Avaya IP Telephone
Contents
1. Press Select or OK Select Text Size Press Change or OK to turn large text on or off Press Save anang the ring pattern OMNAARWNYS Press Avaya Menu _ Select Options amp Settings or Phone Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Personalized Ringing Press Change or OK to listen to the available ring patterns Press Play or OK to hear it again Press Save to make it your ring pattern 14 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Avaya Menu songing the language OPNDAPYN Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Language Select a display language Press Select or OK Press Yes to confirm the selected language Personalizing button labels You can change the labels that are displayed for your extensions features and abbreviated dial or speed dial buttons For example you can change the label for your extension to My Line ONDARWN 11 Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Application Settings Press Select or OK Select Personalize Labels Press Change or OK Select the label you want to edit Note If the label you want to edit is on the Features menu scroll right to access the Features menu and select the label you want to2. ADO Ube cea aaa 9 Telephone Stand ADO Utes ceeds ds nds delves iasa dn kaka maan 10 Text Size CUMING Off sce abaikan 14 Thumb driveS oo oo oo W Wa 24 TAN SE tannn ama tania ama anta 19 U USB IIS anna kasa 25 merging with contacts list 24 USB flash drives WOFKING Wit 24 V Visual Alerts COMTIGUTING ession aana a 13 Voice dialinN crecer Woman 12 Changing setting ooooo 12 Voicemail logging Ii ae den n 27 30 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide
3. Press Change or OK or use the right or left navigation arrows to set the option to Yes or No Press Save NOTAN co Issue 4 May 2008 11 Options amp Settings Changing the voice dialing setting ND OT eO ND Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Voice Dialing Press Change or OK to set the option to on or off Voice initiated dialing is set to on by default Press Save Changing the voice dialing language _ SOWNDURYNA Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Voice Dialing Language Press Change or OK Select the language you will speak to search for and dial your contacts Press Select or OK Press Yes to confirm the selected language Setting redial options You can set Redial to dial the last number you dialed or to display a list of the last numbers you dialed CONOARWN gt Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Redial Press Change or OK to toggle between One Number and List Press Save Configuring call timers You can set your call settings to display the duration of calls You can turn the call timer display on or off ONDA RWNY Press Avaya Menu Select Options am
4. sending directly to voicemall 17 sending to coverage ooWo 20 WANSTENTING Le Raat Pesanan 19 L Language GRANG eeaeee 15 changing voice dialing o 12 Logging in as a gUESt ooooooo 28 Logging in to your telephone 27 Logging in to your telephone extension 28 Logging out of your telephone extension 21 Login as a guest USEF oooooWoWo 27 M Memory Stick 24 Messages TETNIEVING Anna katana ee Muting CallS oo o oWo Woo 19 N Navigation Arrows NONE amp left ce cccsics es edene 8 UD amp OOW asn ten aniren nanan 8 O Options amp Settings felole1t j Aena e E aneka saman mana en nana naa bana 11 call logging 27 changing language ooo oo 15 changing ring pattern ooo 14 configuring visual alerts 13 go to phone screen on ringing 11 go to phone screen on calling 11 redial settings 12 Outgoing calls making a Call oooooWo Woo 17 making a call on a bridged line 22 redialing a NUMET oooooo oooo 18 P Phone Settings ADOUT asen ana 11 R Redial aeciaiee aia 18 Redial Options SERING EEE tuyere iteiaceesn eae 12 replacing contacts list with 25 Ring Pattern CHANGING anime naas 14 S Scrolling and Navigation aDOUt odrone tania da ea SEN 8 SENDAL Lis sin nuansa 20 T Telephone display icons
5. 22399 10 00am 7 10 06 gt Overview Phone Active Call 22399 22399 22399 Sandy Rob M C 2 7 4 GS able on your ntact your system USB Port Message Waiting Indicator Missed Call Indicator Prompt Line Line Buttons Softkey Labels Softkeys Message Navigation Arrows OK Phone Contacts Call Log Avaya Menu Volume Mute Speaker Headset Forward Table 1 9630 9630G IP Telephone Button Feature Descriptions Name Description USB Port Insert a USB device also called a memory stick thumb drive or flash drive to transfer contacts between your phone and an external data source see Importing and Exporting Contacts using USB Devices for more information You can also recharge some battery powered Issue 4 May 2008 7 Scrolling and Navigation Name Description devices by using a USB cable to connect the device to your telephone s USB port Message Waiting An illuminated red light in the upper right corner of your phone Indicator indicates you have voicemail messages waiting If Visual Alerting is enabled this light flashes when you receive an incoming call Missed Call The icon on the Call Log button is illuminated when you have missed Indicator calls The top line shows the Missed Call icon and the
6. 23 adding from the call log 26 copying to USB flash drive 25 OeletiNg enea 24 OOM Guetta AT P 24 importing exporting via USB flash drives 24 merging USB files with 24 name display during calls 13 Searching 18 22 SGISCUNG ella aa kaan 23 copying contacts list tO oooo 25 Copying contacts list to USB file 25 Coverage an ennienni asn nana ata matan 20 D Directory calling a PErSON oocoooWo Woo 16 Display adjusting brightness oo 13 adjusting COntraSt ooooo 13 E Emergency call sssi 17 Error Tones TUTNING KoI n AAP a RA amanda 14 F Features AD OU pria da ain mita ian ena ada 16 ACCESSING siensa aaiae a tean 16 Flash Ai MOS isoina 24 Forwarding Calls ADO Uton isnin a a 19 Forwarding acallar danu donat ana danan 20 Issue 4 Index May 2008 29 Index G Go To Phone Screen Options on Calling SEING iie aing isa 11 Go To Phone Screen Options on ringing SEKING i dodit een aan Basah TT Guest I0giN oo ooo WWW Waah 28 GueSLIOGIN 2 ban maan 27 H Hold conference CallS W WWW WW W o 21 Icons in telephone display AD OUt cdc E AEA TE E vat tee eceees st TEE adam 9 Incoming Calls ONON aiaee E 17 Incoming calls ANSWETING ceeeeeeeeeeneeneeeeeeeeeeeeeeeeaaaas if directing to multiple telephones 16 FOPWANCING cece eee eeecteeeeeeeeeentaeeeeeeeeeenaas 20
7. WML applications select Phone Settings to access the standard telephone Options amp Settings menu Options amp Settings or Phone Settings if your menu is customized lets you change your call settings personalize button labels adjust brightness and contrast select your ringing pattern and more The Browser menu contains additional web based applications If no web applications are available for your phone the Browser menu is not shown Network Information shows a summary of network related parameters for your phone About Avaya one X provides the release number of your telephone software Guest Login lets you log in to a phone to which you are not normally assigned to access your own contacts and features Log Out lets you sign off the phone to protect your settings or to allow another user to log in Log out does not display unless your phone and any associated button module is in an idle state Note The sub menus that appear depend on how your extension was administered Some options or sub menus may not be available 10 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Avaya Menu Options amp Settings The Options amp Settings menu contains choices for e Call Settings e Application Settings e Screen amp Sound Options e Advanced Options Call Settings includes choices for automatically displaying the Phone screen when you get an incoming call or when you place a call turning cal
8. dialed from which you can select one to redial See Setting Redial Options for information on redial settings If you are working with a redial list scroll to the number you want to call and press Call or OK Note Your system administrator can disable Redial functionality Using voice dialing You can say a name to search for and call any contact when voice dialing is set to on You can optionally say a qualifier like at home or mobile with the name to get to a specific number for the contact The first two times you use voice dialing a help screen displays to assist you in using this feature 1 2 Press Contacts If no tone is generated or if no check mark appears next to the Voice softkey press Voice Note To make voice initiated dialing available each time you access your contacts see Changing the voice dialing setting To change the language you want to use for voice dialing commands see Changing the voice dialing language Within a few seconds or as soon as you hear the tone say the name of the person you want to call You can say the name in first name last name order even if the name is displayed as last name first name order and separated by a comma in your Contacts list You can optionally add a qualifier for example at home at office mobile phone cell phone or say one of the contact number types Home Work Mobile with the name For example to reach Sam Jones at his primary number y
9. edit Press Edit Edit the label using up to 13 characters Note Press Clear to clear all text fields and start over Press Save or OK Note You may revert back to the default button labels by selecting Avaya Menu gt Options amp Settings gt Application Settings gt Restore Default Button Labels and pressing Default Browser Your telephone includes a Web browser capability that can be used to present additional applications The items available through the Web browser vary depending upon how your telephone is administered Contact your system administrator with any questions Access the browser through the Avaya Menu If you don t see the Browser option on the Avaya Menu no Web applications are available for your phone Accessing your browser 1 2 Press Avaya Menu Press Browser or OK Issue 4 May 2008 15 Accessing the Features menu Features menu The Features menu gives you access to advanced telephony features such as Directory Abbreviated Dial Call Forwarding and Speed Dial buttons Directory allows you to dial other users on your system by name You can use Send All Calls and Call Forward to have your incoming calls sent to other numbers EC500 allows you to answer your incoming calls from your desk phone or another phone Forwarding features are also listed in the Forward menu Your system administrator may also assign freguently used features to softkeys to give you guick access The particul
10. handset or by pressing Speaker or Headset or Answer 1 Select the bridged call that you want to answer Note The ringing line will typically be selected automatically If you are on another call when a call comes in to a bridged line you have to select the ringing line just like for an incoming call to a primary line 2 Press Answer Joining a call on a bridged line You can join an existing call on a bridged line 1 Select the bridged call in progress that you want to join 2 Press Bridge Making an outgoing call on a bridged line When you make a call on a bridged line you are using another person s line The caller ID may show the call as coming from you or coming from the person whose line you are using If you have any guestions about how the name or extension displays to the person you are calling contact your system administrator 1 Select the bridged line you want to use 2 Press OK to get a dial tone 3 Dial the telephone number or call the person from the Contacts list or call the person from the Call Log list Contacts You can save up to 250 names and up to 3 telephone numbers per name You can also call a contact by speaking the contact name see Using voice dialing for information on voice dialing You can also import or export a Contact list using a USB device see Importing and Exporting Contacts using USB Flash Drives for information Note If you press the Contacts button and nothing happe
11. press Exit to return to the list of contacts USB actions without writing the merged file to the USB device Note Attempts to merge more than the 250 entries allowed produces a List Full screen which lets you either save the partial list the first 250 entries or cancel the merge without writing the external file s contents to the telephone Replacing your contacts list with an external file Use a USB flash drive to replace your entire contacts list with the contacts from an external file Incoming contacts must have a name and at least one and no more than three telephone numbers with associated types If not provided the type of number will default to the general type Your system administrator can provide detailed format information about external data source files Plug the USB flash drive into the jack near the top left edge of your phone Scroll down to Replace phone contacts with file Press Select or OK Review the statistics displayed which show the number of valid and invalid entries and if applicable how many entries exceed the 250 contact phone maximum 5 Press Save or OK to overwrite and replace your contacts list with the file on your USB device or press Cancel to cancel the replacement and retain your current contact list PON gt Copying your contact list to a USB flash drive You can copy your entire contact list from your phone to a USB flash drive for safekeeping or to use in an external software progra
12. system About Logging In to and Out of Your Telephone Logging in and out maintains your preferences call information and options if you share a telephone with other users Log out to prevent unauthorized use of your telephone during an absence Note Call log information is lost after you log out your extension Issue 4 May 2008 27 Logging in to your telephone extension Logging in to your telephone extension Log in from the initial screen when it prompts you for your extension 1 Enter your extension 2 Press Enter or OK 3 Enter your password 4 Press Enter Logging in as a guest user Log in to another phone as a guest to retain the features and functionality of your own phone For example if you are temporarily using a visitor s office telephone but want to have your Contacts list available The telephone must be on hook to select this feature Press Avaya Menu Select Guest Login Enter your extension Press Enter or OK Enter your password Press Enter or OK Scroll left or right to select the expected amount of time you will use this phone You can log out as a guest at any time despite the duration you select Press Enter or OK NOORWN gt oo Logging out of your telephone extension 1 Press Avaya Menu 2 Scroll down and select Log Out 3 Press Log Out or OK 4 Press Log Out to confirm 28 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Index A
13. the conference call Muting a person on a conference call You may be able to silence a person on a conference call using the Silence softkey The individual muting feature is not available on all systems If you do not see Silence when you choose a person you cannot mute that person 1 From the Phone screen press More Details during a conference call 2 Select the person you want to mute 3 Press Silence 4 Press Silence again to take the person off mute Dropping the last person added from a conference call 1 From the Phone screen select your active call 2 Press Drop Dropping a person from a conference call This feature is not available on all systems 1 From the Phone screen select your active call 2 Press More then Details 3 Select the person you want to drop 4 Press Drop Bridged Calls Your phone may show one or more bridged lines on the display screen in addition to your own lines A bridged line typically belongs to someone else but bridging allows you to see if that line is in use answer calls on that line or join a call in progress on that line from your telephone You can also make outgoing calls on a bridged line when it is not in use Issue 4 May 2008 21 Answering a call on a bridged line Answering a call on a bridged line Answering a call on a bridged line is basically the same as acall on a primary line If the ringing line is selected you can answer by picking up the
14. the dialpad a Press the number key that corresponds to the letter or number you want to enter until the letter or number is displayed b Pause before entering the next character if the characters are on the same key c Enter remaining letters or numbers d Press Bksp to delete the last character Note If you want to remove a letter number space or symbol that is in the middle of the text you entered use the left and right navigation arrows to place your cursor after the character you want to remove Once your cursor is in the correct position press Bksp to remove the character to the left of the cursor Press More gt Abc to change between upper and lower case letters or to enter numbers f Press ABC again to cycle through the options Abc 123 abc ABC until the type you want to use is displayed 9 Press More gt Symbols to enter characters that are not on your dialpad h Select the symbol you want to use i Press OK to select the symbol j Press Clear to delete all text and start over Select the next field Enter the telephone number and press Primary if applicable The primary number is the one that will always display without having to go into contact details Select the next field Select the type of number entered general work mobile home If you have another number for this contact scroll down and repeat Steps 5 7 You can add up to two additional numbers for this contact but you can desi
15. AVAYA Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide 16 300700 Issue 4 May 2008 Contents Contents NONGOS La ami SSS A ES 5 Introduction to the 9630 9630G IP Telephone oom 7 Bea mna Ra pa Haa aa asn se AA ep 7 Seri ling and Naviga Wonen E an NE 8 PROUT ON a E naa ea 9 Telepono Siaa a E a 9 Avaya Menassan ai 10 Opiania A Se i ERANA E E Sa 10 Setting Go To Phone Screen on Callifg oooooo cocooo co om moo W o co m oco 11 Setting the Go To Phone Screen on ringing oooooWo Woo 11 Changing the voice dialing SEA ombak na ai Re aan 11 Changing the voice dialing IANGUAGS 2 heel naa ah 12 Bing reol ODIOS ien ae aa nan ai 12 agung Ca Na A E AEA E E O AE A SEA 12 Camiguin Veul alas aisnean ieri aia an 12 Seting ihe ando patois a 13 Setting contact names to display during CallS oooooWooWoWoWoWo Wo 13 Adjusting the brightness or contrast of the display ooo oWoo 13 Turning Button click SOUnGS OM and Off cccscsssscessssicecsesssanessdudecssnarsnnniaadaceoeeetommanises 13 Taring ara tones DN BRO ii repre tr errr sy reverse ree aa 14 Toming Tea Oa Be Naa 14 Aang nN Tee BUI ORION Ai BEA an BAN BA BSA Aom BAE mp ik 14 Ghangiig Ne Ang Unand mnta AR aa pa 14 Pesanan Buta WEBS io na 15 Ann SN ne na Na Pe Pn Ba PP 15 e k TE EA ea A A AE A D tennis 15 go T T PA T E EEEE TT 15 Accessiity the Features Menu mean nk an en ank 16 Gal ling amp per
16. Applications 801i te 01 LP 22 Audio path 0 at 01010 Ce 13 Avaya Menu ADOU i mane sacwidgendhssseudoceavens EES 10 OPLIOTIS a it TENIS Onani E E 14 B Bridged Calls ADOUE Senen usah 21 ANSWETING eicces 22 JONING es hana aim 22 Browser ADOU lianna ta ana ban ae aah 15 ACCESSING ser 15 Button Click Sounds COMMUTING serien 14 Button Labels PErSONAlIZING oooooo Woo 15 Cc Call Log AD OU Head ever nda asn th har EAT 26 calling a PETSON oooooooooWooo 19 Clearing EntrieS oooooo 21 removing AN ENY 26 turning Off WWW mann 27 VIEWING css eno ama aan hama Ka agama 26 Viewing detailS o ooo oWo 26 Call Settings changing voice dialing language 12 changing voice dialing setting 12 Call Timers CONfIGUTING ooooW enakan 12 Calling a Person from the Call 109 19 from the Contacts list 19 from the directory ooooo WoW 16 Calling using voice dialing 18 Conference Calls ADO Ue vsscrceaiics dekan nea saka 20 adding a person on hold oooooooo 21 dropping A PETSON oooooooo Woo 21 dropping the last persOn 21 muting A perSan 21 putting a call on hold 21 SEHING U Pee mada ran 20 Contacts List calling A PETSOM oooooooooo 19 GOMLACTS sees 01 2s an ntob ma banana 25 using temporary USB files 26 AD Out sie indoles sacucadeveddacucs nanda nikah amanah 22 adding A NEW
17. For example when you select an entry in your Contacts list pressing OK places a call to that person You can also select a line or feature without scrolling by pressing the corresponding line button About Icons The icons in the following table indicate the state of a call navigation choices or the status of a contact team member whose presence you are tracking Table 2 Icons in the Telephone Display Icon Description x Missed call a call was not answered or was forwarded to voice mail Incoming call is ringing Call is active Call is on hold Your calls are being forwarded Conference is active Conference is on hold Use the Right or Left navigation arrow to see additional pages screens options TC SRI Scroll left for other options Scroll right for other options Scroll up or down for other options bova End of list scroll up to see choices Beginning of list scroll down to see choices The call in progress is muted The ringer volume is off due to pressing on the Volume button until the volume turns off To reinstate volume press on the Volume button 8 d m Team icon indicating this team member is available TC Team icon indicating this team member is busy on a call and not available Issue 4 May 2008 9 Telephone Stand Telephone Stand Your telephone can be placed in two positions a lower positi
18. adset to use the headset if it is connected Only HIS headset cords are compatible with your phone Mute Press Mute to mute a call in progress To take a call off mute press Mute again Speaker Press Speaker to use the speakerphone To take a call off speakerphone lift the handset Forward Press Forward to display the Forwarding menu Scrolling and Navigation When navigating through the options and features on your telephone display use the navigation arrows to scroll and buttons to select lines or options Use the up and down navigation arrows to scroll up or down through lists A navigation icon appears in the phone display to indicate that you can scroll to more options or information When only one up or down navigation arrow shows it indicates you are at the 8 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Introduction to the 9630 9630G IP Telephone top or bottom of the list and can only move in the direction indicated by that arrow Use the right and left navigation arrows to go to other screens when the paging icon left and right facing arrows displays on the Title Line or to move the cursor right or left when entering text When you scroll to a line on the display that line is selected The selected line is highlighted in black with white letters The softkey labels will change according to the options available for the highlighted line The OK button is a shortcut for the default action
19. anty is available through the following Web site http www avaya com support Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction transfer and or use can be a criminal as well as a civil offense under the applicable law Avaya support Avaya Inc 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 Issue 4 May 2008 5 6 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Introduction to the 9630 9630G IP Telephone Introduction to the 9630 9630G IP Telephone Your telephone provides many features including a Phone screen to vi ew and manage your calls a Call Log a Contacts list an integrated WML browser a menu of options and settings and access to your voicemail The G designation in 9630G means this telephone model has a built in Gigabit Ethernet adapter which speeds data transmission A telephone with the G designation is otherwise identical to its 9630 counterpart in terms of features and functionality Not all functions and features described in this user guide may be avail telephone If you find that a function or feature is not available please co administrator 3 x
20. ar features available to you depend on what your administrator has assigned to your phone For more information about what features and options are available for your extension contact your system administrator Accessing the Features menu From the Phone screen scroll right to access the Features menu Note To return to the main Phone screen press Phone or scroll to the left Note The LED next to the feature name indicates if the feature is currently on or off If the light is on and a check mark displays to the left of the feature label M the feature is on Calling a person from the directory 1 From the Phone screen scroll right to access the Features menu select Directory and press Select or OK 2 Use the dialpad keys to start spelling the last name of the person you want to call Note Press each dialpad key one time for each corresponding letter For example for Hill press 4 4 5 5 Select Next to view the next name alphabetically in the directory if necessary Press OK or enter the next letter Select Make Call when you see the name you want Press OK to dial the call HT P0 Configuring simultaneous ringing for multiple telephones EC500 The EC500 feature allows you to have incoming calls ring on your office telephone and your cell phone atthe same time This allows you to answer office calls while you are away from your desk The cell phone number is programmed by your system administ
21. e information please see the complete document Avaya Legal Page for Hardware Documentation Document number 03 600759 To locate this document on our website simply go to http Awww avaya com support and search for the document number in the search box Documentation disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Customer and or 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 the Customer or End User Link disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages Warranty Avaya Inc 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 warr
22. ect Call Settings Press Select or OK Select Pair Contacts to Calls Press Change or OK to change the setting to On or Off Press Save ang the brightness or contrast of the display _ SONDURYNA Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Brightness or Contrast Press Change or OK Select Phone or an SBM24 Module Scroll to the right or left to adjust the brightness or contrast Press Save or OK Issue 4 May 2008 13 Options amp Settings Turning button click sounds on and off ONOARWN Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Button Clicks Press Change or OK to turn sounds on or off Press Save Turning error tones on or off Your telephone beeps if you make a mistake or take an action that is not allowed If you do not want to hear error beeps set your error tone to Off ONOARWN Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Screen amp Sound Options Press Select or OK Select Error Tones Press Change or OK to turn error tones on or off Press Save Turning large text on or off 1 ND ANN Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Screen amp Sound Options
23. ems are not supported Multiple LUNS are not supported Contact files merged or written to the phone s contacts list must be in a specific format One way to ensure thatthe file is in the proper format is to export your telephone s Contacts list to your USB device which automatically creates a properly formatted file Avaya also provides a spreadsheet tool that uses macros to convert your Outlook contacts into the Contacts format the telephone uses For information on this tool search for Avaya one X Deskphone Contact Import Tool on the Avaya support site at http www avaya com support Adding contacts from an external file to your contacts list Use a USB flash drive to add contacts from an external file to your contacts list Keep in mind that your contacts list cannot have more than 250 incoming entries 1 Plug the USB device into the jack near the top left edge of your phone 2 Press Select or OK to select Merge file and phone contacts Note The Merge option is shown only when both the USB file and the phone have contacts 24 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Importing and Exporting Contacts using USB Flash Drives 3 The merge occurs automatically When complete review the statistics displayed which show the number of entries duplicates and any errors 4 Press Save or OK to write the merged Contacts list back to the USB device and return to the list of contacts USB actions or
24. es in every log For example if you are viewing the Outgoing Calls list only outgoing calls are deleted from the call log However if you are viewing the All Calls list pressing Clear All deletes all calls from the call log PoN gt Press Call Log Select the list you want to delete Press More gt Clear All to delete all of the entries in the list you are viewing Press Clear All or OK to confirm Turning off call logging You can turn call logging on or off If you have bridged call appearances on your phone you can choose whether or not to include calls to your bridged lines in your call log D OOO NO Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Application Settings Press Select or OK Select the type of call logging you want to turn off Note To turn logging of bridged lines on or off select Log Bridged Calls and press Change or OK Press Change or OK to turn call logging on or off Press Save Getting Your Messages Press the Message button to connect directly to your voicemail system The lighted Message button and a red light on the upper right hand corner of your telephone indicate when you have messages waiting Your messages are an administered function Contact your system administrator with any questions Logging into your voicemail 1 To log in to your voicemail press the Message button 2 Follow the voice prompts from your voicemail
25. gnate only one number as primary Press Save or OK Issue 4 May 2008 23 Editing a contact Editing a contact Press Contacts Search for and select the contact you want to edit Press More gt Edit Choose the field you want to edit Use the dialpad and softkeys to make changes to the contact information Press Save or OK DO IP CoN Ss Deleting a contact Press Contacts Select the contact you want to delete Press More gt Delete Press Yes to confirm or No to cancel RON Importing and Exporting Contacts using USB Flash Drives If you have a USB Universal Serial Bus flash drive also called a thumb drive or memory stick you can add contacts to your contacts list from an E mail or other PC software program You can also copy your contact list from your phone to a USB flash drive replace the contents of your phone s current contact list with those on the USB flash drive or temporarily use the flash drive s contacts instead of your phone s contact list After inserting the flash drive into the USB jack either a list of contacts USB actions displays or the phone will notify you if you cannot proceed because the device is not supported or when a device exceeds the telephone s power requirements Note Whether power is provided to the phone s USB interface depends on how the phone is powered and administration settings Only FAT or FAT32 file systems are currently supported USB drives with NTFS file syst
26. l timers on or off controlling how Redial works turning Visual Alerting on or off and more Application Settings includes choices for personalizing button labels turning call logging on or off and including bridged calls in your call log Screen amp Sound options includes choices for adjusting your phone s brightness and contrast ring pattern language selection and button clicks and tones Advanced Options includes choices for backing up and restoring your settings options and button labels and setting up a Bluetooth adapter if one is attached to your phone You can also set AGC Automatic Gain Control for your headset handset and or speaker audio Setting Go To Phone Screen on Calling Set Go To Phone Screen on Calling to Yes to automatically display the Phone screen when you place a call Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Go To Phone Screen on Calling Press Change or OK or use the right or left navigation arrows to set the option to Yes or No Press Save NOORWNM Setting the Go To Phone Screen on ringing Set Go To Phone Screen on Ringing to Yes to automatically display the Phone screen when you get an incoming call Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Go to Phone Screen on Ringing
27. m If the USB flash drive already contains a contact file you must first confirm that you want to replace that file Plug the USB flash drive into the jack near the top left edge of your phone Scroll down to Write file with phone contacts Press Select or OK If your USB device currently has a contacts file on it press Save or OK to confirm that you want to overwrite that file with the telephone s contact list PoON gt Temporarily using a USB contacts list You can temporarily use a contacts file on a USB flash drive rather than your phone s contact list as long the USB flash drive remains attached to the phone For example copy your contacts list to your USB flash drive and take the device with you while traveling If Issue 4 May 2008 25 Viewing the call log you have access to a 9600 Series guest phone with the latest telephone software at another site you can attach the USB flash drive and use your contacts list 1 Call Log Plug the USB flash drive with the contacts file you want to use into the jack near the top left edge of your phone 2 Scroll down to Use contacts file while present 3 4 Press OK to access the contacts list on your USB flash drive Press Select or OK Note Any changes or updates you make to your contacts list while the USB device is connected affect only the temporary file on the USB device and not your regular telephone contacts list To revert back to using your telephone s con
28. ns your system administrator has disabled the button and its functionality Searching for a contact You can search for any name as described here or you can jump to a certain group of letters in your Contacts list by pressing the associated dial pad button For example if you press 3 the Contacts list might display entries starting with 3 D E or F depending on how you set up your contacts and how many times you press 3 in succession 1 Press Contacts 2 Using the dialpad start typing the name for which you want to search You can also search for and dial a contact using voice dialing see Using voice dialing for information 22 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide 3 Contacts Press Call to call the person or press More then Edit to edit contact information Viewing Contacts details 1 2 3 Press Contacts Select the contact you want to view Press Details to see the information available for that contact Note Selecting Details is the only way to dial a second or third number for a contact Press the appropriate softkey to call or edit this contact delete this contact or return to the Contacts screen Adding a new contact You can add up to three numbers for a contact 1 2 3 CON DN Press Contacts Press New if this is your first contact list entry or press More then New if you already have entries in your contact list Enter the name using
29. nter the forwarding number you hear a confirmation tone and the associated LED lights 5 Press Select or OK to turn the call forwarding feature off if it is already on Conference Calls You can use conference calls to speak with up to five people in different locations on the same call Additional conferencing options may be available through Expanded Meet Me Conferencing Contact your system administrator for more information about this feature Setting up a conference call 1 From the Phone screen select your active call 2 Press Conf 3 Dial the telephone number or call the person from the Contacts list or call the person from the Call Log list 4 When the person answers press Join or OK to add the person to the existing call 5 Press Add and repeat these steps to add another person to the conference call 20 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Bridged Calls Adding a person on hold to a conference call From the Phone screen select your active call Press Conf or Add if you are already in a conference Select the call on hold that you want to add to the conference Press Resume to take the call off hold Press Join to add the person to the conference call APONA Putting a conference call on hold 1 Press Hold during a conference call Note When you put a conference call on hold the other parties can still talk to each other 2 Press Resume or OK to resume
30. number of calls missed Prompt Line View the prompt line to see help information such as when you can use the right or left navigation arrows to view alternate screens or menus Line Buttons The six line buttons with integrated LEDs show which lines are in use and correspond to the lines on the display Press the line button to select that line Line buttons also indicate if a feature is enabled or disabled in the Feature view Softkeys Use the softkeys to act on objects displayed on the screen The softkey labels show you the action that each key produces The labels and the actions vary depending on the object that is selected Message Press the Message button to connect directly to your voicemail system Navigation Use the up and down navigation arrows to scroll through lists Use Arrows the right and left navigation arrows to navigate between menus or to move the cursor during text input OK Press the OK button for a shortcut to an action For example when you select a call log entry pressing OK dials the number Phone Press Phone to view and manage your calls Contacts Press Contacts to view the entries in your contact list Call Log Press Call Log to view a list of your outgoing incoming and missed calls Avaya Menu Press Avaya Menu to configure options and settings access the browser log out or view network information Volume Press volume to adjust the volume of the handset headset speaker and ringer Headset Press He
31. on and an upright position You can adjust the display screen to different angles To move the display screen gently pull from the top of the display screen towards you As you pull the screen towards you you will hear a clicking sound Each of these clicks is a locking position for the display screen Gently push on the display screen to adjust the screen to a previous position If your phone is in the upright position reverse the tab located below the switchhook in the top ear piece pocket on the front of the phone This will keep the handset seated in the correct position You will need a small screwdriver to lift this tab out Avaya Menu You can use the Avaya Menu to adjust and customize options and settings for your telephone access additional Web based applications get information about your phone and network settings and log out When you press the Avaya Menu button you see the following menus depending on how your administrator has set up your system and on the applications available to you Sample Menu 1 Sample Menu 2 Sample Menu 3 gt Options amp Settings gt Browser gt Network Information gt Guest Login gt Log Out gt About Avaya one X gt Your 1st Web Application gt Phone Settings gt Log Out gt About Avaya one X gt Call Settings gt Application Settings gt Screen amp Sound gt Advanced Options gt Network Information gt Log Out Note On menus with
32. ou can simply say Sam Jones To reach Sam Jones at home you might say Call Sam Jones at home Note If you don t add a qualifier and multiple numbers exist for that contact the telephone always dials the first number listed When one or more contacts display the most likely number matching your voice command is highlighted You have the following choices e Press Call or OK or the applicable line button to dial the highlighted number or scroll to select highlight a different number then press Call or OK or the line button 18 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Muting a Call e Press Details to view the contact details associated with the highlighted entry or select highlight a different entry then press Details If none of the matches represent the contact number you want press Retry and repeat the voice initiated dialing command from Step 3 e Press Cancel to exit voice dialing and return to the main contacts screen Calling a person from the Contacts list 1 Press the Contacts button 2 Select the person or primary number you want to call To call a non primary number select the person press Details then select the desired number 3 Press Call or OK Calling a person from the call log 1 Press the Call Log button 2 Select the person or number you want to call 3 Press the Call softkey or the OK button Muting a Call If a call is on mute and you swi
33. p Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Display Call Timers Press Change or OK to change the setting Press Save 12 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Avaya Menu Configuring visual alerts When the Visual Alerting option is turned on incoming calls cause the LED in the top right corner of the phone to flash You can turn Visual Alerting on or off DADOBONA Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Visual Alerting Press Change or OK to turn Visual Alerting on or off Press Save Setting the audio path You can set your phone to go off hook on the Speaker or the Headset when you make an on hook call ONDARON Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Select Call Settings Press Select or OK Select Audio Path Press Change or OK to change the Speaker or Headset setting Press Save Setting contact names to display during calls You can set your phone to show the contact s name rather than the calling party name for an incoming or answered call a transferred call or conference call when a calling or called party number matches a number on your Contacts list ONOARWONM Press Avaya Menu Select Options amp Settings or Phone Settings Press Select or OK Sel
34. phone depend on the options your system administrator has set For more information about the options available to you contact your system administrator Send all Calls When Send All Calls SAC is on your incoming calls go directly to a predefined coverage number typically your voicemail Incoming calls ring once at your extension and then go directly to a number which is set by your system administrator If the SAC feature is administered on your phone a SendAll softkey appears on the Phone screen for idle calls Pressing SendAll turns Send All Calls on If it is already on pressing SendAll turns it off You can also turn Send All Calls on or off by using the telephone Features list 1 Press Forward to access the main Forwarding menu 2 Select SendAllCalls 3 Press Select or OK to turn Send All Calls on or off Call Forwarding Several forwarding features may be available so you can set a number to which your calls will be forwarded or turn off call forwarding if it is already on If available your call forwarding features are listed on a Forwarding features menu 1 Press Forward to access the main Forwarding menu 2 Select the forwarding feature you want to activate 3 Press Select or OK to turn the call forwarding feature on Note When you turn on the Call Forwarding feature you hear a tone prompting you to enter the forwarding number 4 Enter the number to which you want to forward your calls Note After you e
35. rator 1 From the Phone screen scroll right to access the Features menu 2 Select EC 500 3 Press OK to turn simultaneous ringing on or off 16 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Answering a Call Answering a Call When you receive an incoming call the incoming call is usually selected automatically However if you are already on a call or if you receive more than one incoming call at a time you may need to select the call you want to answer manually Note If your telephone is administered with non typical settings you may experience call handling differences from the steps described here Also note that the phone will auto scroll in certain instances to present you with significant incoming calls If you do not have the Go to Phone Screen on Ringing option enabled you must press Phone to choose a line or view call options Answer an incoming call in one of the following ways e If you are not on another call lift the handset or e press the line button next to the incoming call or press Speaker to answer using the speakerphone or press Headset to answer using the headset If you are on another call from the Phone screen scroll to the line with the incoming call and press Answer or OK Or press the line button next to the incoming call Note To automatically display the Phone screen whenever you receive an incoming call set the Go to Phone Screen on Ringing option to Ye
36. s see Call Settings Sending an incoming call directly to voicemail Press To Vmail to send an incoming call directly to voicemail If your telephone does not display a To VMail softkey your administrator has not made this feature available Ignoring an incoming call Press Ignore to turn off the ringer for an incoming call Making a Call If you are not on a call simply dial the number you want to call Use the Phone screen to view and manage calls Press Phone to view the main Phone screen at any time 1 Lift the handset or press Speaker or Headset if applicable or a line button for an available line 2 Dial the number you want to call Making an emergency call You do not have to be logged in to make an emergency call If emergency calling was set up by your system administrator the Phone screen has an Emergency softkey to immediately connect you with a preset emergency services number Issue 4 May 2008 17 Clearing a number 1 2 Press the Emerg softkey If you do not see an Emerg softkey pick up the handset or press the Phone button then press the Emerg softkey To end the emergency call press the End Call softkey or press the Speaker button Clearing a number Press Clear to erase all dialed digits and enter a new number Redialing a number 1 From the Phone screen press Redial Note The last number will be redialed or you will see a list of the most recent numbers that you have
37. son Tromm the directo oirrasan aa 16 Configuring simultaneous ringing for multiple telephones EC500 ooooooWo Wo 16 aa aa NA Na 16 Sending an incoming call directly to voicemail oo 17 ignoring an incoming CAM ia aa aan 17 AA AAN 17 Making an SINGO Ca kan aa iz Pan eA TNS ads es So AE ee ts esa acre ee ncaa NN 18 Bic esl gis Bs PUMO ener mere ea NN enek ety a rrrere 18 Ping ee DANG nh bila anna mala op men AA on 18 Calling a person Mom the Contacts USE as coat nieno ms kara 19 Galing a peron tom tie call Obs ab aa ea wheel abu 19 Ba AA PP PA ED 19 Purda Can on acai ddan TAN TA TN PT PTP 19 2 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Contents aa aa Aa Pa Pa TN AN RA AT Forwarding CallS oo EEE EEA PA PEE S OERE Reem A E EA A NN en Pa E E T E E EE SAN FODA N ein a S 20 Conference Calls AEE E E A E T O T E PPP PAN AO PNP Setting up a sonterance C pod na Aa E Adding a person on hold to a conference cal a perils EA A T A E E Les Putting a conference call on hold 21 Muting a person on a conference call NAN PN Na SN AA TET Dropping the last person added from a conference 1 ea ERA Dropping a person from a conference Galloooococooco Wo ooWo coo Wwoo Wo coo musomnuaosio1 Bridged Calls Answering a call ona a bridged line Joining a call on a bridged line Making an outgoing call Of a Bridged TING sms Deleting acontact Impor
38. tacts list detach the USB device from the phone You can use the Call Log to view lists of your outgoing answered or missed calls When you have one or more missed calls the Call Log button lights and the Missed Calls icon and the number of missed calls display on the top line To call a person listed on your Call Log see Calling a person from the call log Viewing the call log 1 2 3 Press Call Log Note You can go to the top of the list by pressing Call Log again Scroll to the right or left to view separate lists of answered outgoing or missed Calls Scroll up or down to view the entries on the list Viewing call log details 1 2 3 4 Press Call Log Select the number you want to view Press Details Press Back to return to the list view Adding an entry from the call log to your Contacts list Or eO N Press Call Log Select the number you want to add to your Contacts list Press Contact Edit name and telephone number if necessary Press Save Removing an entry from the call log 1 2 3 4 Press Call Log Select the number you want to delete Press More gt Delete Press Remove to confirm or press Cancel if you do not want to delete it 26 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Getting Your Messages Clearing all entries from the call log Clearing all entries from a call log might or might not delete all of the entri
39. tch between the handset headset or speakerphone the mute will be turned off When the call is muted the Mute button light is on and the top line displays the Mute icon 1 Press Mute button during a call so that the other person cannot hear you 2 Press Mute again to unmute the call Putting a Call on Hold 1 Press Phone to view the main Phone screen if necessary 2 If you are not active on the line you want to put on hold select that line 3 Press Hold Note A hold timer may display when you put a call on hold For more information see Configuring call timers 4 Press Resume or the line button of the held call to retrieve the call Transferring a Call From the Phone screen select the line you want to transfer Press Transfer or OK Dial the telephone number or call the person from the Contacts list or call the person from the Call Log list Press Complete or OK to transfer the call PF ODZ Forwarding Calls You can forward your incoming calls to another number or to voicemail If call forwarding is turned on a Forwarding icon 3 appears on the top line of your display screen When Issue 4 May 2008 19 Send all Calls the Forward button light is on one or more of the forwarding features are active You can choose from a number of forwarding features including Send All Calls and Call Forward Listed below are examples of the most commonly used forwarding features The forwarding features available on your
40. ting and Exporting Contacts using USB Flash Drives 24 Adding contacts from an external file to your contacts list sighs Replacing your contacts list with an external file ooooooooWoWooWoWomo 25 Copying your contact list to a USB flash dB nana mna 25 Temporarily using a USB Contacts IlBhL co o oomcoooomoooooem em kakemk aah Call Log hi hanes E E i E A TE E Viewing the call log oF vey vng call ai pian ils Sal an entry be nihe sal lod Clearing all entries from the call log Turning off call logging aa Tour desea ion intend akhiri disahlanieandondiietdat see 27 About Logging In to and Out of Your AMAA ae akan Logging in to your telephone extension jas Haa ananda Logging in as a guest user 2 28 Logging out of your telephone extension P EE AE aa NA ee Issue 4 May 2008 3 Contents 4 Avaya one X Deskphone Edition for 9630 9630G IP Telephone User Guide Notices Notices 2008 Avaya Inc All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Note Using a cell mobile or GSM phone or a two way radio in close proximity to an Avaya IP telephone might cause interference For full legal pag
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