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Avaya 1400 User Guide

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1. gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Follow Me Here There will be a separate entry for each user e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Edit soft key e Use the menu to add or remove users e Use the k up and down arrow keys to scroll through the names e To remove a user press the Clear soft key e To add a user press the Add soft key e Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 66 e Press the Save soft key to set the follow me here Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 19 4 Forward On Busy If your phone is set to forward on busy you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the aca PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd OnBsy e To switch off forward on busy press the Off soft key e To change the destination of the setting press the Edit soft ke
2. ccesceeseeeeeeeeeeeeeeeeseeeseeetsaeeneeeeneees 172 22 8 Redial MENU ssssssssssrosssrassrsnseressnenssnnnsnrnnsnnnnnsnnnn rna 173 22 9 Phone Locked Menu uursueserssnnnesennnnnennnnnnnnenen een 174 22 10 System Admin Menu rssnssensneensnensnnennnennnnenn 175 22 11 Error Screens ss Henne 176 23 Glossary 23 1 Abbreviated Ring 22ussrsneern nenn nennen nnnnnnnnnen ern 178 23 2 Appearance BUttOM sssssesserssresssssssrsssererensensrn enar nn 178 23 3 Attention RiNQ sssssssessrssssrsassssnssnsnsnrnnsnnnsnsnnn arna 178 23 4 AUNO m CO EPEE ET ites hs eet 178 23 5 Bridged Appearance Button ssssrrseerrrrreorrrsnn 178 23 6 Call Appearance BUttONM ssesserserssoseosssrssorrsnnroa 178 23 7 Call Coverage BUttON ssosseossorsorssoseoneeesennrnnn roa 178 23 8 Coverage RINGO sssseorsooseoseosserseorsnsrerrnnrs seen rna n on 178 23 9 Do Not Dist rb 24 22 178 23 10 Do Not Disturb Exceptions 179 23 11 FOl0WIMe seinen 179 23 12 Follow Me HerC ssssossssassrsnssrasnnrnsnnrannrnnnnnnnns nan nr nn 179 23 13 Follow Me To urn 179 23 14 Forward on BUSY ssssssssssssrssesrssrsreserssssrssnrrerrrrn ns nana n nn 179 23 15 Forward on No Answer uunusssnnesennnnnsnnnennnnener nen 179 23 16 Forward Unconditional 179 23317 Grou tie cath ove ie Sa 180 23 18 Idle Line Preference ssssssssosssssssrnsnsrannrnnnnnnn nn 180 23 19 Internal TWiNNINO
3. Record Others ee eee The Email option is only available if configured by the system administrator Hunt group mailbox access is only available if configured by the system administrator 1408 1416 Phone User Guide Page 168 IP Office 15 601040 Issue 04f 22 March 2011 22 4 Status Menu The Phone Menus Visual Voice Menu This menu is accessed by pressing the Status soft key Status t Mobile Twinning Off NG 299 11 00 01 26 Status a 4 Parks Status Menu Features Details Status 4 FollowMeTo Mark Mobile Twinning on Clear Edit tParks tFollow Me To on tDo Not Disturb on tForward Unconditional on tForward on Busy tFollow Me Here tForward Here tMain TMain Status Mobile Twinning Off 1408 1416 Phone User Guide IP Office tForward on No Answer Status 4 Fwd Uncon Mark Off Edit Status 4Fwd NoAns Mark On Off Edit Exit Status Fwd OnBsy Mark On Off Edit Exit Status 4 FollowMe Here Mark Clear Edit Exit Status 4 Fwd To Here Mark Status 4 Main ena Disable Page 169 15 601040 Issue 04f 22 March 2011 22 5 Phone A Menu This menu is accessed by pressing the A key It is used mainly for phone specific settings rather than your user settings It can also be used to view details of the as software 4Screen Sounds CM SE tApplic en Menu Top I Scre en Sou nds Select e
4. 0urs44440nnnnnnnennnnnnnennnnnn nn 44 4 5 Add a Call to Your Contacts nn 44 5 Holding and Parking Calls 5 1 Holding G lls 2 ee 47 5 1 1 Holding a Call 0r220urs0ensnnennnennnennnnnnnnnn nn 47 5 1 2 Taking a Call Off Hold rs rmn ernennen 47 5 1 3 Switching Between Calls n 48 5 1 4 Transfer a Held Call nennen 48 5 2 Parking Calls ts en na 49 5 2 1 Park Using the Menu 50 5 2 2 Unpark Features Menu 50 5 2 3 Unpark Status MENU ssessesssorsorssorsoresorsnrnn 50 6 Transferring Calls 1408 1416 Phone User Guide IP Office Contents 6 1 Transfer to VOICEMAIl cccccccsccssseeseeeeeeeeeeeeeeaeeseeess 52 6 2 Transferring a Held Call 2 220ennenneennennnneennnnn 52 7 Account Codes 7 1 Forced Account Code Entry 54 7 2 Manual Account Code Entry 54 8 Conference Calls 8 1 Starting a Conference unsserseennneennnnnnnennnnnnnnen nn 56 8 2 Adding a Call to a Conference nen nennen 56 8 3 Viewing Conference Details en 57 8 4 Dropping Parties from a Conference 57 8 5 Holding a Conference Call nennen 58 8 6 Transferring Calls Using Conference u 58 9 Headset Operation 9 1 Headset VOIUMEC cccccecceccecessessseceeeeseeeeesaeeeseess 60 9 2 Default Handsfree Audio Path 60 10 Handsfree Speaker Operation
5. Clear or change follow me here settings 147 e Change hunt group membership status 149 e Change hunt group service status 14 e View System Alarms 156 19 1 Do Not Disturb You can use the Status menu to switch off do not disturb gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 1f necessary use the dk up and down Y arrow keys to scroll the menu to Do Not Disturb e To clear the do not disturb setting press the Off soft key 19 2 Follow Me To If you have set a follow me destination for calls to your phone you can clear or change the setting through the Status menu lt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Follow Me To e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Edit soft key Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 146 IP Office 15 601040 Issue 04f 22 March 2011 Status Menu Follow Me To 19 3 Follow Me Here If other users has a follow me set to you phone you can clear or change the setting through the Status menu
6. Exit Menu Inactivity Timer Auto Return 13 Return to the normal call display after a period of inactivity in a menu 18 8 1 Display Brightness I 2 3 4 5 6 Press the A MENU button Press the Select soft key Press the Select soft key Use the up and down P arrow keys to adjust the brightness as required When completed press the Done soft key Press the Exit soft key to exit the menus 18 8 2 Display Contrast 1 2 3 4 5 6 7 Press the A MENU button Press the Select soft key Use the up and down arrow keys to locate the option Contrast Press the Select soft key Use the left and right P arrow keys to adjust the brightness as required When completed press the Done soft key Press the Exit soft key to exit the menus 1408 1416 Phone User Guide IP Office Page 135 15 601040 Issue 04f 22 March 2011 18 8 3 Call Timer Display when you have calls alerting on appearance buttons the phone can include a timer in the appearance details shown on the display The timer shows how long the call has been alerting and if you answer the call resets to show how long the call has been connected The timer will also show how long a call has been on hold when you hold the call You can turn the timer display on or off Turning it off provides more space for other call details on the display e For the currently selected call appearance the call timer display can be temporarily turned on
7. e Upgrade Config Copy configuration files from an Optional card to the System card in the system control unit e Upgrade Binaries Copy software files from an Optional card to the System card in the system control unit e Copy This option is available on systems where both a System and Option memory card are active It copies the contents of the System card to the Option card 1408 1416 Phone User Guide Page 160 IP Office 15 601040 Issue 04f 22 March 2011 System Administration Memory Card Management 21 8 System Alarms If you have been configured as a system administrator also called a system phone user an S on the phone s display indicates a system alarm message While you are not expected to be able to fix the error causing the alarm the error message allows you to report the problem to your system maintainer e Memory Card Failure There is a problem with one of the memory cards used by the telephone system Selecting Admin will take you to the system administration menu where you can check the status of the memory cards 160 e Expansion Failure There is a problem with one of the external expansion modules attached to the telephone system e Voicemail Failure The voicemail system is not available e Voicemail Almost Full The voicemail system is nearly out of storage space for any more messages prompts and recordings e Voicemail Full The voicemail system cannot store any more messages prompts and recordings e Li
8. Press the Unlock soft key Enter your login code Press the Done soft key 1408 1416 Phone User Guide Page 89 IP Office 15 601040 Issue 04f 22 March 2011 14 6 Changing Your Login Code You can change your own login code 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the I right arrow key Use the up and down arrow keys to scroll the display to the option Set Password Press the Select soft key or the OK button or the P right arrow key Enter your current login code if you already have one Press the Done soft key Enter your new password The password changed message will appear for a few moments 14 7 Unregistering This method of logging out will unregister the phone from the telephone system e WARNING e In this state the phone cannot be used to make or answer any calls including emergency calls e It is strongly recommended that you do not use this option unless directly advised to do so by your system administrator To log out it is recommended that you use the preferred log out method 87 provided 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Log Out 3 Press the Select soft key 4 Pres
9. hear double beep tones every few seconds e If you have more than one held call or one held call and a connected call pressing the eee CONFERENCE key will start a conference between yourself and the calls I mportant Holding Conference Calls You can hold a conference call in the same way as holding a normal call Holding the conference call does not affect the other conference parties who can continue talking You will also still be listed as a member of the conference call in the conference details e Warning This only applies to conference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system may cause that conference to hear your system s music on hold 5 1 1 Holding a Call 1 To you current call on hold press the HOLD key or the call s 18 appearance button 2 The held call will be indicated by its appearance key using a fast flashing green lamp so 3 While held the caller will music on hold If your system does not have music on hold available the caller will hear double beep tones every few seconds 4 If you can scroll the display using the amp up and down arrow keys the held call will appear with a icon 5 1 2 Taking a Call Off Hold Either of the following methods can be used to retrieve a call from hold If you have a currently connected call that call will be automatically put on hold 1 Press the appearance button with the fast flashing gr
10. Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option En Bloc Dial 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 1408 1416 Phone User Guide Page 31 IP Office 15 601040 Issue 04f 22 March 2011 2 2 Call Soft Key Options when making answering and during a call a gt gt double arrow soft key appears on the display it indicates that there are additional options that you can access The options will vary according to the type of call and system features available to you e Account Enter an account code to associate with the call e Answer Answer a page call turning it into a normal call e AutCB Set an automatic callback on the user that you have called but who has not answered When they next end a call the telephone system will call you and when answered will automatically make a call to the user e Complete Complete the transfer of a held call A Cancel option is also shown which will end the transfer attempt e Dir Access the directory in order to select a number by name e Drop End the call e Ignore Quiet the r
11. Status Do Not Disturb 44 68 76 110 111 112 149 131 133 131 133 10 11 62 142 104 146 1408 1416 Phone User Guide IP Office Index Follow Me here 147 Follow Me To 94 146 Forward on Busy 101 147 Forward on No Answer 100 148 Forward unconditional 98 148 Forwarded to Here 149 Group membership 108 149 Group service status 112 149 Hunt group service status 112 149 Membership 108 149 Menu 169 Mobile twinning 150 Parked calls 50 150 Service status 112 149 Status menu 15 146 Steady Flash 21 23 25 27 System Admin Menu 175 System Administrator 150 161 System Alarm 18 150 161 System Boot Error 150 161 System Phone 64 67 69 70 150 161 T T 18 105 Time profile 110 111 112 149 Transfer Held call To voicemail Twinned 18 105 Twinning Number Off 150 On Off 105 127 Status 150 U Use 21 23 25 27 Use Elsewhere 21 23 27 Use Here 21 23 25 27 Users 33 65 66 V Visual Alerting 132 Visual Voice 17 48 52 58 39 52 84 105 127 Menu 168 Voicemail Transfer 39 52 84 Voicemail Almost Full 150 161 Voicemail Failure 150 161 Voicemail Full 150 161 Volume Handset 141 Headset 60 141 Ringer 134 141 Speaker 62 142 Ww Waiting Call 139 Withhold Number 35 127 Page 185 15 601040 Issue 04f 22 March 2011 1408 1416 Phone User Guide Page 187 IP Office 15 601040 Issue 04f 22 March 2011 Performance figures and data quoted in this document are typical a
12. The button is lit when you are connected to a call handsfree te keys have two roles e Appearance Keys 1 These button represent calls that you can make or receive e Feature Buttons 116 Those key not configured as appearance keys can be used for other functions 1408 1416 Phone User Guide Page 13 IP Office 15 601040 Issue 04f 22 March 2011 1 6 The Phone Stand The phones all include a two position stand that clips to the base of the phone as shown below Once attached the stand can be used in either position to change the angle of the phone When changing the position of the stand be sure to check that the stand has locked into the chosen position A small plastic peg is located just under the phone s handset This peg can be reversed to more securely anchor the handset when the stand places the phone in an upright position On the 1416 and 1616 phones the angle of the phone display can also be adjusted as shown below 1408 1416 Phone User Guide Page 14 IP Office 15 601040 Issue 04f 22 March 2011 1 7 Labels Introduction The Phone Stand Next to each call line appearance button and feature button is a paper label The label identifies the call line appearance number or the feature that has been programmed on the button by your system administrator You can remove the labels if you want to change a label or write on a blank one Printed labels are also available for your telephone See your system adm
13. The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used Call Coverage Button Lamps The following lamp states are used by appearance buttons configured to be call coverage buttons Button Lamps Call Coverage Button State 50 Red off Idle Green off The button is not in use 50 Red off Alerting Green slow flash The call coverage is alerting for an unanswered call at the covered user s phone This is accompanied by ringing If the user is already on a call only a single ring is given SO Red on Alerting Selected Green slow flash AS above but Ringing Line Preference has made this the user s current selected button SO Red on In Use Here Green on The user has answered the call requiring coverage 50 Red off On Hold Here Green fast flash The covered call has been put on hold by the call coverage button user 1408 1416 Phone User Guide Page 25 IP Office 15 601040 Issue 04f 22 March 2011 Call Coverage Button Display 299 18 27 O19 dle f Extn201 Cow By default the display shows the name of the user being covered and Cov In this state the button cannot be used to make calls or perform other actions Call Incoming Alerting taExtn 01 Cov Ext 0 00
14. destination That number can be internal or external e You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 835 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 1408 1416 Phone User Guide Page 179 IP Office 15 601040 Issue 04f 22 March 2011 e D Diverting Forwarding Calls A D is shown on your phone s display when you have forward unconditional enabled 23 17 Group Your system administrator can include you as a member of a group along with other users Each group has its own extension number which can be used as the destination for call When a call is presented to a group it is presented to the available group members either one at a time or all at the same time until answered by one of the members How long a group call will ring at each group member before being presented to the next member is controlled by the group s own settings Hunt groups also use voicemail and have their own settings for when an unanswered call should go to the group s mailbox For group
15. nenn 104 15 3 3 Do Not Disturb Exceptions eseeen 104 15 4 TWINING oe a Sank teen cide eet tei 105 15 4 1 Mobile Twinning Control 105 16 Groups 16 1 Group MemberShiP ssserseerssorserseorresssoseoresrnerr nn nan 108 16 1 1 Group Membership On Off Status Menu 108 16 1 2 Group Membership On Off Features Menu 109 16 2 Group Service Status and Fallback 110 16 2 1 Changing the Group Service Status Features MeNU ssssssossssossssasssssnrsrannrnsonsnnnnnsnnr nns 111 16 2 2 Changing the Group Service Status Status MENU een ale 112 16 2 3 Changing the Group Fallback 113 17 Button Features 17 1 Programming a Button uuersneeersnnnersennnen ernennen 116 17 2 Feat S 2 2 ee te ee lien 117 17 2 1 Abbreviated Dial 118 17 2 2 Abbreviated Dial Program 118 17 2 3 Account Code ENtfY ssesssessorsesrseseoresoneor nn 118 17 2 4 AD Suppress 0ssn0nsnennnennnnennnnnnnnennnnnn nn 118 17 2 5 Automatic Callback r een 118 17 2 6 Breakout 2 4 se ne abe 118 17 2 7 Call Forwarding All sssssssessesssrssoreosesoreoresnrrnr rna 118 12 8 Call Park n 1 H ee 119 17 2 9 Call Park to Other EXt sssossossosssoseoresonnor nns 119 17 2 10 Call PICKUP sssssssesersosers rsesnsnsesssdssrerensirenstrn eds 119 17 2 11 Directed Call PiCKUP ssssessesssorsoresoreorent 119 17 21 2 DIPCCIONY ioc
16. ssssssessrssrsrssrsresessessrsssereser enn sn rn anna 180 23 20 Line Appearance Button 180 23 21 Logged Out a ea 180 23 22 LOGIN x0 e PRASPEHFEEPFERRTEREERFERTEEFEERFHRFEFTFFEFSPEIRFERFERCHITR 180 23 23 Missed Gallestein ies 180 23 24 Missed Group Call sssesserserserseorsrereoserernrrr rann an 180 23 25 Mobile TWIiNNiNO sssesssessrssssrssesressssensresrrrenrrrn ns n nn anna 180 23 20 Park G llasstiver 224 3 ehe 181 23 27 Park Slot NUMDEr ussssesssseserrenrsersenrsnrerrsn ns ere nn anno a 181 23 28 Ringing Line Preference 181 29 29 SHOM COdes 22 n astra 181 23 30 Small Community Network 181 23 31 System AdminNiStratOr ssssseossorsssseoseoreseneorrnnn rna 181 23 32 System Phone User uurssnssensneensnnsnnennnnnnnnenn 181 23 33 TWIG 0 een member 181 Index 22 42 ee else 183 1408 1416 Phone User Guide IP Office Contents Page 5 15 601040 Issue 04f 22 March 2011 Chapter 1 Introduction 1408 1416 Phone User Guide Page 7 IP Office 15 601040 Issue 04f 22 March 2011 Introduction 1 Introduction This guide is for 1408 and 1416 phones when being used on an Avaya IP Office telephone system 1416 Telephone 1408 Telephone oO O O O O Pe a a Di AN gt PHONE g z B 309 u E ie je e o 0000 g OOOO ib 1 1 Important Safety Information l Warning This handset may pickup small metal objects such as metal pins or staple
17. 04f 22 March 2011 Chapter 2 Making Calls 1408 1416 Phone User Guide Page 29 IP Office 15 601040 Issue 04f 22 March 2011 2 Making Calls If you are not already on a call then you can just dial the number The currently selected appearance button shown by a red lamp will be used for the call Alternatively you can press a specific appearance button in order to make a call using that button Using this method you can press the Dir soft key to select a number from the directory 665 If the number you dial matches a user or group on the telephone system the directory name of the user or group is shown and the call starts altering the target If the call is to a user and they do not answer press the gt gt double arrow soft key to access additional options For example to set a callback press the AutCB soft key If the call is external and no external line is currently available the message WAITING FOR LINE is displayed The display will indicate when the call is connected to the destination or to an outgoing line 1408 1416 Phone User Guide Page 30 IP Office 15 601040 Issue 04f 22 March 2011 Making Calls 2 1 En Bloc Dialing By default when you start dialing a number on your phone the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system You cannot correct the digits you have already dialed except by ending the call and starting again Also if you paus
18. 10 1 Speaker Volume 20nnsnnnennnnnnnnnnnnnnnnnnnnnnnnnn 62 10 2 Default Handsfree Audio Path 62 11 Contacts Directory 11 1 Viewing Contacts Details 0u4 ernennen 65 11 2 Make a Call from the Directory 66 11 3 Using the Directory for Other Functions 66 11 4 Adding a New CONtaCb s ssessersrorseorrsrrroresrrsoren sno nen 67 11 4 1 Add a Contact from the Call Log 68 11 4 2 Add a Contact from the Redial List 68 11 5 Editing a G nt tt zu a kodens ses ros aiet 69 11 6 Deleting a Contact uneennennnennnenennnnennn 70 12 Call Log 12A Using the Call Log 23 73 12 2 Making a Call from the Call Log 73 12 3 Viewing Call Details 0u0r2400 een 74 12 4 Deleting a Record 22224400004nnnnnnnnennnnnnnnnnn 75 12 5 Deleting All Records 4400ss422224000nnn een 75 12 6 Adding a Record to Your ContactS ue 76 13 Voicemail 13 1 Message Waiting Indication 78 13 2 Checking Messages nnuussseennnnnnnnnnnnnnnnennnnn nn 79 13 3 Sending a Message uuurnserssennsnnnnnnnnnnnnnnnnnnnn nen 80 13 4 Mailbox GreetiNQ sossosserssossoseroneoresrnronenresor enn rn arna 81 13 5 Email Mode u un nee aaa 82 13 6 Changing Your Voicemail Code ur een 83 13 7 Voicemail OnY Off ucnesss
19. 1416 Phone User Guide IP Office Page 165 15 601040 Issue 04f 22 March 2011 e While the phone is locked 884 the Features menu cannot be accessed to change user settings e The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown e The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options e The Park menu and status options are only accessible while you are talking to a caller or already have parked calls e The Account Code menu is only accessible if the system has been configured with accounts codes e The Mobile Twinning options are only shown if you have been configured to use mobile twinning e The System Admin option is only shown if you have been configured as a System Phone user 1408 1416 Phone User Guide Page 166 IP Office 15 601040 Issue 04f 22 March 2011 22 2 Self Administer Menu The Phone Menus Features Menu This menu is accessed by pressing the Features soft key and selecting Phone User and then Self Administer Menu gt Phone User t Self Ad minister Select Back SECURITY CODE KKK Done 1408 1416 Phone User Guide IP Office Directory Drop I tinternal Auto Answer I tTimer i tAutomatic Callback tAbbreviated Dial Program tCall Forwarding All tCall Park I 2Send All Cal
20. 1416 Phone User Guide Page 109 IP Office 15 601040 Issue 04f 22 March 2011 16 2 Group Service Status and Fallback e Group Service Status A hunt group can be in one of the following service modes e InServ In Service The groups operates a normal distributing calls to available members of the group Night Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 113 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 113 otherwise to voicemail if available e Fallback Group For the night service and out of service states the hunt group can be configured with a fallback destination to which its group calls are redirected This destination is another hunt group If no fallback destination is set the group s voicemail is used if available Separate night service and out of service fallback destinations can be set for the group Display I con e O Out of Service An O is shown on your phone s display when any of the groups of which you are enabled as a member is set to night service mode In that mode calls to that group are diverted to its fallback if set or oth
21. 18 7 7 Internal Auto Answer uusssneerssnnnesnnennnenene na 134 18 8 Display Controls 2ur2n0ennsennnnennnennnnnnnnnnnnenn nn 135 18 8 1 Display Brightness 135 18 8 2 Display Contrast rnuennsennnennnnnnnnns nennen 135 18 8 3 Call Timer Display urnurnn nennen 136 18 8 4 Last Call Duration Display 136 18 8 5 Display Language 137 18 8 6 Display NaMe 138 18 8 7 A Menu Auto Exit 138 18 8 8 Show Call Waiting en 139 18 8 9 Inactivity Timer Auto Return 139 18 9 Volume and SOUNG sssreersersenrsersersesresrseererssrrrr nn rann nn 140 18 9 1 Button CliCKS sarssevsdievessersdsossga betr edsstn tene tners 141 18 9 2 Errof Tones 0u Hain 141 18 9 3 Ringer Volume uusrsreneerenenennnne ernennen 141 18 9 4 Handset Volume unzuennsssneeennnnnnennennn nn 141 18 9 5 Headset Volume urzuesnessneernnnnnnennnnnnenener na 141 18 9 6 Speaker Volume 20unnsennnennnnnnnnsnnnnnnn 142 18 9 7 Automatic Gain Control 142 18 9 8 Default Handsfree Audio Path 142 19 Status Menu 19 1 DO Not Disturbice csc een an ae 146 T92 Folow Me To 32 5 8 2332 43 55 342204402200 ones aara eaaa 146 19 3 Follow Me Here 2200u0044424400nnnnnnnnnnnnnnnnnnnnn 147 19 4 Forward On Busy u222unsneensnennnnennnennnnnnnnnnnnnnnnn 147 19 5 Forward On No Answer unsnssennsenssennnnnnnennn nn 148 19 6 For
22. Cause a single burst of ringing on the target phone On some phones when they end their current call their phone will then display PLEASE CALL and your extension number VOICEMAIL Call the user s voicemail mailbox CALLBACK Set an automatic callback DROP Disconnect the user s current call The following additional options may also be displayed If configured to be able to intrude on the user e Acquire Take control of the call e Intrude Intrude into the call turning it into a 3 way conference If configured to be able to listen to the user e Listen Start silent monitoring of the user s call e The status shown for a logged out user without mobile twinning will depend on whether they have Forward Unconditional enabled If they have Forward Unconditional enabled the user is shown as idle If they do not have Forward Unconditional enabled they will show as if on DND e The status shown for a logged out user with mobile twinning will be as follows e If there are any calls alerting or in progress through the system to the twinned destination the user status is shown as alerting or in use as appropriate This includes the user showing as busy in use if they have such a call on hold and they have Busy on Held enabled e If the user enables DND through Mobile Call Control or one X Mobile client their status will show as DND e Calls from the system direct to the user s twinned destination number rather than redirected
23. Hook 11 e Account Code Entry 11 amp e Group Paging 1126 e AD Suppress 118 e Headset Toggle 126 e Automatic Callback 118 e Internal Auto Answer 120 e Break Out 118 Ringer Off 120 e Call Forwarding All 118 e Self Administer 12 e Call Park 11 e Send All Calls 12 e Call Park to Other Ext 11 e Set Hunt Group Night Service 12 e Call Pickup 11 e Time of Day l122 e Directed Call Pickup 11 e Timer 123 e Directory 11 A self administer button set with the action data 1 can be used to the following functions onto programmable buttons e Abbreviated Dial 118 e User 123 e Group 126 e Flash Hook 119 e CParkli1 amp A self administer button set with the action data 2 can be used to display basic telephone system information like the software version and IP address 17 2 21 Send All Calls A button configured with this action can be used to switch do not disturb on or off Status 16XX 44XX 64XX On 80 Green on Off 30 off 17 2 22 Set Hunt Group Night Service A button configured with this action can be used to put a hunt group into or out of night service status The button cannot be used to override a hunt group put into night service by a time profile on the telephone system The button can be configured with a hunt group number or it can be left blank to toggle all groups of which you are a member Status 16XX 44XX 64XX On 80 Green on Off 30 off 1408 1416 Phone User Guide Page 121 I
24. IP Office Page 141 15 601040 Issue 04f 22 March 2011 18 9 6 Speaker Volume While talking handsfree via the phone s speaker you can adjust the volume of the incoming call 1 With the call connected on the speaker press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 18 9 7 Automatic Gain Control When using automatic gain control AGC the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Advanced 3 Press the Select soft key 4 Use the amp up and down arrow keys to locate the option Audio 5 Press the Select soft key e Use the d up and down arrow keys to switch between the Handset Headset or Speaker settings for automatic gain control e To change a setting use the left and right P arrow keys or press the On Off soft key 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 18 9 8 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so the audio is played through the headset by default rather than the speaker Press the A MENU bu
25. IP Office 15 601040 Issue 04f 22 March 2011 Chapter 20 Short Codes 1408 1416 Phone User Guide Page 151 IP Office 15 601040 Issue 04f 22 March 2011 20 Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use These are useful as they can be dialed from any phone on the system For example this allows you to login at a basic analog extension and still control a number of features Some short codes require you to enter some information when you dial them typically an extension number That is indicated by N in the short codes shown below Park Unpark e Park Call 37 N Parks the held call using the park number dialed in place of N e Unpark Call 38 N Unpark the call parked using the park number N Call Pickup e Pickup Any Call 30 Answer a call ringing on the telephone system e Pickup a Group Call 31 Answer a call ringing a group of which you are a member e Pickup a Users Call 32 N Pickup a call ringing a user s extension number N e Pickup a Group Members Call 53 N Pickup a call ringing the members of a group N This does not necessarily have to be a group call Conference e Conference Held Calls 47 Start a conference between yourself and any calls that you have on hold Do Not Dist
26. If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 108 IP Office 15 601040 Issue 04f 22 March 2011 Groups Group Membership 16 1 2 Group Membership On Off Features Menu You may be able to enable or disable your group membership for some of the groups to which you belong 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Group 3 Press the Select soft key or the OK button or the P right arrow key 4 Press the Select soft key or the OK button or the P right arrow key 5 Use the amp up and down arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure The soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection e All Groups e Disable Disable your membership of all groups e Enable Enable your membership of all groups e Particular Group e Change Change your membership of the currently selected group e Done Exit the menus Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408
27. Log All LExm201 15 19 01 26 Call Details More Call Log Alle LExm201 201 16 19 01 26 Delete Del All More tRing Time tName tNumber tReason TCount Call Log Details 4Time 15 19 0126 Call Contact Back t Aumser Directory Name Extn307 _ Save Bksp Cancel 1408 1416 Phone User Guide Page 171 IP Office 15 601040 Issue 04f 22 March 2011 22 7 Contacts Menu This menu is accessed by pressing the me key This menu is used to access your own personal contacts and the system directory of contacts Users All Groups External Directory Personal DIAL NAME List New l I Name TNumDber Directory External Teressa Green Call Details Clear Directory External Teressa Green Call Back Edit Delete More Br nm sd Number i Directory Name Teressa Green OK Bksp Cancel i A ee Directory Number 1307_ Save Bksp More ESS aS ES Pause Cancel More a ee es 1408 1416 Phone User Guide Page 172 IP Office 15 601040 Issue 04f 22 March 2011 22 8 Redial Menu This menu is accessed by pressing the key This menu is only used when you set your redial model 43 to List The numbers up to 10 shown come from your outgoing call log YExtn 307 307 16 12 01 26 Call Details Exit tRing Time tName tNumber tReason TCount Call Log Details Time 15 19 01 26 Call Contact
28. Menu 17 126 170 Answered 33 68 73 74 75 76 Appearance Buttons 21 25 27 Attention Ring 131 133 Audible Alerting 132 Audio Path 60 62 142 Auto Answer 39 134 B B 18 Barred 18 BM32 12 Boot Error 150 161 Bridge Appearance Button State 23 Bridged 21 23 27 Bridged appearance 21 Coverage ring 23 25 132 178 Lights 23 Bridged Appearance Button Indication 23 Bridged Appearance Buttons 21 23 broken dial tone 96 103 178 179 Busy Forward 100 101 102 147 148 Button Module 12 Cc Call from Call Log 33 73 from Contacts 33 66 from redial list 34 42 Call Appearance 21 23 Call Appearance Button Indication 21 Call Appearance Button State 21 Call Appearance Buttons 21 23 Call coverage Coverage ring Lights 25 Call Coverage Appearance 25 Call Coverage Button Indication 25 Call Coverage Button State 25 Call Log 33 68 73 74 75 76 Call from 33 73 Details 44 74 Menu 17 72 171 1408 1416 Phone User Guide IP Office 23 25 132 178 Index Call Settings 31 35 43 54 104 127 128 129 131 132 136 Audible alerting on off 132 Audio Path 60 62 142 Auto Answer 39 134 Internal Auto Answer 39 134 Visual alerting on off 132 Withhold number 35 127 Call Waiting 139 Caller Details 44 74 Cannot 21 23 27 Cannot Be 21 23 27 Channel Name 27 Channels 27 Conference Add call 56 Caller details 57 Drop caller 57 End automatically 48 52 57 58 Hold 47 58 Last internal user 48 52 57 58 Mu
29. Off 83 gt e Transfer to Voicemail 84 e Send a Call to Voicemail 84 By default voicemail is used to answer calls to you that have rung unanswered for your no answer time It is also used to answer calls when you have do not disturb enabled Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use e Check Messages 17 Access mailboxes to check for messages e Voicemail On 18 Allow voicemail to be used to answer calls e Voicemail Off 19 Stop voicemail being used to answer calls e Voicemail Ringback On 48 Have voicemail ring your phone when you have any new messages It will call when you use the phone e Voicemail Ringback Off 49 Switch off ringback Notes 1 The system administrator can change the default operation of the MESSAGES button to access either visual voice or a spoken voice prompts That is a system wide setting that will affect all users This guide assumes the default operation of using visual voice 13 1 Message Waiting Indication The message lamp on your phone is used to indicate when you have new messages in your voicemail mailbox The lamp will remain lit until you have played each of the new messages The system administrator can also configure it so that you receive new messa
30. Page 12 1408 1416 Phone User Guide 15 601040 Issue 04f 22 March 2011 IP Office Introduction Button Modules 1 5 Phone Keys The following keys are found on the phone Key Description sor Keys These 3 keys below the display have variable functions When the key is active its function is indicated by the text label above it The left hand key is usually linked to the OK key Message This key is used to access your voicemail system By default this uses a series of menus on your phone s display Cw Navigation Keys Press the d up and down arrow keys to scroll through lists The 4 T arrow icons gt indicate where you are in a list In some menus you can also use the left and right P arrow keys to enter and exit different levels of the menu A menu option that accesses a sub menu is indicated by the dots se ellipsis icon after its name In some menus the and P symbols in the display indicate a value that can be changed by pressing the 4 left and right P arrow keys Of The OK key normally matches the function offered by the left hand soft key below the screen PHONE EXIT This key is used to exit any menu you are in and return to the appearance buttons menu During a call it can also be used to toggle the options displayed on the appearance menu MENU This key is used to access a menu for phone settings and information a CONTACTS 64 gt This key is used to display the various directories perso
31. Ring ringe tRedial Action liste tEn Bloc Dial one System Admin tShow Waiting Call son t Set Password TCall Timer one l tPhone Screen Settings Features gt Phone User 4 Membership Select _ Features gt Call Settings Do Not Disturb On offer Done Back Back ae ae a aS ee To exit the whole user menu and return to the appearance menu press the ASA PHONE EXIT button or if displayed press the Exit soft key Within the menu the up and down arrows keys are used to scroll through menu options The availability of additional options is indicated by the 4 I T arrow icons When the menu option displayed has sub menus that is indicated by the 3 dots ellipsis icon after the menu option name Except where they are being used to change the value of a setting see below the left and right P arrow keys can be used to exit and enter sub menus Entering a sub menu can also be done by pressing the Select soft key or the OK button Exiting a sub menu can also be done by pressing the Back soft key Menu options where the current settings is enclosed by left and right P arrow icons can be changed using the 4 left and right P arrow keys in addition to the soft key options Access Control The system administrator controls whether you can access some of the menus Others are only available if certain perquisites are met 1408
32. Status 147 Follow Me To Off 94 146 Status 94 146 Forward All Calls 98 99 148 External and Group 98 99 148 External Only 98 99 148 Non Group Calls 98 99 148 Off 98 99 148 on Busy 100 101 102 147 148 Forward on Busy Off 101 147 Status 101 147 Forward on No Answer Off 100 148 Status 100 148 Forward Unconditional 98 99 148 Off 98 148 Status 98 148 Forwarded to Here Off 149 Status 149 Forwarding 18 96 179 Full 150 161 Fwd To Here 149 G G 18 Goes Off Hook 21 25 27 Group Calllog 17 72 Forward 98 99 148 Membership status 108 149 Missed 17 72 Service status 110 111 112 149 Group Member 18 Groups 33 65 66 1408 1416 Phone User Guide IP Office H Handset Volume 141 Headset 10 11 Volume 60 141 Held 21 23 25 27 Held call Transfer 48 52 58 Held Calls 21 Hold 21 23 25 27 Conference 47 58 Transfer 48 52 58 Hold Elsewhere 21 23 27 Hold Here 21 23 25 27 Hunt group Calllog 17 72 Forward 98 99 148 Membership status 108 149 Missed 17 72 Service status 112 149 l In Service 110 111 112 149 Intermittent Flash 21 23 27 Internal Auto Answer 39 134 Internal Calls 131 133 L Lamp 132 Line 27 Line Appearance 27 Line Appearance Button Indication 27 Line Appearance Button State 27 Line Appearance Buttons 27 Line Appearance ID 27 List 42 43 128 Locked Menu 174 Login 87 M Make call from Call Log 33 73 from Contacts 33 66 from redial list 34 42 matches 21
33. THE SOFTWARE HEREINAFTER REFERRED TO INTERCHANGEABLY AS YOU AND END USER AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC OR THE APPLICABLE AVAYA AFFILIATE AVAYA Avaya grants End User a license within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone products or pre installed on Hardware Hardware means the standard hardware originally sold by Avaya and ultimately utilized by End User 1408 1416 Phone User Guide IP Office License types Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be
34. Use the amp up and down arrow keys to locate the option Button Clicks 4 Use the left and right P arrow keys or press the On Off soft key to change the setting 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 18 9 2 Error Tones 1 Press the A MENU button 2 Press the Select soft key 3 Use the up and down Y arrow keys to locate the option Error Tone 4 Use the 4 left and right P arrow keys or press the On Off soft key to change the setting 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 18 9 3 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing 1 With the phone idle or ringing press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 18 9 4 Handset Volume While talking via the handset you can adjust the volume of the incoming call 1 With the call connected on the handset press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 18 9 5 Headset Volume While talking via the headset you can adjust the volume of the incoming call 1 With the call connected on the headset press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 1408 1416 Phone User Guide
35. a button set to the Twinning function is recommended contact your system administrator Such a button allows you to transfer a call to your twinning destination retrieve a call from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on off 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the dk up and down Y arrow keys to scroll the menu to Forward Press the Select soft key or the OK button or the P right arrow key Use the dk up and down arrow keys to scroll the menu to Mobile Twinning Press the Select soft key or the OK button or the P right arrow key If no twinning number has been set the menu will prompt you to enter a number YN OO UW BP U N When a number has been entered you can access the Enable and Disable soft keys to turn use of mobile twinning on or off The Clear soft key removes the existing twinning number in order to allow entry of a new number 18 2 Withhold Number You can select to withhold your number on external calls Note that this option may not be supported in all situations It may depend on the configuration of your phone system and options supported by your telephone line provider 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key
36. a call on hold and a call connected you can connect them by starting a conference Press the eee CONFERENCE key Your current call and the held call will be connected You can now drop yourself 5 from the conference Note 1 If you are the only internal user in the conference depending on your telephone systems configuration dropping yourself from the conference may end it Consult your system administrator for details 1408 1416 Phone User Guide Page 52 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 7 Account Codes 1408 1416 Phone User Guide Page 53 IP Office 15 601040 Issue 04f 22 March 2011 7 Account Codes The telephone system can store a number of account codes Account codes may be used to keep track of calls in relation to particular activities or clients They can also be used to keep track of calls by particular users or sets of users e When an account code is entered while making a call or during a call that account code is included in the call records output by the system e Accounts entered are checked against those stored by the telephone system If an invalid code is entered the account code is requested again e The system administrator can configure certain numbers or types of numbers to require entry of an account code before you can continue making a call to such a number e The system administrator can also configure you to have to enter an account code before making any external call 7 1 F
37. a call to the first party or answer a call 2 Press the eee CONFERENCE key The current call is automatically put on hold 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press the eee CONFERENCE key again or press the Join soft key 5 If they do not want to join the call or do not answer press Le DROP and then press the appearance key of the held call fast green flash 8 2 Adding a Call to a Conference You can add additional parties to an existing conference 1 Press the HOLD key to put the conference on hold This does not affect the other conference parties who can continue talking to each other 2 Press an available appearance key on which to make a call 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press the eee CONFERENCE key again or press the Join soft key 5 If they do not want to join the call or do not answer press Lt DROP and then press the appearance key of the held call fast green flash 1408 1416 Phone User Guide Page 56 IP Office 15 601040 Issue 04f 22 March 2011 Conference Calls Adding a Call to a Conference 8 3 Viewing Conference Details You can display a list of the parties involved in a conference call 1 1f not already displayed press the d up or down arrow key to display the conference call 2 Press the Details soft key e To scroll through the list of callers i
38. a digit Calls that you have parked will return to your phone if they remain parked for too long The default return delay is 5 minutes This is a system delay that is applied to all users and can be changed by the system administrator Returning calls ignore any forwarding or do not disturb settings If you park a call without specifying a park slot number the system will assign a number based on your extension number plus a single digit For example for extension 201 the first parked call will use park slot number 2010 if available If you already have one parked call the next parked call will use park slot 2011 if available Call park buttons can be configured with a specific park slot numbers A calls parked using that button will be given that park slot number Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using their button A feature button 116 set to the Call Park 119 action can be used to park and unpark calls If configured to a specific park number the button will indicate when another user has parked a call using that park slot number Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use e Park Call 37 N Parks the held call using the park
39. calls the hunt group s voicemail settings are used rather than your settings 23 18 Idle Line Preference Having one of your phone s call or line appearance button set as the currently selected appearance button means it will be the appearance button used when you go off hook If this was not the case you would need to select an appearance button before going off hook Idle line preference automatically selects the first available call appearance or line appearance as your currently selected button when you do not have a call connected 23 19 Internal Twinning This method of twinning twins your normal phone with another internal phone Your incoming calls will ring on both phones You can also make your calls from either extension A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building Your settings are applied to both phones Similarly message waiting indication and voicemail access from either phone will be to your mailbox If both your twinned phones are 1400 1600 9400 9500 9600 M Series or T Series phones the call logs and directory contacts on each will be yours 23 20 Line Appearance Button Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system The button also allows you to see when the line is in use by other users For incoming calls the telephone system
40. e Select Off to disable forwarding e Use the left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 99 IP Office 15 601040 Issue 04f 22 March 2011 15 2 3 Forward On No Answer Status Menu If your phone is set to forward on no answer 17 you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd NoAns e To switch off forward on no answer press the Off soft key e To change the destination of the setting press the Edit soft key e Use the k up and down arrow keys to scroll through the following menu options e Use the left and right P arrow keys to switch forward on busy as on or off e Use the left and right P arrow keys to switch forward on no answer on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current de
41. e To quiet the ringing press the gt gt double arrow soft key and then press the I gnore soft key The call will still continue alerting visually and can be answered or ignored e To redirect the call to voicemail press the gt gt double arrow soft key and then press the To VM soft key e To answer the call using the handset lift the handset e To answer the call handsfree press the I SPEAKER key e To answer the call on a headset press the 9 HEADSET key e Just pressing the 20 key will answer the call either on the speaker or headset depending on the phones audio path 60 gt setting 2 The green lamp will stop its slow flash Once you have answered the call you can switch between talk modes e To switch to using the handset lift the handset e To switch to handsfree press the I SPEAKER key If you were using the handset you can now safely replace it e To switch to headset mode press the 9 HEADSET key If you were using the handset you can now safely replace it e If you have answered the call on the speaker or headset pressing the SPEAKER or HEADSET key again before you select another mode will end the call e Just pressing the 20 key or any other appearance button will put the call on hold Answering Another Call If the button that with a slow green flash does not have a red light it is not the currently selected button That may be because you are already on a call on another button If that is the case answering
42. editing of the name and number Use the dk up and down arrow keys to switch between number and name entry e When the name has been entered as required press the OK soft key e When the number has been are required press the Save soft key e To exit without making any changes press the Cancel soft key Notes 1 1f you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contacts imported by the system cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 1408 1416 Phone User Guide Page 67 IP Office 15 601040 Issue 04f 22 March 2011 11 4 1 Add a Contact from the Call Log You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open
43. follow me and do not disturb 1408 1416 Phone User Guide Page 103 IP Office 15 601040 Issue 04f 22 March 2011 15 3 1 DND On Off Features Menu You can use the Features menu to switch do not disturb on or off Enabling DND will not affect any calls already being presented to your phone Hunt group calls will also still be presented if you are the only available member of the group 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the 4 left and right P arrow keys to change the setting or use the indicated soft key 15 3 2 DND Off Status Menu You can use the Status menu to switch off do not disturb gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 1f necessary use the dk up and down Y arrow keys to scroll the menu to Do Not Disturb e To clear the do not disturb setting press the Off soft key 15 3 3 Do Not Disturb Exceptions These numbers are used to indicate callers who you want to be allowed to call you as normal even when you have do not disturb on This does not include group calls which are not presented when you
44. have viewed the missed call in the call log or the record of that call is no longer in your call log Missed Group Call If you are a member of any hunt groups the system administrator can configure whether your missed calls log should also include missed hunt groups calls The hunt group does not necessarily have to have rung your phone It will be recorded as missed if it was presented to the hunt group and not answered by any ofthe members including you Notes 1 Centralized call log can be turned off by the system administrator ts In that case the call log is one stored by the phone and is lost if the phone is reset This guide only covers the centralized call log stored by the IP Office telephone system 2 The call log on other types of phones is a local call log maintained by that phone It will not move with you when you hot desk and it will be lost if the phone is restarted 3 The redial function uses the outgoing call records stored in the call log 1408 1416 Phone User Guide Page 72 IP Office 15 601040 Issue 04f 22 March 2011 Call Log 12 1 Using the Call Log 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the 4 left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records
45. ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Pressing OK will make a call to the number stored with the currently displayed record 3 You can use the functions listed at the bottom of the display by pressing the soft key below the function name e Call 73 Make a call to the number stored in the currently displayed call log record e Details 74 Display more details about the current call log record You can then also add the caller details to your personal directory 7e if required e More Switch between the different sets of available soft key functions Delete 73 gt Deletes the current displayed record e Del All 73 gt Delete all the call log records not just the current types of records being shown 4 To exit the call log press the PHONE EXIT button 12 2 Making a Call from the Call Log You can use the call log to make calls to the number included in the currently selected call record 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated
46. in your personal call log Notes 1 Use of centralized call log can be switched off by the system administrator In that case the numbers used for the redial function are stored by the phone This guide only covers redial using outgoing call records in the users centralized call log 4 1 Redial a Call One Mode This redial method is used when your phone s redial mode 43 gt is set to One 1 Press the REDIAL key 2 The number for the most recent outgoing call in your personal call log is redialed 3 Continue in the same way as for a normal dialed call 4 2 Redial a Call List Mode This redial method is used when your phone s redial mode 43 gt is set to List 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the d up and down Y arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Call soft key or OK to call the number displayed in the call record 3 Continue in the same way as for a normal dialed call 1408 1416 Phone User Guide Page 42 IP Office 15 601040 Issue 04f 22 March 2011 Redialling Redial a Call List Mode 4 3 Selecting Your Redial Mode You can select whether your phone uses the redial list or last call redial mode 1 Press the Features soft key if shown a e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to
47. is only supported for hunt groups with queuing enabled The user does not have to be a member of the group being monitored The button will indicate when the group has calls ringing Green flash and calls queued Red flash Queued means the group has more calls waiting not including calls ringing than available group members 17 2 16 Group Paging A button configured with this action can be used to make a page call The button can be configured with the target user or group for the page If configured with no number pressing the button will display a menu for number entry before making the page call 17 2 17 Headset Toggle This action is not supported on your phone as it emulates the 9 HEADSET key on the phone 17 2 18 Internal Auto Answer A button configured with this action can be used to switch internal auto answer on or off status 16XX 44XX 64XX On 20 Green on Off 30 off 17 2 19 Ringer Off A button configured with this action can be used to turn your phone s ringer on or off Status 16XX 44XX 64XX On so Green on off 50 off 1408 1416 Phone User Guide Page 120 IP Office 15 601040 Issue 04f 22 March 2011 Button Features Features 17 2 20 Self Administer A button configured for this action can be used to access the self administer 116 menu and assign any of the following functions onto programmable buttons e Abbreviated Dial 118 e Drop 11 gt e Abbreviated Dial Prog 11 amp e Flash
48. is part of a Small Community Network of IP Office telephone systems it includes users on the other systems e Group Contacts These contacts list all the hunt groups on the telephone system If your system is part of a Small Community Network of IP Office telephone systems it includes those hunt groups that the system administrator has configured to be advertised across the network e External Contacts These contacts are viewable and useable by all phone users These are two types of external contacts e Some external contacts are entered into the telephone system configuration by the system administrator 1 e Other external contacts are those imported by the telephone system from other directory sources Notes 1 1f you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contacts imported by the system cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 2 While each user is allowed up to 100 personal directory entries the total capacity of the system may limit the addition of further personal directory entries for any users 3 The system administrator can set other users as Ex Di
49. not have a default user or the default user is currently logged on elsewhere it displays NOT LOGGED IN e If the phone has a default user and they are not current logged on elsewhere they are automatically logged back in 1408 1416 Phone User Guide Page 87 IP Office 15 601040 Issue 04f 22 March 2011 14 3 Lock Rather than logging out you can lock your phone You can either lock your phone manually using the steps below or have it automatically locked 8 after a period of phone inactivity When your phone is locked e It can only be used to make internal and emergency calls e None of the menus for your user settings can be accessed e To unlock the phone 8 requires your login code if you have configured a login code 9 1 Press the Features soft key if shown lt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Press the Select soft key or the OK button or the P right arrow key vv A W N The phone is now locked as indicated by the display 1408 1416 Phone User Guide Page 88 IP Office 15 601040 Issue 04f 22 March 2011 Logging In Out Lock 14 4 Auto Lock Rather than logging out you can lock your phone You can either lock your phone manually 8 using
50. or off using a programmable button set to the Timer 12 function 1 Press the Features soft key if shown lt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Usethe amp up and down arrow keys to scroll the display to the option Call Timer 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 18 8 4 Last Call Duration Display As an alternate to call timer 13 display you can have the phone briefly 4 seconds display the duration of the call after it is ended 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 3 Use the amp up and down Y arrow keys to highlight Show Last Call Duration 4 Press Change to change the setting between On or Off 5 Press the Save soft key 1408 1416 Phone User Guide Page 136 IP Office 15 601040 Issue 04f 22 March 2011 Phone Settings Display Controls 18 8 5 Display Language The system administrator can configure w
51. or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down menu keys to scroll the menu to Withhold Number 5 Use the 4 left or right P arrow keys to change the current setting or press the indicated soft key 1408 1416 Phone User Guide Page 127 IP Office 15 601040 Issue 04f 22 March 2011 18 3 Redial Mode You can select whether your phone uses the redial list or last call redial mode 1 Press the Features soft key if shown a e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Redial Action 5 The current mode List or One is displayed e List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e One If this mode is selecting pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial function will be accessible 6 U
52. over the availability of the linked pages Warranty Avaya provides a limited warranty on this product Refer to your sales agreement to establish the terms of the limited warranty In addition Avaya s standard warranty language as well as information regarding support for this product while under warranty is available to Avaya customers and other parties through the Avaya Support Web site http www avaya com support Please note that if you acquired the product from an authorized Avaya reseller outside of the United States and Canada the warranty is provided to you by said Avaya reseller and not by Avaya Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE HTTP SUPPORT AVAYA COM LICENSEINFO ARE APPLICABLE TO ANYONE WHO DOWNLOADS USES AND OR INSTALLS AVAYA SOFTWARE PURCHASED FROM AVAYA INC ANY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA RESELLER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE BY INSTALLING DOWNLOADING OR USING THE SOFTWARE OR AUTHORIZING OTHERS TO DO SO YOU ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING
53. pause in the number dialing 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 1408 1416 Phone User Guide Page 44 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 5 Holding and Parking Calls 1408 1416 Phone User Guide Page 45 IP Office 15 601040 Issue 04f 22 March 2011 5 Holding and Parking Calls Holding a call and parking a call are two similar actions The current caller is placed on hold and hears music on hold if available The table below summarizes the main differences between parking a call or holding a call When used to park or hold a call the call occupies an appearance button the caller hears music on hold if available the calls can be retrieved by other users dialing a short code the calls recalls you automatically if your phone is idle Default 15 Default 5 seconds minutes can be used with conference calls Yes can be used to start or add calls to a conference Yes the call is assigned a unique ID 1408 1416 Phone User Guide Page 46 IP Office 15 601040 Issue 04f 22 March 2011 Holding and Parking Calls 5 1 Holding Calls You can hold a call or several calls e The held call will still occupy the appearance button on which it was made or answered e While held the caller will hear music on hold If your system does not have music on hold available the caller will
54. phone when you have any new messages It will call when you use the phone e Voicemail Ringback Off 49 Switch off ringback 1408 1416 Phone User Guide Page 153 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 21 System Administration 1408 1416 Phone User Guide Page 155 IP Office 15 601040 Issue 04f 22 March 2011 21 System Administration If necessary the system administrator can configure you as a system phone user This allows you to performs a range of addition functions to help maintain your phone system e Edit external contacts stored by the phone system e View and or change the system date and time e Check the system type and software version e Check and perform various actions on any additional memory card installed in the telephone system 21 1 Checking the System and Software Version Being able to check and report the system software version may be useful when reporting any potential problems to the system maintainer 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key D Use the dk up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have
55. press the Done soft key Use the up and down arrow keys to scroll the display to the option Time Offset or UTC Offset Press the Select soft key or the OK button or the right arrow key The current offset is displayed O N Q u Enter the offset required in hours and minutes e To enter the separator press either the or key e To delete the previous digit or character entered press the left arrow key e To change the offset from between positive or negative press the soft key 10 When a valid offset has been entered the Done soft key is displayed 11 To apply the offset to the current telephone system time press the Done soft key 1408 1416 Phone User Guide Page 158 IP Office 15 601040 Issue 04f 22 March 2011 System Administration Setting the Time Offset 21 6 System Shutdown You can shutdown the telephone system for a specified number of minutes Note that this is not a polite shut down once you have confirmed the action any existing calls and services using the telephone system will start being disconnected The telephone system will then remain unavailable for the duration you specify the default being 10 minutes After the shutdown duration it will take up to 5 more minutes for the telephone system to complete its restart 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key
56. showing your missed calls d Use the amp up and down arrow keys to scroll through the records Press the Details soft key The individual details of the currently selected call record are displayed Press the Contact soft key Use the dk up and down arrow keys to switch between the name and number details for the new contact un BB U N Using the telephone keypad and the Bksp soft key you can edit the name and the number When editing the number use the Pause soft key to enter a comma for a 1 second pause in the number dialing 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 11 4 2 Add a Contact from the Redial List You can add the details of a call in your redial list to your personal contacts 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the d up and down Y arrow keys to scroll through the 10 most recent outgoing calls Press the Details soft key The individual details of the currently selected call record are displayed Press the Contact soft key Use the dk up and down arrow keys to switch between the name and number details for the new contact un BB WwW N Using the telephone keypad and the Bksp soft key you can edit the name and the number When editing the number use the Pause soft key to enter a comma for a 1 second pause in the n
57. telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number Forward on No Answer Forward on no answer redirect calls that have alerted your phone but have not been answered for some reason By default this function is only applied to incoming external calls to you However if required internal calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external No answer is defined as having been presented to your phone for your no answer time default 15 seconds Hunt group calls are not forwarded The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 83 gt the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 1408 1416 Phone User Guide Page 96 IP Office 15 601040 Issue 04f 22 March 2011 Redirecting Calls Forwarding Calls Default Short Codes Short codes are numbers tha
58. the normal appearance menu or one that lists the other menus accessible Conn Calk Incoming La Extn3 0 00 4 a Extn 307 0 00 13 307 Status Features You can also use the left arrow key to switch between the Appearance menu Features menu and Button Features menu Button Features Dir Select Features Pickup Select onn a Extn307 0 2 12 307 rn EE tt 1408 1416 Phone User Guide Page 16 IP Office 15 601040 Issue 04f 22 March 2011 1 9 Other Menus Introduction The Main Phone Menus In addition to the main phone menus 15 gt there are a number of additional menus which are accessed by pressing specific keys The Redial Menu 42 gt Redial LExm 307 307 16 12 01 26 Call Details Exit a i A The A Menu Menu Top 4Screen Sounds Select This menu accesses by pressing the key It shows a list of up to the 10 last outgoing calls that you have made You can configure your phonel 43 to simply redial the last number dialed in which case the menu is not shown Pressing the A MENU key accesses a menu that can be used to control various phone settings These are mainly settings stored by the phone rather than user settings that move with you The Phone A Menu diagram 17 shows a summary of the menu options IRS _ The Contacts Directory Menu 64 Directory Alle DIAL NAME List New Call Log Alle LExmn201 Call 15 19 01 26 Deta
59. the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the Call soft key or OK to call the number displayed in the call record 1408 1416 Phone User Guide Page 73 IP Office 15 601040 Issue 04f 22 March 2011 12 3 Viewing Call Details You can view additional details about the currently shown call 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Use the up and down Y arrow keys to scroll through the details The possible values are e Time The time of the call e Ring Time How long the call rang e Name The name of the caller if known e Number The number of the caller if available e Reason The type of call record ie Answered Outgoing or Missed e Count How many time a call of the same type name and number has occurred Only the details of the most re
60. the new call will automatically put the existing call on hold 1 Using the up and down arrow keys you can scroll the display to see details of the waiting call e To quiet the ringing press the gt gt double arrow soft key and then press the I gnore soft key The call will still continue alerting and can be answered or ignored e To redirect the call to voicemail press the gt gt double arrow soft key and then press the To VM soft key o 2 Press the flashing green appearance button to answer the new call and put the existing call on hold The call will be answered using which ever talk mode you were already using for the existing call Notes 1 This guide assumed that auto hold is enabled the default The system administrator can disable auto hold for the system in which case calls are automatically disconnected rather than held 1408 1416 Phone User Guide Page 38 IP Office 15 601040 Issue 04f 22 March 2011 Answering Calls 3 1 Divert a Call to Voicemail You can transfer a call targeted at you directly to voicemail 1 If the call is not the current call on the display use the d up and down arrow keys to scroll the display to the alerting call 2 Press the gt gt double arrow soft key 3 Press the To VM soft key 4 The call is redirected to voicemail 3 2 Ignore an Incoming Call You can quiet the ringer of a currently alerting call The call will continue alerting but with no audible ring
61. the setting or use the 4 left or right P arrow keys e Off Do not use the inactivity timer 30 60 Apply the inactivity timer after the selected number of seconds Press the Done soft key 1416 Phone User Guide Page 139 1408 IP Office 15 601040 Issue 04f 22 March 2011 18 9 Volume and Sound This section covers controls that relate to the various sounds that your phone uses and to the volume These are in addition to the ringer controls 13 available Note Button Click 14 Turn the phone menu key click on or off Error Tones 14 Turn the phone menu error tones on or off Ringer Volume 14 Adjust the volume of the ringer used by the phone Handset Volume 14 Adjust the incoming call volume heard through the phone s handset Headset Volume 14h Adjust the incoming call volume heard through a headset attached to the phone Speaker Volume 142 Adjust the incoming call volume heard through the phone s speaker Automatic Gain Control 14 Switch automatic gain control on or off The system administrator can set your phone to reset its volume after each call 1408 1416 Phone User Guide IP Office Page 140 15 601040 Issue 04f 22 March 2011 18 9 1 Button Clicks Phone Settings Volume and Sound While using the phone menus the phone can provide a key press confirmation click sound This can be turned off if it is annoying 1 Press the A MENU button 2 Press the Select soft key 3
62. there is a call connected through the headset e The key can also pressed to turn a call already answered using the handset or handsfree into a headset call e If there are no currently connected call to which you are talking a call answered by pressing its appearance button is connected either handsfree or through the headset according to the phone s audio path setting 6 e If there is already a connected call to which you are talking through the headset answering another call by pressing the appearance button will answer that call using the headset You can adjust the following handsfree settings e Headset Volume 14 e Headset Automatic Gain Control On Off 142 Default Audio Path 60 9 1 Headset Volume While talking via the headset you can adjust the volume of the incoming call 1 With the call connected on the headset press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 9 2 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so the audio is played through the headset by default rather than the speaker Press the A MENU button Use the dk up and down arrow keys to locate the option Call Settings Pre
63. 1 1f the call is not the current call on the display use the d up and down arrow keys to scroll the display to the alerting call 2 Press the gt gt double arrow soft key 3 Press the Ignore soft key 4 The call will continue alerting but with no audible ring 3 3 Answering a Page Call Your phone can be paged if you have no other connected call in progress The page is heard through the phone s speaker 1 A page call is indicated in the display by the word Page e To answer the page call press the eee CONFERENCE key e Alternatively press the gt gt double arrow soft key e Press the Answer soft key 2 The call is turned into a normal call 3 4 Auto Answer You can select to have internal calls automatically connected if you are not already on a call The call will be connected after the phone gives a brief tone using either the phone s speaker or the headset as set by the phone s audio path setting 145 1 Press the A MENU button 2 Use the amp up and down Y arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down Y arrow keys to locate the option Internal Auto Answer 5 Press the Change soft key to change the setting This function can be assigned to a feature button 116 configured with the Internal Auto Answer 126 action The button lamp will indicate when internal auto answer is on 1408 1416 Phone User Guide Page 39 IP Office 15 601040 Issue 04
64. 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the right arrow key gt Use the dk up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option System Shutdown Press the Select soft key or the OK button or the right arrow key vo oo N O u The current default timeout 10 minutes setting is shown and can be used by pressing Done soft key Otherwise enter the timeout required in hours and minutes and then press the Done soft key e The allowable range for the timeout is from 00 05 to 24 00 Note that the Done soft key is not displayed if the timeout entered is not within the allowed range e To enter the symbol in the timeout press either the or key e To delete the previous digit or character entered press the left arrow key 10 After pressing the Done soft key you will be asked to confirm whether you want to shutdown the telephone system Only proceed is you are sure If you are not sure press the Back soft key 11 1f you press the Confirm soft key the telephone system will switch itself to a shutdown state Th
65. 23 f the covered user has any alerting call when their call coverage time is reached 203 gt gt the call will also being alerting on your call coverage button for that user You can answer the call by pressing the button Call Connected t Extn 01 Coy Ext 0 00 23 When you use the call coverage button to answer the call it becomes your call 203 gt gt Call On Hold On Hold TUExIN201 Cov Ext 0 00 03 When you put the call on hold the 203 Held Held t Extn201 Cov Ext 0 00 23 f the call is from another internal user and they put the call on hold the held state 203 is indicated You can retrieve the call from hold by pressing the call coverage button again 1408 1416 Phone User Guide Page 26 IP Office 15 601040 Issue 04f 22 March 2011 Introduction Appearance Buttons Menu 1 11 5 Line Appearance Buttons Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system The button also allows you to see when the line is in use by other users For incoming calls the telephone system still determines the destination for the call That may be a user or group However if you have a line appearance button for the line you will see that there is a call alerting and can answer it if required e Private Lines Special behaviour is applied to calls where the user has both a line appearance for the line involved and is also the Incoming Call Route destina
66. 23 Memory Card Failure 150 161 Menu A Menu 17 126 170 CallLog 17 72 171 Contacts 17 64 172 Features 15 165 Locked 174 Redial 17 173 Self Admin 167 Status 169 Status menu 15 146 System Admin 175 Visual Voice 17 168 Message waiting lamp 132 Missed 33 68 73 74 75 76 Missed calls Hunt group calls 17 72 Mobile Twinning Number 105 127 Off 150 On Off 105 127 Status 150 Page 184 15 601040 Issue 04f 22 March 2011 More 73 79 80 81 Music on hold 47 58 N N 18 103 178 New Contact Night Service Automatic No answer Forward status 100 148 No Calls 18 103 178 No ring 23 25 132 178 Non Group Calls 98 99 148 number 27 O O 18 110 One 42 43 128 OOS 110 111 112 149 Out of Service 18 110 111 112 149 Outgoing 33 68 73 74 75 76 P Parked calls Status 50 150 Password 87 Personal 33 65 66 Phone User 87 88 89 90 116 130 138 139 156 157 158 159 160 phones display 21 R R 18 Reason 44 74 Redial 17 34 42 44 68 Add to Contacts 44 68 List 34 42 Menu 173 Redial mode 42 43 128 requires 21 25 Resilience 18 Ring Attention Ring Coverage Ring External Calls 131 133 Internal Calls 131 133 Ringback 131 133 Ring Time 44 74 Ringback 131 133 Ringer Audible alerting on off 132 Volume 134 141 Ringing Line Preference 21 23 25 27 S S 18 SBM32 12 Select 21 23 25 27 Self Admin Menu 167 Send All Calls 98 99 148 Socket Headset Speaker Volume Stand 10 11
67. 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option En Bloc Dial 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 18 5 Erase Options 1400 Series only The A menu accessed by pressing the A key can be used to set a number of phone options specific to the phone You can use the Erase menu to reset those options back to their defaults 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Advanced Press the Select soft key 3 Use the amp up and down arrow keys to locate the option Erase Press the Select soft key 4 Use the amp up and down arrow keys to select which settings you want to erase e Contacts This options is not used as the contacts are stored by the telephone system e Call Log This option is not used as your call log is stored by the telephone system e Options This option is used to reset other settings set through the phone s A menu e Language This option is not used as your language selection is stored by the telephone system e All Will only be applied to your A menu options 5 Press the Erase soft key 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 129 IP Office 15 601040 Issue 04f 22 March 2011 18 6 Auto Lock Rather than logging out yo
68. AVAYA IP Office 1408 1416 Phone User Guide 15 601040 Issue 04f 22 March 2011 2011 AVAYA All Rights Reserved Notices While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing Avaya assumes no liability for any errors Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes Documentation disclaimer Avaya shall not be responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya End User agree to indemnify and hold harmless Avaya Avaya s agents servants and employees against all claims lawsuits demands and judgments arising out of or in connection with subsequent modifications additions or deletions to this documentation to the extent made by End User Link disclaimer Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation s provided by Avaya Avaya is not responsible for the accuracy of any information statement or content provided on these sites and does not necessarily endorse the products services or information described or offered within them Avaya does not guarantee that these links will work all the time and has no control
69. Back Reeves fr TL AMumiber l Directory Name LfExm 30 7_ Save Bksp Cancel 1307 _ Save Eksp More GE ee ee Pause Cancel More LP IE 1408 1416 Phone User Guide IP Office The Phone Menus Contacts Menu Page 173 15 601040 Issue 04f 22 March 2011 22 9 Phone Locked Menu When your phone is locked e It can only be used to make internal and emergency calls e None of the menus for your user settings can be accessed e To unlock the phonel 8 requires your login code if you have configured a login codel 90 PHONE LOCKED a Unlock Features ee ee Be Features Unlock Select ae Unlock Enter Password Done Clear Cancel BEE 1408 1416 Phone User Guide Page 174 IP Office 15 601040 Issue 04f 22 March 2011 The Phone Menus Phone Locked Menu 22 10 System Admin Menu This menu is only available to users who have been configured as a system phone user NG 299 11 00 Ma6 Status Features Features tPhone User Select Exit IP500 Version 6 0 11009 Back IL 02 ENTER DATE ENTER DATE 10 09 2009 12 11 _ SUNDAY 12 11 1963 Back Done CS ee eee a BEER ENTER TIME ENTER TIME Features gt Phone User System Admin Select SECURITY CODE R RA Done 14 28 15 0_ 14 29 15 00_ Done eo Sass a as I tTime i ENTER TIMEOUT TIMEOUT 00 10 System Shut
70. Calls are redirected to its night service fallback group if set 113 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 113 otherwise to voicemail if available Particular Group e Change Change the status of the selected group e Done Exit the menus Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 111 IP Office 15 601040 Issue 04f 22 March 2011 16 2 2 Changing the Group Service Status Status Menu If the system administrator has allowed you you can change the service state of a group through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the aca PHONE key and then press the Status soft key if shown 2 Use the amp up and down Y arrow keys to scroll the menu to the hunt group name and your current membership status 3 Select the required state using the soft keys e InServ In Service The groups operates a normal distributing calls to available members of t
71. OK button or the P right arrow key Use the dk up and down Y arrow keys to scroll the display to the option Show Waiting Call Press the Change soft key to change the setting or use the 4 left or right P arrow keys e Off Show details of the current call only e On Automatically toggle the display between details of the current call and the waiting call Press the Done soft key 18 8 9 Inactivity Timer Auto Return You can set a timer which will return the phone to its normal call display after a set period of phone inactivity By default the phone will be set to auto return after 60 seconds Note that the timer is not applied to all menus For example it is not applied to the A menu and to the visual voice menu Itisa un fF vu BP w N Iso not applied to the System Admin section of the Features menus Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the dk up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the dk up and down Y arrow keys to scroll the display to the option Phone Screen Settings Press the Select soft key or the OK button or the P right arrow key Use the dk up and down arrow keys to scroll the display to the option Auto Return s Press the Change soft key to change
72. P Office 15 601040 Issue 04f 22 March 2011 17 2 23 Time of Day This action is not supported on your phone as it displays the time and date by default 17 2 24 Timer when a call is made or answered on a call appearance the call appearance line can include a call timer This is controlled by the phone s Call Timer 138 setting During the call you may want to show or hide the call timer associated with the currently selected call appearance For example in order to see more of the caller ID information Temporarily turning the call timer of the currently selected call appearance on or off can be done using a Timer button Note that after the call when the call appearance is next used whether the timer is displayed or not to start with is controlled again by the Call Timer 136 setting 1408 1416 Phone User Guide Page 122 IP Office 15 601040 Issue 04f 22 March 2011 Button Features Features 17 2 25 User Monitors whether another user s phone is idle or in use The Telephone Number field should contain the users name enclosed in double quotes The button can be used to make calls to the user or pickup their longest waiting call when ringing On buttons with a text label the user name is shown The actions performed when the button is pressed will depend on the state of the target user and whether they are local or on a remote SCN system Action 00 Ee e CALL on with brief flashes Initiates a call to the users MESSAGE
73. Press the Select soft key or the OK button or the P right arrow key e Use the k up and down arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure e Use the left and right P arrow keys to switch between altering night service NS or out of service OOS settings e The soft keys HGNS HGNS HGOS and HGOS can be used to change the current status of the group These options are not shown if the system administrator has not enabled you to change the group s service status When viewing a particular group if it already has a fallback destination set the name of that group is shown on the right To change the fallback destination press the Change soft key Either dial the name of the hunt group or press the List soft key for all groups The display will list all the matching groups e Use the k up and down arrow keys to scroll through the list of hunt groups e Select Select the currently displayed hunt group as the fallback destination e Details Display the details of the hunt group name and number e Clear Return to entering the group name Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 113 IP Office 15 601040 Issue 04f 22 March 2011 Chap
74. This redial method is used when your phone s redial mode 435 is set to One 1 Press the REDIAL key 2 The number for the most recent outgoing call in your personal call log is redialed 3 Continue in the same way as for a normal dialed call 2 6 Making a Page Call In order to make page calls you must have access to a paging short code provided by the system administrator or to a paging feature button 12 If the dialing short code or the paging button have been pre configured with a number the user or group at that number will be paged if available The dialing short code can be configured to accept the number of the user or group to page when dialed Similarly a paging button can be set to allow number entry when pressed as follows 1 Press the paging button 2 Dial the number of the user or group you want to page 3 When the dialing is completed the page call is made e If the destination is a user and they already have a call connected they cannot be paged If the destination is a group which is not in service or has no available members it cannot be paged Feature Button The self administer function 11 amp can be used to assign a feature button as a page button using the Group Paging 12 action 1408 1416 Phone User Guide Page 34 IP Office 15 601040 Issue 04f 22 March 2011 Making Calls Making a Page Call 2 7 Withholding Your Number You can select to withhold your number on external calls Note that this
75. aling the short code e Follow Me Here Cancel 13 N Dialed at the extension to which you want your calls were redirected Use your own extension number N when dialing the short code Follow Me To 14 N Dialed at your phone Dial the extension number N to which you want your calls redirected You can dial just 14 to cancel follow me e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 93 IP Office 15 601040 Issue 04f 22 March 2011 15 1 1 Follow Me To Features Menu Using the user menu you can set and clear follow me to settings 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the P right arrow key 4 Press the Select soft key or the P right arrow key If you already has a follow me to number set the display below is skipped 5 Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 66 e Save Save the selected nu
76. also be preset with a specific account code 1408 1416 Phone User Guide Page 54 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 8 Conference Calls 1408 1416 Phone User Guide Page 55 IP Office 15 601040 Issue 04f 22 March 2011 8 Conference Calls Multiple conference calls are supported with parties addable to each conference call until the system s conference capacity up to 148 is reached However a maximum of 64 parties is supported in any particular conference call Conference resources are also used for call recording and other features reducing the available conference capacity for ordinary conference calls Note that some conference controls for example dropping other parties only apply for conferences started on the same phone system as your extension Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use e Conference Held Calls 47 Start a conference between yourself and any calls that you have on hold 8 1 Starting a Conference If you have more than one held call or one held call and a connected call pressing the eee CONFERENCE key will start a conference between yourself and the calls If you do not already have a held call you can use the process below to star a conference 1 Make
77. an be used as the destination for call When a call is presented to a group it is presented to the available group members either one at a time or all at the same time until answered by one of the members How long a group call will ring at each group member before being presented to the next member is controlled by the group s own settings Hunt groups also use voicemail and have their own settings for when an unanswered call should go to the group s mailbox For group calls the hunt group s voicemail settings are used rather than your settings The system administrator can enable a number of hunt group menu options on your phone Each option is enabled for a selected hunt group or hunt groups of which you are a member e Enable Disable Your Group Membership 108 When your membership of a hunt group is disabled you no longer receive hunt group calls for that group You are still a member of the group and can re enable your membership e Change the Hunt Group Service Status 110 Each hunt group can be in service in night service or out of service When in night service or out of service the groups calls are redirected to an alternate group or to voicemail e Change the Hunt Group Fallback Destination 116 These menus allow you to change the alternate groups used for the groups calls when it is in night service or out of service status Default Short Codes Short codes are numbers that you can dial to enable and disable various fea
78. an integral stand that can be flipped to either of two positions without needing any tools When used in the upright position a plastic peg in the earpiece rest area for the handset can be reversed if a more secure grip on the handset when not in use is required The phone includes a handsfree speaker and microphone for operation as a handsfree speakerphone The speaker is located under the handset The microphone is located at the bottom right of the keypad The phone includes a headset socket for connection of phone headsets 1416 Phone User Guide Page 11 IP Office 15 601040 Issue 04f 22 March 2011 1 4 Button Modules The 1416 and 1616 phones can support addition units called button modules Each button module provides the phone with an additional 32 buttons which can be used as appearance buttons 1 and or feature buttons 116 Up to 3 button modules can be attached to a 1416 or 1616 phone However the number of button modules supported by the telephone system may be limited by the total number of button modules attached to other phones on the telephone system HE 2 MUTE VOLUME HEADSET e Do not connect or disconnect a button module yourself Your system administrator will arrange this if necessary Failure to connect and restart the equipment in the correct order may cause the phone to not function correctly e The button module used for 1416 phones is not interchangeable with that used for 1616 phones and vice versa
79. and right P arrow keys or press the Change soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 62 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 11 Contacts Directory 1408 1416 Phone User Guide Page 63 IP Office 15 601040 Issue 04f 22 March 2011 11 Contacts Directory Directory Alle This menu is accessed by pressing the me key It is used to display names and DIAL NAME numbers that you can then use for making calls List New The directory includes names stored for use by all users names stored for use by just you and the name and numbers of all the other users and groups on the phone system The Contact Menu 172 diagram shows a summary of the menu options The contacts shown in the directory come from a number of sources e Personal Directory Contacts These contacts are stored by the telephone system as part of your user settings e They are displayed on the phone while you are using it If you hot desk to another 1400 1600 9400 9500 9600 M Series or T Series phone your personal contacts move with you e You can have up to 100 personal directory entries which you can add edit and delete these through the phone e The system administrator can also add edit and delete your personal directory entries e User Contacts These contacts list all 3 the other users on the telephone system If your system
80. are in do not disturb 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down arrow keys to scroll the menu to DND Exceptions 5 Press the Select soft key or the OK button or the P right arrow key 6 The menu will depend on whether any numbers are already set or not e No Numbers Set e Press the Add soft key e Enter the number or press the Dir soft key to select a number from the directory 66 e When the number has been entered press the Save soft key e Numbers Set e Use the k up and down arrow keys to scroll through the list of numbers Numbers that contain an N or X are using wildcards for a range of numbers These are entered by the system administrator e Use the Add soft key to add a new number in the same way as if no numbers had been entered e use the Delete soft key to delete the number shown 1408 1416 Phone User Guide Page 104 IP Office 15 601040 Issue 04f 22 March 2011 Redirecting Calls Do Not Disturb 15 4 Twinning Twinning is a process whereby your calls ring on two phones Twinning is only available if configured by the system administrator There are two methods of twinning supported internal
81. be switched off Unlike disabling the ringer 13 this only affect the ring and does not affect the visual alerting 132 Press the A MENU button Use the up and down arrow keys to locate the option Call Settings Press the Select soft key Use the amp up and down arrow keys to locate the option Audible Alerting Use the left and right P arrow keys or press the On Off soft key to change the setting When completed press the Done soft key N OO WwW BP U N HH Press the Exit soft key to exit the menus 18 7 4 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 13 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used This is a user setting which will move with you if you hot desk another phone 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK b
82. been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option System Information Press the Select soft key or the OK button or the right arrow key Oo ON O u You can now scroll through information about the system including its IP address and license key serial number 1408 1416 Phone User Guide Page 156 IP Office 15 601040 Issue 04f 22 March 2011 System Administration Checking the System and Software Version 21 2 Checking the Time Settings When the phone system is configured to get the time automatically from a time server you can view the settings through the phone The details include the address of the time server the UTC time value obtained and the current local time If daylight saving time DST is being used the DST setting being applied is also shown 1 PS oO N ODO u Press the Features soft key if shown a e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option System Admin If the option is not pr
83. ble Call park buttons can be configured with a specific park slot numbers A calls parked using that button will be given that park slot number Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using their button 23 28 Ringing Line Preference This setting is controlled by your system administrator and is normally on When you are not connected to a call if you receive an incoming call ringing line preference will make the alerting appearance button your selected appearance button You can answer the call on the selected appearance button by lifting the handset or pressing the Headset or Speaker button Without ringing line preference to answer the call on the alerting appearance button you must press the appearance button to select it manually 23 29 Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use 23 30 Small Community Network Several IP Office telephone systems can be connected together to form a Small Community Network You can then dial the user on other systems in the same way as for internal calls on your own system The remote users are listed in the directory The system administrator can also configure which hunt groups are accessible across the
84. ble soft key functions e Others Add other extension numbers to which you want to send the message e Record Record the message again 1408 1416 Phone User Guide Page 80 IP Office 15 601040 Issue 04f 22 March 2011 Voicemail Sending a Message 13 4 Mailbox Greeting While the voicemail system will play a generic greeting to caller prompting them to leave a message you can record your own greeting 1 Press the hast MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The visual voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the option Greeting 4 Press the Select soft key or OK 5 Use the soft keys to listen to and record your mailbox greeting e Listen Listen to the current greeting or the new greeting just recorded e Record Record a new greeting Note that the greeting must be at least 3 seconds long or the voicemail system will discard it e More Switch between the different sets of available soft key functions e Submit Submit the new recording as your mailbox greeting Delete Delete your current mailbox greeting The voicemail will use its default greeting Personal Greetings Intuity voicemail allows a number of greeting to be recorded and then used for different call types internal external etc These greetings are setup and recorded through the mailbox voice prom
85. by twinning will not change the user s status 1408 1416 Phone User Guide Page 123 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 18 Phone Settings 1408 1416 Phone User Guide Page 125 IP Office 15 601040 Issue 04f 22 March 2011 18 Phone Settings Menu Top Pressing the A MENU key accesses a menu that can be used to control various 4Screen Sounds phone settings These are mainly settings stored by the phone rather than user Select settings that move with you SS The Phone A Menu diagram 176 shows a summary of the menu options General Display Controls Mobile Twinning 127 e Brightness 135 Withhold Number 12 Contrast 135 Redial Mode 128 Call Timer Display 13 Backup Restore Languages En Bloc Dialing 12 Display Name 138 Auto Lock 13 A Menu Auto Exit 138 Exit Menu Timer Auto Return 139 Sounds e Button Clicks 14 Disabling the Ringer 134 Error Tones 14 Visual Alerting 13 gt Ringer Volume l1i4h Audible Alerting 1335 Handset Volume 14 Coverage Ring 133 Headset Volume 14h Ring Sound 133 Speaker Volume 142 Ringer Volume 13 Automatic Gain Control 14 Internal Auto Answer 134 Default Audio Path 14 gt 1408 1416 Phone User Guide Page 126 IP Office 15 601040 Issue 04f 22 March 2011 Phone Settings 18 1 Mobile Twinning This menu option is only available is you have been configured by the system administrator to be able to use mobile twinning e The addition of
86. cence Key Failure There is a problem with the memory card used to license features and applications e System Boot Error The telephone system has encountered an error while restarting e Corrupt Date Time There is an error in the date or time being used by the system Selecting Admin will take you to the system administration menu where you can change the date 15 and time 158 1408 1416 Phone User Guide Page 161 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 22 The Phone Menus 1408 1416 Phone User Guide Page 163 IP Office 15 601040 Issue 04f 22 March 2011 22 The Phone Menus This section gives summaries of the phone menus e Features Menu 165 This menu allows you to change a number of your user settings e Self Administer Menu 16h This is a sub menu of the Features menu It allows you to assign functions to the feature buttons e Visual Voice Menu 16 This menu is used to access voicemail messages and other voicemail settings e Status Menu 16 This menu is used to change the settings of various features when they are enabled e A Menu 17 This menu is used to configure various phone settings and to view details of the phone software e Call Log Menu 17 This menu is used to display a log of missed outgoing and answered calls e Contacts Menu 17 gt This menu is used to display and select personal and system directory entries e Redial Menu 73 This menu is displayed when the Redial key is
87. cent call are kept in your call log However the count will indicate if the caller has rung or has been rung several times 4 While you are in the details of a call record the soft key functions available are e Call Call the number shown in the call record You can also do this by pressing the OK button e Contact Add the name and number to your personal directory You can edit the details before they are added e Back Go back to the normal call screen to select another call record 1408 1416 Phone User Guide Page 74 IP Office 15 601040 Issue 04f 22 March 2011 Call Log Viewing Call Details 12 4 Deleting a Record You can delete the currently displayed call record If the record is a missed hunt group call the record is also deleted from the call log of other users configured to see the same hunt group s missed calls 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the More soft key 3 Press the Delete soft key to delete the currently
88. ct what information is displayed on the top line of the phone display when the phone is idle G 299 11 00 01 26 299 John Smith G 4 a a Status Features Status Features Normal idle phone display showing Optional idle phone display showing extension number time and date extension number and name 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings 5 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the display to the option Display Name 5 Press the Change soft key to change the setting or use the 4 left or right P arrow keys Off Display your extension number and the date and time on the phone when it is idle e On Display your extension number and name on the phone when it is idle 6 Press the Done soft key 18 8 7 A Menu Auto Exit The Show Phone Screen option only applies to the A menu screens accessed when you press the A key If the option is on if you receive a call while in the A menu the phone will automatically exit the menus and display the call details Press t
89. d unconditional or forward busy no answer destination is set e If no destination has been set you are prompted to enter a number e Enter a number or press the Dir soft key to select a number from the directory 66 e When a number is set press the Save soft key e The menu can now be used in the same way as if the number had already been set e Forwarding Destination Set e Use the k up and down arrow keys to scroll through the following menu options e Use the left and right P arrow keys to switch forward on busy as on or off e Use the left and right P arrow keys to switch forward on no answer on or off e Use the left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 102 IP Office 15 601040 Issue 04f 22 March 2011 Redirecting Calls Forwarding Calls 15 3 Do No
90. displayed call log record 12 5 Deleting All Records You can delete all call records from your call log This action deletes all call log record types Answered Missed and Outgoing not just the type you are currently viewing This action deletes your personal call records and any hunt group call records 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the More soft key 3 Press the Del All soft key to delete all your call log records 1408 1416 Phone User Guide Page 75 IP Office 15 601040 Issue 04f 22 March 2011 12 6 Adding a Record to Your Contacts You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoin
91. down 00 10 _ Immediate shutdown Memory Card Done Back Confirm Back SYSTEM IP500 Site A Version Select Back 4 MOE S TTRA Se EN ri ICF Active Shut Down Memory Card ICF Active 1408 1416 Phone User Guide Page 175 IP Office 15 601040 Issue 04f 22 March 2011 22 11 Error Screens Display Likely Cause B 299 15 32 09 06 NoUser NOT LOGGED IN This screen is displayed when there is no user currently logged in on the phone Login The phone can still be used for internal and emergency calls To login 8 press Select PHONE LOCKED PHONE LOCKED az This screen is displayed if the user has locked it The phone can still be used to Unlock Features make and receive internal calls and to make emergency calls If it is your phone you can unlock it using your login code If it not you phone you can still login 8 1408 1416 Phone User Guide Page 176 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 23 Glossary 1408 1416 Phone User Guide Page 177 IP Office 15 601040 Issue 04f 22 March 2011 23 Glossary 23 1 Abbreviated Ring A single non repeated ring By default this is the type of ring used when another call alerts you when you already have a call in connected 23 2 Appearance Button Appearance buttons are used to represent calls made and received by you and other users on the telephone system They are configured by your system administ
92. e OK button or the right arrow key If you have any parked calls they are listed 5 Use the d up and down arrow keys to scroll through the parked calls 6 To unpark a particular call press the CPkUp soft key 5 2 3 Unpark Status Menu While parked calls are parked on the telephone system and can be unparked by any other user the parked call indication is sent to a particular extension If there are any calls parked against your phone you can view and unpark them using the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If you have any parked calls the Parks option is displayed The option is not present if you do not have calls parked against your extension 3 Press the Details soft key 4 Use the amp up and down arrow keys to scroll through the parked calls 5 To unpark a particular call press the CPkUp soft key 1408 1416 Phone User Guide Page 50 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 6 Transferring Calls 1408 1416 Phone User Guide Page 51 IP Office 15 601040 Issue 04f 22 March 2011 6 Transferring Calls To transfer a call your phone must have an available call appearance button If all your current call appearance buttons are in use you must end 36 or park 505 one of your existing calls 1 Press the ei TRANSFER key The current call is automatically put on h
93. e Off soft key e To change the destination of the setting press the Edit soft key e Use the k up and down arrow keys to scroll through the following menu options e Use the left and right P arrow keys to switch forward on busy as on or off e Use the left and right P arrow keys to switch forward on no answer on or off e Use the left and right arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 19 6 Forward Unconditional You can clear or change your forward unconditional settings through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the aca PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd Uncon e To switch off forward unconditional press the Off soft key e To change the forwa
94. e call appearance is available to be used to make a call or to Features receive an incoming call C Call Incoming da a Extn307 0 00 307 gt gt Alerting 00 12 This call appearance is alerting with an incoming call You can press the gt gt double arrow soft key to select the Ignore or ToVm soft key options aa BSS ae Call Outgoing Call 4 a Mark 0 00 12 You have made a call with the appearance but it is not yet connected 201 gt gt Conn Connected a Mark 0 00 22 The appearance is the one with which you are currently talking 201 gt gt Held Held a Mark 0 00 22 The call that you made or received on the call appearance has been put on hold by 201 gt gt the other party Call On Hold Lua Mark 201 1408 1416 Phone User Guide Page 22 IP Office 15 601040 Issue 04f 22 March 2011 Introduction Appearance Buttons Menu 1 11 3 Bridged Appearance Buttons A bridged appearance button shows the state of one of another user s call appearance buttons It can be used to answer or join calls on that other user s call appearance button It can also be used to make a call that the call appearance user can then join or retrieve from hold e When the user s call appearance button alerts your matching bridged appearance button also alerts The bridged appearance button can be used to answer the call on the call appearance button user s behalf e When the call appearance button user answers
95. e dialing for too long the phone system may think that you have finished dialing and will attempt to connect the call using only the digits you have completed dialing so far En bloc dialing allows you to compose and edit the number to dial on your phone s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you are using a phone that supports en bloc dialing Dialing a Number Using En Bloc Mode 1 With no connected call on the phone start dialing Do not lift the handset or select headset or speaker before dialing 2 You can use the right arrow key to delete the previous digit dialed if you need to correct the number 3 When you have completed the number as required you can select how you want to make the call e Lift the handset to start a call using the handset e Pressing the Call soft key or OK button to start the call using the phone s default handsfree audio path 142 speaker or headset You can also press one of your idle call appearance to make the call using that appearance e Press the Headset button to start the call on a headset connected to your phone e Press the Speaker button to start the call on your phone s handsfree speaker Enabling Disabling En Bloc Dialing You can enable or disable your en bloc dialing setting through the phone s Features menu 1
96. e ee es Brightness tContrast l tPersonal Ringing I I tButton Clicks i tError Tones avon Screen Sounds Brightness Select Exit r visual Alerting tAudible Alerting l tShow Phone Screen tStay in Contacts i tAudio Path A Menu Call Settings I visual Alerting Select i tSelf Test tAudio tLanquage Menu Advanced 4Erase Select Exit aS ES aes j All tContacts I tCall Log tOptions lesen IN guag A Menu Erase Contacts Erase Handset AGC I I Headset AGC On tSpeaker AGC On I tSpeaker Open Off tHeadset Xmit NR On tHeadset Rev Loud Off tHeadset CC Off I I tHandset Xmit NR A Menu Audio Gain tHandset AGC On Off ee q English I tNederlands I I tDeutsch i Frangais l tEspafiol l A Menu Language 4 English Select a ESS SS The following options are not used with IP Office and are not included in this documentation Applications Log Answered Log Un Answered Log Outgoing Log Bridged Erase Contacts Erase Call Log and Stay in Contacts 1408 1416 Phone User Guide IP Office Page 170 15 601040 Issue 04f 22 March 2011 The Phone Menus Phone A Menu 22 6 Call Log Menu This menu is accessed by pressing the t key The diagram below summarizes the structure of the menu Missed Answered Outgoing Call
97. e menu to Forward 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Follow Me Here 5 Press the Select soft key or the OK button or the P right arrow key e Use the menu to add or remove users e Use the k up and down arrow keys to scroll through the names e To remove a user press the Clear soft key e To add a user press the Add soft key e Dial the number of another user When it matches a user their name is displayed Alternatively use the Dir soft key to select a user from the directory 66 e Press the Save soft key to set the follow me here Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 95 IP Office 15 601040 Issue 04f 22 March 2011 15 2 Forwarding Calls Forwarding is used to redirect calls to another extension or an external number Forward Unconditional Forward unconditional can be used to immediately redirect your calls By default this function is only applied to incoming external calls to you However if required internal calls and or hunt group calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward unconditional destination That number can be internal or external You can still use the phone to make outgoing calls When you go off hook y
98. e two variants of twinning internal twinning which uses two internal extensions and mobile twinning which twins your internal extension with an external number Calls Redirected Destination I nternal External Group I nternal External Voicemail vty Ty x x Der is EA x xf KA SE E xxx 1408 1416 Phone User Guide Page 92 IP Office 15 601040 Issue 04f 22 March 2011 Redirecting Calls 15 1 Follow Me Follow me to is used to redirect your calls to another extension where you will be working The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user This allows you to share another person s phone without logging them off their phone The calls are still subject to all your user settings as if they were ringing at your phone All calls are redirected Follow Me To Follow me to is the function used to enable follow me from your own phone Follow Me Here Follow here the function used to enable follow me at the extension to which you want your calls redirected Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use Follow Me Here 12 N Dialed at the extension to which you want you calls redirected Use your own extension number N when di
99. ed you do not receive group calls for that group gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to the hunt group name and your current membership status 3 Press the Enable or Disable soft key to change the status of your membership of that group 19 9 Group Service Status If the system administrator has allowed you you can change the service state of a group through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down Y arrow keys to scroll the menu to the hunt group name and your current membership status 3 Select the required state using the soft keys e InServ In Service The groups operates a normal distributing calls to available members of the group e Night Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 113 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e OOS Out of Service The group is out of service Calls are redirected to it out of
100. een lamp 20 2 Scroll the display using the up and down arrow keys the held call will appear with a icon e You can press the gt gt double arrow soft key e Press the Pickup soft key to take the call off hold 1408 1416 Phone User Guide Page 47 IP Office 15 601040 Issue 04f 22 March 2011 5 1 3 Switching Between Calls With a call on hold fast flashing green 20 appearance button and another call connected red and green so appearance button you can switch between calls by pressing the appearance button of the held call The current call is automatically put on hold and the previously held call connected 5 1 4 Transfer a Held Call When you already have a call on hold and a call connected you can connect them by starting a conference Press the eee CONFERENCE key Your current call and the held call will be connected You can now drop yourself 5 from the conference Note 1 If you are the only internal user in the conference depending on your telephone systems configuration dropping yourself from the conference may end it Consult your system administrator for details 1408 1416 Phone User Guide Page 48 IP Office 15 601040 Issue 04f 22 March 2011 Holding and Parking Calls Holding Calls 5 2 Parking Calls Parking a call is similar to holding a call However parked calls can be unparked by other users on the phone system Each parked call is given a number By default the number is your extension number plus
101. erwise to voicemail if available Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 110 IP Office 15 601040 Issue 04f 22 March 2011 Groups Group Service Status and Fallback 16 2 1 Changing the Group Service Status Features Menu Using the Features menu you may be able to change the service status of some groups to which you belong 1 Press the Features soft key if shown To access the menu during a call press the right arrow key or press the aca PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Group 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down arrow keys to scroll the menu to State 5 Press the Select soft key or the OK button or the right arrow key 6 Use the amp up and down arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure The soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection All Groups InServ In Service The groups operates a normal distributing calls to available members of the group Night Night Service The group is in night service mode
102. esent then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option Time Server Status Press the Select soft key or the OK button or the right arrow key The current date being used by the telephone system is displayed Use the up and down arrow keys to scroll through the details 21 3 Setting the Date The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the current time server settings 155 can be displayed 1 D oO N DO u Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key U
103. estes ener en 119 17 213 Drop ters 119 17 2 14 Flash HOOK cnni a a ta 119 17 2 19 Gf0UP AA E T E T 120 17 2 16 Group PAaQINO s snssnssrressserseoreseseoreoresereren eran nan 120 17 2 17 Headset Toggle 120 17 2 18 Internal Auto ANSWEr eee 120 17 219 Ringer Off case ea einer 120 17 2 20 Self ACMinister ecccecceeeeeeeeeeeeeeeeeeeeens 121 17 2 21 Send All Calls ec eeeeeeceeeeeeeeeeeeeeeeeeeeeens 121 17 2 22 Set Hunt Group Night ServiCe 121 1408 1416 Phone User Guide IP Office 1 7 2 23 TIME OF DAY ii sec cesdicadessacdssipeesseandtzsssaneciasencess 122 17 2 24 TIME adel ar st acct ana masta 122 17 2 25 User an ia an ae 123 18 Phone Settings 18 1 Mobile Twinning 224444444nRn nennen 127 18 2 Withhold Number 22044204snnnnnnnnennnnnnnnenn nn 127 18 3 Redial Mode ur20ur240nnssennnnnnnnennnnnnnnnnenannnnn 128 18 4 En Bloc Dialing 42 4 ee 129 18 5 Erase Options 2srs0unnnennnnnnnnnnnnnennnnnnnnnnnnnnann nenn 129 18 6 Auto L cken aan aa aan 130 18 7 Ringer Controls u222424044ssennnnnnnnennnnnnnnnnnnenannnnnn 131 18 7 1 Disabling the Ringer userreeneernnnnenenenen 131 18 7 2 Visual Alerting 132 18 7 3 Audible Alerting 132 18 7 4 Coverage RINGO ssossossosseoneosesoreoresresorenr rna 132 18 7 5 Ring SOUNd er 133 18 7 6 Ringer Volume uusrssenenennneennnnnnennnnnn ern 134
104. f 22 March 2011 3 5 Call Pickup Pickup is used to answer a call ringing elsewhere on the phone system There are a number of pickup options e Answer any ringing call on the telephone system e Answer a call ringing a particular user e Answer a call ringing a particular group e Answer a call not necessarily a group call ringing the members of a group 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Press the Select soft key or the OK button or the P right arrow key e To answer a ringing call press the Any soft key e To answer a call ringing against a particular target dial the targets number Alternatively press the Dir soft key to select the target from the directory 6 3 The following menus will depend on the type of number entered e User Number e To answer a call ringing against the user press the Pickup soft key e To return to entering a number press the Clear key e Hunt Group Number e To answer a call ringing against the members of the group press the Members soft key The call does not have to be a call to the hunt group e To answer a call ringing for the hunt group press the Group soft key e To return to entering a number press the Clear key Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are defaul
105. f your coverage ring and the system administrator set attention ring settings is used 23 9 Do Not Disturb e When you are in do not disturb you callers are redirected to voicemail if available or otherwise hear busy tone e The only people who can call you are those calling from numbers in your do not disturb exceptions list Forwarding can still be applied to these calls e Calls to any hunt group of which you are a member are not presented to you unless you are the last available member of the group e Enabling do not disturb will not affect any calls already being presented to your phone e You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone e N No Calls Do Not Disturb An N is shown on your phone s display when you have do not disturb enabled 1408 1416 Phone User Guide Page 178 IP Office 15 601040 Issue 04f 22 March 2011 Glossary Do Not Disturb Exceptions 23 10 Do Not Disturb Exceptions e These are numbers for caller s who can call you even when you are set to do not disturb This only applies for calls to you It does not apply for calls to a hunt group of which you are a member 23 11 Follow Me Follow me to is used to redirect your calls to another extension where you will be working The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user This allows you to share another person s phone without
106. g e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records Press the Details soft key The individual details of the currently selected call record are displayed Press the Contact soft key Use the dk up and down arrow keys to switch between the name and number details for the new contact un BW N Using the telephone keypad and the Bksp soft key you can edit the name and the number When editing the number use the Pause soft key to enter a comma for a 1 second pause in the number dialing 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 1408 1416 Phone User Guide Page 76 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 13 Voicemail 1408 1416 Phone User Guide Page 77 IP Office 15 601040 Issue 04f 22 March 2011 13 Voicemail If your telephone system includes a voicemail server pressing the gt lt MESSAGES button accesses a series of menus referred to as visual voice You can use these menus to playback messages and change various voicemail settings e Checking Messages 795 e Record and Send a Message 805 e Change Your Mailbox Greeting s e Select a Voicemail Email Mode 82 gt e Change Your Voicemail Code 83 e Turn Use of Voicemail On
107. ge waiting indication for a hunt group or hunt groups 1408 1416 Phone User Guide Page 78 IP Office 15 601040 Issue 04f 22 March 2011 Voicemail Message Waiting Indication 13 2 Checking Messages 1 Press the gt lt MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The visual voice menu is displayed The numbers shown against the Listen option indicate the number of new old and saved messages in your mailbox e If the system administrator has configured you to receive message waiting indication for any hunt group mailboxes you can also use the amp up and down arrow keys to display the hunt group names and the number of messages in those mailboxes 3 Press the Select soft key 4 Use the amp up and down arrow keys to select which messages New Old or Saved that you want to listen to and press Select The details of the first message of that type are displayed 5 You can use the amp up and down arrow keys to scroll through the messages 6 Use the soft keys to control the playback actions e Listen Pause Start stop playback of the currently displayed message Delete Delete the message e More Switch between the different sets of available soft key functions e Save Mark the message as saved Saved messages are not normally automatically deleted e Copy Copy the message to another mailbox The
108. h no call connected your phone will display details of your parked calls 50 Calls Parked by Extension SO Green flash Call Parked by Other Extension SO Red flash No Parked Calls 50 Off 17 2 9 Call Park to Other Ext A button setup with this action can be used to park a call against another extension The park slot number used will be based on your extension number The button can be setup with a target user number or left blank for number entry when the button is pressed The button can be pressed again to unpark the call Parked Call 80 Green flash No Parked Call 20 off 17 2 10 Call Pickup Answer a call currently ringing on the telephone system 17 2 11 Directed Call Pickup Answer a call ringing a user or hunt group The target user or group number from which to pickup a call can be set when the button is configured If no number is set pressing the button will display a menu for number entry 17 2 12 Directory A button configured with this action will display your contacts directory when pressed 17 2 13 Drop This action is not supported on your phone as it emulates the Le DROP key on the phone 17 2 14 Flash Hook A button configured for this action will send a hook flash signal to a currently connected analog line 1408 1416 Phone User Guide Page 119 IP Office 15 601040 Issue 04f 22 March 2011 17 2 15 Group A button set to this function monitors the status of a hunt group queue This
109. he A MENU button Use the amp up and down arrow keys to locate the option Call Settings Press the Select soft key Use the amp up and down arrow keys to locate the option Show Phone Screen Use the 4 left and right P arrow keys or press the On Off soft key to change the setting When completed press the Done soft key No UW A W N Mm Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 138 IP Office 15 601040 Issue 04f 22 March 2011 Phone Settings Display Controls 18 8 8 Show Call Waiting By default when you are connected on a call the display will show details of that call In order to see details of a another call such as a held call or a waiting call you need to scroll the display using the up and down arrow buttons Using the Show Call Waiting option you can select to have the current call display automatically toggle between details of the current call and the waiting call display vv fF vu BB U N Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down Y arrow keys to scroll the display to the option Phone Screen Settings Press the Select soft key or the
110. he call e Line Appearance Buttons 27 These represent specific phone lines connected to the telephone system You can use the button to make calls using that line or to answer calls on that line Several users can have line appearance keys that represent the same line Your phone s display and the key lamps will indicate when the line is being used by other users as well as by yourself Appearance Button Display Menu Idle This menu is used to display information about the 20 buttons that have been 299 11 00 01 26 configured for appearance functions These will normally be the first 3 button on a the phone but the system administrator can configure additional buttons Features i Using the amp up and down arrow keys you can scroll through the details of each of the buttons The display for buttons that currently have a call in progress will show details of the associated call Call Incoming da a Extn307 The display for buttons that are idle will show the default label for the button 307 and also soft key labels for accessing the other main menus Those buttons that have not been configured as appearance buttons can be used as feature buttons 116 1408 1416 Phone User Guide Page 19 IP Office 15 601040 Issue 04f 22 March 2011 1 11 1 Using the Appearance Menu These icons are shown to indicate the status of the call on the currently displayed appearance button 1 Use the amp up and down Y arrow keys to scroll t
111. he group e Night Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 113 otherwise to voicemail if available e A hunt group can also be put into and out of night service automatically by the telephone system using a time profile If that is the case the night service state cannot be overridden using manual controls e OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 113 otherwise to voicemail if available Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 112 IP Office 15 601040 Issue 04f 22 March 2011 Groups Group Service Status and Fallback 16 2 3 Changing the Group Fallback You may be able to use the Features menu to change the fallback group destination for some of the hunt groups of which you are a member 1 un BB W N Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the aca PHONE key and then press the Features soft key Use the dk up and down Y arrow keys to scroll the menu to Group Press the Select soft key or the OK button or the P right arrow key Use the dk up and down arrow keys to scroll the menu to Fallback
112. hich languages are available for use by the phone for its own menus Up to 5 languages can be made available Though the phone s menu you can select which of those languages the phone should use Note that many of the messages displayed on the phone use text sent from the telephone system They will use the default language of the telephone system unless the system administrator has set you to use a specific language supported by the phone system Phone Languages Telephone System Languages Dutch Danish Italian English Dutch Norwegian French English UK Portuguese French Canadian English US Portuguese Brazilian German Finnish Russian Italian French Spanish Castilian Portuguese Brazilian French Canadian Spanish Latin American Russian German Swedish Spanish Castilian Spanish Latin American Press the A MENU button Use the dk up and down arrow keys to locate the option Advanced Press the Select soft key Use the dk up and down arrow keys to locate the option Language Press the Select soft key Use the dk up and down arrow keys scroll through the different languages available To select the language currently displayed press the Select soft key or OK When completed press the Done soft key oO AON OD U BP U N HH Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 137 IP Office 15 601040 Issue 04f 22 March 2011 18 8 6 Display Name You can sele
113. hrough details of the current call on each appearance button Call Incoming da a Extn307 307 2 If there is currently a call on the appearance button an icon will be displayed indicating the status of the call A Alerting The call is alerting your phone Kemis The call is the currently connected call to which you are talking e On Hold The call is on hold e Held Elsewhere The call has been put on hold by someone else who answered the call using an appearance button on their phone C Conference The call is a conference call 3 A gt gt double arrow at the bottom left indicates that there are soft key options 32 available that could be applied to the call To access these press the gt gt double arrow soft key and select the required function 1408 1416 Phone User Guide Page 20 IP Office 15 601040 Issue 04f 22 March 2011 Introduction Appearance Buttons Menu 1 11 2 Call Apperance Buttons Call appearance buttons are used to display calls to and from your phone By having several call appearance buttons you are able to answer and make several calls switch between calls and perform other actions when all your call appearance buttons are in use any further calls to your number follow your forward on busy setting if set or otherwise go to voicemail if available Call Appearance Button Lamps The following lamp states are used by appearance buttons configured to be call appearance buttons 50 Red
114. ill advise you if you can remote hot desk and what features will still be available to you when you do e Log Out 87 When you log out from a phone or are logged out by another user logging in the telephone system may apply several actions e If you have a normal default extension and no one else is logged in there you return to being logged in on that phone e If you remain logged out you are treated the same as being on do not disturb except that all calls to you go to voicemail if available e If you have a mobile twinned number the system administrator can configure the system so that calls are still presented to your mobile twin while you are logged out e Lock Unlock 85 Separately from logging in and out you can lock your phone settings While locked the phone can still be used to answer your calls and can be used to make internal and emergency calls However it cannot be used to make external calls and your user settings cannot be accessed through the phones menus e You can set your phone to automatically lock itself after a period of inactivity e Default Extension Each extension can be configured with a default user If you are logged off from an extension if you have a default extension the system will automatically log you in at your default extension if it is not in use by another user e Login Idle Period Your system administrator can configure a timeout which will automatically log you out if you do not use the
115. ils More BES The Visual Voice Menu Visual Voice Listen Select 1408 1416 Phone User Guide IP Office This menu is accessed by pressing the me key It is used to display names and numbers that you can then use for making calls The directory includes names stored for use by all users names stored for use by just you and the name and numbers of all the other users and groups on the phone system The Contact Menu 17 diagram shows a summary of the menu options This menu is accessed by pressing the t key The call log you see is a call log stored on the telephone system If you login at another 1400 1600 9400 9500 9600 M Series or T Series phone your call log moves with you Your call log contains your 10 most recent answered calls 10 most recent calls you made and 10 most recent missed calls If configured by the system administrator it can also include calls missed by hunt groups of which you are a member The Call Log 17 menu diagram shows a summary of the menu options This menu is accessed by pressing the gt lt key It is used to access the voicemail system and to then play messages in your voicemail mailbox record and send messages to other users and to change various mailbox settings The Visual Voice menu diagram 168 shows a summary of the menu options Page 17 15 601040 Issue 04f 22 March 2011 1 10 Phone Status Letters The series of letters that appear in the top left of the displa
116. includes details of those that you can assign to a button using the self administer 116 menu Functions that can only be assigned by your system administrator will be explained by the system administrator Some actions are not supported on all phones However they may be set for users who hot desk between different types of phone e Abbreviated Dial 118 Drop Abbreviated Dial Prog Flash Hook 11 amp e Account Code Entry 118 e Group Paging 12 e AD Suppress 118 Headset Toggle 12 e Automatic Callback 118 e Internal Auto Answer 126 Break Out 115 Ringer Off 12 e Call Forwarding All 118 e Self Administer 12 e Call Park 118 e Send All Calls 12 e Call Park to Other Ext 11 e Set Hunt Group Night Service 12 e Call Pickup 119 e Time of Day 122 e Directed Call Pickup 11 e Timer 28 e Directory 11 amp A self administer button set with action data 1 can be used to the following functions onto programmable buttons e Abbreviated Dial 11 amp e User 123 e Group 126 e Flash Hook 1189 e CPark 11 Some actions are not supported on all phones However they may be set for users who hot desk between different types of phone 1408 1416 Phone User Guide Page 117 IP Office 15 601040 Issue 04f 22 March 2011 17 2 1 Abbreviated Dial This action can be used as a speed dial button While setting up the button enter the number you would like it to dial You can enter a partial
117. ing used by your phone Switch the Ringer On Off 13 Flash the message lamp for calls Visual Alerting 13 gt Audible Alerting On Off 133 Coverage Ring 132 Ring Sound 133 Ring Volume 134 Internal Auto Answer 134 Calls are presented with a number of different ring patterns Internal Calls Repeated single ring External Calls Repeated double ring Ringback Return Calls Repeated single ring followed by two short rings Phone Settings Auto Lock This type of ring is used for calls that are returning to your phone For example a call that you put on hold and which is returning due to being left on hold too long Coverage Ring Variable You can also adjust the ringing used for call coverage and bridged appearance buttons See Coverage Ring 13 gt The options are normal ringing an abbreviated ring a non repeated single ring or no ring Attention Ring Variable The system administrator can adjust the ring used for new calls when you are already talking to a caller The options are an abbreviated ring a non repeated single ring or no ring e For calls alerting on a call coverage or bridged appearance button when you are already on a call the shorter of the coverage ring or attention ring settings is used The system administrator can also adjust the when ringing is used for each specific appearance button The ringing can be immediate delayed for a set time or off 18 7 1 Disabling the Ringer This o
118. inger for the current alerting call The call will continue alerting until either answered or it goes to voicemail e Pickup Answer the call that is held or alerting another user ToVM Send an alerting call to your voicemail 1408 1416 Phone User Guide Page 32 IP Office 15 601040 Issue 04f 22 March 2011 Making Calls Call Soft Key Options 2 3 Calling a Person from the Contacts List You can use any directory contacts to make a call You can also use the directory in almost any telephone function where you need to select the number for a destination for example during transfers 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want displayed e All All directory entries External Directory entries stored by the telephony system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the telephone system e Personal Your own personal directory entries c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed pre
119. inistrator for more information 1 8 The Main Phone Menus a The main menus are detailed below You can move between them using the ASA PHONE key You can do this even during a call including when a call is alerting In addition the menus are accessible from the call appearance menu by pressing the Status and Features soft keys when they are displayed The Appearance Menu Idle 299 11 00 01 26 a Features Call Incoming da a Extn3 07 307 Status Mobile Twinning Off The Features Menu Features I Pickup Select Button Features SAR Selec 1408 1416 Phone User Guide IP Office a This menu is used to display information about the buttons that have been configured for appearance functions These will normally be the first 3 button on the phone but the system administrator can configure additional buttons Using the up and down arrow keys you can scroll through the details of each of the buttons The display for buttons that currently have a call in progress will show details of the associated call The display for buttons that are idle will show the default label for the button and also soft key labels for accessing the other main menus Those buttons that have not been configured as appearance buttons can be used as feature buttons 118 The Status menu is not always visible It is shown when you have any special call routing features active For example do not disturb switched on It is also sho
120. is will disconnect all current calls and services 1408 1416 Phone User Guide Page 159 IP Office 15 601040 Issue 04f 22 March 2011 21 7 Memory Card Management The telephone system can be fitted with an additional memory card or cards which are used for various functions The memory card menu allows you to check the status of the card or cards fitted to your telephone system and to perform a number of actions on the cards gt O oo N O u Press the Features soft key if shown aa e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the dk up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the dk up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option Memory Card Press the Select soft key or the OK button or the P right arrow key The menu lists both the current state of the memory card or cards that can be added to the telephone system followed by the actions that can be performed on those cards e The status of each me
121. key to change the setting 1408 1416 Phone User Guide Page 83 IP Office 15 601040 Issue 04f 22 March 2011 13 8 Transfer to Voicemail When set to visual voice mode the gt lt key can be used to transfer your current call to the voicemail mailbox of another user or group 1 With the call connected press the gt lt key You are still connected to the call and can continue talking 2 Dial the extension number of the user or group to which you want to transfer the call 3 When the number matches a user or group their name is displayed e To transfer the call to the user or group s mailbox press the Select soft key The caller will hear a few seconds of ringing and then the mailbox greeting e To exit the transfer menu press the Exit soft key 13 9 Send a Call to Voicemail You can transfer a call targeted at you directly to voicemail 1 1f the call is not the current call on the display use the up and down arrow keys to scroll the display to the alerting call 2 Press the gt gt double arrow soft key 3 Press the To VM soft key 4 The call is redirected to voicemail 13 10 Visual Voice This menu option provides a route into visual voice if the MESSAGES key has not been setup to do that 1 Press the Features soft key if shown lt gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the d up and down Y arrow key
122. ll in the same way as holding a normal call Holding the conference call does not affect the other conference parties who can continue talking You will also still be listed as a member of the conference call in the conference details e Warning This only applies to conference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system may cause that conference to hear your system s music on hold 8 6 Transferring Calls Using Conference When you already have a call on hold and a call connected you can connect them by starting a conference Press the eee CONFERENCE key Your current call and the held call will be connected You can now drop yourself 5 from the conference Note 1 If you are the only internal user in the conference depending on your telephone systems configuration dropping yourself from the conference may end it Consult your system administrator for details 1408 1416 Phone User Guide Page 58 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 9 Headset Operation 1408 1416 Phone User Guide Page 59 IP Office 15 601040 Issue 04f 22 March 2011 9 Headset Operation Your phone has a headset socket located under the phone This is suitable for the connection of phone headsets that connect via a HIS headset cable e Pressing the 9 HEADSET key can be used to answer a call through the headset It can also be pressed to end a headset call e The key is lit when
123. logging them off their phone The calls are still subject to all your user settings as if they were ringing at your phone All calls are redirected 23 12 Follow Me Here Follow here the function used to enable follow me at the extension to which you want your calls redirected 23 13 Follow Me To Follow me to is the function used to enable follow me from your own phone 23 14 Forward on Busy Forward on busy redirects your calls when your phone is not able to present you with any more alerting calls e By default this function is only applied to incoming external calls to you However if required internal calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external e Busy is defined has having no available call appearance buttons on which further calls can be presented e Hunt group calls are not presented when you are busy and so are not forwarded by this setting e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 835 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been f
124. ls i tTime of Day tSef Administer Account Code Entry FAbbreviated Dial tCall Park to Other Ext I tGroup Paging tCall Pickup tDirected Call Pickup tRinger Off AD Suppress tHeadset Toggle i tSet Hunt Group Night Service tFlash Hook tBreakout Admin Directory Select ane DSS KEY TO SET Ir Previous Back DSS KEY CONFIGURATION Timer _ Select Delete Back DS BUTTON FREE Previous rag BUTTON PROGRAMMED its Previous Back DSS6 FEATURE ON BUTTON Timer _ Replace Previous Back Page 167 15 601040 Issue 04f 22 March 2011 22 3 Visual Voice Menu This menu is accessed by pressing the gt lt key The system administrator may have configured it so that you are required to enter your voicemail code after pressing the button Listen 4 0 1 mine Listen New N Extn205 14 20 09 10 I S I MS 070 0 Listen Back More tMessage Greeting SES SSS Es t Email Listen Extn299 Delete Save More I INew 4 Select tPassword Visual Voice Listen 4 01 Select Exit a ae iy Greeting Message Dial Extension 307 Message Cancel Listen Record More ENTER PASSCODE FE RK ee Done Record GE ee E ae ENTER NEW CODE fj 1 i Stop HHH HK _ I tEmail Mode Fwd EN BEE i tEmail Mode Alert Email Select Option 4Email Mode Off Select
125. ly to them is available on the Avaya Support Web site http support avaya com Copyright Preventing toll fraud Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party for example a person who is not a corporate employee agent subcontractor or is not working on your company s behalf Be aware that there can be a risk of toll fraud associated with your system and that if toll fraud occurs it can result in substantial additional charges for your telecommunications services Avaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada For additional support telephone numbers see the Avaya Support Web site http support avaya com Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to securityalerts avaya com Trademarks Avaya and Aura are trademarks of Avaya Inc The trademarks logos and service marks Marks displayed in this site the documentation s and product s provided by Avaya are the registered or unregistered Marks of Avaya its affiliates or other third parties Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark Nothing contained in this site the documentation s and pr
126. mber as your follow me to destination All calls to your extension number will be redirected to that destination e Clear Clear the currently selected or set number e Back Go back to the previous menu Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 15 1 2 Follow Me Status Menu If you have set a follow me destination for calls to your phone you can clear or change the setting through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Follow Me To e To clear the follow me to setting press the Clear soft key e To change the destination of the setting press the Edit soft key Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 94 IP Office 15 601040 Issue 04f 22 March 2011 Redirecting Calls Follow Me 15 1 3 Follow Me Here Features Menu You may be able to change follow me here using the Features menu 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll th
127. menu will prompt you to enter the destination number e Call Call the person who left the message Notes 1 Automatic Message Deletion By default messages are automatically deleted a set time after being played The delay depends on the particular voicemail server 24 hours for embedded voicemail 30 days for Voicemail Pro For voicemail messages on a Voicemail Pro system the system administrator can customize the delay and can also apply automatic deletion times to new and saved messages 1408 1416 Phone User Guide Page 79 IP Office 15 601040 Issue 04f 22 March 2011 13 3 Sending a Message You can use visual voice to record and send a voicemail message to other users mailboxes 1 Press the Fasad MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key The visual voice menu is displayed Use the dk up and down arrow keys to scroll to the option Message Press the Select soft key or OK Enter the user to which you want to send the message Press the Message soft key When you are ready to start recording press the Record soft key To stop recording press the Stop soft key oOo ON DOD vu BP WU N You can now use the following soft keys e Listen Listen to the recording You can use the Record option to record the message again e Submit Send the message e More Switch between the different sets of availa
128. mory card listed will be one of No Card Active or Inactive Entries are only listed for the types of cards that are supported on the telephone system to which you are connected e CF This refers to the compact flash card that can be fitted to systems that support just a single card e System This refers to the first SD memory card that can be fitted to systems that support two memory cards e Option This refers to the second SD memory card that can be fitted to systems that support two memory cards e The actions that can be performed on the memory cards are listed after the status of the cards The actions available will depend on the cards fitted and the current status of those cards After selecting an action you can then select the card on which you want the action performed and then press the Confirm soft key to start the action e Shut Down This option is available when an Active card is present It allows the card to be made inactive e Start Up This option is available when an Inactive care is present It allows the card to be made active again e System Backup This option is available when a System card is present and active It allows the telephone system s current configuration settings to be copied to a backup file on the memory card e System Restore This option is available when a System card is present and active It overwrites the telephone system s current configuration settings with those from a backup file on the card
129. n the conference use the amp up and down arrow keys e To drop the caller displayed from the conference press the Drop soft key Press the Lt DROP key will also drop the displayed party e To return to the call display press the Exit soft key 8 4 Dropping Parties from a Conference You can drop parties from a conference call including yourself 1 While connected to a conference call if you press the Le DROP key the conference details menu is displayed 2 You can then perform the following actions e To scroll through the list of callers in the conference use the dk up and down Y arrow keys e To drop the caller displayed from the conference press the Drop soft key Press the Le DROP key will also drop the displayed party e To return to the call display press the Exit soft key Note 1 1f you are the only internal user in the conference depending on your telephone systems configuration dropping yourself from the conference may end it Consult your system administrator for details 1408 1416 Phone User Guide Page 57 IP Office 15 601040 Issue 04f 22 March 2011 8 5 Holding a Conference Call Using the HOLD key you can put a conference call on hold in the same way as you can for a normal call The appearance key for the conference call will show a fast flashing green lamp To take the conference call off hold press the appearance key I mportant Holding Conference Calls You can hold a conference ca
130. nal and shared of names and telephone numbers to which you have access CALL LOG 72 This key displays a record of you most recent answered missed and outgoing calls The button is illuminated when you have new missed calls REDIAL 425 This key is used to either redial the last call you made or to show a list of the last calls you made from which you can select the number to redial HOLD 475 This key is used to put the call you are currently talking to on hold ge 56 This key is used to start a conference call and to add callers to an existing conference feg Ae 52 This key is used to transfer calls to another number DROP 36 Press the Drop key to drop the active call It can also be used to redirect a ringing call to voicemail While on a conference call you can press the Drop key to drop a person from the conference call VOLUME 144 Press plus or minus on the Volume key to adjust the volume of the incoming call Separate volumes can be adjusted for the ringer handset headset and speaker HEADSET 60 gt This key is used to answer and end calls using a headset connected to the phones headset socket The button is lit when you are connected to a call using the headset MUTE 36 This key can be used to mute your speech to the currently connected call The button is lit while mute is active SPEAKER 62 gt This key is used to answer and end calls using the phone s handsfree speaker and microphone
131. nd must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements 2011 Avaya Inc All rights reserved 1408 1416 Phone User Guide Page 188 IP Office 15 601040 Issue 04f 22 March 2011
132. network You may also be able to hot desk to a phone located on another system in the network 23 31 System Administrator The system administrator is able to make or arrange changes to the telephone system configuration They are able to see and change most of your user settings 23 32 System Phone User Your system administrator can configure some user s as system phone users They will be able to access a range of additional functions such as changing the system date and time A system phone user is able to add edit and delete system directory entries 23 33 Twinning Twinning is a process whereby your calls ring on two phones Twinning is only available if configured by the system administrator There are two methods of twinning supported internal twinning 18 and mobile twinning 180 1408 1416 Phone User Guide Page 181 IP Office 15 601040 Issue 04f 22 March 2011 Index A Abbreviated ring 23 25 132 178 Access Control Fallback 108 109 110 111 112 113 149 Follow Me 93 94 95 96 98 99 100 101 102 146 147 148 149 Forward 93 94 95 96 98 99 100 101 102 146 147 148 149 Membership 108 109 110 111 112 113 149 State 108 109 110 111 112 113 149 Add Contact 44 68 76 Contact from Redial List 44 68 External contact 64 67 69 70 to conference call 56 Alarm 150 161 All CallLog 33 68 73 74 75 76 Contacts 33 65 66 Forward 98 99 148 All Calls 98 99 148 Almost Full 150 161 A
133. ng is canceled 1 To activate mute press the k MUTE key The button will be lit while mute is active 2 To switch mute off press the key again 2 10 Ending Calls e The Le DROP key can be used to end the current call to which you are talking If the call is a conference call it displays a menu to allow selection of which conference party to drop 5 e If the call is connected on the phone s speaker the I SPEAKER key is lit Pressing the key again will end the call e If the call is connected on the phone s headset the 9 HEADSET key is lit Pressing the key again will end the call e If the call is connected on the phone s handset replacing the handset will end the call 1408 1416 Phone User Guide Page 36 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 3 Answering Calls 1408 1416 Phone User Guide IP Office 15 601040 Issue 04f 22 March 2011 3 Answering Calls o A slow flashing green lamp on an 0 appearance button indicates an alerting call This may also be accompanied by ringing 135 and by the message lamp flashing Selected Button If the button also has a red lamp 80 that indicates that it is already the selected button that will be used if you lift the handset or go off hook in any other way If that in the case you can answer the call in the following ways a To answer a call on the selected button alV Red on Slow green flash 1 Select the method which you want to use to talk to the caller
134. ngs e Speaker Volume 142 e Speaker Automatic Gain Control On Off 142 e Default Audio Path 62 gt Conference Phones Your phone is not designed as a conference room speakerphone It is designed for use by a speaker located directly in front of the phone with no obstructions between themselves and the microphone Phones designed to be used as conference speakerphones typically have multiple microphones and are able to handle sounds coming from multiple directions For details of conference speakerphones supported by your phone system contact your system administrator 10 1 Speaker Volume While talking handsfree via the phone s speaker you can adjust the volume of the incoming call 1 With the call connected on the speaker press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 10 2 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through the phone s speaker while you speak via the phone s microphone If you have a headset attached you can change the phone s behavior so the audio is played through the headset by default rather than the speaker 1 Press the A MENU button 2 Use the amp up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down arrow keys to locate the option Audio Path 5 Use the left
135. nning e The addition of a button set to the Twinning function is recommended contact your system administrator Such a button allows you to transfer a call to your twinning destination retrieve a call from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on off 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the up and down arrow keys to scroll the menu to Forward Press the Select soft key or the OK button or the P right arrow key Use the d up and down arrow keys to scroll the menu to Mobile Twinning Press the Select soft key or the OK button or the P right arrow key If no twinning number has been set the menu will prompt you to enter a number N Oo WwW BP U N When a number has been entered you can access the Enable and Disable soft keys to turn use of mobile twinning on or off The Clear soft key removes the existing twinning number in order to allow entry of a new number 1408 1416 Phone User Guide Page 105 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 16 Groups 1408 1416 Phone User Guide Page 107 IP Office 15 601040 Issue 04f 22 March 2011 16 Groups Your system administrator can include you as a member of a group along with other users Each group has its own extension number which c
136. not attach a copy of the message 6 When the required setting is displayed press the Select soft key To exit without changing the setting press the Exit soft key 1408 1416 Phone User Guide Page 82 IP Office 15 601040 Issue 04f 22 March 2011 Voicemail Email Mode 13 6 Changing Your Voicemail Code 1 Press the gt lt MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The visual voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the option Password 4 Press the Select soft key or OK 5 Enter your current password and press Done 6 Enter the new password that you want to use e The new password must be at least 4 digits long e A series of numbers for example 1234 or repeated numbers are not allowed 7 Press Done 13 7 Voicemail On Off You can control whether the telephone system uses voicemail to answer your unanswered calls This does not switch off your mailbox which you can still access to play existing messages and use other functions 1 Press the MA MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The visual voice menu is displayed 3 Use the up and down arrow keys to scroll the display to the option Voicemail 4 Press the Select soft key 5 Press the On or Off soft
137. nsssssnnsennensennnnnnnnennnnnennennn 83 13 8 Transfer to VOICeMaQil sssssrrrsseerrrrrnnerrnsrennrrrrrnnnnrr rna nn 84 13 9 Send a Call to Voicemail ccccecsecseeeteeeseneeeees 84 13 10 Visual V lce 2 trike cities ha nadie 84 14 Logging In Out 14 1 Logging IN len 87 14 1 1 Logging In on a Phone Already in Use 87 14 1 2 Logging In on a Not Logged In Phone 87 14 2 LOGOUT 2 ha ete einen 87 TAS LOCK s in HEEERER Rear ea 88 14 4 Auto Lock 2 2 0045 tide tei e a cna Ben 89 Page 3 15 601040 Issue 04f 22 March 2011 14 5 Unlock Zar a ea nen 89 14 6 Changing Your Login Code ersserrneensnnnneen nen 90 14 7 Unregistering 4 444424HRH nennen nnnnnenennnnnnnannn nenn 90 15 Redirecting Calls 15 1 Folow Meise 93 15 1 1 Follow Me To Features Menu 94 15 1 2 Follow Me Status Menu u en 94 15 1 3 Follow Me Here Features Menu 95 15 2 Forwarding Ca llS censoring 96 15 2 1 Forward Unconditional Status Menu 98 15 2 2 Forward Unconditional Features Menu 99 15 2 3 Forward On No Answer Status Menu 100 15 2 4 Forward On Busy Status MenuU 101 15 2 5 Forward On Busy No Answer Features Men eine 102 15 3 Do Not Disturb acid eee 103 15 3 1 DND On Off Features Menu 104 15 3 2 DND Off Status Menu 20
138. number and complete the dialing after pressing the button For example pre program the button with a particular international dialing code 17 2 2 Abbreviated Dial Program This function is not supported on 1600 Series phones 17 2 3 Account Code Entry This action can be setup with or without an account code If the button is setup with an account code that account code is applied to the current call when the button is pressed If the button is setup without an account code pressing the button will display the enter account code 54 menu 17 2 4 AD Suppress This action can be used to suppress the display of numbers that you dial When the action is enabled any numbers that you dial are displayed as s characters When on the button s green lamp is lit Pressing the button again toggles the action on or off 17 2 5 Automatic Callback A button with this action can be used to set a callback on a user who does not answer After ring the user press the button When the target user ends their next call the system will ring you and then the targeted user When a callback has been set the button s green lamp is lit Pressing the button again cancels the callback 17 2 6 Breakout This action is useable within a Small Community Network 18h of IP Office systems When the button is pressed the menu will allow selection of another IP Office system within the network The number that you then dial will be output from that IP Office sys
139. number dialed in place of N e Unpark Call 38 N Unpark the call parked using the park number N 1408 1416 Phone User Guide Page 49 IP Office 15 601040 Issue 04f 22 March 2011 5 2 1 Park Using the Menu 1 Press the Features soft key if shown a e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Park 3 Press the Select soft key or the OK button or the P right arrow key 4 You can park the call and have the parked call indication sent to your phone or another phone Use the dk up and down arrow keys to select either the method of parking your want e Park Here With Park Here displayed press the Select soft key or the OK button or the P right arrow key e Park to Other User e With Park to Other displayed press the Select soft key or the OK button or the P right arrow key e Enter the target user extension number Alternatively press the Dir soft key to use the directory 66 e Press Done 5 2 2 Unpark Features Menu 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the menu to Park 3 Press the Select soft key or the OK button or the right arrow key 4 Press the Select soft key or th
140. oduct s should be construed as granting by implication estoppel or otherwise any license or right in and to the Marks without the express written permission of Avaya or the applicable third party Avaya is a registered trademark of Avaya Inc All non Avaya trademarks are the property of their respective owners Downloading documents For the most current versions of documentation see the Avaya Support Web site http www avaya com support Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product The support telephone number is 1 800 242 2121 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support Page 2 15 601040 Issue 04f 22 March 2011 Contents 1 Introduction 1 1 Important Safety INfOrMatlON ssesserserssesrersrorsrrseor rann 9 1 2 08 PhoONneSs 2 31 4 ETATE ATT 10 1 3 16 PRONE Sanog ee 11 1 4 Button MOCUICS ssssesssrasssrasssrasssnsnssnnrarnnnrran rna rn nns nn 12 TS Phone Keys 2 Ha 13 1 6 The Phone Stand 22urs4srnnnnnnnnnnonnnnnnnennnnnn nn 14 1 7 Labels anne adress aea eet 15 1 8 The Main Phone MeNUS sssmssssrssrsrsssrrsssrssnersrrrren resan na 15 1 9 T SME NN US res esona r e sdesens bisak sed sn gt nie 17 1 10 Phone Status LetterS sssssssssseossorssrseorenresorennennr norra nn 18 1 11 Appearance ButtonS MenNU ssssessesrssessrssre
141. off Idle Green off The call appearance is not in use and is not currently selected 2O Red on Idle Selected Green off The call appearance is not in use but is the current selected button that will be used if the user goes off hook 50 Red off Alerting Green slow flash The matching call appearance is alerting for an incoming call This is accompanied by ringing If the user is already on a call only a single ring is given SO Red on Alerting Selected Green slow flash As above but Ringing Line Preference has made this the user s current selected button 50 Red on In Use Here Green on The user has a call connected on the call appearance or is dialing 50 Red off In Use Elsewhere Green on The call appearance button is in use on a bridged appearance 50 Red off On Hold Here Green fast flash The call has been put on hold by this user 50 Red off On Hold Elsewhere Green flash A call on a bridged appearance button matched to the call appearance has been put on hold Calls on a call appearance that are put on hold by another user will continue to show connected lamp status though the phone display will indicate a held call 50 Red off Inaccessible Green broken The button pressed is not accessible The call is still dialing ringing or cannot be bridged into flash 1408 1416 Phone User Guide Page 21 IP Office 15 601040 Issue 04f 22 March 2011 Call Appearance Button Display 299 11 00 01 26 Idle j a Indicates that th
142. old 2 Dial the number for the transfer Alternatively press Dir to select a destination from the directory 66 e To complete the transfer press the ei TRANSFER key or press the Complete soft key You can do this while the call is still ringing e Transferring a call while it is still ringing is called an unsupervised transfer e Transferring a call after ringing finishes is called a supervised transfer e If the transfer destination does not answer or after answering the call does not want to accept the call press the Cancel soft key 3 Press the ei TRANSFER key to complete the transfer or press the Complete soft key If the transfer destination does not answer or does not want to accept the call press the Cancel soft key 6 1 Transfer to Voicemail When set to visual voice mode the gt lt key can be used to transfer your current call to the voicemail mailbox of another user or group 1 With the call connected press the gt lt key You are still connected to the call and can continue talking 2 Dial the extension number of the user or group to which you want to transfer the call 3 When the number matches a user or group their name is displayed e To transfer the call to the user or group s mailbox press the Select soft key The caller will hear a few seconds of ringing and then the mailbox greeting e To exit the transfer menu press the Exit soft key 6 2 Transferring a Held Call When you already have
143. option may not be supported in all situations It may depend on the configuration of your phone system and options supported by your telephone line provider 1 Press the Features soft key if shown gt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down menu keys to scroll the menu to Withhold Number 5 Use the left or right P arrow keys to change the current setting or press the indicated soft key 1408 1416 Phone User Guide Page 35 IP Office 15 601040 Issue 04f 22 March 2011 2 8 Adjust the Call Volume While talking you can adjust the volume of the incoming call The volume is separately adjusted for which every device you are currently using handset headset or speaker 1 With the call connected press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 2 9 Muting a Call Muting a call stops the caller from hearing you However you can still hear them e The mute setting remains active even if you switch between calls using hold and or appearance buttons e If you change how you are listening to the call for example switching from the handset to the speaker the mute setti
144. or makes a call using that call appearance your matching bridged appearance button show the status of that call for example connected on hold etc The bridged appearance button can be used to retrieve the call if on hold or to join the call if active e Bridged appearance buttons are not supported between users on different systems in a Small Community Network h8 If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 13 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used Bridged Appearance Button Lamps The following lamp states are used by appearance buttons configured to be bridged appearance buttons Button Lamps Bridge Appearance Button State 50 Red off Idle Green off The bridged appearance is not in use 50 Red off Alerting Green slow flash Red on Green slow flash The matching call appearance is alerting for an incoming call This is accompanied by ringing If the user is already on a call only a single ring is given Alerting Selected As above but Ringing Line Preference has made this the user s current selected bu
145. orced Account Code Entry The system administrator can configure certain numbers or types of numbers to require entry of an account code before you can continue making a call to such a number 1 ENTER ACCOUNT is displayed when you are required to enter an account code 2 Enter the account code that you want to use 3 Press the Done soft key 4 If the account code was not a valid account code the REENTER ACCOUNT menu is displayed 7 2 Manual Account Code Entry You can enter account codes during a call or before making a call The account code that you enter must match an account code set on the telephone system 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Call Settings Press the Select soft key or the OK button or the I right arrow key Use the amp up and down arrow keys to scroll the menu to Account Code Press the Select soft key or the OK button or the right arrow key Enter the account code that you want to use Press the Done soft key Oo oo u A WU N If the account code was not a valid account code the REENTER ACCOUNT menu is displayed Feature Button Access to the enter account code menu can be assigned to a feature button 116 configured with the Account Code Entry 118 action The button can
146. orwarded to an external number 23 15 Forward on No Answer Forward on no answer redirect calls that have alerted your phone but have not been answered for some reason e By default this function is only applied to incoming external calls to you However if required internal calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external e No answer is defined as having been presented to your phone for your no answer time default 15 seconds e Hunt group calls are not forwarded e The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 8 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 23 16 Forward Unconditional Forward unconditional can be used to immediately redirect your calls e By default this function is only applied to incoming external calls to you However if required internal calls and or hunt group calls can also be selected e When enabled all calls matching the settings are forwarded to the number set as the forward unconditional
147. ou will hear broken dial tone The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 83 the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number D Diverting Forwarding Calls A D is shown on your phone s display when you have forward unconditional enabled Forward on Busy Forward on busy redirects your calls when your phone is not able to present you with any more alerting calls By default this function is only applied to incoming external calls to you However if required internal calls can also be selected When enabled all calls matching the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external Busy is defined has having no available call appearance buttons on which further calls can be presented Hunt group calls are not presented when you are busy and so are not forwarded by this setting The forward on busy and forward on no answer options use the same forwarding destination number If no number is set they use the same destination as set for forward unconditional If you have voicemail enabled 83 the
148. p and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the amp up and down arrow keys to locate the option Internal Auto Answer 5 Press the Change soft key to change the setting This function can be assigned to a feature button 116 configured with the Internal Auto Answer 126 action The button lamp will indicate when internal auto answer is on 1408 1416 Phone User Guide Page 134 IP Office 15 601040 Issue 04f 22 March 2011 18 8 Display Controls This section covers controls for adjusting the phones display and the information shown on the display Display Brightness 135 Adjust the brightness of the display Display Contrast 135 Adjust the contrast of the display Call Timer 13 Adjust whether the ring call time is displayed for calls on appearance buttons Show Last Call Duration 136 Display the duration of a call for a few seconds after the call is ended Display Language 13 Select the language used for the phones menus Display Name 135 Change the information displayed by the phone when it is not in use A Menu Auto Exit 138 Automatically exit the A menu screens when a new call alerts your phone Show Waiting Calls 135 Phone Settings Ringer Controls If when already on a call there is another call waiting to be answered automatically toggle the call information displayed between details of the current call and those of the waiting call
149. phone in that time to make or answer a call Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use e Login 35 N P Login to a phone using your extension number N and login code P e Log Out 36 Log yourself out from the phone where you are currently logged in 1408 1416 Phone User Guide Page 86 IP Office 15 601040 Issue 04f 22 March 2011 Logging In Out 14 1 Logging In when you login to a phone you take control of that phone I ncoming calls for you are redirected to it phone and your user information and settings are available Any existing user on the phone is logged off when you login The method for logging in depends on the current state of the phone e Phone In Usel If the phone is already in use you can still login The existing user will be logged out e Logged Out 87 gt If the phone has no current user it displays NOT LOGGED IN e Unregistered Phone If the phone is not registered with the phone system the Enter Extension menu is displayed 14 1 1 Logging In on a Phone Already in Use You can login at a phone that is already in use by another user The existing user is logged out 1 1f the phone is already in use e Press the Features soft key e Use the d up and down arrow key
150. provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise no use should be made of materials on this site the Documentation s and Product s provided by Avaya All content on this site the documentation s and the product s provided by Avaya including the selection arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases You may not modify copy reproduce republish upload post transmit or distribute in any way any content in whole or in part including any code and software Unauthorized reproduction transmission dissemination storage and or use without the express written consent of Avaya can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information regarding distributed Linux OS source code for those Products that have distributed the Linux OS source code and identifying the copyright holders of the Third Party Components and the Third Party Terms that app
151. pt interface or using the one X Portal for IP Office application 1408 1416 Phone User Guide Page 81 IP Office 15 601040 Issue 04f 22 March 2011 13 5 Email Mode Voicemail email is a feature where emails are sent to your email address when your voicemail mailbox receives a new voicemail message The email can include the voicemail message as an attachment or it can be just an alert This option is only available if configured by your system administrator Through the visual voice menu you can change the mode of voicemail email operation 1 Press the MA MESSAGES button e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The visual voice menu is displayed 3 Use the amp up and down arrow keys to scroll to the option Email This option is only available if your email address has been set in your voicemail settings by the system administrator 4 Press the Select soft key or OK 5 The menu displays your current voicemail email mode setting Use the up and down arrow keys to scroll through the possible settings Email Mode Off Do not send any emails e Email Mode Copy Send an email with a copy of the new voicemail message attached e Email Mode Fwd Send an email with the new voicemail message attached and delete the message from the voicemail mailbox e Email Mode Alert Send an email telling you there is a new message but do
152. ption can be used to turn off the ringer for all calls If set to no ring this disables both the phones audible alerting 138 and visual alerting 132 settings 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down Y arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down Y arrow keys to scroll the menu to Disable Ringer 5 Press the Change soft key to change the setting Selecting On will turn the ringer off 1408 1416 Phone User Guide IP Office Page 131 15 601040 Issue 04f 22 March 2011 18 7 2 Visual Alerting The message waiting lamp at the top right corner of the phone can also be used to indicate when you have a call alerting your phone The lamp is flashed to indicate a call waiting to be answered Press the A MENU button Use the amp up and down arrow keys to locate the option Call Settings Press the Select soft key Use the up and down arrow keys to locate the option Visual Alerting Use the left and right arrow keys or press the On Off soft key to change the setting When completed press the Done soft key N OO WwW BP U N HH Press the Exit soft key to exit the menus 18 7 3 Audible Alerting The phone s audible ringer can
153. rator Normally your first 3 buttons are call appearance buttons but additional buttons can be configured as appearance buttons 23 3 Attention Ring Your system administrator can set what ringing should be used if another call alerts you when you already have a call connected The options are a single non repeated ring abbreviated ring or no ring 23 4 Auto Hold By default when you have a connected call in progress if you press another appearance button the connected call is automatically put on hold Without auto hold the connected call is ended when you press another appearance button 23 5 Bridged Appearance Button A bridged appearance button shows the state of one of another user s call appearance buttons It can be used to answer or join calls on that other user s call appearance button It can also be used to make a call that the call appearance user can then join or retrieve from hold e When the user s call appearance button alerts your matching bridged appearance button also alerts The bridged appearance button can be used to answer the call on the call appearance button user s behalf e When the call appearance button user answers or makes a call using that call appearance your matching bridged appearance button show the status of that call for example connected on hold etc The bridged appearance button can be used to retrieve the call if on hold or to join the call if active e Bridged appearance buttons are not suppo
154. rator You can answer the call SS by pressing the bridged appearance button Dial Number Making a Call t Extn2 01 a If idle see above you can press the bridged appearance to make a call The Dir matching call appearance will indicate that it is in use and the other user can join the call by pressing that call appearance Call On Hold Held Call TExtn201 a If the other user puts their call on the matching call appearance on hold your Pickup bridged appearance will indicate the held call You can retrieve the held call by pressing the Pickup soft key or pressing the bridged appearance button 1408 1416 Phone User Guide Page 24 IP Office 15 601040 Issue 04f 22 March 2011 Introduction Appearance Buttons Menu 1 11 4 Call Coverage Buttons Each call coverage button is associated with another user on your telephone system The button allows you to be alerted when that user has an unanswered call still ringing You can view the details of the call and answer it if required The settings of the user being covered control how long it rings at their phone before it also starts alerting on your call coverage button for that user Call coverage appearance buttons are not supported between users on different systems in a Small Community Network If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 132 that should be used when a call alerts on any of those buttons
155. rding settings press the Edit soft key e Use the k up and down arrow keys to scroll through the editing options e Use the left and right P arrow keys to switch the forwarding on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which calls are forwarded Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 148 IP Office 15 601040 Issue 04f 22 March 2011 Status Menu Forward Unconditional 19 7 Forwarded Here This option allows you to see the names of users who are currently forwarding calls to you It includes forward unconditional forward on no answer and forward on busy A separate entry is shown for each user a 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down Y arrow keys to scroll the menu to Fwd To Here Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 19 8 Group Membership If the system administrator has allowed you you can enable disable your membership of a group through the Status menu When your membership of a group is disabl
156. rectory Those users are then not included in the user directory 1408 1416 Phone User Guide Page 64 IP Office 15 601040 Issue 04f 22 March 2011 Contacts Directory 11 1 Viewing Contacts Details 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want displayed e All All directory entries e External Directory entries stored by the telephony system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the telephone system e Personal Your own personal directory entries c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Details to display the name and number 3 Use the amp up and down arrow key to switch between the name and the number 4 The range of soft keys available will depend on the type of directory entry Call 6 Make a call to the stored number Back Go back to the directory listing More If the contact is one of your personal directory entries the More soft key will be pre
157. rrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the right arrow key Use the up and down keys to scroll the display to the option Self Administer Press the Select soft key or the OK button or the P right arrow key Enter your login code N OO WwW BP U N Press the Done soft key a The menu and buttons can now be used in combination to select and apply functions to buttons oo 9 Inspecting deleting buttons CJ a Press a 80 buttons to see what function is currently programmed for that button b To delete the function press Delete To return to the menu press Back 10 Programming a button a Use the up and down keys to scroll the display to the function you want to apply to a button and press Select b If the function needs some data for example an extension number or a number to dial dial the number a c Press the button to which you want the function applied d If the button is already configured with a function you will be prompted whether you want to replace the existing function To do so press Replace e Press Back 11 Repeat the process to program another button or press Back and then Exit to finish 1408 1416 Phone User Guide Page 116 IP Office 15 601040 Issue 04f 22 March 2011 Button Features Programming a Button 17 2 Features There are a wide range of actions that can be assigned to the buttons This guide only
158. rsssssensrn nns 19 1 11 1 Using the Appearance Menu 20 1 11 2 Call Apperance Buttons nen 21 1 11 3 Bridged Appearance Buttons eee 23 1 11 4 Call Coverage BuUttONS sssssorserssorsoresorsnrnn 25 1 11 5 Line Appearance Buttons 27 2 Making Calls 2 1 En Bloc Dialing s is aa aara aeea 31 2 2 Call Soft Key OPtiONSo ssssesseessersersenessrseoresresorenennrrar enn rna 32 2 3 Calling a Person from the Contacts LiSt 33 2 4 Calling a Person from the Call Log ee 33 2 5 Redialling a Previous Number ursuessssnenesennenenennen 34 2 6 Making a Page Call urs0nnnennnennnennnnennnnnnnnen nn 34 2 7 Withholding Your Number uunzessnersnenerseneneeenennnennnn 35 2 8 Adjust the Call Volume nen 36 2 9 Muting a Call een 36 2 10 Ending Calls 2 24 48 36 3 Answering Calls 3 1 Divert a Call to Voicemail rsnernnennneennnennnennnnn 39 3 2 Ignore an Incoming Call 200s4enneen nennen nenn 39 3 3 Answering a Page Call 2 20rsnennnennneennnennnen nenn 39 ZA AUt0 ANSWEr nennen a 39 3 5 Call PiCkUPsi cxehci iid eee ee ee 40 4 Redialling 4 1 Redial a Call One MOCC ssessosserseoseosesoreoresernor nanna 42 4 2 Redial a Call List Mode eeceeeceesseeeeeeeeeeeteeeneeees 42 4 3 Selecting Your Redial Mode nn 43 4 4 View Call Details
159. rted between users on different systems in a Small Community Network j18h 23 6 Call Appearance Button Call appearance buttons are used to display calls to and from your phone By having several call appearance buttons you are able to answer and make several calls switch between calls and perform other actions When all your call appearance buttons are in use any further calls to your number follow your forward on busy setting if set or otherwise go to voicemail if available 23 7 Call Coverage Button Each call coverage button is associated with another user on your telephone system The button allows you to be alerted when that user has an unanswered call still ringing You can view the details of the call and answer it if required The settings of the user being covered control how long it rings at their phone before it also starts alerting on your call coverage button for that user Call coverage appearance buttons are not supported between users on different systems in a Small Community Network 23 8 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 13 that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter o
160. s During a power surge EFT or ESD calls may be dropped After a power surge EFT or ESD it is normal for the e phone to restart Using a cell phone mobile phone GSM phone or two way radio in close proximity to an Avaya telephone might cause interference The phone should not be connected directly to the outdoor telecommunication network 1408 1416 Phone User Guide Page 9 IP Office 15 601040 Issue 04f 22 March 2011 1 2 08 Phones The diagram below shows the main features of a 1408 phone Message Waiting Indicator Display Navigation Arrows Softkeys Message OK Phone Exit Appearance or Feature Buttons A Menu Hold Contacts Call Log Conference Transfer Redial Drop Speaker Mute Volume Headset e This phone has 8 programmable buttons e By default the first 3 buttons are used as appearance buttons for calls you make and receive Your system administrator can configure additional appearance buttons e Any button not configured as appearance buttons can be configured for a range of telephone system features These are called feature buttons Your system administrator can do this or for a limited number of functions you can do this using the phones self administration 116 menu e The phone includes an integral stand that can be flipped to either of two positions without needing any tools When used in the upright position a plastic peg in the earpiece rest area for the handset can be reversed if a more sec
161. s imported by the system cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 1408 1416 Phone User Guide Page 70 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 12 Call Log 1408 1416 Phone User Guide Page 71 IP Office 15 601040 Issue 04f 22 March 2011 12 Call Log Call Log All This menu is accessed by pressing the t key The call log you see is a call log LExmn201 16 19 01 26 stored on the telephone system If you login at another 1400 1600 9400 Call Details More 9500 9600 M Series or T Series phone your call log moves with you Your call log contains your 10 most recent answered calls 10 most recent calls you made and 10 most recent missed calls If configured by the system administrator it can also include calls missed by hunt groups of which you are a member The Call Log 174 menu diagram shows a summary of the menu options e Making a Call 73 e Viewing Call Details 74 e Deleting a Record 75 e Deleting All Records 75 e Add a Record to Your Contacts 76 Missed Calls Missed calls are calls to you that you did not answer Your system administrator can also configure if the log includes calls presented to you but answered by someone else or by voicemail The Call Log button is illuminated when you have any new missed calls in your call log The lamp is extinguished when you
162. s the Log Out soft key 5 The phone now displays the menu for unregistered phone log in 1408 1416 Phone User Guide Page 90 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 15 Redirecting Calls 1408 1416 Phone User Guide Page 91 IP Office 15 601040 Issue 04f 22 March 2011 15 Redirecting Calls This section looks at the different ways that you can redirect your calls to another phone e Follow Mel 93 Temporarily redirect all your calls to another phone that you will be sharing with that phone s normal user This function can be used in two ways Follow Me To Set the follow me destination from your own phone e Follow Me Here Set the follow me destination from the phone that you want to use e Forward se Forward calls to an internal or external number Forward on Busy Forward calls when you have reached the limit of the number of calls that the phone can present to you Forward on No Answer Forward calls if they have rung unanswered at your phone Forward Unconditional Immediately forward calls Forwarding to voicemail can be selected as an option e Do Not Disturb 10 Redirect all calls to voicemail if available or otherwise to busy tone e Do not disturb exception numbers can be used to allow calls from specific numbers to ignore do not disturb e Twinning 1105 Twinning is a process whereby you can have your calls ring at two different phones You can answer calls at either phone There ar
163. s to scroll the display to the option Phone User e Press the Select soft key or the OK button or the P right arrow key e Use the up and down arrow keys to scroll the display to the option Login e Press the Select soft key or the OK button or the P right arrow key 2 The login menu is displayed Enter your extension number 3 Press the Next soft key Enter your login code 4 Press the Done soft key 14 1 2 Logging In on a Not Logged In Phone This method is used to login at an extension where the previous user has logged out 875 and the phone has no current user You can recognize a phone in this state as it displays NOT LOGGED IN 1 Press the Select soft key or the OK button 2 The login menu is displayed Enter your extension number 3 Press the Next soft key Enter your login code 4 Press the Done soft key 14 2 Logout 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key 4 Use the amp up and down arrow keys to scroll the display to the option Logout 5 Press the Select soft key or the OK button or the P right arrow key 6 You will be logged out of the phone The follow action will depend on several factors e If the phone does
164. s to scroll the display to the option Visual Voice 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Visual Voice 5 Press the Select soft key e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 6 You will now see the visual voice menu 168 1408 1416 Phone User Guide Page 84 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 14 Logging In Out 1408 1416 Phone User Guide Page 85 IP Office 15 601040 Issue 04f 22 March 2011 14 Logging In Out You may always use the same phone in the same location However the telephone system provides a number of features that allow you to use any phone on the system to make and receive your calls e Log In s8 You can login at any phone that you want to use All your calls are then directed to that phone and your user settings are applied to calls made and received If it is a 1400 1600 9400 9500 9600 M Series or T Series phone your contacts and call log are displayed by the phone e Any existing user of the phone is logged out while you are logged in e If you were logged in on another phone you are logged out from that phone e If your phone system is in a Small Community Network 18 of phone systems it may be possible to login at extensions located on other phone systems in the network Your system administrator w
165. scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Redial Action 5 The current mode List or One is displayed e List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e One If this mode is selecting pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial function will be accessible 6 Use either the Change soft key or the left or right P arrow keys to change the mode 7 When the required mode is displayed press the Done soft key 1408 1416 Phone User Guide Page 43 IP Office 15 601040 Issue 04f 22 March 2011 4 4 View Call Details You can view additional details about the currently shown call 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the dk up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Use the amp up and down arrow keys to scroll through the details The possible values are e Time The time of the call e Ring Time How long the call rang e Name The name of the caller if kno
166. scroll through the parked calls 5 To unpark a particular call press the CPkUp soft key 19 12 System Alarms If you have been configured as a system administrator also called a system phone user an S on the phone s display indicates a system alarm message While you are not expected to be able to fix the error causing the alarm the error message allows you to report the problem to your system maintainer e Memory Card Failure There is a problem with one of the memory cards used by the telephone system Selecting Admin will take you to the system administration menu where you can check the status of the memory cards 16 Expansion Failure There is a problem with one of the external expansion modules attached to the telephone system e Voicemail Failure The voicemail system is not available e Voicemail Almost Full The voicemail system is nearly out of storage space for any more messages prompts and recordings e Voicemail Full The voicemail system cannot store any more messages prompts and recordings e Licence Key Failure There is a problem with the memory card used to license features and applications e System Boot Error The telephone system has encountered an error while restarting e Corrupt Date Time There is an error in the date or time being used by the system Selecting Admin will take you to the system administration menu where you can change the date 155 and time 158 1408 1416 Phone User Guide Page 150
167. se either the Change soft key or the left or right P arrow keys to change the mode 7 When the required mode is displayed press the Done soft key 1408 1416 Phone User Guide Page 128 IP Office 15 601040 Issue 04f 22 March 2011 Phone Settings Redial Mode 18 4 En Bloc Dialing By default when you start dialing a number on your phone the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system You cannot correct the digits you have already dialed except by ending the call and starting again Also if you pause dialing for too long the phone system may think that you have finished dialing and will attempt to connect the call using only the digits you have completed dialing so far En bloc dialing allows you to compose and edit the number to dial on your phone s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you are using a phone that supports en bloc dialing You can enable or disable your en bloc dialing setting through the phone s Features menu 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Call Settings
168. se the up and down arrow keys to scroll the display to the option Date Press the Select soft key or the OK button or the P right arrow key The current date being used by the telephone system is displayed Enter the required date using the either the or keys to enter the separators To delete the previous digit or character entered press the 4 left arrow key 10 When a complete valid date has been entered the display will confirm that by showing the full date and the Done soft key option 11 To set the date as the new date to be used by the telephone system press the Done soft key 1408 1416 Phone User Guide Page 157 IP Office 15 601040 Issue 04f 22 March 2011 21 4 Setting the Time The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the current time server settings 155 can be displayed 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key D Use the amp up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone
169. sed for each specific appearance button The ringing can be immediate delayed for a set time or off You can adjust the sound of the ring used by the phone 1 Press the A MENU button 2 Press the Select soft key 3 Use the amp up and down arrow keys to locate the option Personalized Ringing Press the Select soft key e Use the up and down arrow keys to scroll through the different available ring patterns e Press the Play soft key to repeat the currently display ring pattern e To make the currently displayed ring pattern the selected ring pattern for the phone press the Save soft key e To leave the menu without making any changes press the Cancel soft key 4 When completed press the Done soft key 5 Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 133 IP Office 15 601040 Issue 04f 22 March 2011 18 7 6 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing 1 With the phone idle or ringing press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 18 7 7 Internal Auto Answer You can select to have internal calls automatically connected if you are not already on a call The call will be connected after the phone gives a brief tone using either the phone s speaker or the headset as set by the phone s audio path setting 142 1 Press the A MENU button 2 Use the amp u
170. sent to allow you to access the options below It is also present for external directory entries if you have been setup as a system phone user by the system administrator Edit s Edit the name and number Delete 705 Delete the name and number 1408 1416 Phone User Guide Page 65 IP Office 15 601040 Issue 04f 22 March 2011 11 2 Make a Call from the Directory You can use any directory contacts to make a call You can also use the directory in almost any telephone function where you need to select the number for a destination for example during transfers 1 Access the contacts directory a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select which type of directory entries you want displayed e All All directory entries External Directory entries stored by the telephony system for all users to use e Groups The names and numbers of hunt groups on the telephone system e Users The names and numbers of other users on the telephone system e Personal Your own personal directory entries c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Call 3 Con
171. service fallback group if set 113 otherwise to voicemail if available Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 1408 1416 Phone User Guide Page 149 IP Office 15 601040 Issue 04f 22 March 2011 19 10 Mobile Twinning If you have been configured as a mobile twinning user you can use the status menu to switch mobile twinning mode off gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 1f necessary use the up and down arrow keys to scroll the menu to Mobile Twinning e To clear the setting press the Off soft key 19 11 Parked Calls While parked calls are parked on the telephone system and can be unparked by any other user the parked call indication is sent to a particular extension If there are any calls parked against your phone you can view and unpark them using the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 If you have any parked calls the Parks option is displayed The option is not present if you do not have calls parked against your extension 3 Press the Details soft key 4 Use the amp up and down arrow keys to
172. set to use List 435 mode e Phone Locked Menu 174 This menu is displayed when you have locked the phone e System Admin Menu 175 This menu is only available to a user who has been configured as a system phone user by the system maintainer 1408 1416 Phone User Guide Page 164 IP Office 15 601040 Issue 04f 22 March 2011 22 1 Features Menu The Phone Menus This menu is accessed by pressing the Features soft key It can be used to access a range of user settings NG 299 11 00 01 26 Features gt Pickup a Any or Enter Number Status Features Any Dir 4 Park Here tvisual Voice 4 Follow Me To f Cancel a esos TPark Remotely Pickup ee Ta a N GREN 1 tPark F eatures gt Park Forward 4 Park Here tGroup Select Back tPhone User Cal Settings es ee TButton Features t Follow Me Here tFwd Unconditional tFwd Busy No Answer TMobile Twinning Features I Pickup Select F eatures gt Forward 4 Follow Me To oa AS BRS ann T Select 4 oicemail t isual Voice Features gt Visual Voice Voicemail Off Back T Membership t State TFallback i a ee F eatures gt Group Do Not Disturb offe Semper TOND Exceptions I tAccount Code l tinternal Auto Ans offe twithold Number offe i tDisable Ringer on Coverage
173. sic on hold 47 58 Contact Add 44 68 76 add external 64 67 69 70 Add from Redial List 44 68 delete external 64 67 69 70 Edit 67 69 edit external 64 67 69 70 Contacts 17 33 64 65 66 67 69 70 Make call 33 66 Menu 172 Corrupt Date Time 150 161 Count 44 74 Cover 21 23 25 27 Coverage 25 Coverage ring 23 25 131 132 133 178 Covered User 25 CPkUp 50 150 D D 18 96 179 Delay 21 23 25 27 Delete External contact Follow me here Details CallLog 44 74 Dial 21 23 27 Dial tone Broken Directory Add 44 68 76 add external 64 67 69 70 64 67 69 70 95 147 96 103 178 179 Add from Redial List 44 68 delete external 64 67 69 70 Edit 67 69 edit external 64 67 69 70 Make call 33 66 Menu 172 Display Call Waiting 139 Divert To voicemail 39 84 Diverting 18 96 179 Do Not Disturb 18 103 178 Page 183 15 601040 Issue 04f 22 March 2011 Do Not Disturb 18 103 178 Off 104 146 Status 104 146 E Edit Contact 67 69 External contact 64 67 69 70 Follow me here 95 147 En bloc 31 129 En Bloc Dial 31 129 Expansion Failure 150 161 External 33 65 66 Forward 98 99 148 Forward on Busy 100 101 102 147 148 External and Group 98 99 148 External Calls 131 133 external directory 64 67 69 70 External Only 98 99 148 F Failure 150 161 Fast Flash 21 23 25 27 Features Menu 15 165 Flash 21 23 25 27 Follow me here Clear 95 147 Edit 95 147 Off 147
174. some features may not be available and calls may be routed differently e S System Alarm If you are configured as a system administrator 156 an S in the phone s display indicates a system alarm 16t 1408 1416 Phone User Guide Page 18 IP Office 15 601040 Issue 04f 22 March 2011 Introduction Phone Status Letters 1 11 Appearance Buttons Menu Appearance buttons are used to represent calls made and received by you and other users on the telephone system They are configured by your system administrator Normally your first 3 buttons are call appearance buttons but additional buttons can be configured as appearance buttons There are 4 different types of appearance keys that your system administrator can configure e Call Appearance Buttons 215 These represent ordinary phone calls Each call appearance that you have can be used to make and or receive calls By default you normally have 3 call appearance keys and no other appearance keys e Bridged Appearance Buttons 235 These appearance keys each match a specific call appearance key of another user They allow you to answer the other user s calls on the matching call appearance or to make a call that the other user can then pickup using their matched call appearance e Call Coverage Buttons 25 These appearance keys represent another user When that other user has any calls alerting unanswered the call coverage key for that user will start alerting and can be used to answer t
175. ss Call 3 Continue as for a normally dialed call 2 4 Calling a Person from the Call Log You can use the call log to make calls to the number included in the currently selected call record 1 Access the call log a Press the t CALL LOG button b The display will change to show your call log records The caller s name is shown if known otherwise the number c Use the left and right P arrow keys to select which call log records you are viewing The options are All Missed Answered and Outgoing e If you have any new missed call records ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the amp up and down arrow keys to scroll through the records 2 Press the Call soft key or OK to call the number displayed in the call record 1408 1416 Phone User Guide Page 33 IP Office 15 601040 Issue 04f 22 March 2011 2 5 Redialling a Previous Number Your phone s REDI AL key can work in one of two ways set by its redial mode setting 43 gt List Mode This redial method is used when your phone s redial mode 434 is set to List 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the d up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press the Call soft key or OK to call the number displayed in the call record 3 Continue in the same way as for a normal dialed call One Number Mode
176. ss the Select soft key Use the amp up and down arrow keys to locate the option Audio Path Use the left and right P arrow keys or press the Change soft key to change the setting When completed press the Done soft key NO Ww BP U N HH Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 60 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 10 Handsfree Speaker Operation 1408 1416 Phone User Guide Page 61 IP Office 15 601040 Issue 04f 22 March 2011 10 Handsfree Speaker Operation Your phone has a speaker and microphone that allows you make and answer calls handsfree The speaker is located under the handset The microphone is located near the bottom right of the phone s keypad e Pressing the I SPEAKER key can be used to answer a call handsfree It can also be pressed to end a handsfree call e The key is lit when there is a call connected handsfree e The key can also pressed to turn a call already answered using the handset or headset into a handsfree call e If there are no currently connected call to which you are talking a call answered by pressing its appearance button is connected either handsfree or through the headset according to the phone s audio path setting 60 e If there is already a connected call to which you are talking handsfree answering another call by pressing the appearance button will answer that call handsfree You can adjust the following handsfree setti
177. still determines the destination for the call That may be a user or group However if you have a line appearance button for the line you will see that there is a call alerting and can answer it if required e Private Lines Special behaviour is applied to calls where the user has both a line appearance for the line involved and is also the Incoming Call Route destination of that call Such calls will alert only on the Line Appearance button and not on any other buttons These calls will also not follow any forwarding 23 21 Logged Out If you are logged out from any phone you are treated as being busy to receiving any calls Callers follow your forwarding settings if set or go to voicemail if available 23 22 Login Code You can use a login code to login at any phone on the telephone system and then use that phone as your own While logged in at a 1400 1600 9400 9500 or 9600 phone you can use the phone s menus to set and change your login code 23 23 Missed Call Missed calls are calls that ring at your phone but are not answered by you Your 10 most recent missed calls are included in your call log The system administrator can configure whether missed calls should include calls that you did not answer but where answered for you by another user For example by a user with a call coverage button set for your calls If this mode is enabled it will also include calls that were answered by your voicemail 23 24 Missed Group Call The
178. stination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 100 IP Office 15 601040 Issue 04f 22 March 2011 Redirecting Calls Forwarding Calls 15 2 4 Forward On Busy Status Menu If your phone is set to forward on busy you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd OnBsy e To switch off forward on busy press the Off soft key e To change the destination of the setting press the Edit soft key e Use the k up and down arrow keys to scroll through the following menu options e Use the 4 left and right P arrow keys to switch forward on busy as on or off e Use the 4 left and right P arrow keys to switch forward on no answer on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destina
179. system administrator can configure whether the telephone system should keep an internal log of missed hunt group calls They can then also set which groups of which you are a member should have their missed calls shown as part of your missed calls call log This does not require the group call to have been presented to you and missed 23 25 Mobile Twinning Mobile twinning is twinning 18 where your calls ring at both your phone and at another number which can include an external number If you have been configured as a mobile twinning user you can switch use of mobile twinning on or off through the phone s menus and also change the number to which you are twinned 1408 1416 Phone User Guide Page 180 IP Office 15 601040 Issue 04f 22 March 2011 Glossary Park Call 23 26 Park Call Parking a call is similar to holding a call However parked calls can be retrieved by other users on the telephone system A call that you park and leave parked for too long will recall to your phone The recall will ignore any do not disturb and forwarding settings recalling to the phone from which it was parked 23 27 Park Slot Number If you park a call without specifying a park slot number the system will assign a number based on your extension number plus a single digit For example for extension 201 the first parked call will use park slot number 2010 if available If you already have one parked call the next parked call will use park slot 2011 if availa
180. t Disturb When you are in do not disturb you callers are redirected to voicemail if available or otherwise hear busy tone The only people who can call you are those calling from numbers in your do not disturb exceptions list Forwarding can still be applied to these calls Calls to any hunt group of which you are a member are not presented to you unless you are the last available member of the group Enabling do not disturb will not affect any calls already being presented to your phone You can still use the phone to make outgoing calls When you go off hook you will hear broken dial tone N No Calls Do Not Disturb An N is shown on your phone s display when you have do not disturb enabled Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use Switch Do Not Disturb On 08 Set your phone to do not disturb Switch Do Not Disturb Off 09 Switch off do not disturb Add a Do Not Disturb Exception Number 10 N Add a number N to your list of do not disturb exceptions Delete a Do Not Disturb Exception Number 11 N Remove a number N from your list of do not disturb exceptions Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer
181. t short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use e Pickup Any Call 30 Answer a call ringing on the telephone system e Pickup a Group Call 31 Answer a call ringing a group of which you are a member e Pickup a Users Call 32 N Pickup a call ringing a user s extension number N e Pickup a Group Members Call 53 N Pickup a call ringing the members of a group N This does not necessarily have to be a group call 1408 1416 Phone User Guide Page 40 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 4 Redialling 1408 1416 Phone User Guide Page 41 IP Office 15 601040 Issue 04f 22 March 2011 4 Redialling The phones redial operation can work in either of the following modes e List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions e One If this mode is selecting pressing Redial will immediately repeat the most recent outgoing call in your call log None of the other redial function will be accessible You can select the redial mode 435 that the phone uses In either case the redial function uses the outgoing call records in your personal call log 724 If you delete the records in your call log redial will not work until new outgoing call records exist
182. t you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb e Set the Forward Unconditional Destination 07 N Set the destination number N for forward unconditional when it is switched on e Switch Forward Unconditional On 01 Switch on forward unconditional A destination must have been set e Switch Forward Unconditional Off 02 e Include Hunt Group Calls in Forward Unconditional 50 e Exclude Hunt Group Calls from Forward Unconditional 51 e Set the Forward On Busy No Answer Destination 57 N Set the destination number N for forward on busy and forward on no answer If no number has been set those functions will use the forward unconditional number if set e Switch Forward On Busy On 03 e Switch Forward On Busy Off 04 e Switch Forward on No Answer On 05 e Switch Forward on No Answer Off 06 Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 97 IP Office 15 601040 Issue 04f 22 March 2011 15 2 1 Forward Unconditional Status Menu You can clear or change your forward
183. tem This feature is useful if you are able to hot desk to other IP Office systems within the network While logged in on a remote system it will allow you to dial out from your home system as if still working there 17 2 7 Call Forwarding All A button with this action can be used to switch forwarding unconditional on off If setup with a preset number that number is used as the forwarding destination If setup without a number when the button is pressed you will be asked to confirm your existing forward unconditional destination number or to enter a new number The button s green lamp is lit when forwarding is enabled The button can be pressed again to switch forward unconditional off 1408 1416 Phone User Guide Page 118 IP Office 15 601040 Issue 04f 22 March 2011 Button Features Features 17 2 8 Call Park Button setup with this action can be used to park and unpark calls The button can be setup with or without a park slot number e When associated with a specific park slot number the button will park and unpark calls from that park slot and indicate when a call is parked in that park slot See the table below e When not associated with a specific park slot number the button will park calls by assigning them a park slot number based on your extension number e If pressed while a call is connected that call will be parked using a park slot number assigned by the system based on your extension number e If pressed wit
184. ter 17 Button Features 1408 1416 Phone User Guide Page 115 IP Office 15 601040 Issue 04f 22 March 2011 17 Button Features Button Features Those He buttons not configured by the system administrators as appearance De buttons can be used for other special features Selec Exit The button feature can be accessed by pressing the appropriate button However they can also be accessed through the Button Features section of the Features menu press the Features soft key and selecting Button Features The amp up and down arrow keys can then be used to scroll through the programmed buttons The associated button will briefly flash its red lamp The action of each button is normally set by the system administrator However you can also use the self administer menu 116 to select and assign actions to the buttons Button Lamps The use of the button lamp or icon will depend on the action associated with the button Fixed Buttons On all the phones the programmable button features appear below the call appearance buttons These cannot be reprogrammed by the phone user 17 1 Programming a Button This process is used to select and apply a function to a feature key It can be used to replace or delete existing functions 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down a
185. the steps below or have it automatically locked after a period of phone inactivity When your phone is locked BB u A U N It can only be used to make internal and emergency calls None of the menus for your user settings can be accessed To unlock the phonel 8 requires your login code if you have configured a login code 9 Press the Features soft key if shown lt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option Auto Lock The m indicates that the setting is in minutes Press the Change soft key to change the setting or use the left or right P arrow keys Off Do not use the inactivity timer e 1 5 30 60 Lock the phone after the indicated number of minutes Press the Done soft key 14 5 Unlock The message PHONE LOCKED indicates that the phone has been locked 885 While locked the phone can only be used to make internal calls to other extensions and none of the phone and user menus can be accessed 1 2 3
186. tinue as for a normally dialed call 11 3 Using the Directory for Other Functions Within other menus where entry of a number is required it may be possible to use the the directory to select an existing number by name If this option is available it will be indicated by the presence of a Dir soft key in the menu When using the directory in this way the names made available will depend on the type of function that is being setup For example for some functions only group names will be displayed for others only user names 1 Press the Dir soft key 2 Either dial the name to see a list of matches or press the List soft key to list all names e To clear the list of names and start entry again press the Clear soft key e To view additional details about the currently displayed name press the Details key e When the required entry is displayed press Select 3 You will be returned to the menu in which you selected the Dir soft key 1408 1416 Phone User Guide Page 66 IP Office 15 601040 Issue 04f 22 March 2011 Contacts Directory Using the Directory for Other Functions 11 4 Adding a New Contact So long as the telephone system capacity has not been reached you can add up to 100 personal directory entries 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory 2 Press the New soft key e The menu now allows
187. tion is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 101 IP Office 15 601040 Issue 04f 22 March 2011 15 2 5 Forward On Busy No Answer Features Menu You may be able to use the Features menu to switch forward on no answer forward on busy on or off 1 Press the Features soft key if shown e To access the menu during a call press the right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the OK button or the right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Fwd Busy No Answer 5 Press the Select soft key or the OK button or the P right arrow key The options that appear will depend in whether a valid forwarding destination has already been set e No Forwarding Destination Set Forward on busy and forward on no answer cannot be used until either a forwar
188. tion of that call Such calls will alert only on the Line Appearance button and not on any other buttons These calls will also not follow any forwarding Line Appearance Button Lamps The following lamp states are used by appearance buttons configured to be line appearance buttons Button Lamps Line Appearance Button State 50 Red off Idle Green off The associated line is not in use 80 Red on Idle Selected Green off The associated line is not in use but the button is the user currently selected button 50 Red off Alerting Green slow flash The line is ringing at it incoming call route destination This is accompanied by ringing If the user is already on a call only a single ring is given 50 Red on Alerting Selected Green slow flash AS above but Ringing Line Preference has made this the user s current selected button 50 Red off In Use Elsewhere Green on The line is in use so Red on In Use Here Green on The user has answered the line made a call on it or bridged into the call on the line 50 Red off On Hold Here Green fast flash The call on the line has been put on hold by this user 50 Red off On Hold Elsewhere Green flash The call on the line has been put on hold by another appearance button user 50 Red off Inaccessible Green broken The button pressed is not accessible The call is still dialing ringing routing or cannot be flash bridged into 1408 1416 Phone User Guide Page 27 IP Office 15 601040 Issue
189. tton Use the dk up and down arrow keys to locate the option Call Settings Press the Select soft key Use the dk up and down arrow keys to locate the option Audio Path Use the left and right P arrow keys or press the Change soft key to change the setting When completed press the Done soft key No WwW BP U N e Press the Exit soft key to exit the menus 1408 1416 Phone User Guide Page 142 IP Office 15 601040 Issue 04f 22 March 2011 Phone Settings Volume and Sound 1408 1416 Phone User Guide Page 143 IP Office 15 601040 Issue 04f 22 March 2011 Chapter 19 Status Menu 1408 1416 Phone User Guide Page 145 IP Office 15 601040 Issue 04f 22 March 2011 19 Status Menu Status The Status menu is not always visible It is shown when you have any special Mobile Twinning call routing features active For example do not disturb switched on Off It is also shown if the system administrator has given you the rights to change the status of your hunt group memberships or to change the service status of the hunt groups A summary of the menu options is shown in the Status Menu diagram l16 e Switching mobile twinning off 156 e View and unpark parked calls 15 e Clear or change a follow me to setting 146 e Switch off do not disturb 148 e Clear or change forward unconditional 148 e Clear or change forward on no answer 148 e Clear or change forward on busy 14
190. tton Red off In Use Elsewhere Green on The matching call appearance button is in use Red on In Use Here Green on The user has made a call or answered a call on the bridged appearance or bridged into it Red off On Hold Here Green fast flash The call has been put on hold by this user Red off On Hold Elsewhere Green flash The call on that call appearance has been put on hold by another user Red off Inaccessible Green broken flash 1408 1416 Phone User Guide IP Office The button pressed is not useable The call is still dialing ringing or cannot be bridged into Page 23 15 601040 Issue 04f 22 March 2011 Bridged Appearance Button Display 299 18 26 0103 dle Extn 201 a By default a bridged appearance is labeled with the name of the user and the label of their call appearance button that your bridged appearance matches 299 18 27 0143 In Use fad t Extn201 a The bridged appearance will show when the matching call appearance is in use on Join a call The Join soft key if displayed indicates that you can intrude into the call to make it a conference call by pressing the soft key or the bridged appearance HE ET button Call Incoming Ringing taExtn 01 a Extn20 0 00 23 The bridged appearance will shown when the matching call appearance is being 203 gt gt presented a call to answer Typically just a single ring is given on your phone however that can be changed by the system administ
191. tures The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use e Night Service Status On 20 N Set a hunt group into night service status by entering its extension number N e Night Service Status Off 21 N Take a hunt group out of night service status by entering its extension number N 16 1 Group Membership Only the system administrator can change the groups of which you are a member However you can be provided with options to enable or disable your group membership While your membership of a group is disabled you will not receive any group calls for that group 16 1 1 Group Membership On Off Status Menu If the system administrator has allowed you you can enable disable your membership of a group through the Status menu When your membership of a group is disabled you do not receive group calls for that group 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to the hunt group name and your current membership status 3 Press the Enable or Disable soft key to change the status of your membership of that group Access Control The system administrator is able to configure if you can access the Membership State and Fallback options of a group
192. twinning 18 and mobile twinning 180 Internal Twinning This method of twinning twins your normal phone with another internal phone Your incoming calls will ring on both phones You can also make your calls from either extension A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building Your settings are applied to both phones Similarly message waiting indication and voicemail access from either phone will be to your mailbox If both your twinned phones are 1400 1600 9400 9500 9600 M Series or T Series phones the call logs and directory contacts on each will be yours e T Twinned A T is shown on a phone s display if it is internally twinned with your phone Calls to you will alert on both phones and can be answered by you at either phone Mobile Twinning Mobile twinning is twinning 18 where your calls ring at both your phone and at another number which can include an external number If you have been configured as a mobile twinning user you can switch use of mobile twinning on or off through the phone s menus and also change the number to which you are twinned Using the phone menus you can switch use of mobile twinning on off and change the destination number for twinned calls 15 4 1 Mobile Twinning Control This menu option is only available is you have been configured by the system administrator to be able to use mobile twi
193. u can lock your phone You can either lock your phone manually 8 using the steps below or have it automatically locked after a period of phone inactivity When your phone is locked e It can only be used to make internal and emergency calls e None of the menus for your user settings can be accessed e To unlock the phone 8 requires your login code if you have configured a login code 90 1 Press the Features soft key if shown lt e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key Use the amp up and down arrow keys to scroll the display to the option Phone User Press the Select soft key or the OK button or the P right arrow key Use the amp up and down arrow keys to scroll the display to the option Phone Screen Settings Press the Select soft key or the OK button or the P right arrow key BB u A U N Use the amp up and down arrow keys to scroll the display to the option Auto Lock The m indicates that the setting is in minutes 5 Press the Change soft key to change the setting or use the 4 left or right P arrow keys Off Do not use the inactivity timer e 1 5 30 60 Lock the phone after the indicated number of minutes 6 Press the Done soft key 1408 1416 Phone User Guide Page 130 IP Office 15 601040 Issue 04f 22 March 2011 18 7 Ringer Controls This section covers controls for adjusting the ring
194. umber dialing 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 1408 1416 Phone User Guide Page 68 IP Office 15 601040 Issue 04f 22 March 2011 Contacts Directory Adding a New Contact 11 5 Editing a Contact You can edit the contacts in your own personal directory 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down Y arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Edit soft key e The menu now allows editing of the name and number Use the dk up and down arrow keys to switch between number and name entry e When the name has been entered as required press the OK soft key e When the number has been are required press the Save soft key e To exit without making any changes press the Cancel soft key Notes 1 1f you have been configured as a system phone user by the system administrator then you can also add edit and delete some external director
195. unconditional settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd Uncon e To switch off forward unconditional press the Off soft key e To change the forwarding settings press the Edit soft key e Use the k up and down arrow keys to scroll through the editing options e Use the 4 left and right P arrow keys to switch the forwarding on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which calls are forwarded Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 98 IP Office 15 601040 Issue 04f 22 March 2011 Redirecting Calls Forwarding Calls 15 2 2 Forward Unconditional Features Menu You may be able to change your forward unconditional settings using the Features menu 1 Press the Features soft key if shown a e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward 3 Press the Select soft key or the OK b
196. urb e Switch Do Not Disturb On 08 Set your phone to do not disturb e Switch Do Not Disturb Off 09 Switch off do not disturb e Add a Do Not Disturb Exception Number 10 N Add a number N to your list of do not disturb exceptions e Delete a Do Not Disturb Exception Number 11 N Remove a number N from your list of do not disturb exceptions e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb Follow Me Follow Me Here 12 N Dialed at the extension to which you want you calls redirected Use your own extension number N when dialing the short code Follow Me Here Cancel 13 N Dialed at the extension to which you want your calls were redirected Use your own extension number N when dialing the short code Follow Me To 14 N Dialed at your phone Dial the extension number N to which you want your calls redirected You can dial just 14 to cancel follow me e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb 1408 1416 Phone User Guide Page 152 IP Office 15 601040 Issue 04f 22 March 2011 Short Codes Forwarding e Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb e Set the For
197. ure grip on the handset when not in use is required e The phone includes a handsfree speaker and microphone for operation as a handsfree speakerphone The speaker is located under the handset The microphone is located at the bottom right of the keypad e The phone includes a headset socket for connection of phone headsets 1408 1416 Phone User Guide Page 10 IP Office 15 601040 Issue 04f 22 March 2011 1 3 The d 1408 Targa Introduction 08 Phones 16 Phones iagram below shows the main features of a 1416 phone Message Waiting Indicator Display Appearance TF or Feature Buttons Navigation Arrows Softkeys OK Message Phone Exit A Menu Hold Contacts Conference Call Log Transfer Redial Drop YF g amp I G Speaker Mute Volume Headset SG The display angle can be adjusted for optimal viewing This phone has 16 programmable buttons The phone also supports up to 3 add on BM32 button modules each providing an addition 32 buttons e By default the first 3 buttons are used as appearance buttons for calls you make and receive Your system administrator can configure additional appearance buttons e Any button not configured as appearance buttons can be configured for a range of telephone system features These are called feature buttons Your system administrator can do this or for a limited number of functions you can do this using the phones self administration 118 menu The phone includes
198. user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and press the Done soft key Use the up and down arrow keys to scroll the display to the option Time oO N oO u Press the Select soft key or the OK button or the right arrow key The current time being used by the telephone system is displayed 9 Enter the required time in 24 hour clock format e Use either the or keys to enter the separator e To delete the previous digit or character entered press the left arrow key 10 When a complete valid time has been entered the display will confirm that by showing the Done soft key option 11 To set the time as the new time to be used by the telephone system press the Done soft key 21 5 Setting the Time Offset 1 Press the Features soft key if shown e To access the menu during a call press the P right arrow key or press the ASA PHONE key and then press the Features soft key 2 Use the amp up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the P right arrow key D Use the dk up and down arrow keys to scroll the display to the option System Admin If the option is not present then you may not have been configured as a system phone user by your system administrator Press the Select soft key Enter your security code this is the same as your login code and
199. utton or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Coverage Ring 5 Press the Change soft key to change the setting e Ring Use normal ringing e Abbr Use a single non repeated ring abbreviated ring e Off No ring 1408 1416 Phone User Guide Page 132 IP Office 15 601040 Issue 04f 22 March 2011 Phone Settings Ringer Controls 18 7 5 Ring Sound Calls are presented with a number of different ring patterns I nternal Calls Repeated single ring External Calls Repeated double ring Ringback Return Calls Repeated single ring followed by two short rings This type of ring is used for calls that are returning to your phone For example a call that you put on hold and which is returning due to being left on hold too long Coverage Ring Variable You can also adjust the ringing used for call coverage and bridged appearance buttons See Coverage Ring 132 The options are normal ringing an abbreviated ring a non repeated single ring or no ring Attention Ring Variable The system administrator can adjust the ring used for new calls when you are already talking to a caller The options are an abbreviated ring a non repeated single ring or no ring e For calls alerting on a call coverage or bridged appearance button when you are already on a call the shorter of the coverage ring or attention ring settings is used The system administrator can also adjust the when ringing is u
200. utton or the P right arrow key 4 Use the amp up and down arrow keys to scroll the menu to Fwd Unconditional 5 Press the Select soft key or the OK button or the right arrow key The screen displayed will vary depending on whether you already have a destination set or are forwarding your calls to voicemail e No Number Set Fwd Unconditional Enter Number To VMail Dir Tov Mail Back SS ESS Ea Number Set but Forward Unconditional Off This menu appears if you already have set a destination number but have turned off forwarding Fwd Unconditional LFwd Unconditional Off On TowMail Back e Press the On soft key to switch forward unconditional to the set number on You can then continue as below e Press the ToVMail soft key to switch forward unconditional to voicemail on Your can then continue as below e Number Set and Forward Unconditional On Use the amp up and down arrow keys to scroll through the forwarding settings e Use the sk up and down arrow keys to scroll through the editing options e Use the left and right P arrow keys to switch the forwarding on or off e Use the 4 left and right P arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls e Select edit to change the number to which calls are forwarded e To Voicemail Set and On Use the amp up and down arrow keys to scroll through the forwarding settings
201. ward Unconditional uussrsneere nenne nnener nennen 148 19 7 Forwarded Here 24 0u0044444440004nnnnnnnnnnnnnnnnnnn 149 19 8 Group Membership 2 4244440n sn 149 19 9 Group Service StatUS ssssseossorsereossssesonesrero nro 149 19 10 Mobile Twinning 224444H Henne nne nennen nnenen ernennen 150 19 11 Parked Calls nra ee ees 150 19 12 System Alarms urssennneenssensnnennnnnnnnnnnnnnnnnn nn 150 20 Short Codes 21 System Administration 21 1 Checking the System and Software Version 156 21 2 Checking the Time SettiNQS sssssossosseoseossorsnonn 157 21 3 Setting the Dates e ea aaaea aa aaeain 157 Page 4 15 601040 Issue 04f 22 March 2011 21 4 Setting the TIMC smmosssseresresssersenrsersenrsnrserrnnsnnrnr rna n anna 158 21 5 Setting the Time O ffSet snnsssssssrssrseorsssserrsnrssrrenrn eenen 158 21 6 System ShUtClOWs ssreerserserseorssrseoresrserrenrnrrsr rr nonan 159 21 7 Memory Card Management 160 24 8 System Alar MS 22 161 22 The Phone Menus 22 1 Features MeENU sssssssrassrsnssrassssnsnesnsnrnnsnnnr snar arna 165 22 2 Self Administer MENU sssssseoreerserseorssssrenseorenrsrsr nanna 167 22 3 Visual Voice MENU s ssssessrsssessssssossssasnrnnsnnnsnsnnnnrnn 168 22 4 Status Men k isna 169 22 5 Phone A MOMU cccseececeseeeeesseeeteneeeeseenenensneeneees 170 22 6 Gall Log Menu ua 171 22 7 Contacts MONu
202. ward Unconditional Destination 07 N Set the destination number N for forward unconditional when it is switched on e Switch Forward Unconditional On 01 Switch on forward unconditional A destination must have been set e Switch Forward Unconditional Off 02 e Include Hunt Group Calls in Forward Unconditional 50 e Exclude Hunt Group Calls from Forward Unconditional 51 e Set the Forward On Busy No Answer Destination 57 N Set the destination number N for forward on busy and forward on no answer If no number has been set those functions will use the forward unconditional number if set e Switch Forward On Busy On 03 e Switch Forward On Busy Off 04 e Switch Forward on No Answer On 05 e Switch Forward on No Answer Off 06 Hunt Group e Night Service Status On 20 N Set a hunt group into night service status by entering its extension number N e Night Service Status Off 21 N Take a hunt group out of night service status by entering its extension number N Login e Login 35 N P Login to a phone using your extension number N and login code P e Log Out 36 Log yourself out from the phone where you are currently logged in Voicemail e Check Messages 17 Access mailboxes to check for messages e Voicemail On 18 Allow voicemail to be used to answer calls e Voicemail Off 19 Stop voicemail being used to answer calls e Voicemail Ringback On 48 Have voicemail ring your
203. wn e Number The number of the caller if available e Reason The type of call record ie Answered Outgoing or Missed e Count How many time a call of the same type name and number has occurred Only the details of the most recent call are kept in your call log However the count will indicate if the caller has rung or has been rung several times 4 While you are in the details of a call record the soft key functions available are e Call Call the number shown in the call record You can also do this by pressing the OK button e Contact Add the name and number to your personal directory You can edit the details before they are added e Back Go back to the normal call screen to select another call record 4 5 Add a Call to Your Contacts You can add the details of a call in your redial list to your personal contacts 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed b Use the d up and down arrow keys to scroll through the 10 most recent outgoing calls Press the Details soft key The individual details of the currently selected call record are displayed Press the Contact soft key Use the dk up and down arrow keys to switch between the name and number details for the new contact un BF U N Using the telephone keypad and the Bksp soft key you can edit the name and the number When editing the number use the Pause soft key to enter a comma for a 1 second
204. wn if the system administrator has given you the rights to change the status of your hunt group memberships or to change the service status of the hunt groups A summary of the menu options is shown in the Status Menu diagram 16 The Features menu is used to access and configure range of your user settings The system administrator can control some of the options that will be available to you within the menu Typically these are settings stored by the telephone system which will be applicable even if you login at another phone A summary of the menu options is shown in the Features menu diagram 165 a Those buttons not configured by the system administrators as appearance buttons can be used for other special features The button feature can be accessed by pressing the appropriate button However they can also be accessed through the Button Features section of the Features menu press the Features soft key and selecting Button Features The amp up and down arrow keys can then be used to scroll through the programmed buttons The associated button will briefly flash its red lamp The action of each button is normally set by the system administrator However you can also use the self administer menu 116 to select and assign actions to the buttons Page 15 15 601040 Issue 04f 22 March 2011 Switching Menus gt With a call connected you can still access the other main menus Press the ASA PHONE key to toggle between
205. y e Use the k up and down arrow keys to scroll through the following menu options e Use the left and right P arrow keys to switch forward on busy as on or off e Use the left and right P arrow keys to switch forward on no answer on or off e Use the 4 left and right arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 Phone User Guide Page 147 IP Office 15 601040 Issue 04f 22 March 2011 19 5 Forward On No Answer If your phone is set to forward on no answer 17 you can clear or change the forward settings through the Status menu gt 1 Press the Status soft key if shown To access the status menu during a call press the ASA PHONE key and then press the Status soft key if shown 2 Use the amp up and down arrow keys to scroll the menu to Fwd NoAns e To switch off forward on no answer press th
206. y are used to indicate the status of various features 299 11 00 01 26 a Features e B Barred A B is shown on your phone s display when the system administrator has set you to outgoing call barred status You will only be able to make internal calls while this is applied e D Diverting Forwarding Calls A D is shown on your phone s display when you have forward unconditional enabled e G Group Member In Group A Gis shown on your phone s display when have been configured as a member of a hunt group and your membership is enabled While this is the case you may receive calls targeted to the hunt group e N No Calls Do Not Disturb An N is shown on your phone s display when you have do not disturb enabled e O Out of Service An O is shown on your phone s display when any of the groups of which you are enabled as a member is set to night service mode In that mode calls to that group are diverted to its fallback if set or otherwise to voicemail if available T Twinned AT is shown on a phone s display if it is internally twinned with your phone Calls to you will alert on both phones and can be answered by you at either phone e R Resilience An R is shown on your phone s display your phone is working in resilience mode This is used when there may have been a problem with the telephone system to which your phone was registered and another system is currently providing temporary support for your phone In this mode
207. y contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contacts imported by the system cannot be edited e However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favor of the local one 1408 1416 Phone User Guide Page 69 IP Office 15 601040 Issue 04f 22 March 2011 11 6 Deleting a Contact You can delete a contact from your own personal directory 1 Access your personal directory contacts a Press the me CONTACTS key The directory menu is displayed b Use the left and right P arrow keys to select your Personal directory c Either press the List soft key to display all the directory entries or start dialing the name to display only matching entries d Use the amp up and down Y arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Delete soft key Notes 1 If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts e This only applies to external directory contacts entered locally into configuration of the system at which you are logged in e External directory contact

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