Avaya IP Office 3.2 4400 and 6400 Series User Guide
Contents
1. Page 16 Press Fe Menu twice IP Office 3 2 15 601074 Issue 11a 30th June 2006 Diverting Forwarding Calls Switching Divert Forwarding On 4406D and TransTalk MDW 9040 users must use short codes to activate these features To set the divert all calls unconditional number and modes 1 2 3 Press 533 Menu twice Press Next and then press ProgA Press Divrt To backspace press the left hand display key and set the required divert number if required Press Next 5 To switch Group forward hunt group calls and or Divrt forward personal calls on or off press 6 the display keys When on a V symbol is shown above the option Diverting hunt group calls is only used when Divert All Calls is also on and only works for calls to circular or linear groups Press Done and then press 90 Exit To set the divert on busy no answer number and modes 1 2 3 Press 56 Menu twice Press k Next and then press ProgA Press OnBsy To backspace press the left hand display key and set the required divert number if required Press Next To switch OnBsy Forward On Busy On and or NoAns Forward On No Answer On on or off press the display keys When on a V symbol is shown above the option Press Done and then press 0 Exit 4400 and 6400 Series User Guide Page 17 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Call Forwarding You can forward your calls to2. Diverting Forwarding Calls Setting Absence Text You can set some absence text that then appears on your phone s display The same text is also shown on other extensions with suitable displays when they call you Setting an absence text does not redirect your calls in any way that must be done using Call Forwarding Divert or Do not Disturb 4406D and TransTalk MDW 9040 users can activate this feature via a short code To set your absence text 1 oa fF O Press 533 Menu twice Press k Next and then press ProgA Press Absnt To select an absence text press CHNGE When the text required is shown press DONE If you want some personal text to accompany your chosen message press EDIT otherwise press NONE If you chose to have some personal text press the dialling keys and Rotat to enter characters For example to enter an L press 5 and then press Rotat until L is displayed When the text is as you require press Done To backspace press the top left display key To display the message press SET Press 90 Exit To clear your absence text Repeat the process above and press Clear when available 4400 and 6400 Series User Guide Page 19 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Phone Controls Displaying the Date and Time You can change your phone display to show the date and time using the TmDay function Notes e This function overwrites all other display information e TransTalk MDW 9040
3. ceceeceeeeeeeeeeeeeteeeeeeeeteees 9 L leaving A MESSAGE 00 eee eeeseeeeeeeeteeeeeeeeeeeeeeaaes 7 8 line appearance cooococccccccccccoconononocnnnnncnnononcnnnnnnnnnannnnns 1 IOCKING UNIOCKING ceeeeeeeeeeceeceeeeeeesecenctaeeeeeeeens 23 OJIN TOJE n a ae ele 23 M Making CaIIS c eccececeeeeeeeeceeeeeeeeeeteeestaees 5 7 35 MESSAGE ie ieee a en el 7 8 TMG Ss ic a Ot ee tated 16 P page allS cia ds 7 29 parking CaS taa de 11 phone language 20d 24 lock unlock ito ido ias 23 OVOIVI Won aed a aa tans a TE 1 phone key symbols oooococcccconoccccccoconccccononcncnanncncncnana 3 SIL ET a E AEE teed deat ait ATA 9 programming admin Men sasainn in edia 28 DSS KEYS hooia with caste aie 27 ProgA Melia naci indi 33 R recording a Callositat 14 FOGIAl A OI 7 inger soundia ni ete eee ane 22 29 S send al calS monien tds 18 SHOTECOJOS 00 ti 1 IR 15 storing abbreviated dialing oooooccinnnnnicinnnnnnnnnn 34 system adMinistratOr eee eeeeeeeeeeeeeeeeeenteeeeeeaes 39 T LIMO Reet nen ad ett toed ati ae 29 transferring a Call oo ee eeceeeeeeteeeeeeeeeeeeeesaeeeeeeeaes 12 TransTalk MDW 9040 oooooocccccccccccocononononncccoconanannonnno 2 V VOICEM AI siii dt 8 38 VOIUME sore a a a Ta 21 Page 41 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya befor
4. 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide To retrieve the parked call at your extension Press the programmed CPark DSS key Alternatively 1 Press faa Menu 2 Press 4and Next Prev to search and then press CPark or The display shows the parked calls as your extension number plus a number for the order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 Select the call to unpark Press 53 Menu twice Press Func and then press CPark The display shows the parked calls as your extension number plus a number for the order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 Select the call to unpark To retrieve a parked call at another extension At any extension on the system dial 38 N where N is the number that was assigned to the parked call usually the parking extension number followed by 0 of the parked call For example To unpark the first call parked by 206 dial 38 2060 To display parked calls AP on your display indicates that you have a parked call 1 2 3 Press 53 8 Menu twice Press HC amp P held conference and parked The above Parks indicates that there are parked calls Press Parks The display shows the parked calls using the number assigned to each parked call To unpark a particular call press the display key und
5. Changing the Ringer Sound os cocoa aaa 22 HO DGS MG ita plas 22 Group Enable Disable oooccccccnccnnnconononononononnnonnnnnnnnnnn A E 23 Locking Unl cking the PANA ais 23 Changing the L gin Codere siaaa a Route outed wes Eea ea aa aa aa ARA aAa aAA a pa isa dey 23 Changing the Extension Name cut a a dt 24 Changing the Phone Language aecoiooioniacai ida 24 Changing ihe System Date and TIME ci e detiene did 25 4400 and 6400 Series User Guide Page iii IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide DSS Key Functions nc 27 DSS Key DOVER ei 27 Programming Functions Against DSS KeyS oooooococcccccccccnoocoooonccncncnnnnnnnnncnnnnnnnnnnnnnnnnn cnn nn nnrrcnnnnnnn nn ncccnnnns 27 Programming Using the Admin Menu coococonncnnonncccncnenenonnnnnncococnnrnnnn enn 28 AMI FUNCION Ss rinde ra trans ra sta nee eat ee et e na E uta E 29 PGMS sso ac aptah A Aa Saute bn 29 PAD enee hea bat hada lence is 29 AdMIN ea Ss wa nhc eh Soe ec cae aaa e 29 PROG Asc sas cucu etna cn ttbacahtesetattetsaesseneteuatsane evetateateSaatehentstscesndtaanstacechcatatartahautantatantats a 29 PRU NA 29 TEU A O OO 30 PA O O 30 CPKUD ra a AO EE E E cian 30 Di is 30 A E O 30 DP ES at aaecmean nace ea neces mac A E E atec seen cs teams 30 GIP Oh NO 31 FHS cece Math yh Ah at chal ite tee et ec ee El ON alt crs Sea Se ees 0b Saal el 2 ab ht Mitel gate le i sre Rah Gg ed 31 Hlan Sirip A tetieds fh ANOK EEO aaea wanade
6. Disturb on with or without exceptions dial 08 An N is displayed To switch it off dial 09 e To add a number to the exception list dial 10 N e To delete a number from the exception list dial 11 N Note e Your callers other than your exceptions either hear busy tone or are re directed to your voicemail Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office away from your desk or engaged on another phone call Voicemail messages can be retrieved internally or externally via any phone Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback Note e Not all systems support voicemail or have voicemail installed The following options are available for voicemail e To switch voicemail on dial 18 To switch it off dial 19 e To retrieve your voicemail dial 17 e To turn Voicemail Ringback on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes further facilities e Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro e You can collect your voicemail from another extension by using the PIN your system administrator has set up for you You can collect your messages if you are out of the office by ei
7. Press Messa 4 Press XD Exit 4400 and 6400 Series User Guide Page 7 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Arranging a Callback If an extension is busy or does not answer when you call you can arrange a callback rather than leave a message With a callback set after that extension is next used your phone will ring and when you answer the extension is rung To set a callback during a call e If when you make a call you are not answered or the station is busy press the programmed AutCB DSS key and end your call attempt Alternatively 1 Press Foe Menu 2 Press 4and Next Prev to search and then select AutCB End your call attempt After the extension you were calling is next used your phone will ring and when you answer the other extension is rung Your phone rings the number of times that has been specified in the No Answer Time either for the system or if there has been an individual one set for your user id The default is three rings 3 Press a0 Exit To arrange a callback without making a call 1 Press 53 3 Menu twice 2 Press Call and enter the extension number use the top left display key to backspace 3 Press Next and then press CallB 4 Press XD Exit When that extension becomes free your phone is rung and if you answer the other extension then rings Your phone rings the number of times that has been specified in the No Answer Time either for the
8. another extension While forwarding your calls your phone will display a D in the top right of the display If the station that you are forwarding calls to also has forwarding active your Calls will go to the final destination To set call forwarding e Press the programmed CFrwd DSS key Alternatively 1 Press foe Menu 2 Press 4and Next Prev to search and then press CFrwd 3 Setthe required divert number To backspace pres the left hand display key When you have activated Divert the forward number is automatically filled in with the Divert number Press Done 4 Press a0 Exit To clear call forwarding e Press the programmed CFrwd DSS key Alternatively 1 Press Fee Menu 2 To search press 4 and Next Prev and then press CFrwd 3 Press AL Exit Send All Calls Do Not Disturb When on all your callers either hear a busy tone or are diverted to voicemail if installed The system administrator can setup a list of exception numbers for you who can still call you during Do Not Disturb 4406D users can activate this feature via a short code or programmed button TransTalk MDW 9040 users activate this via a short code To switch send all calls on off e Press the programmed SAC DSS key Alternatively 1 Press Fee Menu 2 Press 4and Next Prev to search and then press SAC A V above it indicates it is on 3 Press ME Exit 4400 and 6400 Series User Guide Page 18 IP Office 3 2 15 601074 Issue 11a 30th June 2006
9. calls after a single ring This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit HGNS Put a specified hunt group into night service mode This function requires entry of the hunt group number when programmed Park Park a call against another extension This function can be programmed with or without a target extension number If programmed with a target extension number pressing the DSS key when on a call will park that call against the target extension number If programmed without a target extension number pressing the DSS key when on a call allows entry of a target extension number before parking the call against that extension The parked call indication received at the target extension will depend on the phone type If the call remains parked for too long it will ring at the target extension Prog Program and re label the default softkey functions Program a phone number to dial against a DSS key see Storing Abbreviated dialling Under a DSS Key RngOf Switches the phones audible ringer on off This function does not require any data entered when programmed The appropriate DSS key lamp is lit whilst this function is on Pressing the DSS key again turns the function off 4400 and 6400 Series User Guide Page 31 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide SAC Switches do not disturb on off This function does not require an
10. in 4400 and 6400 series have speakerphone so that you can dial and hear the call progress without having to pickup the handset To make a call 1 Pickup the handset or if your phone supports it press Spkr see Speakerphone 2 Dial the number you require lf ENTER ACCOUNT appears then you are required to enter an account code before making calls see Account Codes 3 To end the call either put down the handset or if using speakerphone press Spkr To make a call via the headset e Dial the number you require e Toend the call press the programmed Drop DSS key see Programming Functions Against DSS Keys or press 6 8 Menu and then press Drop To make a call using a dial pad key 0 9 1 Pick up the handset or press Spkr 2 Press a programmed AD button and then press the programmed dial pad key see Storing Abbreviated dialling Under a DSS Key 3 To end the call either put down the handset or press Spkr 4400 and 6400 Series User Guide Page 5 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Using the Directory The phone can display a directory of group names extension names or directory names from which you can select and then dial If Menu is supported 573 Menu is displayed Note e This feature can work in two modes Classic or Dial Name mode the default Contact your system administrator if you are unsure which mode your phone system uses To use the direc
11. 0 Series phones you can personalize the phone s ringer sound so that you can distinguish it from other ringing phones To change the ringer sound 1 Without lifting the handset press EEE Conf 2 You will hear a ring To hear another ring type press CEC Conf again 3 foun press CCE conf until you hear the ring that you want Wait until you hear a ring again and en a tone The ring is now saved This alters the tone and style of ringing used by the phone the ring pattern is still controlled by the IP Office according to the call type Hot Desking Hot desking is the ability to log on at any phone on the system and have that phone adopt your user settings until you log off Notes e You cannot use hot desking unless the system administrator has allocated you as a hot desking user e This function is only available when you have a defined password To log on 1 Press Fee Menu twice 2 Press Next and then press Hdesk 3 Press LogOn 4 Enter your extension number and then press Next 5 Enter your password and then press Done To log off 1 Press Fes Menu twice 2 Press Next and then press Hdesk 3 Press LogOff NoUser is displayed 4400 and 6400 Series User Guide Page 22 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Phone Controls Group Enable Disable You can enable or disable your group membership Enabling your membership means that you are available for calls 4406D sets must use the short code
12. AVAYA IP Office 3 2 4400 and 6400 Series User Guide 15 601074 Issue 11a 30 June 2006 2006 Avaya Inc All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya gran
13. DSS port for the connection of a DSS module which increase the number of DSS keys available The 4450 DSS module is available for use with both the 4412D and 4424D phones When using the 4450 ensure that the power supply is connected to the phone The 4450 DSS module enhances functionality by providing an array of buttons that can be used to track extensions users or Park fields or be programmed for other functions that help you to handle calls more efficiently e System and User Short Codes The system has a wide range of features that are triggered by dialling a particular sequence These short codes can be system wide or specific to an individual user For details of the short codes available to you contact your system administrator For details of the normal default short codes see Default Speed Dial and Feature Codes 4400 and 6400 Series User Guide Page 1 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide TransTalk MDW 9040 The TransTalk MDW 9040 set is a wireless phone that can be used with the system It is plugged in to a DS port on either the base Control Unit or a DS expansion module When using the set it must be configured to work with the system by defining the button map to be used This can be done by pressing 573 Menu on the phone and then using the arrow button to select Configuration then Button Map and then selecting Merlin Magix Although the TransTalk MDW 9040 has 558 Menu this bu
14. Reference Guide for your IP Office phone Further information about IP Office is available from www avaya com support and also from www avaya com ipoffice knowledgebase 4400 and 6400 Telephones This guide covers the use of most 4400 and 6400 series phone running in Key and Lamp mode on IP Office phone systems Note e The following phones have their own separate IP Office user guides 2402 2410 2420 4601 4602 4610 4620 4621 5402 5410 5601 5602 5610 5620 5621 and 5625 This guide assumes that the phone you are using has its default settings Be aware that the system administrator can reprogram the system and or individual extensions to offer different sets of features If in doubt contact your system administrator e Default Buttons Each phone is configured by default with 3 Call Appearance buttons These buttons are located on the top 3 buttons of the leftmost column They are used to make and receive calls See Call Appearance Keys e DSS Keys This guide details accessing many functions by pressing Sea Menu Many of these functions can be assigned to the DSS keys on your phone See DSS Key Functions Note e The 4406D sets do not have 53 4 Menu For those phones you can either have a button programmed through the manager contact your system administrator or by using the short codes When using these phones use short codes This operation is described in System Features e 4450 DSS Module Some phones have a
15. To display held calls 1 Press 533 Menu twice 2 Press HC amp P held conference and parked 3 The above Helds indicates that there are held calls Press Helds 4 If you have several held calls you can press 4 and Next Prev to display details of the different held calls e To clear a held call Press Drop e Toreconnect a held call Press Pickup Parking Calls You can park a call or several calls You are then free to make and receive other calls You can also arrange for the parked call to be retrieved by another extension Note e The system only allows calls to be parked for a short while before reconnecting them the default setting is 5 minutes When you park a call it is given number based on your extension number followed by 0 If you now park another call it is given your extension number followed by 1 If you inform another extension of the number given to a parked call they can then unpark that call see below 4406D and TransTalk MDW 9040 users can use the short code or a programmed button for this operation To park a call e Press the programmed CPark DSS key Alternatively 1 During a call press 533 Menu 2 Press land Next Prev to search and then press CPark The caller is parked and your phone displays a P as a reminder or 1 During a call press 533 Menu twice 2 Press Func and then press CPark The caller is parked and P is displayed 4400 and 6400 Series User Guide Page 11 IP Office
16. able below lists the menu of user programmable features available for Admin and ProgA respectively The menu of programmable functions that is available via the Admin key See Programming Using the Admin Menu for instructions on how to program these functions Name Description Toggles Data Acct Account Code Entry No Optional AD Abbreviated Dial Yes Admin Self Administer No No AutCB Automatic Callback Yes No CFrwd Call Forwarding All Yes Optional CPark Call Park Yes Optional CPkUp Call Pickup No No Dir Directory No No DPkUp Directed Call Pickup No Yes Drop Drop No No GrpPg Group Paging No Yes HdSet Headset Toggle Yes No HfAns Internal Auto Answer Yes No HGNS Set Hunt Group Night Service Yes Yes Park Call Park to Other Extension No Yes Prog Abbreviate Dial Program No Yes Rngof Ringer Off Yes No SAC Send All Calls Yes No Spres AD Suppress Yes No Timer Timer Yes No TmDay Time of Day Yes No 4400 and 6400 Series User Guide Page 27 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide The menu of programmable functions that is available via the ProgA key See Programming Using The ProgA Menu for instructions on how to program these functions Name Description Toggles Data Park Park No Yes User User No Yes Group Group No Yes Number Dial No Yes Flash Hook Flash No No Programming Using the Admin Menu To add a function to a DSS key using Admin 1 Press 533 Menu 2 Press land Next Prev to searc
17. are using the default feature codes It also assumes that you have full access to all features and the public phone network If you do not have 533 Menu 4406D and TransTalk MDW 9040 you must activate features those requiring additional numbers such as external numbers and Hunt Groups via the short codes Making Calls To make internal calls To make a call to another extension dial the number If the number is busy you can use Ring Back When Free as follows 1 Dial any digit and hang up When the extension you called is free your phone will ring a burst of three rings 2 Lift the handset and the extension is called automatically To make external calls To make an external call either e Dial the number prefixed by the access code if required or e Use a speed dial code Contact your system administrator for a list of your speed codes Note e If you hear busy tone while dialling then the call may be barred Your system administrator can bar certain calls such as those to premium rate numbers and international calls 4400 and 6400 Series User Guide Page 35 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Answering Calls To answer a call at your own extension e Pick up the handset Internal calls have a single ring cadence external calls have a double ring cadence When in headset mode press the button associated with the alerting call To answer a call at another e
18. bers These can be full numbers area codes or prefixes which give access to other phone service providers 01 Forward Unconditional On 15 Call Waiting On 02 Forward Unconditional Off 16 Call Waiting Off 03 Forward on Busy On 17 Voicemail Collect 04 Forward on Busy Off 18 Voicemail On 05 Forward on No Answer On 19 Voicemail Off 06 Forward on No Answer Off 26 Clear Call Waiting O7 N Forward to Number 27 N Hold Call Waiting 08 Do Not Disturb On 30 Call Pick Up Any 09 Do Not Disturb Off 31 Call Pick Up Group 10 N Do Not Disturb Exception Add 32 N Call Pick Up Extension 11 N Do Not Disturb Exception Delete 33 N Call Queue 12 N Follow Me Here 48 Voicemail Ringback On 13 N Follow Me Here Cancel 49 Voicemail Ringback Off 14 N Follow Me To 57 N Forward on Busy Number 4400 and 6400 Series User Guide Page 39 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Index A abbreviated diali9 oooonnnccinnnnicnnnnnncoccncnccannncnnnnnns 34 about this QUID eect ee cette ee eeeeeeeteeeeeeeeeeenaees 1 absenta text sci eedi ra ee heetednberieee 19 Account CODES viii can 14 29 admin TUNC IONS oooooocococococcncnonocnnann no nncnnnnnnnnnnn nn nn 29 answering Call as cedo do aa E 36 INCOMING Call lisa 9 message INGICALOM ee eener 10 Page cali ii ee 10 B bridged appearance ccecccceceeeeeeeeeeeceeeeeeeeeeeees 1 Cc call call appearance keyS cccccceceeeseeeeee
19. count code entered must match a valid code stored on the phone system If a matching code does not exist RENTER ACCOUNT displays when the DSS key is used If programmed without an account code you can enter the code to use after pressing the DSS key AD Dial a stored number This function requires entry of a number to dial when programmed The number does not have to be a complete number after pressing the DSS key you can dial additional digits to complete dialling Admin Allows the programming of the functions in this section against other DSS keys This function can be programmed with or without data If programmed without data see Programming Functions Against DSS Keys If programmed with a value of 1 see Storing User Park Slot and Queue Numbers Apear Set a DSS key to act as an additional call appearance key If you have call waiting enabled or are using call coverage you can handle multiple calls and hold and switch between calls using call appearance keys This function does not require any data entered when programmed AutoCB Sets a callback when free on a called busy extension and a callback when next used on a called but unanswered extension This function does not require any data entered when programmed When a callback is set the appropriate DSS key lamp is lit The DSS key can be pressed again to cancel the callback 4400 and 6400 Series User Guide Page 29 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 a
20. ction transfer and or use 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 identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation information For the m
21. e they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2006 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http www avaya com ipoffice knowledgebase 4400 and 6400 Series User Guide Page 42 IP Office 3 2 15 601074 Issue 11a 30th June 2006
22. eeees 2 29 CONTETenCEA aiia otia batata aea 13 forwarding a na aesae aaaea 18 29 37 ISON a e AE 16 MU iaa ia 16 Parita 11 aeaee l ae PAEA ad iaa 14 L EEEE E E EE E E 21 A a a a ER 12 WAO e terete aE a 36 call coverage appearanCe ococococccccccccccnnononncnncnnnnnnnns 1 callback nani Ad 8 29 changing date and iMac tido bai 25 extensi0n NAME nrinn i anan aan 24 JAN QUAGC cio ab 24 A a E A R 23 FING Sr SOUNCS eraun EEATT 22 VOM O 0 00 a sche ets ae aa 21 conference calls ccccceeeeeeeececeeceeeeeeeeseeseneeeeees 13 D date and tiMe 2 0 25 29 default DUTLONS cee hen a a ndo be ad 1 Teature COdeS tii aa 39 CIFECH PICKUP da ado ile 9 dle Y aid 6 display call Hist a cda on dde 16 date and time ooooooocccccccccccicccocononcccncnnnnnnnnn nc nncnnn 21 OVEIVIGW tidad 4 diverting Calls ooooonocnnnninocconncnnnnnnnccnananccnnon 17 18 37 do not disSturb ooooonnccnnccconnonnnonnnnononnnnos 18 29 38 dropping a Callison is lawn 15 DSS Keys tc eee Gander eee 1 27 34 DSS Module xica iit ak ees 1 E ACI 24 4400 and 6400 Series User Guide IP Office 3 2 F forwarding calls oooooooonnnnncicccnnnnnnnncccoccrcccnnnnons 18 29 G group enable disable oooonoccccnnnnnnccnnnocicccnnanicncnananos 23 H Headset race eAke tt a ian 5 29 holding calls is ici winced ni it 11 hot dESKIN O mitin ion laces Aceves edna eine 22 AUNT QrOUp accu aeletde aed aad datas 29 l internal auto aNSWer
23. er the parked call Transferring a Call 1 During the call press Transfr The call is put on hold 2 Dialthe number to which you want to transfer the call e Ifthe extension does not answer or does not want the call press the call appearance button to return to the original call e Ifthe extension answers and accepts the transfer press CH Transfr again e Todo a blind transfer hang up the call or press Transfr again 4400 and 6400 Series User Guide Page 12 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Other Call Controls Conference Calls The number of callers that you can have in a conference depends on the phone system Contact your system administrator for details To add another caller to a call or conference 1 During the existing call or conference press CCE Conf 2 Dial the other party e If not answered press either the Drop DSS key or Hold then press CCE conf e When answered press CEC Conf again Any call that was put on hold is now put into the conference To display calls in a conference CONF on your display indicates that you are in a conference call 1 Press 533 Menu twice 2 Press HC amp P held conference and parked 3 The above EEE conf indicates a conference call Press EEE Cont 4 To see the details of the different callers in the conference press 4 and Next Prev Notes e To remove a caller from the conference hang up e If the conference contains only two
24. ey Alternatively Press fee Menu and then press Drop or 1 Press 533 Menu twice 2 Press Func and then press Drop 4400 and 6400 Series User Guide Page 15 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Muting a Call Mute allows you to stop the caller from hearing you while still allowing you to hear them While a call is muted the lamp above the Mute button is on on the 6400 sets and flashing on 4400 sets On the 4400 sets when headset mode is active the Mute button works for the Headset Displaying the Call History The number shown on the right hand of the phone display when idleO is the number of incoming calls stored in your phone s call history These are calls that have rung your phone answered or unanswered for which a CLI was available The phone can store the 32 most recent calls The redial facility allows you to see a record of the outgoing calls dialed from your phone see Redial Call History is not available on the 4406D and TransTalk MDW 9040 sets To display the call history 1 2 Press Next and then press Hist 3 The display shows the time date and number of the caller To display the details of different callers press 4 and Next Prev 4 You can then select to either callback the caller or delete the call from the call history e To delete the call from call history Press Delet e To call the caller Press Call 4400 and 6400 Series User Guide
25. h and then press Admin 3 To search the function you want press 4 and Next Prev and then press the key below that function Selecting Expl explains the function names For a list of the available functions see Admin Functions 4 Ifthe function requires a parameter such as an extension or group number you can enter it now If you do not enter a parameter it will be requested when you press the DSS key during usage 5 Press the DSS key against the function key to be programmed If the key is already programmed you will see options to Repla Keep or Delete Press the option required 6 Press Cont 7 Either select another function and program another DSS key or press 0 Exit To remove a function from a DSS key using Admin 1 Press Fee Menu Press 4 and Next Prev to search and then press Admin Press a feature key Press the DSS key against which the function is programmed To remove the function press Delet Press the key below Cont N Oa fF WN Either select another function to program another key or press 0 Exit 4400 and 6400 Series User Guide Page 28 IP Office 3 2 15 601074 Issue 11a 30th June 2006 DSS Key Functions Admin Functions The following can be programmed against a DSS key via the Admin function see Programming Functions Against DSS Keys Acct Make a call using an account code or enter an account code during a call This function can be programmed with or without data Note e Any ac
26. ial 01 A D is displayed To switch it off dial 02 e To switch Forward On Busy On dial 03 To switch it off dial 04 e To switch Forward On No Answer On dial 05 To switch it off dial 06 e To switch Forward Hunt Group Calls On dial 50 To switch it off dial 51 This setting is for Forward Unconditional On only Note e Your system administrator may have configured a forwarding number on your behalf If so by using the star code from your extension you can over ride the configured number Forwarding on No Answer is not effective if you are using voicemail Diverting Calls You can divert your calls to another extension In the examples below N is the extension to which you want your calls diverted Note e If you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number To divert calls at another extension e Dial 12 N from the extension you are temporarily using e Dial 13 NF to re direct the calls back to your own extension before you return to it To divert calls at your own extension e Dial 14 N from your own extension e Dial 14 to cancel either feature from your own extension 4400 and 6400 Series User Guide Page 37 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list e To switch Do Not
27. ii A ci 9 Answering a Message Indicators oia di 10 ANSWEPING Ee A t e EAO I EEE din ile as She ele ee atl ctedl tan dea WG ded E tadueth atte 10 Hold Park amp Transitoria taaan ches aswe ceive esas ce repo cassazee ch ve cans abet e coat ennnen 11 Holding Cal ad 11 A tnsenerieaitatda inhi Attactcats dents Gaesctacthenitdaandieane te Genes ctyieGenseten ame oncaseansuenites 11 Transfering a Call ridad sarao Ra sth dias shes dP pened wield waar AEE aa AAE eta lios 12 Other Call Controls siisii sce cies vas cies ves canas 13 Conterence Cal cti triste di diia adidas 13 IAOEE I a A da nedtenteeen asians 14 Recording a alles cl le lateral dad il ac remade gate 14 Speakerphone ss iia a at daba e 15 Dropping a Galliiaionionci is 15 M ting da 16 Displaying thecal RISTO cota ate ini aa 16 Diverting ForWwarding Calls noia 17 Switching Divert Forwarding Olite ri id cda ci 17 A A cebiouahe E nate dns dudaberuades widaye dot tadchenates 18 send All Calls Do Not Disturb tie wicca caso dais elder Aca osa 18 Setting Absence Text retsina a a a a a e EE rotar lat idea tas 19 Phone OF 61 ao ae Ea reere seers 21 Displaying the Date and Time 00 at hc cccc pects sstevenane pide digan sesh iba tneeetnaitesetleack nidepbeddeds cohtnemetidendanplceetarmeanascs 21 Cal AIME ie Scat to ceatuecndd tat Maree each ans tas ences yaAee nian aad en Geese aa a asses ot Atniae A 21 Changing the VOTO ieee A i alee ads ee Bcd dae cine ee eg ane ene bee wae aS eh ie a 21
28. ing a call you can answer make another call and then switch between calls or transfer or conference If you are set to receive a call waiting indication the waiting call is shown against the next call appearance key e Although the system administrator can replace the Call Appearance Keys with e A Bridged Appearance e A Line Appearance e Call Coverage Appearance e System Features This would severely restrict the use of features such as conference and transfer It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their default settings 4400 and 6400 Series User Guide Page 2 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Telephones Phone Key Symbols Your phone may use either text or icon markings for some keys e Spkr The light above the key is lit when on speakerphone See Speakerphone e amp Mute The light above the key is lit or blinking when using mute See Muting a Call e F Hold See Holding Calls 22 Redial See Redial tmnstr See Transferring a Call ccc Conf See Conference Calls e lt Message Indicator See Answering a Message Indicator e oa Menu Used to access features and functions Not available on the 4406D and TransTalk MDW 9040 e 4 Next Prev Used to make display selections and data entry Not available on the 4406D and TransTalk MDW 9040 a0 Exit Use this key to exit the administration men
29. ly dial Typically you would use this for an external number or a system or personal short code Consult your system administrator for a list of short codes To store numbers under a DSS key 1 2 or Tu SS Press 53 3 Menu Press 4 and Next Prev and then press Prog 0 9 or DSSKey is displayed Press the dial pad key 0 9 or DSS key and enter the number to store To backspace press the left soft key If entering an external number remember to include the required access code for example 9 Note You can store partial strings For example you can store an international dial prefix for all calls to a particular country Press Done The main screen is displayed To store another number press 533 Menu again and repeat steps 1 to 4 Press Menu 533 Press a and Next Prev to search and then press Admin Press 4 and Next Prev to search and then press AD Enter the number to store Note You can store partial strings For example you can store an international dial prefix for all calls to a particular country Press the required DSS key and then press Cont Press another DSS key or press 0 Exit 4400 and 6400 Series User Guide Page 34 IP Office 3 2 15 601074 Issue 11a 30th June 2006 System Features Introduction As well as your phone s specific features you can access a number of system features by dialling short codes These instructions are for the system s default configuration They assume that you
30. n a call is parked in that slot the DSS key flashes If you press the key you have options to Drop or Answr the call User Monitor another extension If the extension is ringing the lamp flashes and when you press the DSS key you can see details of the caller and have a DPkUp option to answer the call yourself When the lamp is on the extension is busy and pressing the DSS key displays information about any call in progress Group Monitor the status of a hunt group queue Flashes green if a call is incoming to the group Flashes red if the group has queued calls To show call information press Group To pickup a call press Group again Dial This is similar to storing a general number but the DSS lamp remains lit until the call is disconnected Flash Send a hook flash signal to the current connected line 4 Enter the number to store under the key the park slot user group or dial number Use the left hand display key to backspace 5 Press the DSS key under which you want to store the function If the DSS key is already set you will see options to Replace Keep or Delete the existing function Press the option required 6 When BUTTON PROGRAMMED is shown press Cont 7 Press 0 Exit 4400 and 6400 Series User Guide Page 33 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Storing Abbreviated Dialling Under a DSS Key Each button can be programmed with the number that you would normal
31. nction should only be used in systems with a small number of users all located in one area Use of this function on larger systems may lead to confusion Dir Access the phone system directory see Using the Directory This function does not require any data entered when programmed DPkup Answer a call currently ringing at another extension or group This function can be programmed with or without a target extension or group number If programmed without a target number the number should be dialed after pressing the DSS key Drop Clears the current connected call Temporarily pauses the ringing of an incoming call This function does not require any data entered when programmed This feature is intended mainly for call center headset users and so returns silence rather than dial tone to the user 4400 and 6400 Series User Guide Page 30 IP Office 3 2 15 601074 Issue 11a 30th June 2006 DSS Key Functions GrpPg Page a group Those phones in the group that support handsfree auto answer will hear the page call without having to take any action This function can be programmed with or without a target group number If programmed without a target group number the group number should be dialed after pressing the programmed DSS key HdSet Activate headset mode This function does not require any data entered when programmed When this function is on the appropriate DSS key lamp is lit Hfans Sets the phone to auto answer internal
32. nd 6400 Series User Guide CFrwd Switch call forwarding on off and set the forwarding number This function can be programmed with or without a target forwarding number If programmed with a forwarding number pressing the appropriate DSS key switches on forwarding to that number If programmed without a forwarding number pressing the appropriate DSS key prompts the user to set a forwarding number and then switch call forwarding to that number on In both cases while call forwarding in on the appropriate DSS key lamp is lit and pressing the DSS key again switches call forwarding off CPark Park the current call This function can be programmed with or without a park slot number If programmed with a park slot number pressing the appropriate DSS key will park unpark calls from that park slot The DSS key lamp is lit when a call is parked in that park slot If programmed without a park slot number calls being parked are assigned a number based on the parking phone s extension number plus 0 1 2 etc in sequence When you have parked calls the DSS key lamp is lit Pressing the key while not on a call will display the parked calls and allow any of those calls to be unparked CPkup Answer a Call ringing elsewhere on the phone system This function does not require any data entered when programmed Pressing the programmed DSS key will answer pickup a call currently ringing on the phone system Note e Avaya recommends that this fu
33. o enter characters press the dialling keys and Rotat For example to enter an L press the 5 key and then press Rotat until an L is displayed To backspace press the top left display key When the text is as you require press Done Press XL Exit Changing the Phone Language This will change the language used in the phone s display On some voicemail systems it will also change the language of the voicemail prompts played when you collect your messages To change your phone language 1 2 3 4 a Press 53 8 Menu twice Press Next and then press ProgA Press k Next and then press Lang To search the different language options press 4 and Next Prev DEFAULT is the default system language When the text is as you require press Done Press XD Exit 4400 and 6400 Series User Guide Page 24 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Phone Controls Changing the System Date and Time One phone with a Menu key can be allocated as a System Phone by the system administrator The user of that phone can then change the date and time displayed on all phones Note e There will be a short delay before some phones will update their displayed date and time To change the date time 1 Press 53 3 Menu twice 2 Press Func 3 Press Next and then press Setup 4 Press either Date or Time Enter the new value in the following format e Date must be 2 digits for the month and day and 4 digits for the year e U
34. ogrammed HfAns DSS key Alternatively 1 Press Fee Menu 2 Press HfAns 3 Press AL Exit Direct Pickup If you know the extension number you can pickup a call ringing at another extension 4406D and TransTalk MDW 9040 users can pickup a call for an extension via the short codes Contact your system administrator for the appropriate code or see Default Speed Dial and Feature Codes To do a direct pickup e Press the programmed DpkUp DSS key Alternatively 1 When you hear the extension ringing press 573 Menu 2 To search press 4 and Next Prev and then press DpkUp 3 Enter the extension number and then press Done Note e DSS keys cannot be used to enter the extension number 4400 and 6400 Series User Guide Page 9 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Answering a Message Indicator If another extension has left you a message or you have voicemail EJ is lit Note e If you have voicemail ringback switched on then whenever you have new messages the voicemail system will ring you after you use the phone 4406D and TransTalk MDW 9040 phones can access their voicemail messages by using the short code for Voicemail Collect Contact your system administrator for the appropriate code or if using the default codes see Voicemail To answer a message indication e Press the programmed Voice DSS key e The display shows you how many voicemail messages you have in your mailb
35. ost current versions of documentation go to the Avaya Support web site http www avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http mww avaya com support Table Of Contents 4400 and 6400 TelephoneS iss sissaccesccisicsscssicsanistaicsscesacanasassanaseaiaaessanss cocuculdcerecestcasecesdsnestesecedeaee 1 About this QUITO soci ici 1 4400 and 6400 Telephones ooooocooccccnncoocconon nono nnno eee cnn nn rra 1 Trans Talk MDW 904 0 catas toria ci 2 Call Appearance Key e Tae iia 2 Phone Key SYMDO S sustos A A E a a a 3 The Display ci das 4 EL Ae e eee eee ee ee eae eee ee 5 Making aA owes oa eG OS ERA adh GEA ie ea EA Det eer Dee EI 5 Using the Directory A Meta hee 6 RO avoid ii 7 Making a Page Cae aare een ee haaa aa oaa each aa a aaae Taa ea iaaa aaraa aeaa AAAA AAR AANA ar a ATEAN eE idian 7 eaving a Message ui A Sih tan ial ected 7 Arranging a Callback anahaha neea aa aea aa A a A EA ta aaa ia aaa a EE AAEN AA ak ahd ye atts 8 Leaving a Message in Voce malla A aed eines cae seee rei 8 Answering CAS A ti 9 Answering a Calla A A O Ord UN 9 Internal AUTOS We A ta dace ccd A nhc oe E dt ene 9 Direct PICKUP
36. ox It you are a member of a hunt group that has messages the hunt group name is also shown To check the mailbox press the display key e Follow the prompt to check your messages Alternatively 1 Press 53 3 Menu twice 2 Press Msgs e A above Voice indicates that you have voicemail messages e AY above Recvs indicates that another extension has lit you message indicator See Leaving a Message It can also indicate that an IP Office SoftConsole operator has sent you a text message 3 Select the type of message you want to answer 4 To check message indicators and text messages press Recvs e The display will show the time date and caller s extension number It also shows the message number and total number of messages e To move through the stored messages press 4 and Next Prev e To delete the displayed messages press the top right display key 5 To check voicemail messages press Voice Answering a Page Call Other users may page you or a group to which you belong You will hear the page through your speakerphone and Page is displayed See Making a Page Call To answer a page call e Press EL conf Note e TransTalk MDW 9040 users can make Page Calls but cannot receive them 4400 and 6400 Series User Guide Page 10 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Hold Park amp Transfer Holding Calls Any held calls will ring on your phone An H on your display indicates that you have a held call
37. parties pressing the Drop DSS key to remove the other caller will end the conference 4400 and 6400 Series User Guide Page 13 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Account Codes You can enter an account code during a call Some extension may also be required to enter an account code before making a call 4406D and TransTalk MDW 9040 users must enter the account code via a short code Contact your system administrator for the appropriate short code Note e A list of valid account codes is stored on the system Contact you system administrator for a list of account codes which you should use To enter an account code You can do this before or during a call If done before you will then hear dial tone at which you can dial the number required e Press the programmed Acct DSS key Alternatively 1 Press 533 Menu twice 2 Press Func and then press Acct ENTER ACCOUNT is displayed 3 Enter the account code to associate with the call and then press Set 4 If REENTER ACCOUNT appears then the code was not recognized by the system Enter a valid code 5 If already on a call you can now continue the call If entering the account code before making a call Dial is displayed and you should hear a dial tone Recording a Call This function is only available if you have Voicemail Pro running on the system If the feature does not work check with your system administrator to see what
38. play and select a number from that record 4406D and TransTalk MDW 9040 sets can use redial When the button is pressed the last number that was dialed is re dialed To redial a number dialed Press 4 Redial Numbers that you have recently dialed are displayed 2 To move through the stored numbers press 4 and Next Prev 3 Press the key below a number to redial it or press E Exit to leave the display without making a call Making a Page Call You can make page calls to any extension or group of extensions that have suitable speakerphones You call is only heard by those extension that are free 4406D users can make a page call via the short codes Contact your system administrator for the appropriate code TransTalk MDW 9040 users can make Page Calls but cannot receive them To make a page call 1 Press Fee Menu twice 2 Press Call Enter the extension or group number use the top left display key to backspace 3 Press Page Leaving a Message When you call another extension that does not answer you can leave message indication If their phone has a message indicator lamp it will light If their phone has a display it may also display your name and number for a return call The EJ lamp on your phone lights when you have messages see Answering a Message Indicator To send a message indication 1 Press Fee Menu twice 2 Press Call and enter the extension number use the top left display key to backspace 3
39. s To switch send all calls on off 1 Press Fee Menu twice 2 Press 4and Next Prev to search and then press Group A Y above it indicates group membership is enabled 3 Press a0 Exit Locking Unlocking the Phone While locked the phone displays a B and only internal calls to other extensions can be made Attempts to make other calls displays CALL BARRED To lock unlock the phone 1 Press 533 Menu twice 2 Press Next and then press ProgA 3 Press Bar 4 To switch the phone between locked and unlocked press Change and then press Done 5 Press SL Exit Changing the Login Code The Login code can be changed for functions such as Hot Desking see Hot Desking To set your phone password 1 Press 533 Menu twice Press Next and then press ProgA Press Pswd Enter the existing password if requested and then press Done Enter the new password and then press Done Press SL Exit DO OW BQ NS 4400 and 6400 Series User Guide Page 23 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Changing the Extension Name When making and receiving calls you can change the extension name stored by the phone system This does not change the full name used within the directory function or by the Phone Manager application To change your extension name 1 2 3 4 Press 53 3 Menu twice Press Next and then press ProgA Press Next and then press Name Enter the new name T
40. s Eaa abwaleuhhieathdans EA EEE ARF eiaa 31 PAGING APEE ER A E T T A E E A A E AE 31 e E S EE T ATATA EE EA TA AT E 31 POG OAI EE E EE E A A E A E E E A OE 31 RAJO inond ahaire re e a Graal tel ich 31 SAG hotat A NS 32 Pi a A E cie 32 Mia is TE TAE T E AAEE 32 A eraa a AEN A a e a AE EAA aden EATE NAAT E RETES 32 Programming Using The ProgA Menu desc ii 33 Storing Abbreviated Dialling Under a DSS Key oooocococococanonononconcnccnnnnananncnnnnn nc 34 System Features 224242264 an aaa naan eee eae 35 E ESES 35 Making Calls ora da bad 35 Answering Calla dde 36 CAU Walt sia a e cia 36 A O 37 Diverting CallS ae dalla 37 A ae coh cite cast dah ite ital atta see aca ala ete A lea tel hn a Mee GaN dus td A Sen aoe ATEA aiaa 38 V icema il sasini ne A A aden a aca Pedra Rade ren doe ee a eal a nla ati Pediat ae ane ee 38 The System Administrator iii ici 39 Default Speed Dial and Feature Codes ccccccccccccccecccececececeeeeeeeceeeeceeececceeceeeseneseeaeesaeseaessaeenaeeeeeeaes 39 DEUS so cc ssccs recs ccs sees cccn ccecSecg Seen cee cececcccn cueseccnccecccen ces ccctocacaucccussaeesecateiesaseeueeceteses esc LAERA R esesse 41 4400 and 6400 Series User Guide Page iv IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Telephones About this Guide This guide describes how to use all the features on your Avaya IP Office 4400 and 6400 series phone For basic phone settings and functionality refer to the relevant Quick
41. se the key to enter a For example 06 04 2006 e When all ten characters have been entered Next is displayed e To select the day of the week press 4and Next Prev e Time must be 2 digits for the hour and 2 digits for the minutes e Use the key to enter a For example 10 15 5 After entering the day or time press Done 6 Press a0 Exit 4400 and 6400 Series User Guide Page 25 IP Office 3 2 15 601074 Issue 11a 30th June 2006 DSS Key Functions DSS Key Overview You can program many of the phone s functions to a DSS key You can also program dialling digits or user group and park slot numbers e 4406D and TransTalk MDW 9040 Telephone The DSS keys on the 4406D and TransTalk MDW 9040 can only be programmed through the Manager application Contact your system administrator e 4450 DSS Module The buttons of the 4450 DSS module are programmed via the station to which the 4450 is connected You can program a button on the 4450 in the same manner that you would program a button on the phone In the following sections the DSS key can either be a button on the actual station or a button on the 4450 DSS module Programming Functions Against DSS Keys Most of the functions normally accessed by pressing 57 Menu can also be programmed under a DSS key This allows faster access to regularly used functions These features are available for you to program using the Admin or ProgA features under 533 Menu on your phone The t
42. system or if there has been an individual one set for your user id The default is three rings Leaving a Message in Voicemail You can leave a message directly in voicemail for an extension without ringing the extension This will light that extension message indicator if they have one 4406D and TransTalk MDW 9040 users can leave a message for an extension via the short codes Contact your system administrator for the appropriate code To leave a message directly in voicemail 1 Press 53 3 Menu twice 2 Press Call and enter the extension or group number use the top left display key to backspace 3 Press Next and then press Vmail You will hear the mailbox greeting and then be prompted to leave a message 4400 and 6400 Series User Guide Page 8 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Answering Calls Answering a Call Your display will show whatever information the system has about the calling party To answer a call e Pickup the handset If active on a call place the other call on hold To answer a call using the speakerphone e Press Spkr To answer a call using the headset e Press the call appearance button associated with the call Internal Auto Answer Internal auto answer connects your internal calls after just one ring This feature also applies when you are in Headset Mode Note e TransTalk MDW 9040 does not have Internal Auto Answer To set cancel internal auto answer e Press the pr
43. ther dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted If validation is successful then dial 2 to retrieve your mail e The system administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated 4400 and 6400 Series User Guide Page 38 IP Office 3 2 15 601074 Issue 11a 30th June 2006 System Features The System Administrator The system enables you set up a wide range of advanced telephony features with your own numbering plan speed dialling and feature codes It also allows you to restrict access selectively to certain numbers for external calls and to permit controlled access to your local network for staff working away from your premises Codes and phone numbers can be set up for the benefit of all users or can be assigned to individual extensions Codes for speed dialling may be up to eight digits and may include the and symbols The default feature codes can be deleted and replaced by alternatives if required In use phone numbers programmed for individual extensions take precedence over general ones and those entered at extensions take overall precedence these remain in force until cancelled by you or when the system is re booted Default Speed Dial and Feature Codes Your system administrator can set up Speed Dial codes for frequently used num
44. tory 1 Press 533 Menu and then press Dir Alternatively press 57 Menu twice Press Next and then press Dir 2 Press either Index internal extensions Group hunt groups or Extn numbers in the IP Office Directory 3 If your system is using Dial Name Mode a Use the letter keys to dial the name that you want For example for names starting with John dial 5646 Ignore any spaces in the name b The display will show the first match to the letters entered so far Either enter further letters or e To move through the matching entries press 4 and Next Prev on either side of the current name to display the other matches found so far e If NO MATCH displays press 4 Prev to go back to the previous step c When the name you want is shown press Call d If you cannot find the name you want press 0 Exit twice OR if your system is using Classic Mode a Press the dialpad button that matches the first letter of the name you want For example To select L press 5 three times b To move through the matching entries press 4 and Next Prev You can press another key on the dialling pad to select a different first letter c When the name you want is shown press Call If you cannot find the name you want press 0 Exit twice 4400 and 6400 Series User Guide Page 6 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Making Calls Redial The phone stores a record of the numbers that you have dialed You can dis
45. ts End User a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s 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 Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reprodu
46. tton is local to the set and is used for features local to the set For this reason when using this set a system administrator must program the buttons for you See DSS Key Functions Features can also be accessed on these sets via short codes For details of the normal default short codes see Default Speed Dial and Feature Codes Call Appearance Keys By default each phone is configured with 3 call appearance keys Your system administrator can change a call appearance key with e A Bridged Appearance A bridged appearance key matches the status and operation of the Call Appearance Key on a pre defined colleague s phone Hence you can pick up make and receive calls on behalf of your colleague e A Line Appearance An IP Office exchange line but not IP lines can be allocated to you such that the status of that line is displayed and you can use the line appearance key to make and receive calls e Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using call appearance keys Hence you can pick up calls on behalf of your colleague All of the above can only be allocated to you by your system administrator For details of Bridged Line and Call Coverage Appearance Keys set up and their operation refer the IP Office Key and Lamp Operation manual CAUTIONS e Having more than two Call Appearance keys is very useful When hold
47. us and return to normal phone operation Not available on the 4406D and TransTalk MDW 9040 4400 and 6400 Series User Guide Page 3 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide The Di B D 01 DISC CONN CONF PAGE splay Phone Locked Internal calls only See Locking Unlocking the Phone Call Forwarding On See Call Forwarding In Group See Group Enable Disable Held Call Shows the number of held calls See Holding Calls Do Not Disturb On See Send All Calls Do Not Disturb Parked Calls Shows the number of parked calls See Parking Calls Calls in Call History See Displaying the Call History Disconnected To end the call press Spkr Connected You are on a call Conference Call You are part of a conference call displayed on the left hand side of the display See Conference Calls Page Call See Answering a Page Call Time 8 Date See Displaying the Date and Time Timer See Call Timer Indicates that the displayed item is the currently selected item e To view up to 12 softkey functions press 53 Menu To show the functions press 4 and Next Prev and then press the display key beneath an option to select it e To view additional functions press 573 Menu twice See DSS Key Functions 4400 and 6400 Series User Guide Page 4 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Making Calls Making a Call All phones
48. users do not have access to this feature To set cancel the date and time display e Press the programmed TmDay DSS key Alternatively 1 Press Fee Menu 2 To search press 4 and Next Prev and then press TmDay Call Timer You can run a call timer If you start the timer before making a call it will reset to zero when you dial and again when you are connected Note e After ending a call the timer is switched off TransTalk MDW 9040 users do not have access to this feature To start the call timer e Press the programmed Timer DSS key Alternatively 1 Press Fee Menu 2 Press Timer Changing the Volume You can alter the volume of the speakerphone the handset speaker and the ringer To change the ringer volume e Without lifting the handset press either end of the volume button To change the speaker volume 1 Lift the handset to adjust handset volume or press Spkr to adjust the speakerphone volume 2 Press either end of mi Volume To adjust the volume up or down press either di or F 4400 and 6400 Series User Guide Page 21 IP Office 3 2 15 601074 Issue 11a 30th June 2006 4400 and 6400 Series User Guide Changing the Ringer Sound The IP Office uses distinctive ringing for different types of calls a repeated single ring for internal calls a repeated double ring for external calls and a single ring followed by two short rings for ringback calls These options are fixed by IP Office For 640
49. voicemail package you are using By default the recording is placed into your voicemail mailbox but can be changed by your system administrator To record a Call 1 During the call press 57 Menu twice 2 Press Func and then press Recor 4400 and 6400 Series User Guide Page 14 IP Office 3 2 15 601074 Issue 11a 30th June 2006 Other Call Controls Speakerphone The two way built in speakerphone allows you to make and answer calls without lifting your handset Keep in mind that two way speakerphones may not operate satisfactorily in every environment such as very noisy locations To make or answer a call without lifting the handset or to use the speakerphone with any feature 1 Press Spkr The LED beside the button illuminates 2 Make or answer the call or access the selected feature Adjust the speakerphone volume if necessary To change the volume press amp or The eight volume levels are displayed To change from speakerphone to the handset e Pick up the handset and talk To change from the handset to the speakerphone e Press Spkr and hang up the handset To end a speakerphone call e Press Spkr again Dropping a Call You can use this function to disconnect a caller This feature can also be used with conferencing See Conference Calls 4406D sets should have a Drop button programmed on the phone To do this contact your system administrator To drop a call e Press the programmed Drop DSS k
50. xtension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a call within your group e 32 201 to answer the call for a particular extension in this example 201 Note e If your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect Call Waiting If you are already on another call a Call Waiting tone tells you when another call has arrived If you hear the Call Waiting tone 1 To put the present caller on hold press E Hold 2 Press the Call Appearance button of the alerting call and then press Hold again to connect to the alerting call To turn call waiting on dial 15 To turn it off dial 16 4400 and 6400 Series User Guide Page 36 IP Office 3 2 15 601074 Issue 11a 30th June 2006 System Features Call Forwarding Your calls can be forwarded to another extension or an external number when e You are away from your desk on no answer or e Your extension is busy on all Call Appearance keys or e You are away from the office e g when you are on holiday The following options are available for call forwarding e To set the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example e To switch Forward Unconditional On i e not Hunt Group d
51. y data entered when programmed When on the appropriate DSS key lamp is lit and N is shown on the display All callers receive a busy tone or are diverted to your voicemail if enabled Pressing the DSS key again switches off do not disturb Spres Replace the display of dialed digits with s characters This function does not require any data entered when programmed When this function is on the appropriate DSS key lamp is lit Timer Starts a timer running on the phone s display This function does not require any data entered when programmed The timer is reset whenever a new call is made or answered When timer mode is selected the appropriate DSS key lamp is lit TmDay Replaces the user name and number details on the phone display with the date and time This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit 4400 and 6400 Series User Guide Page 32 IP Office 3 2 15 601074 Issue 11a 30th June 2006 DSS Key Functions Programming Using The ProgA Menu The following functions provide both number storage plus additional functions and DSS key lamp usage To store user park slot and queue numbers under a DSS key 1 Press Menu 533 twice 2 Press Next and then press ProgA 3 Press Next and then press DSS The options shown are Park User Group and Dial Park Monitor a call park slot by entering the slot number the extension number followed by a single digit Whe
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