen to view All Calls Missed Calls Answered Calls or Outgoing Calls For icon descriptions see About Icons Depending on administration returning a Missed Call may result in that call history entry being deleted when the calls goes through 3 If you don t see the name of the person you want scroll down until the name displays 48 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Dialing an E 164 number 4 When you see the name of the person you want to call touch the number to dial the corresponding number Dialing an E 164 number About this task E 164 is a standard format of international public telephone numbering An E 164 number can have up to 15 digits preceded by a Use the following procedure to dial an E 164 number Pr
68. n Refresh To exit the calendar and return to the Phone screen touch More again If you pressed More and want to re display the previous set of softkeys Call Prev Next touch More then Exit 86 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 15 About Features This chapter describes the features of your deskphone Your administrator might have set up your deskphone with the features and the call appearances on one screen The Features menu gives you access to advanced telephony features such as Directory Abbreviated Dial Speed Dial buttons and Call Forwarding You can use Send All Calls and Call Forward features to forward incoming calls to other numbers When you enable the EC500 you can forward calls from your desk phone to your cell phone Other features like Call Park Call Pickup Extended and Transfer to Voicemail may be available on your Features menu The Forward menu also lists all the forwarding features The features available depend on what your administrator has assigned to your phone In addition to the Features menu your administrator might also provide selected features on softkeys on the call appearance Phone screen Frequently used features can also be set up on the Quick Touch panel if the panel is activated For more information about what features and options are available for your extension contact your system administr
69. n outgoing call is encrypted The secure status is indicated by the secure icon a padlock on the on the call status line Note Only the connection to and from the phone instrument is encrypted This encryption may not extend beyond the call server 35135 1 39pm 3 18 11 Phone Active Call Features gt 35135 35135 v Hold Conf Transfer End Call Configuring simultaneous ringing for multiple phones using EC500 About this task Using the EC500 feature you can program your deskphone in such a way that the deskphone and your cell phone rings simultaneously when there is an incoming call With this feature you can answer office calls while you are away from your desk The system administrator has to add your cell phone number and program the desk phone Procedure 1 From the Phone screen scroll right to access the Features menu 2 Touch EC 500 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 97 About Features Note When you enable the EC500 feature the top line displays a cell phone icon For an illustration see About Icons Extending a call to your cell phone EC500 About this task The Extend Call feature allows you to extend a call that is active on your office phone to your cell phone using EC500 Extension to Cellular This allows you to transfer an office call to your cell phone and move away from your desk This feature is programmed by your system ad
70. nal conferencing options may be available through Expanded Meet Me Conferencing Contact your system administrator for more information about this feature Setting up a conference call Procedure 1 Select any idle call appearance and dial the first conference participant 2 From the Phone screen touch Conference Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 55 Standard Call Related Features 3 Dial the telephone number or call the person from the contacts list or call the person from the History list 4 When the person answers touch Join to add the person to the existing call 5 To add another party to the conference call touch Add 6 Repeat Steps 3 and 4 to add another person to the conference call Adding a person on hold to a conference call Procedure 1 From the Phone screen select your active call 2 Touch Conf or Add if you are already in a conference 3 Select the call on hold that you want to add to the conference 4 Touch Resume to take the call off hold 5 Touch Join or Conf to add the person to the conference call Putting a conference call on hold About this task When you put a conference call on hold the other parties can still talk to each other Procedure Touch Hold during a conference call Dropping the last participant from a conference call Procedure 1 From the Phone screen select your active conference call 2 Tap Drop The
71. nce is of another user and allows you to see if that call appearance is in use answer calls on that appearance or join a call in progress on that call appearance from your deskphone You can also make outgoing calls on a bridged call appearance when it is not in use Answering a call on a bridged line About this task Answering a call on a bridged line is the same as a call on a primary line Procedure 1 Select the bridged call that you want to answer Touch the bridged call that you want to answer The ringing line is selected automatically If you are on another call when a call comes in to a bridged line you have to select the ringing line 2 Touch Answer Joining a call on a bridged line About this task You can join an existing call on a bridged line Procedure 1 Select the bridged call in progress that you want to join Touch the call appearance of the bridged call in progress that you want to join 2 Touch the Bridge softkey Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 61 Using bridged call appearances Making an outgoing call on a bridged line About this task When you make a call on a bridged line you are using another telephone user s line The caller ID associated with the call you are making may show the call as coming from you or coming from the person whose line you are using If you have any questions about how the name or extension displays to the
72. nce the phone transitions to the alternate server Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 101 Limited access during failover e The Message Waiting Indicator is cleared but voice mail may still be available if the voice mail server to which calls are being sent is not in failover e Once the transition to a new server has occurred advanced features like Call Park Unpark Priority Call or Automatic Callback may be available Favorite features are not available during failover but should be available after transition to the alternate server depending on your system s failover structure e Autodial numbers are available on the System Numbers screen during failover e If your phone operates under the latest software changes to Options amp Settings can be made saved Note that any new or changed settings for these options may not become effective until the phone transitions to the alternate server or fails back to its original server e If your phone operates under the latest software Contacts can be accessed and changed during failover to the alternate server However contact changes and new entries are limited to no more than 25 and only one change to a specific contact is allowed Also contact searches may be limited in this case the message Limited Search results available displays e Once the transition to a new server has occurred if you are part of a corporate Directory
73. ne and or flashing LED signifies the trace is active Hanging up deactivates MCT Important Some countries states and localities have laws that determine if and under what circumstances you can use Malicious Call Trace MCT Before using the MCT feature you must understand and comply with these laws Recording a call About this task Use the One Touch Recording OTR feature to record a malicious call on your voice mail system This feature is available only if your administrator has set up the feature on your telephone Procedure 1 During an active call scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to OTR and touch the corresponding line to start recording the call Important Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 95 About Features Some countries states and localities have laws that determine if and under what circumstances you can record telephone conversations Before using the OTR feature you must understand and comply with these laws 3 Hang up to stop recording Making a priority call About this task Use the Priority Calling feature to provide a special type of call alerting between internal telephone users including the attendant The called party hears a distinctive ringing when the calling party uses Priority Calling Procedure 1 Before dialing access the Features menu 2 If necessary
74. nfodev avaya com Options and Settings Audio Opt stands for audio optimization and HAC Opt stands for hearing aid compatibility optimization Integrating other applications with your phone About this task If your administrator has set up this option you can integrate Microsoft applications like the Microsoft Exchange Server calendar and contacts with your phone First establish your credentials by entering your user name and password you use for Microsoft Exhange Server email purposes and the location of your Exchange Server After establishing your credentials you can set your calendar preferences Procedure 1 Touch Settings O oa A WwW N Press Home Touch Options amp Settings Touch Advanced Options On the Advanced Options menu touch Exchange Integration Ifyou have already set up your credentials and do not want to change them proceed to Step 9 To establish or change your credentials select Email Name amp Password and enter the following e your Microsoft Exchange server email user name e your Microsoft Exchange server email password e the location domain ip address of the server on which Microsoft Exchange runs and e whether you want to be prompted to enter your user name and password every time you access Microsoft Exchange calendaring on your phone use the Change softkey or touch this line to change this setting from No to Yes or Yes or No 7 Touch the applicable line
75. ng 95 Microsoft Exchange integration 0 ccceeeeeeeeeees 39 monitoring other extensions s es 89 MUS ACK EE 27 SENG EN 27 mute Eu e E 53 lu le et UE 53 N ateta E erte seed edel 29 Navigation ArrOWS cccceeeeseeeeeeeeentaeteeeeenaaeeeeeeeeaees 13 page control asupaiga 13 le NEE 13 UD Hee EE 13 Navigation ArrOWS ecceeeeeeeeeeeeeeeeetaeeeeeeeeeeeenaaaeees 53 page Contro lessens E 53 Ale EE 53 UDB le VE 53 Network information cccccecceecssseeeeneeeeeeeeeesaeeeees 21 En e E 21 O On hook dialing eserinin 28 On screen keyboard sessseeseessereserrrrriessrrrsssrenens 19 lee 19 Options A Settings 23 25 30 33 34 36 37 83 89 Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones Gall AISTOLY apneni ainina anien A aA aA 83 call pickup alert settings AA 34 Changing language esiosas Sr choosing ring pattern eee eeeeeeeeeeeeeeeeeeeneeeee 33 configuring visual alerts 20 0 ce ceeeeeeeeeeeeeeentteaes 27 go to phone screen on calling eseese 25 go to phone screen on ringing nesses 25 mute alert settings ceceeeeeeeeneeeeeeeeeeeeeeeeeeeees 27 phone Screen on calling 0 0 eee eeseeeeeeeeeeeeenaee 25 redial Settings A 26 Setting Autodial numbers sssssssssseennnssesenernsne eree 89 setting call pickup ring tone sses 33 Setting dialing options ccceeeeeeeeesteeeeeeeeees 28 Setting favorites 20 0 eee
76. ng or Cancel to return to the menu without saving Setting the audio path You can set your phone to go off hook on the Speaker or the Headset when you make an on hook call Procedure ona A wo N Press Home Touch Settings Touch Options amp Settings Touch Call Settings On the Call Settings menu touch Audio Path Touch the setting to toggle between the available choices e If the current setting is Speaker touching that line changes the audio path to Headset e If the current setting is Headset touching that line changes the audio path to Speaker Touch Save to save the setting or Cancel to return to the menu without saving Setting dialing options About this task Your phone has two dialing options You can dial as you normally would for example pick up the handset get a dial tone and dial the number you want as in off hook dialing You can also set the Edit dialing option which mimics how you dial a call on a cell phone you can enter all or part of the number backspace to correct a digit if needed and when ready initiate the dialing process using a softkey Note Edit dialing feature may not be available on your extension depending on how your system is administered Procedure 1 Press Home 28 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com a Aa O N Options and Settings Touch S
77. nge the character format touch the Abc softkey To cancel dialing touch Cancel 3 Touch Call Making a call using URI dialing About this task When you have the edit dial option enabled you can make a call using the URI dialing feature To make a call using URI dialing you must know the URI of the extension that you want to call Procedure 1 Enter the number that you want to call a Touch the backspace softkey X to delete the charactes you have entered b Touch the ABC abc or 123 softkey to change between the input methods 2 Enter the complete URI that you want to call 3 Touch Call Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 47 Making a call Calling a person from the contacts list About this task You can call a contact in your contacts list by touching the name in the list You can find a name by scrolling to it or by using the search box Use the dialpad keys to enter the first few letters of the name and the screen will scroll to the first match in your list When you find the entry you want touch that line to dial the primary number of that contact If you have entered additional numbers for that contact you can touch the Details button to see them and then touch the number you want to dial Procedure 1 Press the Contacts button 2 Locate the contact you want to call by typing the name of the person as listed For example if you added John S
78. ocedure 1 Lift the handset If you are using speakerphone press SPEAKER or touch an idle line If you are using a headset press HEADSET 2 Touch the softkey Note Touch the key twice to display the sign 3 Dial the number you want to call Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 49 Making a call 50 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 5 Initiating a group page About this task Using the Group Paging feature you can make a call to a group of users that your system administrator has set up for you A group page supports only one way audio That is when you initiate a group page only you can speak When you initiate a group page the page continues till you end it However the participants can drop out from the page individually To initiate a group page you must know the group pilot number of the group that you are trying to senda page to To know about the group pilot number contact your system administrator Procedure 1 Dial the group pilot number The extensions in the group that you are calling auto answer the page Wait for seven seconds before you speak the deskphone waits for seven seconds to allow audio path 2 To end the ongoing page touch End Call Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 201
79. of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software unless expressly authorized by Avaya Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Third party components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed the Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply to them is available on the Avaya Support Web site http support avaya com Copyright T9 Text Input and other products are covered by one or more of the following patents U S Pat Nos 5 187 480 5 818 437 5 945 928 5 953 541 6 011 554 6 286 064 6 307 548 6 307 549 and 6 636 162 6 646 573 6 970 599 Australia Pat Nos 727539 746674 747901 Austria Pat Nos AT225534 AT221222 Brazil P I No 9609807 4 Canada Pat Nos 1 331 057 2 227 904 2 278 549 2 302 595 Japan Pat Nos 3532780 3492981 United Kingd
80. om Adding a new contact 2 Find the contact you want to view either by typing the first few letters or scrolling 3 If you have entered more than one number for a contact touch the Details button on the Contact line to see all the phone numbers for this person Using Details is the only way to view or dial a second or third number for a contact 4 Perform one of the following actions e Touch a number to dial the number e Touch Edit to change the detail information on this person e Touch Delete to remove this person from your Contacts list e Touch Favorite to select and add the number of the contact number to your favorites list e Touch Back to return to the Contacts list Adding a new contact About this task You can add up to six numbers for a contact but you can designate only one number as primary Procedure 1 Press Contacts 2 Touch New 3 Enter the name using the on screen keyboard or the dial pad See Using the On screen Keyboard on page 19 for more information 4 Touch the check mark or Next button 5 The first number entered is the primary number of a contact The Contacts list always displays the primary number first Touch the check mark to indicate you finished entering the name and primary telephone number The telephone displays your entries in a business card format If you want to track the presence information for this contact touch the Track Presence line The Track
81. om Pat No 2238414B Hong Kong Standard Pat No HK1010924 Republic of Singapore Pat Nos 51383 66959 71979 European Pat Nos 1 010 057 98903671 0 1 018 069 98950708 2 Republic of Korea Pat Nos KR201211B1 KR226206B1 402252 People s Republic of China Pat No ZL96196739 0 Mexico Pat Nos 208141 216023 218409 Russian Federation Pat Nos 2206118 2214620 2221268 additional patent applications are pending August 2012 Comments infodev avaya com Preventing Toll Fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of Toll Fraud associated with your system and that if Toll Fraud occurs it can result in substantial additional charges for your telecommunications services Avaya Toll Fraud Intervention If you suspect that you are being victimized by Toll Fraud and you need technical assistance or support call Technical Service Center Toll Fraud 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 All non Avaya trademarks are the property of their r
82. on Scrolling and navigation Use the up and down arrow buttons on the right side of the screen to scroll up or down the list If Busy indicator System Numbers or Autodial buttons are administered on your deskphone you can touch More on the Features list to see these buttons When you touch the details button a blue right facing arrow you can view more information about the item For example if you touch the arrow to the right of a contact name the deskphone displays a screen with all the numbers that you have stored for that person You can touch a line or softkey or touch the onscreen softkey labels Softkey labels change according to the context For example you can touch a contact to place a call to that person and touch a line on the Phone screen to answer an incoming call to go off hook to place a call or to resume a call on hold You can also gain access to the Phone screen or the Home screen anytime by pressing the appropriate buttons on the deskphone About icons Icons indicate the state of a call navigation choices call history types contact telephone types feature status Home screen applications and options Depending on their purpose some icons appear on the top line for example to notify you that a headset is active or that you have missed calls in the Call History Other icons display on call appearance lines to show call states or feature status Icons also appear on application screens like the Contacts
83. on to 9621G and 9641G SIP deskphones The 9621G and 9641G deskphones provide many features including a touch based Phone screen to view and manage your calls a menu of options and settings a Contacts list an integrated WML browser and voice mail access The 9621G and 9641G deskphones provide a color LCD display You can also attach up to three button modules to your deskphone to expand the available number of call appearances and features The button modules that you attach must be of the same type and model The 9621G model does not provide a port for button module attachment The letter G in 9621G and 9641G indicates the presence of a built in Gigabit Ethernet adapter that increases data transmission speed The 9621G deskphone has a smaller display area than the 9641G deskphone and does not have a USB interface Unless specifically stated in this guide the two models are essentially the same in terms of features and functionality All the functions and features described in this user guide might not be available on your deskphone If you find that a function or feature is not available please contact your system administrator Overview The following section describes the display keys buttons and the associated features that are available on the deskphone Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 9 Introduction to 9621G and 9641G SIP deskphones Geo 8
84. one server differences prevent this contact from being tracked st Presence icon indicating this contact is in a conference call Presence icons appear when you set up the person as a contact and indicate you want to track that person s presence by entering the phone number or URI you want used for tracking Note Depending on how your phone system is set up presence tracking may not be available for all system users Call related icons These icons indicate the state of a call call related features navigation choices or other icons that may appear on the Phone screen Depending on their purpose some icons appear on the top line for example to notify you that a headset is active Other icons display on call appearance lines to show call states Icon Description Incoming call is ringing EN This call appearance line is not currently in use Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 17 Introduction to 9621G and 9641G SIP deskphones Icon Description Call is active You placed this call on hold 3 Your calls are being forwarded d A bridged call appearance is in use EC500 is on b gt d Aconference call is active You placed a conference call on hold Speakerphone volume is being adjusted Headset volume is being adjusted Details but
85. or database access may be limited to local contacts only e You can press the Phone button to access Home screen Web links pages during failover if normally available however any click to dial links will not work until the phone transitions to the alternate server e Transitions back to the normal server will restore all original functionality 102 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 18 About locking and logging in to and out of your telephone Logging in and out maintains your preferences call information and options if you share a telephone with other users Lock your phone or log out to prevent unauthorized use of your telephone during an absence Note Depending on how your phone is administered for example whether Call Log History backup is enabled or not Call history may be lost when you log out your extension Locking and unlocking your telephone About this task Locking your phone when it is idle prevents it from being used to make a call with the exception of an emergency call When locked a padlock symbol displays and the only actions you can take are to receive calls make an emergency call or unlock the phone Locking your phone does not log it out you are still logged in but must enter your login password when you unlock the phone If you press a button that is not allowed on a locked phone an error bee
86. p sounds When you lock your phone your presence status changes to Away Procedure 1 If the Phone screen is not displayed press Phone To lock the phone be sure no calls are in progress Alternately on the Feature menu select Phone Lock Note Complete any active calls or other telephone functions before attempting to lock the phone 2 Touch the Lock softkey 3 To unlock your phone touch the Unlock softkey and enter the password you use for telephone login Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 103 About locking and logging in to and out of your telephone Logging in to your deskphone extension About this task Log in from the initial screen when it prompts you for your Username Depending on your phone system certain deskphones allow you to log in and use another person s phone as a visiting user When you are logged in to another phone as a visiting user a preset timer may terminate your login after a predetermined period of inactivity When you log in to another phone as a visiting user your home phone becomes inactive for all but emergency calls and displays a message indicating you are logged in at a different phone Procedure 1 a A O N Enter the extension number your system administrator has assigned to you for login Touch Password Enter the password your system administrator has assigned to you If applicable enter your
87. page 92 Call park Call Pickup on page 94 Call pickup Calling Party Number Blocking on CPN Block page 91 Calling Party Number CPN Unblock Unblocking on page 92 Dial intercom on page 94 Dial Icom Directed Call Pickup on page 93 Dir Pickup EC500 on page 97 EC500 Exclusion Exclusion Extend Call for EC500 on Extend Call page 98 Extended Call Pickup on Ext Pickup page 93 Malicious Call Trace on page 95 MCT Act One step Recording on page 95 Audix Record Priority Calling on page 96 Priority Call Send All Calls on page 57 SendAllCalls SAC or SAC with a third party s extension if applicable Whisper page on page 96 Whisper Act Presence Information on page 75 Presence Instant Messaging on page 71 IM Enhanced Call Forwaring on ECF page 59 Bridge Call Appearance on page BCA 61 88 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones Comments infodev avaya com August 2012 Monitoring other extensions at a glance Feature Name Common Abbreviation Hearing Aid Compatibility on HAC page 38 Note If you have personalized labels for any of the features available to you the personalized label displays instead of the feature abbreviations shown here Monitoring other extensions at a glance About this task If your job requires that you cover or monitor phones for others your system administrator may se
88. phone Calendar Appointment Reminders About this task If you have set the Exchange Reminder option to Yes a pop up displays to remind you of upcoming calendar appointments when the Exchange Reminder Time you set is reached Procedure To ignore the reminder now but to be reminded after a snooze period set using the Exchange Integration option on the Avaya Menu touch Snooze To ignore the reminder completely touch Dismiss instead Reviewing your appointments You can use your phone to review your calendar appointments at any time About this task Note See Integrating other applications with your phone to enable the Calendar application and to optionally set a visual and or audio reminder time or a reminder snooze period Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 85 Using the Calendar To access the Calendar from the Phone screen scroll down past the last call appearance line and select Calendar Appointments display in start time order e With an appointment displayed choose one of the following options Touch Prev or Next to move backward or forward from one appointment to another To call the person with whom you have the appointment a telephone number must be present on the Appointment detail screen Touch Call to call that person To update the calendar with any new appointments you may have set up on your calendar touch More the
89. r viewing the options Audio parameters IP Internet Protocol parameters Quality of Service Interfaces 802 1X Parameters Miscellaneous and Diagnostics Your system administrator will instruct you further as to which network information options and settings are needed Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 21 Introduction to 9621G and 9641G SIP deskphones 22 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 2 The Home Screen Press the Home button under the display to access the Home screen The Home screen has icons that let you access your telephone s options and settings to adjust or customize them view your phone and network settings use Favorite buttons clean the screen access your calendar if available and log out You can set up speed dial icons and Favorites to appear on your Home screen See Setting up speed dialing on page 29 and Setting up favorites on page 30 respectively Your administrator may make other Web based applications available on your Home screen for example a corporate directory or support page To invoke any application you see on the Home screen touch its icon If you have designated more than nine Favorites or your administrator has enabled more than eight total WML and Avaya provided applications you have a second page for your Home screen Touch the scroll
90. red number in place of the text Enter Number Inthe text field for the selected rule where the cursor is blinking enter the destination number using the numeric keypad 4 Touch Save to save the destination number 5 Touch Turn on to activate forwarding for that rule To activate forwarding for all the Editing a rule rules touch All on If you touch All on the Deskphone activates all the rules for which you have configured destination phone numbers Procedure 1 Touch the ECF icon on the quick touch panel or access the Enhanced Call Forward feature from the Features screen Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 59 Standard Call Related Features 2 Touch the rule that you want to edit and enter the destination number using the numeric keypad 3 Touch Save Turning off a rule Procedure 1 Touch the ECF icon on the quick touch panel or access the Enhanced Call Forward feature from the Features screen Select the rule that you want to turn off Touch Turn off To turn off all the active rules touch All off Touch Exit a A O N 60 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 7 Using bridged call appearances In addition to your own call appearances your phone may show one or more bridged call appearances on the display screen A bridged call appeara
91. right corner of the phone to flash You can turn Visual Alerting on or off Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 Touch Call Settings 5 On the Call Settings menu touch Visual Alerting to change it from Off to On or On to Off 6 Touch Save to save the setting or Cancel to return to the menu without saving Setting mute alerting About this task You can set Mute Alerting to notify you audibly and or visually if you start speaking when a call is muted If you choose Audible the deskphone will beep once if you start talking while the call is muted If you choose Visual the Status line will display a flashing message to remind you that the phone is muted if you start speaking when a call is muted If you choose Both the Status line displays a flashing message and you receive an audible beep tone if you start speaking while the phone is muted Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 Select Call Settings 5 On the Call Settings menu touch Mute Alerting to change the setting from None to Audible from Audible to Visual or Visual to Both visual and audio Note Setting the value to Audible Visual or Both causes the Mute Alert toggle feature to display on the Phone screen Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 27 The Home Screen 6 Touch Save to save the setti
92. ror eue EEE a 55 Conference e EEN 55 ADO Ee 55 Conference CalScin i 56 adding a person on bo 56 CONTACHICONS nimineen na a 15 COMAGCIS E 48 63 66 67 82 adding from call history cece eeneeeeeeeeeeeeeee 82 Calling a person ceeeeeeececeeeeeeeeeeeeeceeeeeeeeeeeeaeees 48 deleting RE 67 COMING eieiei G ck deene ia aeiaai 66 Ge lee le WEE 63 GCONLACIS virunn reenen ern riie inise 63 65 67 lei EE 63 adding a new Se 65 editing primary number 0 0 2 0 eee eetteeeeeeeeeeeeeeneees 67 SCIOCUIAG ME 64 August 2012 107 Contrast adjusting 2 0 0 eee eeeeeeeeeeeeeeeeeteeteeeeeeeeaeeees St ee TTT 57 G D Go To Phone Screen on Calling scccceceeeeeeeseees 25 SEWING EES 25 details Ee 57 Go To Phone Screen on ringing c cccssessessesesseeseeee 25 Dial intercom CAL EE 94 lU fata e EE Becceentsanteaedece tienen 25 Dialing Options EE 28 group PAGE osessesssessesseessessssssessessesssesstssesstesstesesseseteaes 51 SOTLING EEN 28 Guest login nseeceeseccsecescessessssstcnsesescesessteatentsatssesessees 103 Directed Call pickup c eeeeeceeeeeeeeeeeeteeeteeeeeeeteeeetees 93 DISCONMECIS EE 101 AD OUT EE 101 H Display EE eal adjusting brightness ccceeececceeeeseteeeeeeeeeesees 31 HAC hearing aid compatibility 0 00 0 ees 38 77 Display adjusting contrast 0 eee Ch BE Ee TEE 38 ele EE 38 E hitoy eessen 48 72 73 calling TOM TEE 48 Be rt eee ee ees dp neet is SE pa HE eeg
93. rovides a dialing link Typically a handset icon indicates a line with this type of link Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 41 The Home Screen 42 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 3 Answering a call About this task When you receive an incoming call the phone selects the incoming call automatically However if you are already on a call or if you receive more than one incoming call at a time you may need to select the call you want to answer manually The phone displays an incoming call as a green line with a ringing bell icon To answer the call touch the call appearance line Note The procedure for answering a call might vary depending on how your phone is administered If you do not have the Go to Phone Screen on Ringing option enabled and if the Phone screen is not displayed incoming calls display on the top line of the screen You can touch the line to answer the call Procedure Answer an incoming call in one of the following ways e If you are not on another call lift the handset touch the ringing call appearance line press Speaker or Answer to answer the call using the speakerphone or press Headset to answer using the headset e See Setting the Go to Phone Screen on ringing option Note To automatically display the Phone screen whenever
94. rtically for wall mounting reverse the tab located under the switchhook in the top ear piece pocket on the phone to ensure that the handset is in the correct position You need a small screwdriver to lift the tab after it is reversed Using the On screen Keyboard A keyboard appears on the screen when you add or edit a contact name or number or when you personalize labels for your call appearances or features You can switch between alphabetic and numeric keyboards and you can use the keyboard to enter symbols and accented letters The following diagrams help you to understand how to add or change names telephone numbers or labels Touching and holding the backspace button produces an automatic repeat action where the letters are cleared one by one moving backwards as long as you keep Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 19 Introduction to 9621G and 9641G SIP deskphones pressing the Backspace button Touch the Done check mark when you finish editing Use the Cancel mark to discard any edits and return to the previous screen Figure 1 Text Entry Keyboard YENI Thy Tele a JCs JE Le l Te Next Field Sen EE oe Switch to 123 C you press Press Numeric Text this key then Entry Screen the letter or character you want Move cursor to Right t to accent amp select Save Done Next from a mini Move cursor to Left Backspace keyboard Figur
95. s IP deskphones August 2012 67 Using the contacts feature the caller based on the ringer being played If no particular ringtone is specified for a contact the Deskphone plays the default ringtone Procedure 1 Press the Contacts button on your phone 2 Touch the icon corresponding to the contact for which you want to assign a ringtone Touch Edit Touch the ringer icon Touch the ringtone you want to assign Touch Back Touch Save N OOA W Accessing Exchange contacts About this task You can now access and download your Calendar contacts into your phone using your exchange credentials You can synchronize and download about 1000 contacts to your phone These contacts are available under the new screen Exchange Contacts You can also access your local PPM contact numbers under the Local Contacts screen and add the exchange contacts under the PPM However presence information would be available only for your local contacts Note This feature is available only if your administrator has configured your extension for the feature Using the Exchange Contacts feature you can perform the following actions on your Outlook contacts from your Deskphone e View the contacts e Search for a particular contact e Call a contact e View the details of a contact e Copy a contact to your local contacts You can not edit or delete an Exchange contact from your Deskphone You must copy the contact to your
96. s on your phone you can choose whether or not to include calls to your bridged lines in your call history log Procedure 1 Press Home 2 Touch Settings 3 Touch Options amp Settings 4 Touch Application Settings 5 Touch History to change the setting to or from Yes or No To turn logging of bridged lines from Yes to No touch Log Bridged Calls 6 Touch Save to save the new setting or Cancel to return to the Application Settings menu Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 83 Call History 84 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 14 Using the Calendar If your administrator has set up the Exchange Integration option under Advanced Options on the Avaya Menu you can integrate the Microsoft Exchange Server calendar with your phone When Exchange Calendar is active a Calendar label displays beneath your last call appearance on the Phone screen Appointments display in the order of their start times and are removed once the meeting time expires Calendar information is updated whenever you log in to your phone when you change calendar settings when you access the Calendar and when you press the Refresh softkey while viewing an appointment Note To enable the Calendar and set an appointment advance reminder time and tone see Integrating other applications with your
97. sign and touch that line Proceed to the next step to reassign that number 6 To add a speed dial contact scroll to the first unassigned line and touch that line 7 Scroll to the contact you want to assign and touch that line 8 Select the telephone number you want to assign Setting up favorites About this task You can create a list of up to nine favorite contacts or features for quick access The contacts and or features on your favorites list display as you scroll past your last call appearance Procedure gt A OO N gt Press Home Touch Settings Touch Options amp Settings Touch Assign Favorite Entries If your telephone does not display the Assign Favorite Entries option your administrator has not made this feature available To adda favorite contact select an assignment line and touch the Contacts softkey To add a favorite feature select an assignment line and touch the Features softkey If you are assigning a favorite contact select the telephone number you want to use to call this favorite person Next steps To call a favorite contact or access a favorite feature scroll down through your call appearances When the favorite contact or feature displays touch the line on which it appears Then touch the applicable softkey to call the person or activate the feature Personalizing labels About this task You can change the labels that are displayed for your extensions
98. t For more information about the options available on your extension contact your system administrator Send All Calls About this task When Send All Calls SAC feature is on your incoming calls go directly to a predefined coverage number typically your voicemail Incoming calls ring once at your extension and then go directly to a number which is set by your system administrator Touching the Send All softkey turns Send All Calls on changing the appearance of that softkey to indicate the feature is on If this feature is already on touching the Send All softkey Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 57 Standard Call Related Features turns the feature off and the softkey appears normal You can also turn Send All Calls on or off by using the telephone Features list Procedure Touch Send All or touch Forward to access the main Forwarding menu and then touch Send All Calls to turn Send All Calls on or off Forwarding calls About this task Your phone might have several forwarding features You can either set a number to forward calls or turn off call forwarding if the feature is already on The features are also listed on the Forwarding features menu Procedure 1 Touch Forward 2 Touch the forwarding feature you want to activate or deactivate When you turn on the Call Forwarding feature you hear a tone prompting you to enter the forwarding number 3 En
99. t up busy indicators so that you can see whether an extension you cover is idle or busy at a glance Extensions you can monitor with busy indicators show the word Busy next to the extension number Procedure 1 From the Phone screen touch Features on the top right corner of the screen 2 Touch System Numbers to display the System Numbers menu 3 If necessary scroll to the line button for the extension you want to check If that extension is in use the busy indicator displays next to the word Busy 4 To call a monitored extension scroll to the applicable line and touch that line Assigning labels to pre assigned Autodial numbers About this task Autodial numbers are frequently called numbers in your office or organization for example a Help desk number Your system administrator sets up Autodial numbers but you can assign and edit their labels The administrator might just allot a specific button to be an Autodial number but leave the number itself blank in this case you can add the number yourself Procedure 1 From the Phone screen scroll right to access the System Numbers menu 2 Touch the line to which you want to assign a label or number Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 89 About Features Some labels are not editable If you can t touch a certain line or hear an error tone when you press the line button you cannot edit that label 3 Tou
100. ter the number to which you want to forward your calls as the destination then touch Enter After you enter the forwarding number you hear a confirmation tone Turning off call forwarding Procedure 1 Scroll down to the active Call Forward button 2 Touch the line on which Call Forwarding appears to turn call forwarding off When you turn off the Call Forwarding feature you hear a confirmation tone 58 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com About forwarding calls Setting Enhanced Call Forwarding rules About this task This feature enables you to forward the incoming calls on your Deskphone to various destination numbers based on call type and call state Procedure 1 Touch the ECF icon on the quick touch panel or access the Enhanced Call Forward feature from the Features list the Enhanced Call Forward feature from the Features list Select from the following rules that the screen displays by touching the check box against the scenarios e Internal always to Enter Number e External always to Enter Number e Internal when busy to Enter Number e External when busy to Enter Number e Internal on no answer to Enter Number e External on no answer to Enter Number The selected rule is highlighted by a yellow mark If you have any number configured for any of the above rules the Deskphone displays the configu
101. ton Touch to display more information about a line item or to access related information screens amp The call in progress is muted A The ringer volume is off due to pressing on the Volume button until the volume turns off To reinstate volume press on the Volume button A Icon indicating the telephone is not connected to its network and is operating in failover mode Some features may not be available or work correctly See Limited access during failover on page 101 for information Your administrator may place this icon on one of your softkeys as an energy saving measure or it may appear on the Settings menu Touching this icon turns the display backlight off When the backlight is off any activity on your telephone turns it back on 18 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Adjustable stand and display screen Adjustable stand and display screen You can adjust the display screen as required To move the display screen gently pull from the top of the display screen towards you even as you hear clicking sound Each of these clicks indicates a locking position You can push the screen back to return to the original flat position Gently pull the display screen all the way towards you and push to return it to its original flat position The phone can be placed on the stand in a flat position or at an angle If you have placed the phone ve
102. ucts or pre installed on Hardware Hardware means the standard hardware originally sold by Avaya and ultimately utilized by End User License types Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Shrinkwrap License SR Customer may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickthrough license accompanying or applicable to the Software Shrinkwrap License see Third party Components for more information Copyright Except where expressly stated otherwise no use should be made of materials on this site the Documentation Software or Hardware provided by Avaya All content on this site the documentation and the Product provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection
103. yboard for entry of search criteria Deskphones using English and other Latin based languages display the on screen keyboard If your deskphone display language is set to anon Latin based language for example Hebrew or Korean the on screen keyboard does not display use the dialpad to enter your search criteria instead Procedure 1 Press Contacts 2 Touch Search Use the or the on screen keyboard to enter all or part of the first and last name of the person you want to call If you are using the on screen keyboard touch the checkmark to start the search Otherwise touch Search to start the search If the search displays the name and number of the person you want select the line on which that person appears and press the appropriate softkey touch the line on which that person appears then touch the appropriate softkey e Call to dial that person s number e Details to see detail information on this person e Contacts to add this person to your Contacts list e Cancel to return to the Search screen If the search does not locate the person you want touch Cancel and use this procedure to perform a different search For example if you entered a partial first and or last name enter the name in its entirety and search again Viewing contact details Procedure 1 Press Contacts 64 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya c
104. you back in an hour Call me again if this is an emergency 2 Tap Send Missed IM counter and alert If you are away from your phone and miss an incoming IM the deskphone displays missed IM icon on the Top line along with a counter that displays the number of missed IM sessions 72 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Using the IM history You can also view the IMs under History Using the IM history Procedure 1 Press the History button on the phone 2 Tap the IM icon to see the IM history 3 On the IM History screen tap to select an IM and perform any of the following e Tap Reply to reply to the IM e Tap Call to call the telephone number of the user e Tap Delete to delete the selected IM e Tap Clear All to delete all IMs e Tap the Details icon to view contact details of the user Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 73 Instant Messaging 74 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 10 Tracking presence information Using the Track Presence feature of your Deskphone you can view presence information of users in your contact list This feature allows a user to see if someone they want to get in touch with is available or not and receive an indication of when they become free
105. you receive an incoming call set the Phone Screen on Ringing option to Yes For more information see Setting the Go to Phone Screen on ringing option Avaya one X Deskphone SIP 9621 G 9641G user guide for 9600 Series IP deskphones August 2012 43 Answering a call 44 Avaya one X Deskphone SIP 9621G 9641G user guide for 9600 Series IP deskphones August 2012 Comments infodev avaya com Chapter 4 Making a call About this task If you are not on a call simply dial the number you want to call If your dialing option is set to editable you can edit the number as you enter it then call it using softkeys see Making a call using edit dialing on page 47 for information Use the Phone screen to view and manage calls Press Phone to view the main Phone screen at any time When the Phone screen is displayed press Phone to move to the top of the call appearance list press Phone again to display the Home screen if desired Procedure 1 Lift the handset or press Speaker or Headset if applicable or touch an idle call appearance line 2 Dial the number you want to call If you have a favorite icon on the Home screen for the person you want to call just touch that icon to initiate dialing Making an emergency call About this task You do not have to be logged in to make an emergency call If emergency calling was set up by your system administrator the Phone screen has an Emergency softkey to immediately connect you with a

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