T7208 User Guide
Contents
1. Quick Mode T7208 Phone User Guide Page 7 IP Office Basic Edition Issue 4a 14 June 2012 1 1 Which Telephone System The IP Office telephone system can operate in a number of modes This guide is for a system operating in IP Office Basic Edition Quick Mode To check what system you are one press Feature 9 80 If your system is a IP Office Basic Edition Quick Mode system Instead the display will show the software level the system is using If you hear an error tone contact your system administrator to obtain the appropriate T7208 user guide Page 8 Quick Mode T7208 Phone User Guide Issue 4a 14 June 2012 IP Office Basic Edition T7208 Telephone Which Telephone System 1 2 Programmable Buttons Your phone has a number of programmable buttons In addition to any Intercom Call Appearance or Line Appearance buttons already assigned to the buttons your system administrator can assign functions to the programmable buttons The phone system can also operate in one of two modes key system mode or PBX system mode Your system administrator will confirm the mode being used by your system The mode being used automatically sets the role of some of the programmable buttons on your phone Key System Mode Intercom Buttons The first two programmable buttons are set as Intercom buttons and cannot be changed These buttons are used to make and receive internal calls Line Appearance Buttons Some additional buttons are set as2. 4 You will hear the call progress You can continue the call handsfree or switch to using the handset by lifting it 2 1 2 Making External Calls 1 If already on a call end the call by pressing T Release or put it on hold 19 by pressing ts Hold 2 Press an idle Line Appearance or Call Appearance button 3 Dial the telephone number e If using a Call Appearance button some systems may require you to dialing a specific prefix when making external calls Your system administrator will inform you if a prefix is required e To dial a personal speed dial 18 press Feature or and select the speed dial between 80 and 89 e To dial a system speed dial 18 press Feature or and select a speed dial between 600 to 699 4 You will hear the call progress You can continue the call handsfree or switch to using the handset by lifting it 2 1 3 Redial Using Last Number Redial 1 Lift the handset 2 Press Feature 5 2 1 4 Making Page or Direct Calls You can make calls that are automatically answered if the extension or extensions called support auto answer There are two methods page calls and direct voice calls however the method for making both types of call is much the same To Make a Direct Voice Call For a call to an individual extension putting in front of the extension number of the user being called makes the call a direct voice call If supported by the phone being called the call is automatically answered after the
3. an unsupervised or blind transfer hang up or dial Feature 70 again You can do this as soon as you hear 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 dial Feature 70 again If no one answers or the call is refused press the button next to the fast flashing button to be reconnected to the original caller 2 8 1 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 Direct to a Mailbox 1 During the call press Feature 14 2 Dial the two digit extension number of the extension for which the caller wants to leave a message The caller is routed to the mailbox and hears the recorded greeting for that mailbox 3 Hang up Quick Mode T7208 Phone User Guide Page 20 IP Office Basic Edition Issue 4a 14 June 2012 Call Handling Tran
4. Number Answer the longest waiting call ringing at an extension Group Pickup 66 Pickup Group Answer the longest waiting call ringing any extension that is a member of the pickup group 1 to 4 selected Idle Line Pickup 8 Line Number Seize the specified line if it is idle and then make a call using that line Active Line Pickup 68 Line Number Answer or seize the call on the specified line Loudspeaker Paging Page the loudspeaker device attached to the system Simultaneous Paging Page both the loudspeaker device attached to the system and the extensions in calling group 71 Group Calling Ring 7 Calling Group Call the available extensions in one of the calling groups 1 to 4 If your system is running in PBX mode an additional calling group 5 also exists Group Calling Page 7 Calling Group Page the available extensions in one of the calling groups 1 to 4 If your system is running in PBX mode an additional calling group 5 also exists Group Hunting Ring 77 Hunt Group Call the available extensions in one of the hunt groups 1 to 6 Group Hunting Page 77 Hunt Group Page the first available extension in one of the hunt groups 1 to Quick Mode T7208 Phone User Guide IP Office Basic Edition Page 10 Issue 4a 14 June 2012 T7208 Telephone Dialing Codes 1 4 Feature Codes The following feature codes can be dialed after pressing 4 Feature Many of these features can also be ass
5. answer the call is routed to the voice mailbox of the extension that activated Call Coverage after the specified number of VMS Cover Rings The count of VMS cover rings starts when the covered extension initially begins to ring If the covering extension has Do Not Disturb 274 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 2 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 to send messages to your mailbox Quick Mode T7208 Phone User Guide Page 31 IP Office Basic Edition Issue 4a 14 June 2012 Quick Mode T7208 Phone User Guide Page 32 IP Office Basic Edition Issue 4a 14 June 2012 Using Voicemail Voicemail Coverage On Off Quick Mode T7208 Phone User Guide Page 33 IP Office Basic Edition Issue 4a 14 June 2012 Chapter 5 Phone Settings Quick Mode T7208 Phone User Guide Page 35 IP Office Basic Edition Issue 4a 14 June 2012 5 Phone Settings 5 1 Naming Your Extension A name can be assigned to your extension up to 20 characters long The name is displayed on the other extensions when you make or receive calls You cannot change the extension name yourself If you need to change the extension name contact your system administrator 5 2 Contrast You
6. button answers the call using the handset e If the handset is on hook answering a call by pressing the alerting appearance button answers the call using the speaker or headset if one is connected depending on which of the two modes was last used on a call e If there is already a connected call to which you are talking handsfree answering another call by pressing the appearance button will answer that call handsfree Note 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 your 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 turni
7. call end the call by pressing gt Release or put it on hold 19 by pressing e Hold 2 Dial and then the extension number of the group To Page the Loudspeaker Device The telephone system can include a connection to a loudspeaker paging device To page this device make a normal internal call to the extension number 70 If you make an internal call to 70 you will page both the loudspeaker device and the available users in the calling group 71 Quick Mode T7208 Phone User Guide Page 15 IP Office Basic Edition Issue 4a 14 June 2012 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 36 button for that specified extension 1 If already on a call end the call by pressing T Release or put it on hold 19 by pressing amp Hold 2 If you pick up the handset you are connected to the incoming call To answer a call alerting on a specific line press that button 2 2 1 Answering a Page Call There are two type of calls which your phone will automatically answer the call so that you automatically hear the caller This will only happen if your phone is currently idle ie not on another call Three Beeps A call connected automatically after three beeps is a direct voice call to your extension only The call is connected and answered automatically You can speak to the caller wit
8. can change the contrast on the phone display 1 Press Feature 7 2 Use the number keys to select the required contrast Alternatively use the q gt and q buttons to change the contrast 3 The function will automatically cancel after a 5 seconds 5 3 Ringer Volume You can change the ringer volume using the following process You can also adjust the volume while a call is ringing your phone 1 Press Feature 80 The phone will start a continuous ring 2 Use the 4 I soft and loud x volume buttons to change the volume to the level required 3 The function will automatically cancel after a 5 seconds 5 4 Button Programming Your phone has a number of programmable buttons In addition to any Intercom Call Appearance or Line Appearance buttons already assigned to the buttons your system administrator can assign functions to the programmable buttons The following are the functions that can be assigned to the programmable buttons These are in addition to any Intercom Call Appearance and Line Appearance button assigned by the system and your system administrator e Absence Message Feature 931 This function allows you to set or clear an absent message for display on you phone When set the absent message is also displayed on other extensions when they call the user e Account Code Entry 27 Feature 900 This function allows you to enter an account code prior to making a call or during a call e Active Line Pickup But
9. closure group Contact Closure 2 Feature 9 42 This function you to operate the system s contact closure 2 connection To use this you must be a member of the system s contact closure group e Do Not Disturb 2 Feature 85 This function allows you to switch do not disturb on or off e Hot Dial Feature 935 This function allows you to dial a stored number without first going off hook or pressing the SPEAKER button e Hunt Group Button 01 771 to 776 This function allows you to call the hunt group represented by the button Put in front of the group number in order to page the group instead of calling it e Idle Line Pickup Button 01 8 This function allows you to seize a line if that line is idle You can use this to access a line for which you do not have a line appearance button available on your phone e Last Number Redial 14 Feature 5 This function allows you to redial the last external number dialed e Loudspeaker Paging 14 Button 01 70 This function allows you to make a page call to the extension configured as being connected to the loudspeaker equipment e Message Alert Notification Feature 938 This function allows you to see the current state of other user s message waiting lamps It is used in conjunction with other users for which you have Auto Dial Intercom buttons Night Service Button 503 A night service button is used to switch night service on off e Pickup Group 16 Button 01 661 to 664 This f
10. line buttons by your system administrator These buttons are used to make and receive external calls Your system administrator can adjust the number of line appearance buttons on your phone and which lines they represent Other Buttons Any remaining buttons can be programmed for a range of features This is done by your system administrator or by yourself through the phone s menus For more information refer to the Quick Mode Phone Base Administration manual PBX System Mode Call Appearance Buttons For a system in PBX system mode the first three programmable buttons are set call appearance buttons These buttons are used to make and receive internal and external calls Line Appearance Buttons Your system administrator can assign the some buttons as line appearance buttons if required This allows you to make and answer calls on a specific line if required Other Buttons Any remaining buttons can be programmed for a range of features This is done by your system administrator or by yourself through the phone s menus For more information refer to the Quick Mode Phone Base Administration manual T7208 Phone Buttons Feature caes DE 06 1 2 3 05 4 5 6 04 7 8 9 03 0 02 Volume 01 Mute Headset Spk Quick Mode T7208 Phone User Guide Page 9 IP Office Basic Edition Issue 4a 14 June 2012 1 3 Dialing Codes The following features can be used by dialing the appropriate number Feature Dial Summary 6 Extension
11. to show there is a call on hold To Return to a Call Put on Hold 1 If already on a call end the call by pressing f d Release or put it on hold 19 by pressing amp Hold 2 Press the button next to the fast flashing icon You are connected to the call The icon changes to a steady A icon 2 7 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 call e If you frequently park calls program your extension number on an Auto Dial button so you can park a call simply by pressing that button during the park process To Park a Call 1 While on a call press Feature 70 and and dial your own extension number 2 Replace the handset or press 5 Release 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 or Call Appearance button and then 6 followed by the extension number of the extension that parked the call Quick Mode T7208 Phone User Guide Page 19 IP Office Basic Edition Issue 4a 14 June 2012 2 8 Transferring Calls You can transfer a call to another extension 1 During the call press Feature 70 The call is put on hold 2 Make a call to the transfer destination Then do one of the following e To transfer the call without announcing it
12. AVAYA IP Office Basic Edition Quick Mode T7208 Phone User Guide Issue 4a 14 June 2012 2012 AVAYA All Rights Reserved Notices While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Documentation disclaimer Avaya shall not be responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation s provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has
13. Call 19 l Ignore 16 J Joining a Call 23 L Lock 27 M Message Alert Notification 36 N Name 36 Notification 36 Quick Mode T7208 Phone User Guide IP Office Basic Edition Index P Parking Calls 19 Persoanl Speed Dial 18 R Ringer volume 18 S Screening 36 Settings Display Contrast 36 Speaker volume 18 Speakerphone 22 Speed Dial Personal 18 System 18 Supervised Call Transfer 20 System Speed Dial 18 T To VM 16 Transfer To Voicemail 20 Transfer a Call 20 U Unlock 27 Unsupervised Call Transfer 20 V Voicemail Coverage 31 Transfer 20 Volume 18 Ww Wake Up Service 36 Page 41 Issue 4a 14 June 2012 Quick Mode T7208 Phone User Guide Page 43 IP Office Basic Edition Issue 4a 14 June 2012 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance w
14. Do Not Disturb to send all calls immediately to the covering extension e You receive a slow interrupted intercom dialling tone when Do Not Disturb is active To Manually Switch Do Not Disturb On Off 1 Dial Feature 85 Quick Mode T7208 Phone User Guide Page 27 IP Office Basic Edition Issue 4a 14 June 2012 Quick Mode T7208 Phone User Guide Page 28 IP Office Basic Edition Issue 4a 14 June 2012 Chapter 4 Using Voicemail Quick Mode T7208 Phone User Guide Page 29 IP Office Basic Edition Issue 4a 14 June 2012 4 Using Voicemail The telephone system includes embedded voicemail and each extension on the system has a voicemail mailbox by default The message lamp on your phone is lit when you have new messages in your mailbox 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 Your system administrator can also configure other methods of access including access to your mailbox from other phones e Embedded Voicemail User Guide The embedded voicemail system can operate two different ways each of which uses different key presses once you have logged in to a mailbox The modes are Intuity emulation mailbox mode and IP Office mailbox mode Your system administrator will inform you which mode your
15. 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 Quick Mode T7208 Phone User Guide IP Office Basic 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 or other spec
16. all alerting at a specified extension Separate buttons can be created for each extension for which call pickup is required Quick Mode T7208 Phone User Guide Page 36 IP Office Basic Edition Issue 4a 14 June 2012 Phone Settings Button Programming e Call Screening This button function can only be set by your system administrator This function allows you to switch call screening on or off When on if your phone is idle when a call rings it and then goes to voicemail you will hear the caller through the phone s handsfree speaker You can choose to ignore the call press the Release key or to answer it lift the handset e Caller ID Inspect Feature 811 This function allows you to see the caller ID of a call on another line without interrupting the current call to which you are connected e Caller Name Display Feature 933 This function allows you to swap the display of caller ID name and number information on the phone e Calling Group Button 01 71 to 74 This function allows you to call the calling group represented by the button Putting a in front of the group number allows you to page the group instead e Conference Drop 2t Feature 934 This function allows you to select and drop a call from a conference e Contact Closure 1 Feature 9 41 This function you to operate the system s contact closure 1 connection which might for example be connected to a door control To use this you must be a member of the system s contact
17. already on a call end the call by pressing gt Release or put it on hold 19 by pressing e Hold 2 Press Feature 0 and then dial three digit system speed dial code between 600 and 699 Alternatively dial and then the dial three digit system speed dial code 3 The stored number is dialed 2 4 Adjusting the Volume While the phone is connected to a call you can adjust the 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 With the call connected press the q gt and A minus keys to adjust the volume 2 5 Mute While on a call you can temporarily turn off the microphone so that the caller cannot hear you You however will still be able to hear the caller 1 To activate mute press the MUTE key The button will be lit while mute is active 2 To switch mute off press the key again Quick Mode T7208 Phone User Guide Page 18 IP Office Basic Edition Issue 4a 14 June 2012 Call Handling Holding Calls 2 6 Holding Calls When you put a call on hold you can make and receive other calls However if a call is left on hold for to long by default 15 seconds it will automatically alert your phone again if you are not on another call To Put a Call on Hold 1 During the call either press the Qu HOLD button or press the button on which the call is taking place The indicator next to the button will change to fast flashing amp icon
18. are always displayed first 3 Press to cycle through the details of the conference parties 4 When the party you want to drop is displayed or press p Release 5 Wait a few seconds for the display to return to normal Quick Mode T7208 Phone User Guide Page 21 IP Office Basic Edition Issue 4a 14 June 2012 2 10 Using Handsfree Your phone has a handsfree speaker and microphone These allow you to make and answer calls handsfree e You can make a handsfree call by simply dialing without lifting the handset You can hear the call progress and when answered either continue handsfree or lift the handset e The speaker allows the phone to receive page calls You can hear the page without needing to take any action However you cannot answer the page e The speaker allows the phone to auto answer direct voice calls You can hear the caller and they can hear you without you needing to take any action The same applies for call from other users if you have internal auto answer set on the phone e Pressing the Handsfree button answers a call handsfree e The key can also pressed to turn a call already answered using the handset or headset into a handsfree call e If there are no currently connected call to which you are talking a call answered by pressing its appearance button is connected as handsfree e If you are not currently connected to a call e If the handset is off hook answering a call by pressing the alerting appearance
19. called users hears 3 beeps Unlike a page call the called user can also speak without having to take any further action is their phone has a handsfree microphone Otherwise they need to pickup the handset to be heard If the user called is already on a call when you attempt a direct voice call to them you call is turned into a normal waiting call 1 If already on a call end the call by pressing eg Release or put it on hold 19 by pressing ts Hold 2 Dial and then the extension number of the user e If the user s phone is idle and supports auto answer you can speak and be heard by them immediately You can also hear them e If you hearing ringing then either the user called already has another call in progress or has a phone that does not support answer To Make a Page Call For a call to a group of extensions putting a in front of the extension number of the group being called make the call a page call The group type is ignored instead all users who are members of the group have phones that support auto answer and are currently not on another call hear a single beep and can then hear you However you cannot hear the group members One of users being paged can answer the pagel 187 if they want to That turns the page call into a normal call between just you and the answering user Quick Mode T7208 Phone User Guide Page 14 IP Office Basic Edition Issue 4a 14 June 2012 Call Handling Making Calls 2 If already on a
20. ctivate call coverage at your extension for calls on a line appearance button you still can intercept a call rerouted to coverage by pressing the button 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 button indicator is on your calls are being covered when off call coverage is not active e If both call coverage and do not disturb are on covered calls go immediately to the covering 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 27 to send that call immediately for coverage e If an extension has call coverage and VMS Cover 31 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 covered extension after the specified number of VMS Cover Rings If the covering extension has Do Not Disturb 274 active the call is routed immediately to voicemail 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 the specifi
21. d Dialing 5 e rtp eet 18 2 3 1 Personal Speed Dials ne 18 2 3 2 System Speed Dials 18 2 4 Adjusting the Volume 18 2 MUS inner RR etre ME RAD 18 2 6 Holding Calls 2 nent 19 2 f Parking Calls dida 19 2 8 Transferring Calls 20 2 8 1 Voice Mailbox Transfer 20 2 9 Conferencing Calls eene 21 2 10 Using Handsfree nennen 22 2 11 Using a Headset 23 2 12 Joining Calls en ea 23 3 Other Features 3 1 Forwarding Calls 26 3 2 Call Coverage en eR ed toe deren ence 26 3 3 Locking Your Extension 27 3 4 Account Codes 27 3 5 Do Not DISTUTD tc 27 4 Using Voicemail 4 1 Voicemail Coverage On Off esses 31 5 Phone Settings 5 1 Naming Your Extension 36 b 2 Contrast eie TR Ee rae 36 5 3 Ringer Volume rer 36 5 4 Button Programming 36 Index instant intimiste ann 41 Quick Mode T7208 Phone User Guide IP Office Basic Edition Contents Page 3 Issue 4a 14 June 2012 Chapter 1 T7208 Telephone Quick Mode T7208 Phone User Guide asic Edition Page 5 IP Office B Issue 4a 14 June 2012 T7208 Telephone 1 T7208 Telephone This guide covers operation of a T7208 phone on an IP Office Basic Edition Quick Mode phone system
22. e 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 in this site t
23. e extension user has privacy enabled e Put a joined call on hold e You can e Tell when someone has joined your call when you hear a single beep e Use privacy to allow or prevent others from joining your calls e 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 e Dial 68 lt Line Number gt to join a call on that line if a line is not assigned to a button on your extension To Join a Call A steady icon next to a line button indicates that a call is in progress on that line 1 If already on a call end the call by pressing Release or put it on hold 1 by pressing ts Hold 2 Press an Intercom or Call Appearance button and dial 68 followed by the two digit line number Alternatively if you have a button for that line press the line button and lift the handset 3 You are now joined with the call All parties on the call hear a single beep Quick Mode T7208 Phone User Guide Page 23 IP Office Basic Edition Issue 4a 14 June 2012 Chapter 3 Other Features Quick Mode T7208 Phone User Guide Page 25 IP Office Basic Edition Issue 4a 14 June 2012 3 Other Features 3 1 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 redir
24. e of voicemail coverage for your extension on or off e VMS Mailbox Transfer 20 gt Feature 986 This function allows you to transfer your current call to another extension s mailbox Your current call is put on hold and you enter the target extension number to indicate the mailbox required e Wake Up Service F 115 A Wake Up Service button can be assigned for the first extension on the system Using this button the extension user can set wake up calls within the next 24 hours period for any other extension e Voicemail Collect Button 01 777 Access your mailbox If the button has an indicator it is lit when you have any new voicemail messages Quick Mode T7208 Phone User Guide Page 38 IP Office Basic Edition Issue 4a 14 June 2012 Phone Settings Button Programming Quick Mode T7208 Phone User Guide Page 39 IP Office Basic Edition Issue 4a 14 June 2012 Index A Account Code 27 Alert Notification 36 Answer a Call 16 B Bridge 23 Button Call Screening 36 Message Alert Notification 36 C Call Bridge 23 Coverage 26 Forward 26 Ignore 16 Join 23 Park 19 Pickup 16 ToVM 16 Call Screening 36 Call Transfer Supervised 20 Call Transfer Unsupervised 20 Caller volume 18 Code Account 27 Lock 27 Conference Hold 21 Start 21 Contrast 36 Coverage Call 26 Voicemail 31 D Display Contrast 36 Do Not Disturb 27 E Extension Name 36 F Forward 26 H Handset volume 18 Handsfree 22 Hold Conference 21 Hold a
25. ected using 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 187 as the forwarding destination e You receive a slow interrupted intercom dialling tone when call forwarding is active To Manually Set Forwarding 1 Press Feature 4 2 Enter the number to which you want to forward calls e To finish end the call or press the FB Release button To Manually Cancel Forwarding 1 Press Feature 4 e Alternatively use the same process as setting a forward and enter you own extension number as the destination e To finish end the call or press the 5 Release button 3 2 Call Coverage Call coverage is used to redirect all intercom transferred DID and outside calls on lines assigned to you 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 e Group calls forwarded calls transfer return calls and calls to doorphone alert extensions are not covered e A single extension can cover multiple extensions however an extension can have only one covering extension e If you a
26. ed number of Transfer Return Rings if VMS cover is not active e Call forwarding override call coverage If an extension has call coverage and call forwarding active calls are routed to the call forwarding destination extension To Enable Call Coverage 1 Press Feature 932 Dial the extension number of the covering extension e To finish end the call or press the Release button Quick Mode T7208 Phone User Guide Page 26 IP Office Basic Edition Issue 4a 14 June 2012 Other Features Call Coverage To Remove Call Coverage 1 Press Feature 932 Dial your own extension number e To finish end the call or press the 5 Release button 3 3 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 The user of the first extension on the system can unlock extensions without needing to know the code used to lock the phone They can do this using Feature 22 To Lock Your Extension 1 Press Feature 936 2 Dial a four digit code using the O to 9 numbers 3 Redial the four digit code To Unlock Your Extension 1 Press Feature 936 2 Dial the four digit code you used to lock the extension 3 4 Account Codes 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 acc
27. 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 If already on a call end the call by pressing Release or put it on hold 19 by pressing amp Hold 2 Press Feature 4 or and dial the two digit personal speed dial code between 80 and 99 3 The stored number is dialed To Edit Your Personal Speed Dials Your cannot edit your personal speed dials directly You need to ask your system administrator to do this for you 2 3 2 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 If
28. he 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 Page 2 Issue 4a 14 June 2012 Contents 1 T7208 Telephone 1 1 Which Telephone System 8 1 2 Programmable Buttons 9 1 3 Dialing Codes ceo titii ttt tercia 10 1 4 Feature Codes rri naines 11 2 Call Handling 2 1 Making Calls a ete eg 14 2 1 1 Making Internal Calls esses 14 2 1 2 Making External Calls nenn 14 2 13 Redial 2 emere 14 2 1 4 Making Page or Direct Calls 14 2 2 Answering Calls nono 16 2 2 1 Answering a Page Call 16 2 2 2 Call Pickup 16 2 3 Spee
29. hout taking any further action Single Beep A call connected automatically after a single beep is a page call a group of which your phone is a member You can hear the caller but they cannot hear you To answer the call turning it into a normal call between just you and the caller press Feature 3 2 2 2 Call Pickup If you hear another phone ringing there are a number of ways that you can answer the call if you know the user group or line being called 1 If already on a call end the call by pressing ep Release or put it on hold 1 by pressing e Hold 2 Press an idle Intercom or Call Appearance button e To pickup a call ringing at a particular extension Dial 6 followed by the extension number at which the call is ringing or parked e To pickup the longest waiting call in a pickup group Dial 66 followed by the pickup group number 1 to 4 e To pickup the call ringing on a particular line Dial 68 followed by the two digit line number 3 You can continue the call handsfree or switch to using the handset by lifting it Quick Mode T7208 Phone User Guide Page 16 IP Office Basic Edition Issue 4a 14 June 2012 Call Handling Answering Calls Quick Mode T7208 Phone User Guide Page 17 IP Office Basic Edition Issue 4a 14 June 2012 2 3 Speed Dialing There are a number of ways that you can dial a stored number 2 3 1 Personal Speed Dials You can create up to 20 personal speed dial codes 80 to 99 to store
30. ific 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 Components and th
31. igned to programmable buttons 36 e Account Code Entry 27 Feature 900 This function allows you to enter an account code prior to making a call or during a call e Call Forwarding Feature 4 This function allows you to redirect all your calls to another number If the system administrator has configured your for Remote Call Forwarding you can forward calls externally by specifying a personal speed dial as the destination e Caller ID Inspect Feature 811 This function allows you to see the caller ID of a call on another line without interrupting the current call to which you are connected e Caller Name Display Feature 933 This function allows you to swap the display of caller ID name and number information on the phone e Call Log Feature 812 This function allows you to view the phone system s call log of all caller IDs of calls received by the system To use this you must be one of the three extensions configured for call ID logging by your system administrator e Conference Feature 3 Turn the current call and held call into a conference call The held call can be an existing conference to which you want to add another call e Conference Drop 2t Feature 934 This function allows you to select and drop a call from a conference Contact Closure 1 Feature 9 41 This function you to operate the system s contact closure 1 connection which might for example be connected to a door control To use this you must be a member of
32. ith applicable agreements 2012 Avaya Inc All rights reserved Quick Mode T7208 Phone User Guide Page 44 IP Office Basic Edition Issue 4a 14 June 2012
33. ng 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 Quick Mode T7208 Phone User Guide Page 22 IP Office Basic Edition Issue 4a 14 June 2012 Call Handling Using Handsfree 2 11 Using a Headset Your phone has a headset socket located under the phone e Pressing the F HEADSET key answers a call using the headset e The key is lit when there is a call connected through the headset e The key can also pressed to turn a call already answered using the handset or handsfree into a headset call e If you are not currently connected to a call e If the handset is off hook answering a call be pressing the alerting appearance button answers the call using the handset e If the handset is on hook answering a call be pressing the alerting appearance button answers the call using the speaker or headset if one is connected depending on which of the two modes was last used on a call e If there is already a connected call to which you are talking through the headset answering another call by pressing the appearance button will answer that call using the headset 2 12 Joining Calls Joining is adding yourself to a call in progress e You cannot e Join an internal call or a conference call at another extension e Join a call at any extension where th
34. 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 DOWNLOADING
35. ount code feature the user must enter an account code before they can dial outside calls To Manually Enter an Account Code 1 After lifting the handset or while already active on an outside call press Feature and dial 900 2 Enter an account code by dialing the account code using the telephone s dial pad 3 Press 4 Continue with the call 3 5 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 and to answer calls using line appearance buttons 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 31 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
36. sferring Calls 2 9 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 To 1 While active on a call press Feature 3 The first party is now on hold 2 When you hear dial tone dial the telephone number of the second party 3 When the call is answered press Feature 3 again to add the second party to the call All parties hear a single beep to indicate that they are in a conference call 4 You can now speak to the first and second parties 5 Repeat the steps above to add more parties Hold a Conference Call If you need to answer or make another call during a conference you can hold 19 in the same way as for normal calls When you put a conference call on hold the other parties can still talk to each other WARNING Only hold a conference that you know is taking place on your own telephone system If you hold a conference that you have joined on another telephone system that conference will hear hold music 1 Press the tus HOLD button The button icon will change to a fast flash 2 To re join the conference call press the button To Drop Yourself 1 Press 8 Release twice To Drop Other Parties 1 Press Release 2 The details of the parties in the conference are displayed Your own details
37. system is using and provide the appropriate embedded voicemail user guide for that mode Accessing Your Mailbox 1 Press an idle intercom or call appearance 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 If your mailbox has an access code set you will be prompted to enter it Enter your access code and press 3 You 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 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 Quick Mode T7208 Phone User Guide Page 30 IP Office Basic Edition Issue 4a 14 June 2012 Using Voicemail 4 1 Voicemail Coverage On Off Calls to your extension can 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 Coveragel 287 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 extension If the covering extension does not
38. tension e Station Unlock 27 Feature 937 This function can only be used by the first two extensions in the system It allows the user to unlock any extension without needing to know the code that was used to lock that extension e System Version Feature 9 80 Displays the core software level that the system is running e System IP Address Feature 9 81 Displays the IP address of the systems LAN port System Speed Dial 18 Feature 0600 to 0699 Dial the selected system speed dial Quick Mode T7208 Phone User Guide Page 11 IP Office Basic Edition Issue 4a 14 June 2012 e VMS Mailbox Transfer 20 gt Feature 986 This function allows you to transfer your current call to another extension s mailbox Your current call is put on hold and you enter the target extension number to indicate the mailbox required Quick Mode T7208 Phone User Guide Page 12 IP Office Basic Edition Issue 4a 14 June 2012 Chapter 2 Call Handling Quick Mode T7208 Phone User Guide Page 13 IP Office Basic Edition Issue 4a 14 June 2012 2 Call Handling 2 1 Making Calls 2 1 1 Making Internal Calls 1 If already on a call end the call by pressing eg Release or put it on hold 19 by pressing tus Hold 2 Press an idle Intercom or Call Appearance button 3 Dial the extension number or the code for the feature you wanted to access If you put a in front of the extension number the system will attempt to make a direct voice call 147
39. the system s contact closure group Contact Closure 2 Feature 9 42 This function you to operate the system s contact closure 2 connection To use this you must be a member of the system s contact closure group e Do Not Disturb 27 Feature 85 This function allows you to switch do not disturb on or off e Last Number Redial 14 Feature 5 This function allows you to redial the last external number dialed Personal Speed Dial 18 Feature 480 to 499 Dial the selected personal speed dial number e Transfer 20 Feature 70 Put your current call on hold and make an transfer enquiry call to the number entered To complete the transfer dial the code again e Recall Feature 71 This function allows you to send a recall or hook flash signal e Saved Number Redial Feature 67 This function allows you to save the number dialed during a call and to redial that number when idle This can be used when the number dialed does not answer e Serial Number Feature 9 82 Displays the feature key number of the System SD card This is the number used for validation of licenses entered into the system configuration e Station Lock 27 Feature 936 This function allows you to lock and unlock your extension from being used to make calls When selected you are prompted to enter a four digit code after which the extension is locked If the extension is already locked use of this function prompts for reentry of the four digit code to unlock the ex
40. ton 01 68 This function allows you to answer a call on a particular line It can be used if the call is ringing held or already answered by another extension e Auto Dial Intercom Button 01 lt Extension Number gt This function allows you to make a call to another specified extension The button lamp will also indicate when that other extension is in use e Auto Dial Other Button 02 lt number gt This function allows you to make a call using a number stored with the button The number can be an internal number an external number an account code or any other number The button can then be used when a number of that type needs to be dialed e Call Coverage 265 Feature 932 This function allows you to switch call coverage on or off When on any calls to you that ring unanswered also start ringing at your call coverage extension e Call Log Feature 812 This function allows you to view the phone system s call log of all caller IDs of calls received by the system To use this you must be one of the three extensions configured for call ID logging by your system administrator e Call Forwarding 26 Feature 4 This function allows you to redirect all your calls to another number If the system administrator has configured your for Remote Call Forwarding you can forward calls externally by specifying a personal speed dial as the destination e Call Pickup 16 Button 01 6 Extension Number This function allows you to pickup a c
41. unction allows you to answer a call being presented to any extension that is a member of the pickup group 1 to 4 configured for the button e Privacy 23 Feature 83 This function allows you to turn privacy on or off When on other extensions are not able to bridge into your calls e Recall Feature 71 This function allows you to send a recall or hook flash signal e Saved Number Redial Feature 67 This function allows you to save the number dialed during a call and to redial that number when idle This can be used when the number dialed does not answer e Simultaneous Page 14 Button 01 70 This function allows you to make a page call to both the loudspeaker extension and the extensions in first calling group 71 e Station Lock 27 Feature 936 This function allows you to lock and unlock your extension from being used to make calls When selected you are prompted to enter a four digit code after which the extension is locked If the extension is already locked use of this function prompts for reentry of the four digit code to unlock the extension e Station Unlock 27 Feature 937 This function can only be used by the first two extensions in the system It allows the user to unlock any extension without needing to know the code that was used to lock that extension Quick Mode T7208 Phone User Guide Page 37 IP Office Basic Edition Issue 4a 14 June 2012 e VMS Cover 3t Feature 984 This function allows the you to switch us
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