Avaya IP Office Essential Edition Partner Version ETR Phone User
Contents
1. 5 When you are asked to re enter your access code press Your access code will have been removed m CANADA PARTNER Version ETR Phone User Guide Page 38 IP Office Essential Edition Issue 2a 16 August 2010 Using Voicemail Changing Your Access Code 4 5 Changing Your Greeting By default the system plays a general greeting to callers who are directed to your mailbox That general greeting states your extension number or name if you have recorded one 37 and asks the caller to leave a message after the tone You can override the default greeting by recording your own personal greeting Callers can skip your greeting by pressing 1 Instead they will hear the tone and can leave their message immediately This does not work if your greeting is set to play as a continuous loop Login 3 Edit greeting 1 Hear greeting 2 Change greeting lt tone gt speak 2 3 Save greeting 4 Save in a continuous loop To listen to your greeting 1 Login 35 to your mailbox 2 Press 3 to select the option to edit your greeting 3 Press 1 to hear your greeting If no greeting has been recorded your will hear The message has not yet been recorded You need to record a message To record or change your greeting 1 Login 35 to your mailbox 2 Press 3 to select the option to edit your greeting 3 Press 2 to change your greeting 4 When you are prompted speak your new greeting e The greeting must be longer than 3 secon2. access to that line is not restricted for that extension To join a call A steady red light next to a line button indicates that a call is in progress on that line 1 Press the line button next the the steady red light and lift the handset Alternatively press INTERCOM and dial 68 followed by the two digit line number 2 The red and green lights alternately flash You are now joined with the call m CANADA PARTNER Version ETR Phone User Guide Page 16 IP Office Essential Edition Issue 2a 16 August 2010 Chapter 3 Advanced Features PARTNER Version ETR Phone User Guide Page 17 IP Office Essential Edition Issue 2a 16 August 2010 3 Advanced Features 3 1 Feature and Intercom Codes Intercom Codes The following features are accessed by pressing an idle intercom button The two intercom buttons are the programmable buttons at the bottom Feature Dial Summary Intercom 6 Answer the longest waiting call ringing at an extension lt Extension Number gt Group Pickup Intercom 66 Answer the longest waiting call ringing any extension that is lt Pickup Group gt a member of the pickup group 1 to 4 selected Direct Line Pickup Intercom 8 Seize the specified line if it is idle and then make a call Idle Line lt Line Number gt using that line Direct Line Pickup Intercom 68 Answer or seize the call on the specified line Active Line lt Line Number gt Loudspeaker Paging Intercom 70 Page the loudspeaker devi
3. w e Do not use punctuation characters such as _ and in the name Start the name with an alphabetic character Note that the name is case sensitive and must be unique e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle e To remove the current name press the MIC HFAI key TELEPHONE Page 20 Issue 2a 16 August 2010 PARTNER Version ETR Phone User Guide IP Office Essential Edition Advanced Features Naming Your Extension 3 3 Absent Text Messages The absent text message feature assists internal callers by displaying a message on their telephone When another extension calls your extension your active absent text message appears on the caller s display This feature is only supported on ETR 18D and ETR 34D telephones It is not supported on ETR 6D telephones To set and clear an absent text message you need to assign the feature to a programmable button with lights The button can then be used to activate select and deactivate the message To create an absent message button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 3 Dial FEATURE 28 4 The current setting of the button will now be set to Absent Message e E
4. August 2010 4 4 Changing Your Access Code You can set an access code for your mailbox If you set an access code it will be requested whenever you access the mailbox to collect messages When changing your access code e Enter at least four digits If you enter less than four digits you will be prompted to enter a longer code e Do not set an obvious code for example e Do not match your extension number e Do not use a sequence of digits for example 1234 e Do not use the same repeated digit for example 1111 e If you forget your access code your system administrator can clear it Login 04 Change access code enter current access code D enter new access code Lp confirm new access code To change your access code 1 Login 3 to your mailbox 2 Press 04 to change your access code 3 Enter your current access code and press If you have no current access code just press 4 Enter your new access code followed by The access code must be between 4 and 15 digits in length 5 Re enter your new access code followed by The access code will now be changed e The system will prompt you if the codes do not match or is not acceptable It will also confirm the change of access code if successful To remove your access code 1 Log in to your mailbox 2 Press 04 to change your access code 3 Enter your current access code and press 4 When you are asked to enter your new access code press
5. D DD SD SAD SQD SQD SD SD s s SD s s saD SGD SGD 8 sT Line Programmable Buttons 16 with lights Intercom Buttons Message Light The ETR 18 does not include a display The ETR 18D includes the display ETR 34D AVAYA a rn Programmable Buttons yrn S m o gt O Es 4 without lights Bee SC 553 35 J SO 20 30 30 30 30 Line Programmable Buttons N N i o is 8S 8D so 30 o 2 with lights Ele en Besten eto bea Bere E mw oS v Irs DD Intercom Buttons n E Message Light a VID I G an F w l VO OOC u o I e m wei 000 Ce OOO PARTNER Version ETR Phone User Guide Page 8 IP Office Essential Edition Issue 2a 16 August 2010 ETR Telephones 1 1 Fixed Buttons In addition to the line buttons the telephones have some or all of the following fixed buttons which are already imprinted e INTERCOM not labeled Press to make or answer a call to or from another extension If you receive a call on a T1 line with Direct Inward Dialing DID and you cannot access that line from a line button the call will appear on your Intercom button e FEATURE Press to change programmed settings or use system features e CONF Press to add other parties to your call e TRANSFER Press to pass a call to another extension e HOLD Press to put a call on hold e SPKR Press to turn o
6. call e If you frequently park calls and you have a system telephone program your extension number on an Auto Dial button so you can park a call simply by pressing that button during the park process See the section on Auto Dialing 25 To park a call 1 While on a call press TRANSFER and and dial your own two digit extension number 2 Hang up If the call is not picked up within three minutes it rings back at your extension To retrieve a parked call 1 Press an intercom button and 6 followed by the extension number of the extension that parked the call 3 12 Call Pickup You can use this feature to answer any intercom outside or transferred call ringing at another specified extension This feature is useful for office colleagues who agree to answer each other s calls To create an call pickup button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial 6 followed by the target extension number 5 The current setting of the button will now be Call Pickup followed by the target extension number e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To use a call pickup button 1 Press the Call Pickup programmed button for the specified ext
7. place it back in the cradle PARTNER Version ETR Phone User Guide Page 24 IP Office Essential Edition Issue 2a 16 August 2010 Advanced Features Call Coverage 3 6 Auto Dialing Auto dialing uses numbers stored under one of the phone s programmable buttons Whenever a number need to be dialed pressing the button will dial the stored number To use an auto dial button 1 At dial tone or whenever you want to dial a number press the programmed auto dial button 2 The stored number is dialed To create an auto dial button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 To create an auto dial button to store an extension number press Intercom 1 For a button to store any other type of number press Intercom 2 5 Enter the number for calls made using the button The number can include and and the following special characters Intercom 2 type only Function Press to insert Character Description Inserts a 1 5 second pause Transfer SPEAKER R Send a hook switch flash signal CONFERENCE Stop dialing 6 The current setting of the button will now be AD I auto dial intercom or AD O auto dial other followed by the stored number e Exit programming by pressing Feature 00 You can also exit programming mode by lift
8. 0usn0ennnnn nenn nnnnnnen nn 39 4 6 Voicemail Coverage ON Oft u nensserseensneennnennnnen nenn 40 4 7 Forwarding a MeSSQQE escceeeeseeeeneeeseneeteeseerennees 41 4 8 Calling a Message Sender urserernnennnennnnennnnn 41 4 9 Voicemail Email uur 44uu4r nenne nnnnnnennnnenn nenn nennen 42 Index ansaieinseniitieieilefisiliinueinins 45 PARTNER Version ETR Phone User Guide IP Office Essential Edition Contents Page 3 Issue 2a 16 August 2010 TELEPHONE CANADA Chapter 1 ETR Telephones PARTNER Version ETR Phone User Guide Page 5 IP Office Essential Edition Issue 2a 16 August 2010 TELEPHONE CANADA ETR Telephones 1 ETR Telephones The IP Office PARTNER Version supports the ETR Series of Avaya phones The models supported are the ETR 6D ETR 18D and ETR 34D phones Feature ETR 6 ETR 6D ETR 18 ETR 18D ETR 34D Programmable buttons with lights Programmable buttons without lights Display Speakerphone a s s z no ve no s ve ETR 6 ETR 6D AMAYA Line Programmable Buttons Intercom Buttons Message Light Na neh a se tal an Sm Ta ai a The ETR 6 does not include a display The ETR 6D includes the display TELEPHONE PARTNER Version ETR Phone User Guide Page 7 IP Office Essential Edition Issue 2a 16 August 2010 ETR 18 ETR 18D AVAYA Programmable Buttons 4 without lights
9. ADING OR USING THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Avaya grants End User a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone products or pre installed on Hardware Hardware means the standard hardware originally sold by Avaya and ultimately utilized by End User PARTNER Version ETR Phone User Guide IP Office Essential Edition 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
10. After a message has been played it is marked as being an old message Old messages are automatically deleted after 24 hours unless you mark the message as saved Whether listening to new old or saved messages the messages are played back in order of oldest first Login New messages played 4 Delete message a Old messages 5 Save message 2 Saved messages 6 Forward message Repeat last message 3 Skip message Rewind 5 secs Advance 5 secs Return call o 6 Mark message new Exit voicemail When you listen to any of your messages you have the following options e Press 4 to delete the message e Press 5 to save the message e Press 6 to forward the message See Forwarding a Messagel at e Press 7 to repeat the last message e Press 8 to exit voicemail e Press 9 to skip to the next message e Press to rewind the message a few seconds e Press to advance the message a few seconds e Press to return the call See Replying to Messages 414 To listen to old messages 1 Login 385 to your mailbox 2 Press 1 to listen to your old messages To mark a message as saved Once you have played a message it is marked as old Old messages are automatically deleted after 24 hours To stop this happening to the current message you can mark it as being a saved message 1 Press 5 when listening to a new or old message To listen to saved messages 1 Login 35 to your mailbox 2 Press 2 to listen to y
11. TelephoneMagic com AVAYA IP Office Essential Edition PARTNER Version ETR Phone User Guide 2010 AVAYA All Rights Reserved Notices While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Documentation disclaimer Avaya shall not be responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation s provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and
12. Using Voicemail Voicemail Email m CANADA PARTNER Version ETR Phone User Guide Page 43 IP Office Essential Edition Issue 2a 16 August 2010 TELEPHONE CANADA Index 6 6D Telephone 7 A Absent Text Message 18 21 Account Code 28 Account Code Entry 18 Active Line Pickup 18 Adjust Ringer Volume 9 Answer a Call 13 Answer on Intercom 14 Athome 21 At lunch until 21 AutCB 12 Auto Dial 25 Away from desk 21 B Back soon 21 Back tomorrow 21 Be right back 21 Bridge 16 C Call Bridge 16 Coverage 23 Forward 18 22 Ignore 13 Join 16 Park 29 Pickup 13 29 ToVM 13 Call Coverage 18 Call Pickup 18 Call Transfer Supervised 15 Call Transfer Unsupervised 15 Caller ID Inspect 18 Name Display 18 Caller volume 15 Cell Phone Connect 18 22 Changing Mailbox Access Code 38 Your Greeting Message 39 Code Account 28 Lock 26 Conference Hold 16 Start 16 Conference Button 9 Conference Drop 18 Contact Closure 18 Coverage Call 23 Voicemail 40 D Default Mailbox Access 35 Delete Message 36 Dial Tones 9 Direct Line Pickup 18 Do Not Disturb 18 21 30 Don t disturb until 21 Drop 18 PARTNER Version ETR Phone User Guide IP Office Essential Edition Index E email alert 42 email notification 42 Extension Lock 18 Name 20 Unlock 18 F Fast Forward message 36 Feature Button 9 Forward 22 Remote 18 Forwarding 41 G Green Flash 10 Greeting Message 39 Group Calling 18 Group Hunting 18 Group Pic
13. Your can replace the extension number played to callers with a recording of your name e Set an Access Code 38 You can set an access code that must be entered whenever you try to access your mailbox e Record a Greetings You can replace the default greeting asking a caller to you mailbox to leave a message with your own recorded greeting e Switch Voicemail Cover On Off 44 You can select whether voicemail should be used to cover calls ringing at your extension e Forward a Message 41 gt You can forward a message to another extension or extensions You can also add you own comments to the message e Call a Message Sender 41 If the message includes the caller ID you can initiate a call back to the message sender e Voicemail Email 4 You can use email to receive notification of a new voicemail message PARTNER Version ETR Phone User Guide Page 34 IP Office Essential Edition Issue 2a 16 August 2010 Using Voicemail 4 1 Accessing Your Mailbox Your system administrator can also configure other methods of access including access to your mailbox from other Accessing Your Mailbox 1 At your own extension press the Intercom 1 or Intercom 2 button and dial 777 e To access your mailbox from another extension dial 778 and enter your own extension number when asked which mailbox you want to access 2 1f your mailbox has an access code 38 set you will be prompted to enter it Enter your access code 3 You
14. a programmed button Before you can automatically forward calls you need to assign the feature to a button with lights The button can then be used to turn call forwarding on and off as required e Selected users may also be able to do remote call forwarding where they forward their calls to an external number If that is the case consult your system administrator you can use your personal speed dials 27 as the forwarding destination e Some users may also be able to use cell phone connect again consult your system administrator With cell phone connect the call will ring at both your extension and at the remote call forwarding destination This is sometimes called mobile twinning e DID calls can be forwarded e You receive a slow interrupted intercom dialling tone when call forwarding is active To create a call forwarding button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 3 Dial FEATURE 11 4 At the Call Coverage Orig prompt enter the extension number for which the button is being programmed 5 At the Call Coverage Dest prompt enter the destination number for the call coverage calls e To forward to an external number enter the personal speed dial 80 to 99 that contains the required external number e To forward usi
15. active 1 5 Adjusting the Telephone Display The phone must be idle and the handset must be in its cradle when you adjust the display contrast To adjust the display brightness 1 With the extension idle press 2 Use the up arrow and down arrow keys to change the display brightness m CANADA PARTNER Version ETR Phone User Guide Page 10 IP Office Essential Edition Issue 2a 16 August 2010 Chapter 2 Basic Call Handling PARTNER Version ETR Phone User Guide Page 11 IP Office Essential Edition Issue 2a 16 August 2010 2 Basic Call Handling 2 1 Making Calls You can make a call by dialing an outside telephone number or an extension number e f the telephone number is one that is used frequently called it can be stored and dialed as a personal speed dial or using an auto dial button To make a call to another extension 1 Pick up the handset and press an idle INTERCOM button The green light next to the button is on steady and you will hear the dial tone 2 Dial the extension number e On 1400 Series phones if the other extension doesn t answer press AutCB automatic callback to have that extension call you after it is next used and then hangup To make an external call 1 Pick up the handset The green light next to the button is on steady and you will hear the dial tone 2 Dial the telephone number The dialled number will appear on the display Using the last number redial 1400 Series phon
16. call without announcing it an unsupervised transfer hang up or press the transfer button again as soon as you hear the extension ringing The transfer is complete If the call is not answered it will be returned to your extension When your extension rings lift the handset to be reconnected to the caller e To announce the call before completing the transfer a supervised transfer wait for the call to be answered If the called party is willing to accept the call hang up or press the transfer button again to complete the transfer If no one answers or the call is refused press the button next to the winking green light to be reconnected to the caller m CANADA PARTNER Version ETR Phone User Guide Page 15 IP Office Essential Edition Issue 2a 16 August 2010 2 8 Conferencing Calls The Conference feature allows you to conference other parties including yourself into a call The system supports multiple conferences of up to 64 parties in total including up to 2 external analog trunk in each conference To create a conference call 1 While active on a call press the CONF or CONFERENCE button The first party is now on hold 2 When you hear the inside dial tone dial the telephone number of the second party 3 When the call is answered press the CONF or CONFERENCE button again to add the second party to the call 4 You can now speak to the first and second parties An alternating Red Green Flash appears at any extension connected
17. ce attached to the system Simultaneous Paging Intercom 70 Page both the loudspeaker device attached to the system and the extensions in calling group 71 Group Calling Intercom 7 Call the available extensions in one of the calling groups 1 i lt Calling Group gt to 4 Group Calling Intercom 7 Page the available extensions in one of the calling groups 1 lt Calling Group gt to 4 Group Hunting Intercom 77 Call the available extensions in one of the hunt groups 1 to i lt Hunt Group gt 6 Group Hunting Intercom 77 Page the first available extension in one of the hunt groups Voice Signal lt Hunt Group gt 1 to 6 m CANADA PARTNER Version ETR Phone User Guide Page 18 IP Office Essential Edition Issue 2a 16 August 2010 Advanced Features Feature and Intercom Codes Using Feature Codes There are a wide range of features that can be used with your extension They are accessed by pressing FEATURE and dialing the required feature code Depending on the feature be used this is done either when the phone is idle or during a call e On ETR phones the FEATURE button is used to start dialing a feature code e On 1400 Series phones select Feature on the display to start dialing a feature code During a call you may need to select gt gt first to display the Feature option e On analog phones at dial tone dial followed by the feature code To do this during a call you need to press recall first to get to dial ton
18. ceeeeeeeseeeeeeeneeeeeeeeeeeeeeeeeeeeeeeeee 15 2 8 Conferencing Calls ceeceeeeeseeseeeeeeeeeeeeeteeeeeneeeseeees 16 2 9 JOINING Calls eee eeecceeeeeeeeeneeeeeeeeneeeceeeeeeteeeeneeeeeaeeees 16 3 Advanced Features 3 1 Feature and Intercom Codes ccccceeeeeeeeeeteeeeeeeee 18 3 2 Naming Your Extension ursseersennsneensnennneennnnnnnen nn 20 3 3 Absent Text M SSQQE S ccccccccccsssececeessssseeeeeeesssnaes 21 3 4 Forwarding Calls 20 20u44404n nenn nnnnnnnnnnennnnnnnnnennnnn 22 3 5 Call Coverage uursseersensneennnnnnnnnnnnnnnnnennnennnennnen tan 23 3 6 Auto Dialing siiente inariana 25 3 7 Locking Your Extension 26 3 8 System Speed Dials ce eeeeeeeeeeeeeeeeeeeeteeeeeeeeeeeeeee 26 3 9 Personal Speed Dials ccceeceseseeeeeeeeeeseeeeeeeeeseeeees 27 3 10 Account Godes 28 3 11 Parking Calls nenn 29 3 12 Call Pickup urs20urnensnnnnnnennnnnnnnnnnnnennnennnennnnen tan 29 3 13 Do Not Disturb 22 00242244000nnn nn nnnnnnnnnnnnnnene 30 3 14 Voice Mailbox Transfer 31 4 Using Voicemail 4 1 Accessing Your MailOOX cc eeesseeeseeeeseneeeeeneeteneees 35 4 2 Listening to Your MeSSaQ S ccceceeeeeteteeeteeeeeeeee 36 4 3 Record Your Name 2 r442u444440nnnnnnennnnnn nennen none 37 4 4 Changing Your Access Code 2erssnnneennnnennnennnn 38 4 5 Changing Your Greeting 2
19. code by dialing the account code using the telephone s dial pad You can also use a system or person speed dial number programmed with the account code or press an Auto Dial button programmed with the account code 3 Continue with the call To enter an account code without using a preprogrammed button 1 After lifting the handset or while already active on an outside call press FEATURE and dial 12 2 Enter an account code by dialing the account code using the telephone s dial pad 3 Continue with the call To create an account code entry button ETR 18D ETR 34D Phone 4 At the phone press Feature 00 5 Program Extension is shown on the display 6 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 12 5 The current setting of the button will now be set to Account Code Entry e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle m CANADA PARTNER Version ETR Phone User Guide Page 28 IP Office Essential Edition Issue 2a 16 August 2010 Advanced Features Account Codes 3 11 Parking Calls Use this feature to place a call on a special type of hold where it can be retrieved from any extension in the system e You should park only one call at a time to ensure that you know which caller you are talking to when you retrieve the parked
20. copy of the voicemail message if required In order to use this feature your system administrator must configure your phone system to use email and enter your email address into the system configuration If this has not been done your will hear Email is not enabled on this mailbox whenever you try to use an email option Login o 1 Forward All to Email 0 2 Send Email Alerts 0 3 Turn Email Mode Off To switch on email notification You can set up your mailbox so that any messages received in future are forwarded to your email address The messages are not stored in your voicemail mailbox 1 Login 355 to your mailbox 2 Select the required type of email notification e Fora email alert press 02 e To have the message forwarded to your email press 01 To forward a message to email If you are listening to a message you can send the message to your email either whilst listening to it or immediately after it has been played 1 During or immediately after playing a message press 6 2 Press 1 The message is forwarded to your email address To switch off email notification If you have chosen any of the email notification options you can switch them off from your telephone 1 Log into your mailbox 2 Press 03 You hear a confirmation message to tell you that the option is now turned off m CANADA PARTNER Version ETR Phone User Guide Page 42 IP Office Essential Edition Issue 2a 16 August 2010
21. ds e A long approximately 10 seconds period of silence will disconnect you from voicemail 5 Press 2 when you have finished recording your greeting 6 Press 1 to listen to your new greeting After you have listened to your greeting you can e Press 3 to save the new greeting Your new greeting will be used e Press 2 to re record the new greeting e Press 4 to save the new greeting for playing on a continuous loop This option can be used to continually play the greeting to a caller the caller will not be able to leave a message Note that once this option is selected the greeting cannot be changed back to a normal greeting except by recording a new greeting m CANADA PARTNER Version ETR Phone User Guide Page 39 IP Office Essential Edition Issue 2a 16 August 2010 4 6 Voicemail Coverage On Off You can chose to have calls to your extension be rerouted to your voicemail mailbox if you do not answer the call within a set number of rings the default being 3 rings This is called VMS Cover The number of rings used for your extension is set by your system administrator e If an extension has Call Coverage 23 and VMS Cover active a covered calls ring at the covered extension for the specified number of Call Coverage Rings It will then start ringing the covering extensionlf the covering extension does not answer the call is routed to the voice mailbox of the extension that activated Call Coverage after the specified number of VMS Cov
22. during a conference call 5 Repeat step 2 to add more parties To use hold during a conference call If you need to answer or make another call during a conference call you can use the Hold feature When you put a conference call on hold the other parties can still talk to each other 1 Press the HOLD button 2 The Green light next to the intercom or line button will wink to show that the call is on hold 3 To re join the conference call press the button next to the Green light You will rejoin the conference An alternating Red Green Flash appears next to your intercom or line button to indicate that you are in a conference call 2 9 Joining Calls Joining is adding yourself to a call in progress the same way you do on a home telephone by picking up an extension You cannot e Join an intercom call or a conference call at anther extension Join a call at any extension that has Privacy activated Put a joined call on hold Tell when someone has joined a call of yours when the lights next to the line button change to alternately flashing Red and Green Program Privacy onto a system telephone button to allow or prevent others from joining your calls Join a call that is being answered by the voice messaging system When you join the call the voice messaging system disconnects automatically so you can speak to the caller Use Direct Line Pickup Active Line to join a call on that line if a line is not assigned to your extension and
23. e The table below lists some of the features Note that some feature may have restrictions on which extensions and or types of phone can us the feature Feature Dial Do Not Disturb On Off 30 Switch your do not disturb on off Send a recall or hook switch flash signal during a call F EATURE 0 Save Number Redial EATURE 04 Save the number dialed during a call Then redial that number when idle Last Number Redial FEATURE 05 Redial the last dialed number Conference Drop FEATURE 06 Drop the last added party from a conference FEATURE 0 EATURE E E Privacy On Off FEATUREO7 Turn privacy on off during a call 7 Call Forwarding 225 F 11 Forward your calls to another extension lt Extension Number gt Remote Call Forwarding 22 gt FEATURE 11 Forward your calls to an external number by selecting one lt Personal Speed Dial gt of your personal speed dials as the destination Cell Phone Connect 225 FEA 1 Similar to remote call forwarding but with your calls ringing lt Personal Speed Dial gt at both your extension and the external number A 7 TURE 1 Account Code Entry FEATURE 12 Enter and exit account code entry mode during a call TURE 1 Ww 3 3 P 2 Voice Mailbox Transfer 315 FEATURE 14 Transfer your current call to an extension s mailbox lt Extension Number gt VMS Cover On Off 40 FEATURE 15 Turn your voicemail cover on off Caller ID Name Display FEATURE 16 O Toggle the display between name and number
24. e specified number of Transfer Return Rings if VMS cover is not active e If an extension has Call Coverage and Call Forwarding active calls are routed to the Call Forwarding destination extension Call Forwarding takes precedence send calls for coverage manually 1 Press FEATURE 20 2 Dial the extension number of the covering extension remove call coverage manually 1 Press FEATURE 20 2 Dial your extension number again use a Call coverage button 1 Press the programmed button When on if programmed on a button with a light the button s green light will be on create a call coverage button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 20 5 At the Call Coverage Orig prompt enter the extension number for which the button is being programmed 6 At the Call Coverage Dest prompt enter the destination extension number for the call coverage calls 7 The current setting of the button will now be set to Call Coverage O lt covered extension gt D lt desti extension gt TELEPHOLIE m CANADA PARTNER Version ETR Phone User Guide Page 23 IP Office Essential Edition Issue 2a 16 August 2010 e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then
25. ension number You are connected to the call that was ringing the specified extension m CANADA PARTNER Version ETR Phone User Guide Page 29 IP Office Essential Edition Issue 2a 16 August 2010 3 13 Do Not Disturb Use this feature to be able to press a programmed button to prevent incoming calls for the extension from ringing lights may still flash You can still use the extension to make calls or answer calls that are on your extension for example line appearance calls e You need to program a button with lights When the Do Not Disturb feature is on the light is also on indicating that the telephone will not ring e Use Do Not Disturb when you do not want the auto attendant or the voice messaging system to transfer calls to you e Use Do Not Disturb if you are assigned to a Hunt Group and you leave your desk so calls to the Hunt Group will skip your extension and ring immediately at the next available extension in the group e To avoid missing calls when Do Not Disturb is not needed turn it off e Unanswered calls that are transferred from an extension with Do Not Disturb active ring at that extension if they transfer return e Users with VMS Cover 405 turned on can activate Do Not Disturb to send all calls immediately to their voice mailbox e Users with Call Coverage 2 turned on can activate Do Not Disturb to send all calls immediately to the covering extension e You receive a slow interrupted intercom dia
26. er 18 Voice Signal 18 Voicemail 35 Coverage 40 Transfer 31 Volume 15 Volume Control Buttons 9 WwW With Cust until 21 With visitors until 21 Y Your Mailbox 35 PARTNER Version ETR Phone User Guide IP Office Essential Edition m CANADA Page 46 Issue 2a 16 August 2010 m CANADA PARTNER Version ETR Phone User Guide Page 47 IP Office Essential Edition Issue 2a 16 August 2010 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements 2010 Avaya Inc All rig TELEPHONE gt EPEIOLIE 5 PARTNER Version ETR Phone User Guide Page 48 IP Office Essential Edition Issue 2a 16 August 2010
27. er Rings The count of VMS cover rings starts when the covered extension initially begins to ring If the covering extension has Do Not Disturb 30 active the call is routed immediately to the voice mailbox of the extension that activated Call Coverage e Users with VMS Cover turned on can activate Do Not Disturb 3 to send ringing calls immediately to their voice mailbox e Note that when your voicemail cover is off you can still access the messages in your mailbox and other users can still use forwarding 415 to send messages to your mailbox To create a VMS cover button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 15 5 The current setting of the button will now be set to VMS Cover e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle TELEPHONE m CANADA PARTNER Version ETR Phone User Guide Page 40 IP Office Essential Edition Issue 2a 16 August 2010 Using Voicemail Voicemail Coverage On Off 4 7 Forwarding a Message You can forward a message to a different mailbox or to several mailboxes at the same time When you forward a message you can record your own comment to the start of the message Login New messages pla
28. er volume The volume that gets adjusted will depend on whether you are using the handset or speakerphone at the time you use this process 1 Use the amp up arrow and down arrow keys to change the volume 2 6 Holding Calls When a call is on hold you can make and receive other calls on another line If a call is left on hold for longer than the specified interval it will recall to the extension that put it on hold To place a call on hold 1 During the call press the HOLD button or the button on which the call is taking place The Green light next to the button will wink to show that the call is on hold To retrieve a call that you put on hold 1 Press the button next to the winking Green light You are reconnected to the call The green light changes to a steady green light To retrieve a call that somebody else put on hold 1 Press the button next to the winking Red light You are reconnected to the call The Red light changes to a steady green light 2 7 Transferring Calls Transferring a call lets users pass a call from one extension to another Users can transfer both outside and internal calls to another extension To transfer a call 1 While the call is active press the TRANSFER button The call is put on hold and the green light next to the line or intercom button will wink 2 When you hear the inside dial tone dial the number to which the call is to be transferred Then do one of the following e To transfer the
29. er wants to leave a message The caller is routed to the mailbox and hears the recorded greeting for that mailbox 3 Hang up To create a voice mailbox transfer button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 14 5 The current setting of the button will now be set to Voice Mailbox Transfer e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle m CANADA PARTNER Version ETR Phone User Guide Page 31 IP Office Essential Edition Issue 2a 16 August 2010 TELEPHONE CANADA Chapter 4 Using Voicemail PARTNER Version ETR Phone User Guide Page 33 IP Office Essential Edition Issue 2a 16 August 2010 4 Using Voicemail Each extension on the system has a voicemail mailbox by default Except for special cases for example the extensions connected to the fax machine and loudspeaker the mailboxes are used when the extension has calls it does not answer within a set time by default 15 seconds though this can be adjusted for each extension by the system administrator In addition to accessing your mailbox 35 gt and listening to your messages 36 you can perform a range of other actions Record Your Name s gt
30. es users can use the fixed REDIAL button on their phone to view details of previous calls and redial those number 1 Lift the handset 2 Press FEATURE 05 The digits are displayed as they are dialed To create a last number redial button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial FEATURE 05 5 The current setting of the button will now be set to Last Number Redial e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle m CANADA PARTNER Version ETR Phone User Guide Page 12 IP Office Essential Edition Issue 2a 16 August 2010 Basic Call Handling Making Calls 2 2 Answering Calls You can answer telephone calls that are ringing your extension or at another extension If you regularly pick up calls for a specific extension you can program a call pickup 2 button for that specified extension To answer a call ringing at your own extension 1 Pick up the handset you are connected to the incoming call If more than one line is ringing you are connected to the line that has been ringing for the longest time e To answer a specific line press the button for that line e On 1400 Series phones the press gt gt to display additional
31. has no control over the availability of the linked pages Warranty Avaya provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available to Avaya customers and other parties through the Avaya Support Web site http www avaya com support Please note that if you acquired the product from an authorized Avaya reseller outside of the United States and Canada the warranty is provided to you by said Avaya reseller and not by Avaya Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA RESELLER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLO
32. information Caller ID Inspect FEA See the call details of a call on another line button without interrupting your own current call Call Coverage 235 FEATURE 20 Enable call coverage from your extension to another lt Own Extension gt extension To disable call coverage enter your own lt Covering Extension gt extension number twice Lock Unlock 26 Lock or unlock your extension Absent Text Message 2 Set clear an absent text message Contact Closure 1 Operate the system s first contact closure switch Contact Closure 2 Operate the system s second contact closure switch System Release Display the software version of the system m gt C D m m TELEPHONE PARTNER Version ETR Phone User Guide Page 19 IP Office Essential Edition Issue 2a 16 August 2010 3 2 Naming Your Extension You can assign a name to your extension up to 15 characters long The name is then displayed on the phone and also on other extensions when you make or receive calls To change your extension name ETR 18D 34D 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press Intercom 1 4 Enter the extension name e Enter a character by pressing the indicated button until that character is displayed If you pause more than 1 second after press a button the cursor will move onto the next space wsos Pa 2anersc I ME sem a mnomno Ee Eu a ms al envy er ewnyewere seen ol oe
33. ing the handset then place it back in the cradle e To clear press the MIC HFAI key m CANADA PARTNER Version ETR Phone User Guide Page 25 IP Office Essential Edition Issue 2a 16 August 2010 3 7 Locking Your Extension You can use the lock feature to prevent unauthorized people from making outside calls from your extension while you are away from the extension To lock your extension 1 Press FEATURE 21 2 Dial a four digit code using the 0 to 9 numbers 3 Redial the four digit code To unlock your extension 1 Press FEATURE 21 2 Dial the four digit code you used to lock the extension 3 8 System Speed Dials The system administrator can program up to 100 frequently used number as system speed dial numbers 600 to 699 Any user in the system can use a system speed dial by pressing FEATURE and dialing the three digit code of the system speed dial required e Except in special cases which the system administrator can configure system speed dials do not override any dialing restrictions that apply to an extension To use a system speed dial 1 At dial tone or whenever you want to dial a number press FEATURE and dial the three digit system speed dial code between 600 and 699 2 The stored number is dialed m CANADA PARTNER Version ETR Phone User Guide Page 26 IP Office Essential Edition Issue 2a 16 August 2010 Advanced Features System Speed Dials 3 9 Personal Speed Dials You can create up
34. kup 18 H Handset volume 9 15 Handsfree 14 Hands Free Answer on Intercom 14 Hear Help Prompts 35 39 HFAI 14 Hold Conference 16 Hold a Call 15 Hold Button 9 Idle Line Pickup 18 Ignore 13 Intercom Buttons 9 Intercom Codes 18 Intercom Dial Tone 9 J Joining a Call 16 L Last Number Redial 12 18 Light Patterns 10 Lock 18 26 Loudspeaker Paging 18 M Mailbox Access 35 Mailbox Access Code 38 Make a Call 12 Meeting until 21 Messages 35 Microphone Button 9 Mobile Twinning 22 N Name 20 O On holiday until 21 On vacation 21 Out to lunch 21 Outside Dial Tone 9 P Paging 18 Pe 2 Parking Calls 29 TELEPHONE 7 Persoanl Speed Dial 27 m CANADA Page 45 Issue 2a 16 August 2010 Phone Manager 35 Pickup 29 Active Line 18 Call 18 Group 18 Idle Line 18 Please call 21 Privacy On Off 18 R Recall 18 Red Flash 10 Redial 12 LastNumber 18 Saved Number 18 Release 18 Remote Call Forwarding 18 Reply 41 Rewind Message 36 Ringer volume 9 15 Ringing Patterns 9 S Save Message 36 Save Number Redial 18 Simultaneous Paging 18 Skip Message 36 Speaker Button 9 Speaker volume 9 15 Speakerphone 14 Speed Dial Personal 27 System 26 Supervised Call Transfer 15 System Release 18 System Speed Dial 26 T Telephone 6D 7 To VM 13 Transfer To Voicemail 31 Voicemail 18 Transfer a Call 15 Transfer Button 9 U Unlock 18 26 Unsupervised Call Transfer 15 V Version 18 VMS Cover On Off 18 Voice Mailbox Transf
35. lling tone when Do Not Disturb is active To manually switch do not disturb on off 1 Dial FEATURE 01 To create a do not disturb button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 4 Dial Feature 01 5 The current setting of the button will now be set to Do Not Disturb e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle m CANADA PARTNER Version ETR Phone User Guide Page 30 IP Office Essential Edition Issue 2a 16 August 2010 Advanced Features Do Not Disturb 3 14 Voice Mailbox Transfer You can transfer a caller to directly to an extension s voice mailbox for the caller to leave a message without first ringing the extension This feature is useful when you know that the extension user is not present and has not set do not disturb You can program a voice mailbox transfer button to transfer a caller directly to a voice mailbox by pressing the button and then dialing the mailbox subscriber s extension number To transfer a caller to an extensions mailbox 1 During the call press FEATURE 14 or press a Voice Mailbox Transfer button if the extension has one programmed 2 Dial the two digit extension number of the extension for which the call
36. n and off the speaker and microphone if available so you can dial and have a conversation without lifting the handset The light next to this button shows when the speaker is turned on e MIC HFAI Press to turn the microphone on and off The light next to this button shows when the microphone is turned on Leave on to use Hands Free Answer on Intercom HFAI feature e Volume Control Buttons Press to decrease or to increase the volume as follows e To adjust ringer volume press while the telephone is idle or ringing and the handset is in the cradle e To adjust speaker volume press while listening to a call through the speaker e To adjust handset volume press while listening through the handset 1 2 Ringing Patterns ETR phones use the following ring patterns Call Type Ring Pattern Intercom Call ring BEEP ring e If you have a system display telephone the caller s extension number and BEEP ring BEEP name if programmed appears on the display Recalling Call ring BEEP BEEP ring e A transferred call or an unanswered transferred or parked call that is ringing BEEP BEEP ring back at your extension BEEP BEEP 1 3 Dial Tones There are two different dial tones when you call with a system telephone e Outside dial tone is generated by your local telephone company to indicate that you are connected with an outside line e Intercom dial tone is generated by the system to indicate that you are connected wi
37. n this site the documentation s and product s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Downloading documents For the most current versions of documentation see the Avaya Support Web site http www avaya com support Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support m CANADA Page 2 Issue 2a 16 August 2010 Contents 1 ETR Telephones 1 1 Fixed BUUONS ana a Ha 9 1 2 RINGING Patterns nen 9 1 3 Dial TONES u 9 1 4 Light PattemsS u re 8 10 1 5 Adjusting the Telephone Display 10 2 Basic Call Handling 2 1 Making Calls rs2urs0nsneennnensnennnnnnnnnennnennennnnen nn 12 2 2 Answering Calls nienia 13 2 3 Using Handsfree urs44umn4n0nnnnnannnnnannnnnnen nennen 14 2 4 Hands Free Answer on IntercomM uusrssnener seen nenenn 14 2 5 Adjusting the Volume uuusrsnesnssnnnnnsnnnnennnener nennen 15 2 6 Holding G llS 22 eek 15 2 7 Transferring CalllS e
38. ng cell phone connect mobile twinning enter followed by the personal speed dial 80 to 99 that contains the required external number 6 The current setting of the button will now be set to Call Forward O lt covered extension gt D lt destination extension gt e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle m CANADA PARTNER Version ETR Phone User Guide Page 22 IP Office Essential Edition Issue 2a 16 August 2010 Advanced Features Forwarding Calls 3 5 Call Coverage Call coverage is used to redirect all intercom transferred DID and outside calls on lines assigned to your or to another extension When call coverage is in use covered calls are routed to the covering extension after a specified number of rings set by the system administrator To To To To e Intercom transferred DID and outside calls on lines assigned ownership can be covered e Group calls forwarded calls transfer return calls voice signaled calls Voice Interrupt On Busy calls and calls to doorphone alert extensions are not covered e A single extension can cover multiple extensions however an extension programmed for call coverage can have only one covering extension Only one call coverage button can be programmed per extension e If you activate call coverage at your extension you still can intercept an outside call rerouted by coverage by pre
39. ogramming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle m CANADA PARTNER Version ETR Phone User Guide Page 27 IP Office Essential Edition Issue 2a 16 August 2010 3 10 Account Codes The Account Code Entry feature is used to enter an account code up to 6 digit for any outside call incoming or outgoing An account code is typically used to identify a department project or client for charge back or tracking purposes An account code can be either forced or optional When an extension is set up with the forced account code feature the user must enter an account code before they can dial outside calls To create an account code entry button ETR 18D ETR 34D Phone 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press the button that you want to edit or enter a number between 03 to 80 to select a button The current setting of the button is displayed 3 Dial FEATURE 12 4 The current setting of the button will now be set to Account Code Entry e Exit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To enter an account code using an account code entry button 1 After lifting the handset or while already active on an outside call press the programmed Account Code Entry button If the button has lights the green light turns on 2 Enter an account
40. onents and the Third Party Terms that apply to them is available on the Avaya Support Web site http support avaya com Copyright Preventing toll fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of toll fraud associated with your system and that if toll fraud occurs it can result in substantial additional charges for your telecommunications services Avaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support Web site http support avaya com Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks Avaya and Aura are trademarks of Avaya Inc The trademarks logos and service marks Marks displayed in this site the documentation s and product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained i
41. options e To VM can be used to send the ringing call to voicemail immediately e Ignore can be used to quieten or suppress the ringer To answer a call ringing at another extension call pickup 1 Pick up the handset 2 Press an INTERCOM button and dial 6 followed by the two digit number of the extension at which the call is ringing or parked m CANADA Page 13 PARTNER Version ETR Phone User Guide Issue 2a 16 August 2010 IP Office Essential Edition 2 3 Using Handsfree The ETR 6D ETR 18D ETR 34D telephones each have a speaker and microphone which you can turn on by pressing SPKR e In addition on the ETR 6D ETR 16D and ETR 34D telephones you can turn just the microphone on and off by pressing MIC HFAI When the green light next to MIC HFAI is on the microphone is on Room acoustics and background noise can affect the proper operation of the speakerphone To ensure that your speakerphone works effectively follow these guidelines e Avoid placing your telephone in areas with high background noise caused by sources such as motor vehicles manufacturing equipment loud voices radios printers copiers typewriters other noisy office equipment or heater and air conditioning fans e Avoid talking before the other person is finished speaking When you both talk at the same time only one person s voice comes through e Do not use your speaker to make announcements over a loudspeaker paging system connected to you
42. 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 no use should be made of materials on this site the Documentation s and Product s provided by Avaya All content on this site the documentation s and the product s provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed the Linux OS source code and identifying the copyright holders of the Third Party Comp
43. our saved messages To mark a message as new While listening to old or saved messages you can reset the messaged back to being treated as a new message This will cause the message waiting indicator on the phone to be lit again Note however that if you are using voicemail email it will not send a new message email 1 Press 06 while listening to the old or saved message m CANADA PARTNER Version ETR Phone User Guide Page 36 IP Office Essential Edition Issue 2a 16 August 2010 Using Voicemail Listening to Your Messages 4 3 Record Your Name You can record your name if required Your name recording is then used for various features such as telling callers which mailbox they have reached rather than just stating the extension number Login 0 5 Record Name 1 Hear Change lt tone gt speak gt 3 Save To record or change your greeting 1 Login 35 gt to your mailbox 2 Press 05 to select the option to record your name 3 Press 1 to hear your current name recording 4 Press 2 to record your name 5 When you are prompted speak your name The maximum length that can be recorded is 5 seconds 6 Press 2 when you have finished recording your name 7 Press 1 to listen to your new name recording After you have listened you can e Press 3 to save the new recording e Press 2 to record the new name again m CANADA PARTNER Version ETR Phone User Guide Page 37 IP Office Essential Edition Issue 2a 16
44. our speaker has been turned on automatically and you hear the caller s voice over your telephone s speaker If you leave your microphone on all the time you can start talking when you hear the caller without lifting the handset This feature is called Hands Free Answer on Intercom HFAI Any user in the system can make a voice signaled call to an idle system telephone by pressing an intercom button and and then dialing an extension number You cannot make a voice signaled call to an extension that has the Cell Phone Connect feature active The call will not appear at the extension 1 The HFAI feature can be turned on or off only when your telephone is idle On ETR phones use the HFAI button on 1400 Series phones use the MUTE button Muting your voice while you are on a call only turns off the microphone for the duration of the call 2 If you are already on a call any additional voice signaled call to your extension is turned into a normal ringing call instead m CANADA PARTNER Version ETR Phone User Guide Page 14 IP Office Essential Edition Issue 2a 16 August 2010 Basic Call Handling Hands Free Answer on Intercom 2 5 Adjusting the Volume While the phone is idle or ringing you can adjust the ringer volume When the phone is connected to a call you can adjust the speaker or handset volume To adjust the ringer volume 1 Use the amp up arrow and down arrow keys to change the ringer volume To adjust the call
45. r telephone system e When talking always face your telephone and stay within two feet of it e Place your telephone at least six inches 15 cm away from the edge of your desk e If you have difficulty hearing the other party try increasing the speaker volume If you have background noise try turning off the microphone when the party at the other end is speaking and turning it on when you speak If the difficulty persists lift your handset to continue the conversation e In conference rooms a separate speakerphone is recommended since the built in speaker on a system telephone is designed for individual use To make a call without lifting the handset 1 Press SPEAKER or SPKR to get a dial tone 2 Dial the number you hear the call ringing When the other party answers you can talk without lifting the handset To switch modes e If you are already on a call you can switch from the handset to the speakerphone by pressing SPEAKER or SPKR and then hanging up the handset e If you are using the speakerphone and want to switch to the handset lift the handset The speaker and microphone are turned off e On ETR phones to turn off the microphone when you are using the speaker press MIC HFAI This will mute your voice so the other party cannot hear you On 1400 Series phones to do this press the MUTE button 2 4 Hands Free Answer on Intercom When you receive a voice signaled intercom call your telephone beeps once to indicate that y
46. ssing the outside line button that has the call appearance e You can program call coverage on a programmable button Use a button with lights if you want a visual indication when your calls are being covered When the green light is on your calls are being covered when the green light is off call coverage is not active e If call coverage and do not disturb are already on covered calls are routed immediately to the covered extension without ringing the covered extension Similarly if Call Coverage is on and a call begins to ring you can turn on Do Not Disturb 30 gt to send that call immediately for coverage e If an extension has Call Coverage and VMS Cover 405 active calls ring at the covering extension e If the covering extension does not answer the call is routed to the voice mailbox of the extension that activated Call Coverage after the specified number of VMS Cover Rings If the covering extension has Do Not Disturb 3 active the call is routed immediately to the voice mailbox of the extension that activated Call Coverage e If an extension has Call Coverage active without voice mail coverage covered calls ring at the covering extension for the specified number of Call Coverage Rings Outside and intercom calls continue to ring at the covering extension until the call is answered or the caller hangs up e For transferred calls if the covering extension does not answer the call goes to the transfer return extension after th
47. th an inside line You hear this dial tone when you are making an inside or intercom call m CANADA PARTNER Version ETR Phone User Guide Page 9 IP Office Essential Edition Issue 2a 16 August 2010 1 4 Light Patterns Some buttons have a green light and a red light The meaning of these lights varies depending on whether the button is used to access an outside line or pool is programmed with a system feature or is programmed for Auto Dialing an extension number Intercom Auto Dial button The meanings of the various light patterns for each possible button assignment are Light Pattern Line Button Programmable Button Lntercom Auto Dial Intercom Button Green You are using the line Green Feature is on Red Extension is busy Red Line in use by another extension Flash Green Flash A call is ringing A user is entering a a four digit long on long off at your extension code to lock or unlock their Red Flash A call is ringing on extension the line but not at your extension Alternating Alternating green and red flash Red Green appears at both extensions in a joined call Wink Green Wink The call is on long on short off hold or parked at your extension Red Wink Call is on hold or parked at another extension Anyone who has the line can retrieve the call Green Flutter Caller ID Inspect Call Log or short on short off Absent Msg is on Absent Text Message Mgt is active Call Logs is
48. to 20 personal speed dial codes 80 to 99 to store frequently dialed numbers The numbers can be quickly dialed by pressing FEATURE and the two digit code for that personal speed dial The personal speed dial numbers programmed for a particular extension can only be used at that extension e If the system is connected to a PBX or Centrex system and a dial out code usually 9 is needed to place calls outside the PBX or Centrex system include the dial out code in Speed Dial numbers that must dial out of the PBX or Centrex system e Personal speed dials do not override any dialing restrictions that apply to an extension To use a personal speed dial 1 At dial tone or whenever you want to dial a number press FEATURE and dial the two digit personal speed dial code between 80 and 99 2 The stored number is dialed To edit personal speed dials ETR 18D 34D 1 At the phone press Feature 00 2 Program Extension is shown on the display 3 Press Feature and the speed dial number to be programmed which must be between 80 and 99 4 The current setting of the speed dial entry is displayed 5 Enter the external number The number can be up to 28 characters in length The following keys can be used to enter special dialing commands Function Press to insert Character Description Inserts a 1 5 second pause Transfer R O Send a hook switch flash signal CONFERENCE 6 To remove the existing number press MI C HFAI e Exit pr
49. will hear a prompt telling you how many messages you have If you have any new messages the voicemail system will start playing your new messages 4 You can use the controls indicated below to manage your mailbox and messages Login Enter mailbox and password Mailbox Play old messages 1 Play saved messages 2 3 Edit Greeting Listen to greeting 1 Edit greeting 3 Record new greeting 2 Delete current message 4 Save new greeting 3 Save current message 5 Save new greeting as loop 4 Forwarding options 6 Return to mailbox 6 Repeat last message 7 Help 4 Skip current message 9 Fast forward Rewind Call back sender internal Direct all to email D1 Send email notification 02 Turn email use off 03 Change mailbox access code D4 Record Name U5 6 Forwarding Forward to email 1 Forward to extension s 2 Foward to extension s with header message 3 follow each extension number with and then a final to finish entry IMPORTANT Once a new message has been listened to it is marked as old and is automatically deleted after 24 hours If you do not want the message deleted you must mark it as saved by pressing 5 while listening to the message m CANADA PARTNER Version ETR Phone User Guide Page 35 IP Office Essential Edition Issue 2a 16 August 2010 4 2 Listening to Your Messages When you log in to your mailbox you are automatically played any new messages
50. xit programming by pressing Feature 00 You can also exit programming mode by lifting the handset then place it back in the cradle To activate an absent text message 1 Press the absent text message button The first absent text message is displayed 2 Scroll through the default messages by pressing the button beneath the word Next until the required message is displayed e Back soon Please Call Back tomorrow e On Holiday Until e Do not disturb At lunch until On Vacation e Meeting until e Out to lunch Don t disturb until At home e With visitors until e Away from desk With cust until Be right back 3 Press the button beneath the word Activ to select the message shown on the display 4 To add additional text or edit the existing text press More and then Edit 5 To complete the process press the absent text message button again To deactivate the absent text message 1 Press the absent text message button The green light flutters and the active absent text message is displayed W in pos 1 2 Press the button beneath the word Dactiv 3 To complete the process press the absent text message button again PARTNER Version ETR Phone User Guide Page 21 IP Office Essential Edition Issue 2a 16 August 2010 3 4 Forwarding Calls All external internal and transferred calls directed to your extension can be diverted to a different internal extension number You can enter the destination extension telephone number and select when calls are redirected using
51. ye Bpa Forward message iin no gt E 4t Send 1 Old messages 3 Prepend message lt tone gt record comment Saved messages To forward a message 1 When you are listening to a message press 6 e To forward the message without adding a comment press 2 e To forward the message after adding a comment at the start press 3 Record your comment after the tone Record your comment and press to finish recording 2 Enter the extension number to which you want to forward the message and press e If you want to send the message to more than one mailbox enter each mailbox extension number separated by a 3 Press to finish addressing and forward the message 4 8 Calling a Message Sender You can call the person who left a message in your mailbox Both internal and external callers can be called back For external callers you can only reply if their caller ID was available when the message was left Login New messages played Return call 1 Old messages 2 Saved messages To reply to a voice message 1 While you listen to a message press If a caller ID was received when the message was left a call will be placed to that number m CANADA PARTNER Version ETR Phone User Guide Page 41 IP Office Essential Edition Issue 2a 16 August 2010 4 9 Voicemail Email You can have notification of new messages sent to your email address The notification can be a simple alert to tell you that you have a message or a
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