IP Office 1408 telephone quick reference guide
Contents
1. 2 Dial the extension number of the user or group and press Select 1408 Phone Quick Guide Page 3 IP Office Issue 03 23 7 2013 Redirecting calls Do Not Disturb When you select Do Not Disturb the calls are redirected to voicemail if available otherwise you hear a busy tone Calls to any group of which you are a member are not presented to you You can still use the telephone to make outgoing calls When you go off hook you hear a broken dial tone 1 Press Features Use the d up and down arrow keys to highlight Call Settings Press Select 2 Use the 4 left and Fright arrow keys to change the setting or use the indicated soft key Forward Unconditional Use the Status menu to change the forward unconditional settings 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown 2 Use the Up and Down arrow keys to scroll the menu to Fwd Uncon e To switch off forward unconditional press the Off soft key e To change the forwarding settings press the Edit soft key Use the d Up and Down arrow keys to scroll through the editing options Use the 4 left and Fright arrow keys to switch the forwarding on or off Use the left and Fright arrow to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls Select Edit to change the number to which calls are forwarded Follow Me You2. DSET key After you have answered the call you can switch between different talk modes e To switch to the handset lift the handset e To switch to the handsfree mode press the Cg SPEAKER key and then replace the handset e To switch to the headset mode press the 9 HEADSET key and then replace the handset e To put a call on hold press the call appearance key or any other appearance key Answering a new call If you are already on a call answering a new call automatically places the existing call on hold e To answer a new call press the appearance button The existing call is placed on hold e Alternatively use the d up and down arrow keys to scroll the display and highlight the waiting call then press the double arrow gt gt soft key and do one of the following Answer To VM Ignore or Drop Diverting a call to voicemail You can transfer a call directly to your voicemail mailbox 1 Use the d up and down arrow keys to highlight the call if it is not highlighted 2 Press the gt gt double arrow soft key 3 Press To VM The call is redirected to your mailbox Silence a ringing call You can silence the ringer of a currently alerting call The call will continue alerting visually but with no audible ring 1 Use the d up and down arrow keys to highlight the call if it is not highlighted 2 Press the gt gt double arrow soft key 3 Press Ignore 1408 Phone Quick Guide Page 2 IP Office Issue 03 23 7 2013 Ca
3. NV N IP Office 1408 telephone quick reference guide Your 1408 Telephone The IP Office supports the 1408 telephones O e Ho ef af wg E i0 jE fe sO e a 5 W i N J The telephone supports 8 programmable call appearance and feature buttons The labels for these are displayed in the main display and can be controlled by the adjacent buttons Your system administrator can assign functions to the telephone call appearance and feature buttons or you can assign them yourself However you cannot replace the call appearance buttons set by your system administrator There are features that the system administrator can set but you cannot assign those features More information Log on to www avaya com support for the latest support information including user guide installation and maintenance guide interactive document and software downloads 1408 Phone Quick Guide Page 1 IP Office Issue 03 23 7 2013 If you are not already on a call just dial the number Use the first available appearance button for the call Alternatively press a specific appearance button in order to make a call using that button Setting a callback If the call is to an internal user and they do not answer press the gt gt double arrow soft key to access additional options For example to set a callback press the AutCB soft key When the user ends their current or next call the system will ca
4. can redirect your calls temporarily to another extension 1 Press Features Use the d up and down arrow keys to highlight Forward Press Select 2 Use the up and down arrow keys to highlight Follow me To Press Select 3 Dial the number of another user When the number matches the user the name appears Alternatively use the Dir soft key to select a user from the directory e Save Save the selected number as the follow me to destination All calls to your extension number will be redirected to that destination e Clear Clear the currently selected or set number e Back Go back to the previous menu Adding a new contact You can add up to 100 personal directory contacts 1 Press the CONTACTS key Use the left and right F arrow keys to select your Personal directory 2 To add a contact press New To edit a contact highlight the contact and press Edit e Use the d up and down arrow keys to switch between number and name entries e After you enter the required name and number press Save Add a contact from the call history You can add a name and number shown in your call history to your personal contacts 1 Press the Gi CALL LOG button Use the left and right W arrow keys to select the call types All Missed Answered or Outgoing 2 Use the d Up and down arrow keys to scroll through the records 4 Press Details and then press Contact 5 Use the de up and down arrow keys to switch between the name and number detail
5. e 3 Press the CONFERENCE key again or press the Join soft key after the call is answered and the person would like to join the conference 4 Press Drop key and then press the appearance key of the held call if the call is not answered Dropping Muting 1 While in the conference press the DROP key the details menu appears Scroll through the list of callers in the conference and e To drop a caller from the conference highlight the call and press Drop e To mute a caller highlight the call and press Mute Repeat this to unmute e To return to the call display press the Exit soft key Transferring calls To transfer a call your telephone must have an available call appearance button If all the call appearance buttons are in use end or park one of the existing calls 1 Press the TRANSFER key The telephone system automatically places the current call on hold 2 Dial the number to which you want to transfer the call Alternatively press Dir to select a destination from the directory e To complete the transfer press the TRANSFER key or press the Complete soft key while the call is still ringing or after it is answered e If the transfer destination does not answer or does not want to accept the call press Cancel Transfering to voicemail You can use the Message key to transfer a call to another user or to the voicemail mailbox of a group 1 When connected to a call press the Message key You can still continue talking
6. ll handling Adjusting the call volume While on a call you can adjust the volume of an incoming call The volume is adjusted separately for the device that is handset headset or speaker that you are currently using 1 Press the VOLUME key 2 Use the plus key and the minus key to adjust the volume Muting a call To ensure that a caller cannot hear you place the telephone on mute However you can still hear the caller The mute setting remains active even if you switch between calls using hold or appearance buttons If you change the listening mode for example from the handset to the speaker the mute setting is canceled 1 To activate mute press the e MUTE key The button will be lit while mute is active 2 To switch mute off press the e MUTE key again Ending a call e Use the Drop key to end the current call i e Press the SPEAKER key to end the current call that is on the speaker mode e Press the 9 HEADSET key to end the current call that is on the headset mode Replace the handset to end the current call that is on the handset mode Starting a conference Press the CONFERENCE key to start a conference with all the connected calls and calls placed on hold Alternatively to start a conference or to add another party to a conference 1 Press the CONFERENCE key The telephone system automatically places the current call on hold 2 Dial the number of the person that you want to add to the conferenc
7. ll you and when you answer automatically make another call attempt to the user Calling a person from the contacts list You can call directory contact You can also use the directory in any function where Dir is displayed 1 Press the CONTACTS key The console displays the directory menu 2 Use the left and right P arrow keys to select the type of directory entries you want External Users Groups Personal and All 3 Use the d up and down arrow keys to scroll through the list or to dial the name you want to find to display matching entries To return to the full list press Clear 4 Press Call Redialling a previous number 1 Press Redial Use the d up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press Call or OK to call the number displayed in the call record Answering calls A slow flashing appearance button indicates an alerting call This may also be accompanied by ringing and a flashing message lamp If you are currently not on a call e To make the ringing quite press the gt gt double arrow soft key and then press the Ignore soft key The call will still continue alerting visually e To redirect the call to voicemail press the gt gt double arrow soft key and then press the To VM soft key e To answer the call using the handset lift the handset e To answer the call without using the handset press the Cg SPEAKER key e To answer the call using a headset press the 2 HEA
8. s for the new contact 6 When the name and number are set as required press Save Voicemail The message lamp indicates new messages in your voicemail mailbox 1408 Phone Quick Guide Page 4 IP Office Issue 03 23 7 2013 Checking messages 1 Press the MESSAGE button Enter your voicemail password if requested and press Done 2 The numbers shown next to Listen indicate the number of new old and saved messages 3 Highlight Listen and press Select 4 Use the d Up and Down arrow keys to highlight the messages that is New Old or Saved that you want to listen to and press Select The details of the first message of that type are displayed 5 You can use the up and down arrow keys to scroll through the messages 6 Use the soft keys to control the playback actions for the current message By default messages are automatically deleted at a set time after being played The delay depends on the particular voicemail server for example 24 hours for embedded voicemail and 30 days for Voicemail Pro Voicemail On Off You can switch on or switch off the voicemail for your unanswered calls This does not switch off your mailbox you can still play existing messages and use other functions 1 Press the MESSAGE button Enter your voicemail password if requested and press Done 2 Use the d up and down arrow keys to highlight Voicemail 3 Press the Select soft key 4 Press the On or Off soft key to change the setting 1408 Phone Q
9. uick Guide Page 5 IP Office Issue 03 23 7 2013
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