IP Office (R3.0)
Contents
1. Timer See Call Timer on page 20 Indicates that the displayed item is the currently selected item e Pressing Menu 538 gives access to up to 12 softkey functions Use 4 and to show the functions and press the display key beneath an option to select it e Pressing Menu 533 twice gives access to additional functions See DSS Key Functions on page 25 44 46 64xx amp TransTalk MDW 9040 User s Guide The 44 4600 and 6400 Telephones Page 7 40DHB0002UKEG Issue 10 9th February 2004 The Display Page 8 Make a Call Making Calls Making Calls Make a Call All phones in these series have a handsfree speaker so that you can dial and hear the call progress without having to pickup the handset On some models this facility is only one way so you must use the handset to be heard once the call is connected To make a call 1 Dial the number you require e If ENTER ACCOUNT appears then you are required to enter an account code before making calls see Account Codes on page 13 2 When answered either pickup the handset or if your phone supports it continue handsfree see Handsfree Operation on page 14 3 To end the call either put down the handset or if working handsfree press Spkr 4 Using the Directory The phone can display a directory of group names extension names or directory names from which you can select and then dial This feature is not supported on phones without Menu 533 and 42. To Display Parked Calls 1 AP on your display indicates that you have a parked call Press Menu 533 twice Select HC amp P held conference and parked The above Parks indicates that there are parked calls Select Parks The displays show the parked calls using the number assigned to each parked Call 6 To unpark a particular call press the display key under the parked call AU IO Holding Calls The system automatically reconnects held calls after a set period the default setting is 2 minutes To display held calls 1 An H on your display indicates that you have a held call Press Menu 533 twice Select HC amp P held conference and parked The above Helds indicates that there are held calls Select Helds If you have several held calls you can use the 4 and keys to the details of the different held calls e To clear a held call Select Drop e To reconnect a held call Select Pickup Sr eS Transfer a Call To transfer a call 1 During the call press Trnsfr EL The call is put on hold 2 Dial the number to which you want to transfer the call e Ifthe extension doesn t answer or doesn t want the call press the call appearance button to return to the original call e Ifthe extension answers and will accept the transfer press Transfr again e Todo a blind transfer hang up the call or hit the transfer button again 44 46 64xx amp TransTalk MDW 9040 User s Guide Hold Park amp
3. Note Your System Administrator may have configured a forwarding number on your behalf if so by using the star code from your extension you over ride the configured number Forwarding on No Answer is not effective if you are using voicemail Diverting Calls You can divert your calls to another extension In the examples below N is the extension to which you want your calls diverted Note that if you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number At another extension e 12 N from the extension you are temporarily using e 13 NF to re direct the calls back to your own extension before you return to it At your own extension e 14 N from your own extension e 14 to cancel either feature from your own extension 44 46 64xx amp TransTalk MDW 9040 User s Guide System Features Page 33 40DHB0002UKEG Issue 10 9th February 2004 Call Waiting Page 34 Do Not Disturb System Features Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list e To switch Do Not Disturb on with or without exceptions dial 08 to switch it off dial 09 e 410 N to add a number to the exception list e 411 N to delete a number from the exception list Note Your callers other than your exceptions either hear busy tone or are re directed to your voicemail Voicemail Note that not all sy
4. Page 5 Call Appearance Keys Each phone is configured by default with 3 Call Appearance keys Your System Administrator can change a call appearance key with A Bridged Appearance A bridged appearance key matches the status and operation of the Call Appearance Key on a pre defined colleague s telephone Hence you can pick up make and receive calls on behalf of your colleague A Line Appearance An IP Office exchange line but not IP lines can be allocated to you such that the status of that line is displayed and you can use the line appearance key to make and receive calls Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using call appearance keys Hence you can pick up calls on behalf of your colleague All of the above can only be allocated to you by your System Administrator For details of Bridged Line and Call Coverage Appearance Keys set up and their operation refer the IP Office Key and Lamp Operation manual CAUTIONS 1 Having more than two Call Appearance keys is very useful When holding a call you can answer make another call and then switch between calls or transfer or conference If you are set to receive call waiting indication the waiting call is shown against the next call appearance key 2 Although the System Administrator can replace the Call Appearance Keys with e A Bridged Appearance e ALine Appear
5. amp TransTalk MDW 9040 User s Guide DSS Key Functions Page 29 40DHB0002UKEG Issue 10 9th February 2004 Admin Functions Page 30 Admin Functions DSS Key Functions Park Park a call against another extension This function can be programmed with or without a target extension number If programmed with a target extension number pressing the DSS key when on a call will park that call against the target extension number If programmed without a target extension number pressing the DSS key when on a call allows entry of a target extension number before parking the call against that extension The parked call indication received at the target extension will depend on the phone type If the call remains parked for too long it will ring at the target extension Prog Program and relabel the default softkey functions Program a telephone number to dial against a DSS key see Storing Abbreviated Dialing Under a DSS Key on page 25 RngOf Switches the phones audible ringer on off This function does not require any data entered when programmed The appropriate DSS key lamp is lit whilst this function is on Pressing the DSS key again turns the function off SAC Switches do not disturb on off This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit and N is shown on the display All caller s receive busy tone or are diverted to the user s voicemail if enabled Pressing
6. 6400 Telephones 44 46 64xx amp TransTalk MDW 9040 User s Guide Phone Key Symbols 40DHB0002UKEG Issue 10 9th February 2004 The Display The 44 4600 and 6400 Telephones Page 7 The Display Phone locked Internal calls only see Lock Unlock the Phone on page 23 Call Forwarding On See Call Forwarding on page 16 In Group Held Call Shows the number of held calls see Holding Calls on page 19 Do Not Disturb On See Send All Calls Do Not Disturb on page 17 Parked Calls Shows the number of parked calls see Parking Calls on page 18 Out of Hours Shows when one or more of the Hunt Groups that the user is a member of is in Out of hours mode Unavailable This is displayed on the calling station when the called station has Do Not Disturb activated but is not being covered by Voicemail Voicemail This is displayed on the calling station when the called station has Do Not Disturb activated but is being covered by Voicemail 01 Calls in Call History See Display the Call History on page 14 DISC Disconnected Press Spkr 4 to end the call CONN Connected You are on a call CONF Conference Call You are part of a conference call see Conference Calls on page 15 This is displayed on the left hand side of the display PAGE Page Call See Answering a Page Call on page 12 Time amp Date See Display the Date and Time on page 20
7. allows you to restrict access selectively to certain numbers for external calls and to permit controlled access to your local network for staff working away from your premises Codes and phone numbers can be set up for the benefit of all users or can be assigned to individual extensions Codes for speed dialing may be up to eight digits and may include the and symbols The default feature codes can be deleted and replaced by alternatives if required In use phone numbers programmed for individual extensions take precedence over general ones and those entered at extensions take overall precedence these remain in force until cancelled by the user or when the system is re booted Default Speed Dial and Feature Codes Your System Administrator can set up Speed Dial codes for frequently used numbers These can be full numbers area codes or prefixes which give access to other telephone service providers 00 Cancel All Forwarding 32 N Call Pick Up Extension 01 Forward Unconditionally On 33 N Call Queue 02 Forward Unconditionally Off 34 Hold Music 03 Forward on Busy On 35 N Extn Login 04 Forward on Busy Off 36 N Extn Logout 05 Forward on No Answer On 37 NF Park Call 06 Forward on No Answer Off 38 N Ride Call 07 N Forward to number 39 Relay On 08 Do Not Disturb On 40 Relay Off 09 Do Not Disturb Of
8. eed ee eb ae ae dae aati eee el 29 A arene dhe ee el ke 30 PROG PP E E E E E A gece datiedal dang eat ade A heeded ued eed eel handing 30 O seca esac eee ae ene dae tea ated od attendee ae tenes ade ah A ae 30 SAG thus teint ei eaten tae ai dene ee lies ene ee ea ete 30 OS AA a bed Ra annie ina ein ae ae ete 30 A A AN 30 A CA 30 Programming Using the ProgA Menu cocina ii ni 31 System Features naaa 32 INTOdUEION 1 IA 32 Making Calls ranore nin E Cd o 32 Answering AS A a EC SICRS 32 CAMINATA 0 A AAA ARA 33 AOR ATU O iaa nta ERROR aos 33 Diverting CallS aei a A A A A E 33 DON OU DISTUID EAE EEA EREE EATA EREE EEE ENEE EE AE T A Sarit Se te at bcbaet iia hes 34 WOICG I alll lee AR AE ES ALA AA ATA Phan wR nat as ola Raph EGER 34 The System Administrator csi AAA A 35 Default Speed Dial and Feature Codes cccccccccccceeseseeeeeeeceeeeeeaesseeeeeeeeeeeeeaeaseeeeeeeeesenenes 35 44 46 64xx amp TransTalk MDW 9040 User s Guide Contents Page iii 40DHB0002UKEG Issue 10 9th February 2004 Page 4 Introduction The 44 4600 and 6400 Telephones The 44 4600 and 6400 Telephones Introduction This guide covers the use of most 4400 4600 and 6400 series telephones running in Key and Lamp mode on Avaya IP Office telephone systems operating with Level 3 0 software Note The 2420 and 4620 have their own separate users guides This guide assumes that the phone you are using has its default settings Be aware that
9. on page 9 Call History is not available on the 4406D 4606D and TransTalk MDW 9040 sets To display the call history 1 Press Menu 533 twice 2 Press k and then select Hist 3 The display shows the time date and number of the caller Use the 4 and keys to display the details of different callers 4 You can then select to either callback the caller or delete the call from the call history e To delete the call from call history Select Delet e To call the caller Select Call Page 14 Other Call Controls 44 46 64xx amp TransTalk MDW 9040 User s Guide Handsfree Operation 40DHB0002UKEG Issue 10 9th February 2004 Conference Calls Other Call Controls Page 15 Conference Calls The number of callers that you can have in a conference depends on the telephone system Contact your System Administrator for details Note The 4600 series telephones cannot add callers to a conference when working handsfree They can return to handsfree once they have completed adding a call to the conference To add another caller to a call or conference 1 During the existing call or conference press Conf ccc 2 Dial the other party e f not answered end the call either by pressing the Drop or Hold button then press Conf e When answered press Conf again Any call that was put on Hold is now put into the conference To drop a caller from a conference Note If the conference only contains four parties including yourself usin
10. only used when divert all calls is also on It also only works for calls to circular or linear groups Select Done Press Exit XL To set the divert on busy no answer number and modes PAIS 7 Press Menu 533 twice Press and select ProgA Select OnBsy Set the required divert number Use the left hand display key to backspace Select Next Use the display keys to switch OnBsy busy and NoAns no answer between Y on and N off Select Done Press Exit YE Call Forwarding You can forward you calls to another extension While forwarding your calls your phone will display a D in the top right of the display If the station that you are forwarding calls to also has forwarding active your call will go to the final destination To set call forwarding 1 2 Press Menu 533 Using the 4 and keys display and then select CFrwd This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 Set the required divert number Use the left hand display key to backspace When you have activated Divert see above the forward number is automatically filled in with the Divert number Then select Done Press Exit S To clear call forwarding 1 Press Menu 532 2 Using the 4 and keys display and then select CFrwd 3 Press Exit XL Page 16 Diverting Calls 44 46 64xx amp TransTalk MDW 9040 User s Guide Switch Divert On 40DHB0002UKEG Issue 10 9th Fe
11. the System Administrator can reprogram the system and or individual extensions to offer different sets of features If in doubt please contact your System Administrator Default Buttons Each phone is configured by default with 3 Call Appearance buttons These buttons are located on the top 3 buttons of the leftmost column They are used to make and receive calls See Call Appearance Keys on page 5 DSS Keys This guide details accessing many functions by pressing Menu 533 Many of these functions can be assigned to the DSS keys on your phone See DSS Key Functions on page 25 Note that the 4406D 4606D sets do not have the Menu 533 button For these sets a user can either have a button programmed through the manager contact your System Administrator or by using the short codes When using these sets use short codes This operation is described beginning in System Features on page 32 4450 DSS Module Some phones have a DSS port which allows the number of DSS keys available to can be increased by the addition of a DSS module The 4450 DSS module is available for use with both the 4412D and 4424D sets When using the 4450 ensure that the power supply must be connected to the phone The 4450 DSS module enhances functionality by providing an array of buttons that can be used to track Extensions Users or Park fields or be programmed for other functions that help the user to handle calls more efficiently See DSS Key Functions on page 25 Syste
12. the call e User Monitor another extension If the extension is ringing the lamp flashes and when you press the DSS key you can see details of the caller and have a DPkUp option to answer the call yourself When the lamp is on the extension is busy and pressing the DSS key display information about any call in progress e Group Monitor the status of a hunt group queue Flashes green is a call is incoming to the group Flashes red if the group has queued calls Press the key to show call information press the key again to pickup a call e Dial This is similar Storing a general number but the DSS lamp remains lit until the call is disconnected 5 Enter the number to store under the key the park slot user group or dial number Use the left hand display key to backspace 6 Press the DSS key under which you want to store the function e Ifthe DSS key is already set you will see options to Replace Keep or Delete the existing function Select the option required 7 When BUTTON PROGRAMMED is shown select Cont 8 Press Exit XL 44 46 64xx amp TransTalk MDW 9040 User s Guide DSS Key Functions Page 31 40DHB0002UKEG Issue 10 9th February 2004 Admin Functions Page 32 Introduction System Features System Features Introduction As well as your phones specific features you can access a number of system features by dialing short codes These instructions are for the system s default configuration They assume that you are u
13. AA EA Et toes 22 Lock Unlock the Phone raid ra tddi AEREA AE AAA AA AA NAAA AAA AAA AA AAA TAS 23 Change theLogin Code stato iD IS IS tai lial 23 Change the Extension Name ciencia eat 23 Change the Phone Language cccccccccccccccccccnccnnnnnonnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnneniness 24 Changing the System Date and Time occcccccccccncccecececenecncnnenenennnnnennrnnnrrenenerrnrnenenerenenenenes 24 DSS Key FUNCIONS anal 25 OTE EI EENI ETE E E uses ous oeBec ema emis puss A men eeesteet 25 Storing Abbreviated Dialing Under a DSS Key 22 cceccceeceeeeeceeeeeeeeeeeeeeeeeeeeneeeeeeeneeeenenteneenee 25 Programming Functions Against DSS KeyS ooooccccccccccccccococooooonoonnnnnnnnnnnnnnnnnnnnnnnnnnnnononnnnnnnnnnnnnnns 26 Programming Using the Admin Meis ccoo dalla dybetunnMasiedave divetlpebleeeteqarets 27 SS AA O O E 28 A aa 28 NO A a a Aaa ica ORTO 28 A A a E de 28 A EN A N EAE OA 28 PAU OE a eel ct 28 RWG isthe net Eas Bat res SO Bet hte ee ee ei A tes eat eh a OTE 28 CPA re EEA Seah ot eras Be heh ces Tes Rega grates See Stee real teak E A A oe ahi te ee 29 O 29 Did od e dete mg eae ta e trata 29 DRUM as ce Re Seal ee tare a eae eae Peed aid da 29 A eh cee ce te ecru A ee Rea O A te am Me De 29 GPG sisi Se sek ees tec E wea eect EE E A sauce ta gy actes tue saris E 10s dees A aia ase 29 HO dui A AA as etd wld ee ie ee 29 PANS it A ie ed ee ee ee eed ee ee ee dee eee ae 29 HON Suit nee ae
14. AVAYA IP Office R3 0 44 46 64xx amp Trans Talk MDW 9040 User s Guide 40DHBO002UKEG Issue 10 9th February 2004 Page ii Contents Contents The 44 4600 and 6400 Telephones ooooccccconcccccconcccccnnncnnnonananrnnnanannnnns 4 MOUNT A tc ererree recur AS 4 Trans Talk MDW 9040 re ee er ee eee A ae 4 GallAppearance KEYS io id 5 Phone Key Symbol S to LA e sede 6 HUNG DISPARA E AREA E Lima til 7 Making Galliani A ie 8 Make anales na ae 8 Using he Direction A A A A A a 8 A O RAN 9 Make Page Call tudio ill ll di dai 9 Leave a Message iii AAA AA tates td 9 Arrange a Callback 20 2 2022 eter tect eee dede ia 10 Leave a Message in Voicemail 222cce ences acid eii aida betta eii 10 Answering Callar tie ad 11 ANSWER AAA AAA AAA A AAA LAIR AND a 11 internal AUTOAR S WET ARA e RAR e A AA A a 11 Direct PIDO aene A As 11 Answering a Message Indicator 2 c c cscsenesessteneneeeneneneeeteneneeeteneneeeteneneeetenenaceteteneedenenceedeees 12 Answering a Page Gallos nenene nenes eenen nenene eneen e nenene ennenen eneee nenene 12 Other Call Controls vsscsivcentd coisas ia adia 13 Account CodeS Aree eee e e e e e EA ii 13 Recording g CA cl ld ay ac yi i ede ed a a E ak En 13 Handsfree OPTOMA AAA AAA A ake teeta aca 14 Drop alot ERE oia 14 Mutesa Cl ds ds 14 Display thie Gall HIST E E A A A A AA AAA TE 14 COMETENCS Calls ori EZRA ERA A Ed ERA 15 Diverting Callar is 16 SWITCH DING PEON a exes est ngaacevistuegesl v
15. Calls Page 11 Answering Calls Answer a Call To answer a call 1 2 Your display will show whatever information the system has about the calling party Press Spkr to answer handsfree or pickup the handset Internal Auto Answer Internal Auto Answer connects your internal calls after just one ring This feature also applies when a user is in Headset Mode See Using Headsets on page 21 TransTalk MDW 9040 users do not have access to Internal Auto Answer To set cancel internal Auto Answer 1 2 Press Menu 532 Select HfAns This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 Press Exit S Direct Pickup You can pickup a call ringing at another extension if you know the extension number 4406D 4606D and TransTalk MDW 9040 users can pickup a call for an extension via the shortcodes Contact your system Administrator for the appropriate code or if using the default shortcodes see Answering Call on page 11 To do a direct pickup 1 When you here the extension ringing press Menu 533 2 Using the 4 and keys display and then select DpkUp This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 3 Enter the extension number and then select Done Note that a DSS key cannot be used to enter the extension number 44 46 64xx amp TransTalk MDW 9040 User s Guide Answering Calls Page 11 40DHB0
16. Done Select another DSS key or press Exit 0 44 46 64xx amp TransTalk MDW 9040 User s Guide DSS Key Functions Page 25 40DHBO002UKEG Issue 10 9th February 2004 Overview Page 26 Programming Functions Against DSS Keys DSS Key Functions Programming Functions Against DSS Keys Most of the functions normally accessed by pressing Menu 33 can also be programmed under a DSS key This allows faster access to regularly used functions These features are available for you to program using the Admin or ProgA features under Menu 533 On your telephone The table below lists the menu of user programmable features available for Admin and ProgA respectively The menu of programmable functions that is available via the Admin key See Programming Using the Admin Menu on page 27 for instructions on how to program these functions Name Description Toggles Data Acct Account Code Entry No Optional AD Abbreviated Dial No Yes Admin Self Administer No No AutCB Automatic Callback Yes No CFrwd Call Forwarding All Yes Optional CPark Call Park Yes Optional CPkUp Call Pickup No No Dir directory No No DPkUp Directed Call Pickup No Yes Drop Drop No No GrpPg Group Paging No Yes HdSet Headset Toggle Yes No HfAns Internal Auto Answer Yes No HGNS Set Hunt Group Night Service Yes Yes Park Call Park to Other Extension No Yes Prog Abbreviate Dial Program No Yes RngOf
17. O002UKEG Issue 10 9th February 2004 Answer a Call Page 12 Answering a Message Indicator Answering Calls Answering a Message Indicator If another extension has left you a message or you have voicemail then your ES lamp is lit Note If you have voicemail ringback switched on then whenever you have new messages the voicemail system will ring you after you use the phone 4406D 4606D and TransTalk MDW 9040 sets can access their Voicemail Messages by using the shortcode for Voicemail Collect Contact your system Administrator for the appropriate code or if using the default codes see Voicemail on page34 To answer a message indication 1 Press Menu 533 twice 2 Select Msgs e A above Voice indicates that you have voicemail messages e A above Recvs indicates that another extension has lit you message indicator See Leave a Message on page 9 It can also indicate that an IP Office SoftConsole operator has sent you a text message 3 Select the type of message you want to answer 4 To check message indicators and text messages select Recvs e The display will show the time date and caller s extension number It also shows the message number and total number of messages e Use the 4 and keys to move through the stored messages e Press the top right display key to delete the displayed messages 5 To check voicemail messages select Voice e The display will show you how many voicemail messages you have in your mai
18. Ringer Off Yes No SAC Send All Calls Yes No Spres AD Suppress Yes No Timer Timer Yes No TmDay Time of Day Yes No The menu of programmable functions that is available via the ProgA key See Programming Using the ProgA Menu on page 31 for instructions on how to program these functions Name Description Toggles Data Park Park No Yes User User No Yes Group Group No Yes Number Dial No Yes Page 26 DSS Key Functions Programming Functions Against DSS Keys 44 46 64xx amp TransTalk MDW 9040 User s Guide 40DHB0002UKEG Issue 10 9th February 2004 Programming Functions Against DSS Keys DSS Key Functions Page 27 Programming Using the Admin Menu To add a function to a DSS key using Admin 1 Press Menu Soa 2 Using the 4and gt keys display and then select Admin Use the 4 and keys to display the function you want and then press the key below that function Selecting Expl explains the function names e Fora list of the available functions see below and for details of the functions see Programming Functions Against DSS Keys on page 26 on page and Error Reference source not found on page Error Bookmark not defined 3 Ifthe function requires a parameter such as an extension or group number you can enter it now If you don t enter a parameter it will be requested when you press the DSS key during usage 4 Press the DSS key against which you want the function programm
19. Transfer Page 19 40DHB0002UKEG Issue 10 9th February 2004 Holding Calls Page 20 Display the Date and Time Phone Controls Phone Controls Display the Date and Time You can change your phone display to show the date and time This uses the TmDay function Note that this function overwrites all other display information TransTalk MDW 9040 users do not have access to this feature To set cancel date and time display 1 Press Menu So 2 Using the 4and keys display and select TmDay This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 Call Timer You can run a Call timer If you start the timer before making a call it will reset to zero when you dial and again when you are connected Note that after ending a caller the timer is switched off TransTalk MDW 9040 users do not have access to this feature To start the call timer 1 Press Menu Fos Select Timer This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 Display Call Information You can display information about which number another extension is calling To display call information 1 Press Menu 533 twice 2 Select Call 3 Enter the extension or group number use the top left display key to backspace 4 Press k and select Listen 5 Press Exit XL Page 20 Phone Controls 44 46 64xx amp TransTalk MDW 9040 User s Guide Display th
20. a forwarding number and then switch call forwarding to that number on In both cases while call forwarding in on the appropriate DSS key lamp is lit and pressing the DSS key again switches call forwarding off Page 28 DSS Key Functions 44 46 64xx amp TransTalk MDW 9040 User s Guide Admin Functions 40DHB0002UKEG Issue 10 9th February 2004 Admin Functions DSS Key Functions Page 29 CPark Park the current call This function can be programmed with or without a park slot number If programmed with a park slot number pressing the appropriate DSS key will park unpark calls from that park slot The DSS key lamp is lit when a call is parked in that park slot If programmed without a park slot number calls being parked are assigned a number based on the parking telephone s extension number plus 0 1 2 etc in sequence Whilst the user has parked calls the DSS key lamp is lit Pressing the key while not on a call will display the parked calls and allow any of those calls to be unparked In all cases calls parked by a user will recall that user if not unparked after a set delay CPkup Answer a call ringing elsewhere on the telephone system This function does not require any data entered when programmed Pressing the programmed DSS key will answer pickup a call currently ringing on the telephone system Note We recommend that this function is only used in systems with a small number of users all located in one area U
21. all within your group e 32 201 to answer the call for a particular extension in this example 201 Note that if your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come in to effect Page 32 System Features 44 46 64xx amp TransTalk MDW 9040 User s Guide Introduction 40DHB0002UKEG Issue 10 9th February 2004 Call Waiting System Features Page 33 Call Waiting Call Waiting tells you if another call arrives while you are already making a call by making providing call waiting tone If you hear the Call Waiting signal use HOLD to put the present caller on hold press the Call Appearance button of the alerting call or HOLD again to connect to the alerting call To turn call waiting on use the code 15 to turn it off use 16 Call Forwarding Your calls can be forwarded to another extension or an external number either when you are away from your desk on no answer when your extension is busy and all calls for example when you go on holiday e Toswitch forward direct station i e not Hunt Group calls on dial 01 to switch it off dial 02 e To switch forward on busy on dial 03 to switch it off dial 04 e To switch forward on no answer on dial 05 to switch it off dial 06 e To set the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example
22. ance e Call Coverage Appearance e System Features This would severely restrict the use of features such as conference and transfer It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their default settings 44 46 64xx amp TransTalk MDW 9040 User s Guide The 44 4600 and 6400 Telephones Page 5 40DHB0002UKEG Issue 10 9th February 2004 Call Appearance Keys Page 6 Phone Key Symbols The 44 4600 and 6400 Telephones Phone Key Symbols Yo ur phone may use either text or icon markings for some keys i Spkr The light above the key is lit when working handsfree See Handsfree Operation on page 14 Mute The light above the key is lit or blinking when using mute See Mute a Call on page 14 r Hold See Holding Calls on page 19 34 Redial See Redial on page 9 Trnsfr See Transfer a Call on page 19 ccc Conf See Conference Calls on page 15 E Message Indica tor See Answering a Message Indicator on page 12 532 Menu Used to access features and functions Not available on the 4406D 4606D and TransTalk MDW 9040 The two keys are used to make display selections and data entry Not available on the 4406D 4606D and TransTalk MDW 9040 a0 Exit Use this key to exit the administration menus and return to normal phone operation Not available on the 4406D 4606D and TransTalk MDW 9040 Page 6 The 44 4600 and
23. bility to log on at any phone on the system and have that phone adopt your user settings until you log off You cannot use hot desking unless the System Administrator has allocated you as a hot desking user Note that this is only available when you have a defined password To Log On 1 Press Menu fe twice 2 Press k and then select Hdesk 3 Select LogOn 4 Enter your extension number and then select Next 5 Enter your password and then select Done To Log Off 1 Press Menu 533 twice 2 Press k and then select Hdesk 3 Select LogOff 4 The phone will now display NoUser Group Enable Disable You can enable or disable your group membership Enabling your membership means that you are available for calls 4406D sets must use the short codes To switch send all calls on off 1 Press Menu 538 twice 2 Using the 4 and keys display and then select Group A Y above it indicates group membership is enabled Press Exit S Page 22 Phone Controls 44 46 64xx amp TransTalk MDW 9040 User s Guide Hot Desking 40DHB0002UKEG Issue 10 9th February 2004 Lock Unlock the Phone Phone Controls Page 23 Lock Unlock the Phone While locked the phone displays a B and can only make internal calls to other extension Attempts to make other calls display CALL BARRED To lock unlock the phone 1 2 3 4 Press Menu 533 twice Press and select ProgA Select Bar Select Change to switch th
24. bruary 2004 Send All Calls Do Not Disturb Diverting Calls Page 17 Send All Calls Do Not Disturb When on all your callers either hear busy tone or are diverted to voicemail if installed The System Administrator can setup a list of exception numbers for you who can still call you during Do Not Disturb 4406D and 4606D users can activate this feature via a short code or programmed button TransTalk MDW 9040 users activate this via a short code To switch send all calls on off 1 Press Menu 533 2 Using the 4and keys display and then select SAC This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 A above it indicates it is on 3 Press Exit S Setting Absence Text You can set some absence text that then appears on your phone s display The same text is also shown on other extension with suitable displays when they call you Setting an absence text does not redirect your calls in any way that must be done using Call Forwarding Divert or Do not Disturb 4406D 4606D and TransTalk MDW 9040 users can activate this feature via a shortcode To set your absence text Press Menu 533 twice Press and select ProgA Select Absnt To select an absence text select CHNGE When the text required is shown select DONE If you want some personal text to accompany your chosen message select EDIT otherwise select NONE 7 If you chose to have some persona
25. can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 The caller is parked and your phone displays a P as a reminder Or 3 During a call press Menu 553 twice 4 Select Func and then select CPark The caller is parked and your phone displays a P as a reminder To Retrieve the Parked Call at Your Extension 1 Press Menu So 2 Using the 4and keys display and then select CPark 3 The display shows the parked calls as your extension number plus a number for the order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 4 Select the call to unpark Press Menu 533 twice Select Func and then select CPark The display shows the parked calls as your extension number plus a number for the order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 Select the call to unpark AD Page 18 Hold Park amp Transfer 44 46 64xx amp TransTalk MDW 9040 User s Guide Parking Calls 40DHBO0002UKEG Issue 10 9th February 2004 Holding Calls Hold Park amp Transfer Page 19 To Retrieve a Parked Call at Another Extension 1 At any extension on the system dial 38 N where N is the number that was assigned to the parked call usually the parking extension number followed by 0 of the parked call For example To unpark the first call parked by 206 dial 38 2060
26. e Date and Time 40DHB0002UKEG Issue 10 9th February 2004 Changing the Volume Phone Controls Page 21 Changing the Volume You can alter the volume of the handsfree speaker the handset speaker and the ringer To change the ringer volume 1 Without lift the handset press the either end of the volume button Use either end of the button to adjust the volume To change the speaker volume 1 Lift the handset to adjust handset volume or press Spkr to adjust the handsfree volume 2 Press the either end of the Volume key Use either end of the button to adjust the volume up d or down Changing the Ringer Sound This feature is available on the 6400 series phones only You can select the type of ring that your phone uses To change the ringer sound This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 1 Without lift the handset press Conf UL 2 You will hear a ring Press Conf again to hear another ring type 3 Repeat pressing Conf until you hear the ring that you want Wait until you hear a ring again and then a tone The ring is now saved Using Headsets Using headsets is documented separately Refer to your System Administrator 44 46 64xx amp TransTalk MDW 9040 User s Guide Phone Controls Page 21 40DHB0002UKEG Issue 10 9th February 2004 Changing the Volume Page 22 Hot Desking Phone Controls Hot Desking Hot desking is the a
27. e phone between locked and unlocked then select Done Press Exit S Change the Login Code This changes the user s Login Code used for functions such as Hot Desking see Hot Desking on page 22 To set your phone password SUIS AI E Press Menu 533 twice Press and select ProgA Select Pswd Enter the existing password if requested and press Done Enter the new password and then press Done Press Exit 0 Change the Extension Name This changes the full name stored by the telephone system The full name is used within the directory function and by the PhoneManager application It does not change the name shown when making and receiving calls To change your extension name T Press Menu 534 twice 2 Press k and select ProgA 3 Press kr and select Name 4 Enter the new name Use the dialing keys and Rotat to enter characters For example to enter an L press the 5 key and then press Rotat until an L is displayed You can use the top left display key to backspace 5 When the text is as you require press Done 6 Press Exit XL 44 46 64xx 8 TransTalk MDW 9040 User s Guide Phone Controls Page 23 40DHB0O002UKEG Issue 10 9th February 2004 Lock Unlock the Phone Page 24 Change the Phone Language Phone Controls Change the Phone Language This will change the language used in the phone s display On some voicemail systems it will also change the language of the voicemail prompts played when
28. ed e Ifthe key is already programmed you will see options to Repla Keep or Delete Select the option required 5 Select Cont 6 Either select another function and program another DSS key or press Exit 0 To remove a function from a DSS key using Admin Press Menu 533 Using the 4 and keys display and then select Admin Press the DSS key against which the function is programmed Press the key below Clear and then press the DSS key again Select Delet to remove the function Press the key below Cont A Qe AI ES Either select another function to program another key or press Exit 0 44 46 64xx amp TransTalk MDW 9040 User s Guide DSS Key Functions Page 27 40DHB0002UKEG Issue 10 9th February 2004 Programming Functions Against DSS Keys Page 28 Admin Functions DSS Key Functions Admin Functions The following can be programmed against a DSS key via the Admin function see Programming Functions Against DSS Keys on page 26 Acct Make a call using an account code or enter an account code during a call This function can be programmed with or without data Note Any account code entered must match a valid code stored on the telephone system If a matching code does not exist RENTER ACCOUNT is displayed when the DSS key is used If programmed without an account code the telephone user is able to enter the code to use after pressing the DSS key AD Dial a stored number This function requires entry o
29. ests tole entceasepsactoeeence Cousin an E ee E saan a a E 16 Call Forward AD A A ncndady heals duc nena LATE 16 Send All Calls Do Not Disturb oooocccccnnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnannnnnnn 17 SettingAbsence Texte Aeee eesti ce te Siiy oS ee A AS 17 Hold Park amp Transfer occcocccooconoconaconocanccnaronaronnonaronaronaranrnnarcanrnnanos 18 PAPC CG AES os cis its E EEEE EE A eee aa aes ead 18 TO Parka Callas sie ih A een ees 18 To Retrieve the Parked Call at Your Extension 0 cccccceeeeeeeeeeeeeeeeenee eee sede seeeseeeseeeeeeeeeeeeeeeeeees 18 To Retrieve a Parked Call at Another Extension ooocococcicocococccccccnononc cnn 19 IKA DIETSE VA Parked Calls oa ental EE A E OAT ET 19 mlo ollare Ker E EE A AAA AAA ARA heme E AA 19 TrANSTE A Call pa rake A A AE E AAA Oak nds A ee a a ea E 19 PHONG Controls ias oia 20 Display the Date and Time 2 3 cinieic cies ceid aati eaaeed alge araedah iad tad ch da deka h cd cue hc 20 A O O E 20 Display Call Information sesi ea a aa a a E a a 20 Changing the Volumes ioeie teete a 21 Changing the Ringer Sound ase as as da a a atc da tc at ated da ea a Nad das an a aes Ga ee 21 Sno RA 21 Page ii Contents 44 46 64xx amp TransTalk MDW 9040 User s Guide 40DHB0002UKEG Issue 10 9th February 2004 Contents Page iii ONA DISIA nO En eee aac es UR cane ala cate aac he vedanta ee o 22 Group Enable Disable car TIA TE AREA A
30. f 41 Relay Pulse 10 N Do Not Disturb Exception Add 42 Relay On 11 N Do Not Disturb Exception Delete 43 Relay Off 12 N Follow Me Here 44 Relay Pulse 13 N Follow Me Here Cancel 45 N Call Steel 14 N Follow Me To 46 Call Steel 15 Call Waiting On 47 Conference Add 16 Call Waiting Off 48 Voicemail Ringback On 17 Voicemail Collect 49 Voicemail Ringback Off 18 Voicemail On 50 Forward Hunt Group Calls On 19 Voicemail Off 51 Forward Hunt Group Calls Off 20 N Set Hunt Group Night Service 52 Clear Call 21 N Clear Hunt Group Night Service 53 NF Call Pickup Members 29 Toggle Calls 57 NF Forward on busy number 30 Call Pick Up Any 70 N Dial Physical Extn by Number 31 Call Pick Up Group 71 NF Dial Physical Extn by ID 44 46 64xx amp TransTalk MDW 9040 User s Guide System Features Page 35 40DHBO0002UKEG Issue 10 9th February 2004 The System Administrator 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 Intellectual property related to this product including trademarks and registered to Luce
31. f a number to dial when programmed The number does not have to be a complete number after pressing the DSS key the user can dial additional digits to complete dialing Admin Allows the programming of the functions in this section against other DSS keys This function can be programmed with or without data If programmed without data see Programming Functions Against DSS Keys on page 26 If programmed with a value of 1 see Programming Using the ProgA Menu on page 31 Apear Set a DSS key to act as an additional call appearance key For users with call waiting enabled or using call coverage this allows them to handle multiple calls holding and switching between calls using call appearance keys This function does not require any data entered when programmed AutoCB Sets a callback when free on a called busy extension and a callback when next used on a called but unanswered extension This function does not require any data entered when programmed When a callback is set the appropriate DSS key lamp is lit The DSS key can be pressed again to cancel the callback break CFrwd Switch call forwarding on off and set the forwarding number This function can be programmed with or without a target forwarding number If programmed with a forwarding number pressing the appropriate DSS key switches forwarding to that number on If programmed without a forwarding number pressing the appropriate DSS key prompts the user to set
32. g Drop to remove the last caller added will end the whole conference 1 During the conference press Menu 553 2 Using the 4 and keys display and then select Drop This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 To display calls in a conference 1 CONF on your display indicates that you are in a conference call 2 Press Menu 533 twice 3 Select HC amp P held conference and parked 4 The above Confs indicates a conference call Select Confs 5 Use the 4 and keys to see the details of the different callers in the conference e To remove a caller from the conference Select Drop 44 46 64xx amp TransTalk MDW 9040 User s Guide Other Call Controls Page 15 40DHB0002UKEG Issue 10 9th February 2004 Conference Calls Page 16 Switch Divert On Diverting Calls Diverting Calls Switch Divert On 4406D 4606D and TransTalk MDW 9040 users must use short codes to activate these features To set the divert all calls unconditional number and modes 1 2 3 4 Press Menu 533 twice Press and select ProgA Select Divrt Set the required divert number Use the left hand display key to backspace When you have activated CFrwd see below the extension number is automatically filled in with the call forwarding number Select Next Use the display keys to switch Group hunt group and Divrt between Y on and N off Diverting group calls is
33. he system or if there has been an individual one set for your user id The default is three rings 5 Press Exit Sif you desire To arrange a callback without making a call Press Menu 533 twice Select Call Enter the extension number use the top left display key to backspace Press and select CallB Press Exit YE When that extension becomes free you phone is rung and if you answer the other extension then rings Your phone rings the number of times that has been specified in the Allocated Answer Interval either for the system or if there has been an individual one set for your user ID The default is three rings OF ON E OPTS Leave a Message in Voicemail You can leave a message for directly in voicemail for an extension without ringing the extension This will light that extension message indicator if they have one 4406D 4606D and TransTalk MDW 9040 users can leave a message for an extension via the shortcodes Contact your system Administrator for the appropriate code To leave a message directly in voicemail 1 Press Menu 533 twice 2 Select Call 3 Enter the extension or group number use the top left display key to backspace 4 Press and select Vmail 5 You should hear the mailbox greeting and then be prompted to leave a message Page 10 Making Calls 44 46 64xx amp TransTalk MDW 9040 User s Guide Arrange a Callback 40DHB0002UKEG Issue 10 9th February 2004 Answer a Call Answering
34. keys Note This feature can work in two modes Classic or Dial Name mode the default Contact your System Administrator if unsure which mode your telephone system uses To use the Directory 1 Press Menu 533 and select Dir this feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 e Alternatively press Menu 53 twice Press and then select Dir 2 Select from INDeX internal extensions Group hunt groups or Extrn numbers in the IP Office directory 3 The next steps depend on which mode of working your system is using Dial Name Mode a Using the letter keys start dialing the name that you want e g for names starting with John dial 5646 Ignore any spaces in the name b The display will show the first match to the letters entered so far Either enter further letters or e Press the 4and keys on either side of the current name to display the other matches found so far e If NO MATCH is displayed press 4 to go back to the previous step c When the name you want is shown select Call d If you cannot find the name you want press Exit NO twice Classic Mode a Press the dialpad button that matches the first letter of the name you want For example to select L press the 5 key three times b Use the 4 and keys to move through the matching entries You can press another key on the dialing pad to select a different first letter c When the name you want is shown select Cal
35. l d If you cannot find the name you want press Exit O twice Page 8 Making Calls 44 46 64xx amp TransTalk MDW 9040 User s Guide Make a Call 40DHB0002UKEG Issue 10 9th February 2004 Redial Making Calls Page 9 Redial The phone stores a record of the numbers that you have dialed You can display and select a number from that record 4406D 4606D and TransTalk MDW 9040 sets can use redial When the button is pressed the last number that was dialed is used To redial a number dialed 1 Press Redial 20 2 The display shows numbers that you have recently dialed 3 Use the 4 and keys to move through the stored numbers 4 Press the key below a number to redial it or press Exit O to leave the display without making a call Make a Page Call You can make page calls to any extension or group of extensions that have suitable handsfree speakers You call is only heard by those extension that are free 4406D users can make a page call via the shortcodes Contact your system Administrator for the appropriate code TransTalk MDW 9040 users can make Page Calls but cannot receive them To make a page call 1 Press Menu 533 twice 2 Select Call 3 Enter the extension or group number use the top left display key to backspace 4 Select Page Leave a Message When you call another extension that doesn t answer you can leave them a message indication Depending on the type of their phone the
36. l use the dialing keys and Rotat to enter characters For example to enter an L press the 5 key and then press Rotat until an L is displayed When the text is as you require press Done You can use the top left display key to backspace 8 To display the message select SET 9 Press Exit a0 Soe eh To clear your absence text 1 Repeat the process above but select Clear when available 44 46 64xx amp TransTalk MDW 9040 User s Guide Diverting Calls Page 17 40DHBO002UKEG Issue 10 9th February 2004 Send All Calls Do Not Disturb Page 18 Parking Calls Hold Park amp Transfer Hold Park amp Transfer Parking Calls You can park a call or several calls You are then free to make and receive other calls You can also arrange for the parked call to be retrieved by another extension Note that the system only allows calls to be parked for a short while before reconnecting them the default setting is 5 minutes When you park a call it is given number based on your extension number followed by O If you now park another call that is given your extension number followed by 1 If you inform another extension of the number given to a parked call they can then unpark that call see below 4406D 4606D and TransTalk MDW 9040 users can use the short code or a programmed button for this operation To Park a Call 1 During a call press Menu 533 2 Using the 4 and keys display and then select Cpark This feature
37. lbox It you are a member of a hunt group that has messages the hunt group name is also shown Select the display key for the mailbox you want to check e Follow the prompt to check your messages e For further details see Voicemail on page34 Answering a Page Call Other users may page you or a group to which you belong You will hear the page through your phone handsfree speaker and Page is displayed See Make a Page Call on page 9 To answer a page and turn it in to a normal call between you and the person doing the paging press the Conf ccc key TransTalk MDW 9040 users can make Page Calls but cannot receive them Page 12 Answering Calls 44 46 64xx amp TransTalk MDW 9040 User s Guide Answering a Message Indicator 40DHB0002UKEG Issue 10 9th February 2004 Account Codes Other Call Controls Page 13 Other Call Controls Account Codes You can enter an account code during a call Some extension may also be required to enter an account code before making a call 4406D 4606D and TransTalk MDW 9040 users must enter the account code via a short code Contact your system Administrator for the appropriate short code Note A list of valid account codes is stored on the system Contact you System Administrator for a list of account codes which you should use To enter an account code You can do this before or during a call If done before you will then hear dial tone at which you can dial the number required 1 P
38. m amp User Short Codes The system has a wide range of features that are triggered by dialing a particular sequence These short codes can be system wide or specific to an individual user For details of the short codes available to you contact your System Administrator For details of the normal default short codes see Default Speed Dial and Feature Codes on page 35 TransTalk MDW 9040 The TransTalk MDW 9040 set is a wireless set that can be used with the system It is plugged in to a DS port on either the base Control Unit or a DS expansion module When using the set the user must configure it to work with the system by defining the button map to be used This can be done by going to the set and pressing the Menu button then using the arrow button to select Configuration then Button Map and then selecting Merlin Magix Although the TransTalk MDW 9040 has a Menu 553 button this button is local to the set and is used for features local to the set For this reason when using this set a System Administrator must program the buttons for the user See DSS Key Functions on page 25 Features can also be accessed on these sets via shortcodes For details of the normal default short codes see Default Speed Dial and Feature Codes on page 35 Page 4 The 44 4600 and 6400 Telephones 44 46 64xx amp TransTalk MDW 9040 User s Guide Introduction 40DHB0002UKEG Issue 10 9th February 2004 Call Appearance Keys The 44 4600 and 6400 Telephones
39. nager Application Contact your System Administrator 4450 DSS module The buttons of the 4450 DSS module are programmed via the station to which the 4450 is connected A user can program a button on the 4450 in the same manner that they would a button on their phone In the following sections the DSS key can either be a button on the actual station or a button on the 4450 DSS module Storing Abbreviated Dialing Under a DSS Key Each DSS key can be programmed with the number that you would normally dial Typically you would use this for an external number or a system or personal short code consult your System Administrator for a list of shortcodes To store digits under a DSS key 1 2 3 4 D ae SS en Press Menu 533 Using the 4 and keys display and then select Prog Press the required DSS key Enter the number to store Note You can store partial strings as after pressing the DSS key you can dial further digits e g you could store an international dial prefix for all calls to a particular country Select Done Select another DSS key or press Exit 0 Press Menu 533 Using the 4 and keys display and then select Admin Use the 4 and keys to select AD Enter the number to store Note You can store partial strings as after pressing the DSS key you can dial further digits e g you could store an international dial prefix for all calls to a particular country Press the required DSS key Select
40. nt Technologies have been transferred or licensed to Avaya All trademarks identified by the O or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2005 Avaya Inc All rights reserved Avaya Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Email contact avaya com Web http www avaya com IP Office R3 0 44 46 64xx 8 TransTalk MDW 9040 User s Guide 40DHB0002UKEG Issue 10 9th February 2004
41. orking handsfree pressing the Spkr key again will end the call e Note also that whilst using the handset if you hold a call and don t replace the handset to answer any call press the Spkr key Drop a Call You can use this function to disconnect a caller This feature can also be used with conferencing See Conference Calls on page 15 4406D and 4606D sets should have a Drop button programmed on the phone Contact your System Administrator to do this To drop a call 1 Press Menu 533 2 Select Drop This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 Or 3 Press Menu 533 twice 4 Select Func and then select Drop Mute a Call The Mute key allows you to s top the caller from hearing you while still allowing you to hear them While a call is muted the lamp above the Mute key is on on the 6400 sets and flashing on 4400 and 4600 sets On the 4400 sets when headset mode is active see Using Headsets on page 21 the Mute button works for the Headset Display the Call History The number shown in the right hand of the phone display when idle is the number of incoming calls stored in your phone s call history These are calls that have rung your phone answered or unanswered for which a CLI was available The phone can store the 32 most recent calls The redial facility allows you to see a record of the outgoing calls dialed from your phone see Redial
42. ress Menu 533 twice 2 Select Func and then Acct This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 The display shows ENTER ACCOUNT 3 Enter the account code to associate with the call and then select Set 4 If REENTER ACCOUNT appears then the code was not recognized by the system Enter a valid code 5 If already on a call you can now continue the call If entering the account code before making a call the display now shows Dial and you should hear dial tone Recording a Call This function is not available on all systems or phones You must have Voicemail Pro running on the system If the feature does not work check with your System Administrator to see what Voicemail Package you are using The recording is placed in to your voicemail mailbox To record a call 1 During the call press Menu Soa twice 2 Select Func and then Recor 44 46 64xx amp TransTalk MDW 9040 User s Guide Other Call Controls Page 13 40DHBO0002UKEG Issue 10 9th February 2004 Account Codes Page 14 Handsfree Operation Other Call Controls Handsfree Operation On some models of phone you can make and answer calls handsfree that is without lifting the handset e To switch from handsfree to handset operation pickup the handset e To switch from handset to handsfree operation press Spkr Ml and then put down the handset e To answer a call handsfree press the Spkr key e While w
43. se of this function on larger systems may lead to confusion Dir Access the telephone system directory see Using the Directory on page 8 This function does not require any data entered when programmed DPkup Answer a call currently ringing at another extension or group This function can be programmed with or without a target extension or group number If programmed without a target number the number should be dialed after pressing the DSS key Drop Clears the current connected call Temporarily pauses the ringing of an incoming call This function does not require any data entered when programmed break GrpPg Page a group Those phones in the group that support handsfree auto answer will hear the page call without having to take any action This function can be programmed with or without a target group number If programmed without a target group number the group number should be dialed after pressing the programmed DSS key HdSet Activate headset mode This function does not require any data entered when programmed When this function is on the appropriate DSS key lamp is lit Hfans Sets the phone to auto answer internal calls after a single ring This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit HGNS Put a specified hunt group into night service mode This function requires entry of the hunt group number when programmed 44 46 64xx
44. sing the default feature codes It also assumes that you have full access to all features and the public telephone network Users with stations that do not have the Menu 533 button 4406D 4606D and TransTalk MDW 9040 must activate features those requiring additional numbers that is external number Hunt Group via the shortcodes Making Calls Internal Calls To make a call to another extension simply dial the number If the number is busy you can use Ring Back When Free as below 1 Dial any digit and hang up 2 When the extension you called is free your phone will ring a burst of three rings 3 Lift the handset and the extension is called automatically External calls To make an external call either dial the number prefixed by the access code if required or use a speed dial code contact your system manager for a list of your speed codes If you hear busy tone while dialing then the call may be barred Your system manager can bar certain calls such as those to premium rate numbers and international calls Answering Calls Ringing at your own extension Simply pick up the handset internal calls have a single ring cadence external calls have a double ring cadence When in headset mode press the button associated with the alerting call Ringing at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a c
45. stems support voicemail or have voicemail installed e To switch voicemail on dial 18 to switch it off dial 19 e To retrieve your voicemail use the code 17 Note also that your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback e To turn Voicemail Ringback on dial 48 to turn it off dial 49 Dialing a number while listening to your messages invokes further facilities Once messages have been delivered they are held on the system for 24 hours You can collect your voicemail from another extension by using the PIN your System Administrator has set up for you You can collect your messages if you are out of the office by either dialing from a number that has been registered for the purpose or by dialing your extension number and PIN when prompted If validation is successful then dial 1 to retrieve your mail The System Administrator also specifies the reception number to which the call is diverted if the caller dials 0 and your email address if your voicemail and email are integrated Page 34 System Features 44 46 64xx amp TransTalk MDW 9040 User s Guide Do Not Disturb 40DHB0002UKEG Issue 10 9th February 2004 The System Administrator System Features Page 35 The System Administrator The system enables you set up a wide range of advanced telephony features with your own numbering plan speed dialing and feature codes It also
46. the DSS key again switches off do not disturb Spres Replace the display of dialed digits with s characters This function does not require any data entered when programmed When this function is on the appropriate DSS key lamp is lit Timer Starts a timer running on the phone s display This function does not require any data entered when programmed The timer is reset whenever a new call is made or answered When timer mode is selected the appropriate DSS key lamp is lit TmDay Replaces the user name and number details on the phone display with the date and time This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit Page 30 DSS Key Functions 44 46 64xx amp TransTalk MDW 9040 User s Guide Admin Functions 40DHB0002UKEG Issue 10 9th February 2004 Admin Functions DSS Key Functions Page 31 Programming Using the ProgA Menu The following functions provide both number storage plus additional functions and DSS key lamp usage To store user park slot and queue numbers under a DSS key 1 Press Menu 534 twice 2 Press k and select ProgA 3 Press k and select DSS 4 The options shown are Park User Group and Dial e Park Monitor a call park slot by entering the slot number the extension number followed by a single digit When a call is parked in that slot the DSS key flashes If you press the key you have options to Drop or Answr
47. y may have a message indicator lamp which lights stations that do not have the Menu button and softkeys do not light If their phone has a display it may also display your name and number for a return call On your phone the E lamp indicates when you have messages see Answering a Message Indicator on page 12 To send a message indication 1 Press Menu 533 twice 2 Select Call 3 Enter the extension number use the top left display key to backspace 4 Select Message 5 Press Exit XL 44 46 64xx amp TransTalk MDW 9040 User s Guide Making Calls Page 9 40DHBO002UKEG Issue 10 9th February 2004 Redial Page 10 Arrange a Callback Making Calls Arrange a Callback If an extension is busy or does not answer when you call you can arrange a callback rather than leave a message With a callback set after that extension is next used you phone will ring and when you answer the extension is rung To set a callback during a call 1 If when you make a call you are not answered or the station is busy press Menu 2 Using the 4and keys display and select AutCB This feature can also be set under a DSS key see Programming Functions Against DSS Keys on page 26 3 End your call attempt 4 After the extension you were calling is next used your phone will ring and when you answer the other extension is rung Your phone rings the number of times that has been specified in the Allocated Answer Interval either for t
48. you collect your messages To change your phone language 1 2 3 4 5 6 Press Menu 533 twice Press and select ProgA Press and select Lang Use the 4 and keys to display the different language options DEFAULT is the system s default language When the text is as you require press Done Press Exit 0 Changing the System Date and Time One phone with a Menu 533 key can be allocated as a System Phone by the System Administrator The user of that phone can then change the date and time displayed on all phones Note There will be a short delay before some telephones will update their displayed date and time To change the date time 1 Press Menu 534 twice 2 Select Func 3 Press and select Setup 4 Select either Date or Time 5 Enter the new value Use the key to enter a in times Use the key to enter a in dates 6 After entering the new date or time select Done 7 Press Exit XL Page 24 Phone Controls 44 46 64xx 8 TransTalk MDW 9040 User s Guide Change the Phone Language 40DHB0002UKEG Issue 10 9th February 2004 Overview DSS Key Functions Page 25 DSS Key Functions Overview You can program many of the phone s functions to a DSS key You can also program dialing digits or user group and park slot numbers 4406D 4606D and TransTalk MDW 9040 Telephone The DSS keys on the 4406D 4606D and TransTalk MDW 9040 can only be programmed through the Ma
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