This guide covers the use of the Avaya 5620
Contents
1. Reference 15 601134 Issue 1 18 May 2006 AV yA IP Office Phone Manager Quick Reference Guide This guide covers the basic functionality of your IP Office Phone Manager For more information on the settings and features see the IP Office Phone Manager User Guide The diagram below shows the main features Call Details Extn210 Extn203 0702 2006 13 12 45 Answering Incoming Calls Do one of the following e Pick up the handset Click A Only available if you are configured for Off Hook Operation o Press Enter on your keyboard Only available if you are configured for Off Hook Operation e Click Actions gt Answer Only available if you are configured for Off Hook Operation e Click E and use the Call Screen e Press F1 and use the Call Screen e Double click a specific speed dial icon e Use the Phone Dialer panel in the Speed Dial tab Do not enter spaces when you enter the telephone number For example 12345678 not 123 45678 Ending a Call e Click or replace the handset IP Office Phone Manager Quick Reference Guide Collecting your Voicemail 1 Click the Messages tab in the Call History Pane 2 Double click the Voicemail box If your telephone is on hook it will ring once 3 Pick up the telephone handset and listen to your messages If your telephone is in the Off Hook state are immediately connected to your voicemail Holding a Call e To place a call on hold click W or press F2. 4 o To retrieve a held call click the call in the Call Details area Parking a Call e Click a vacant Park Slot button to park the call e To unpark the call click the Park button displaying the parked call Transferring a Call Supervised 1 With the call active click cc or press F2 The Transfer screen opens N Enter the number that you want to transfer the call to Click Transfer or press Enter on your keyboard The original call is put on hold Once the call has been answered you can talk with the transfer target 4 To transfer the call click EC Alternatively replace the handset Transfer a Call Unsupervised 1 With the call active click ec or press F2 The Transfer screen opens 2 Enter the number that you want to transfer the call 3 Click Blind Transfer before the call is answered and replace your handset Assigning an Account Code to a Call in Progress 1 Select Account Code gt Functions or press F3 2 Enter the appropriate account code Creating a Directory Entry 1 Click File gt Directory 2 Click New 3 Enter the telephone number and name of the directory entry 4 Click OK 5 Click Close etting your Absent Status The information you select is displayed when an internal call is made to your extension 1 Click Actions gt Absent Select an Absent Message Enter the Absent text Click OK Po Nn IP Office Phone Manager Quick Reference Guide 1 Make an outgoing call or ans
3. IP Office Phone Manager Quick Reference Guide Creating a Speed Dial Select the Speed Dials tab in the Call History area Select a Speed Dial group Right click in the selected Speed Dial group window Select New gt Speed Dial Group Member Enter a Name and telephone number for the speed dial Select the type of speed dial Internal or External Select the default number to be dialled Click OK NH AS Using a Speed Dial e Double click the speed dial Internal Speed Dial Icons E The user extension has Divert set The user extension has a Voicemail The user extension is busy message The user extension is configured for Instant Messaging 96 Mm The user extension has Do Not Disturb set Default Function keys The listing shows the default operation of the function keys All the function keys can be changed in the Shortcut configuration form Key Function Function in Agent Mode Function Changed to F1 Call Account Code F2 Transfer Transfer F3 Account Code Call F4 Hold Call Hold Call F5 Record Call Record Call F6 Absent Status Absent Status F9 Park Unpark Park Unpark F10 Park Unpark Park Unpark Ei Park Unpark Park Unpark F12 Park Unpark Park Unpark ENTER Answer a call Answer a Call ESC Clear Clear END Hangup a call Hangup a call Further information about Avaya IP Office is available from www avaya com support and also from http www avaya com ipoffice knowledgebase
4. ger in the Phone Manager User Guide Take Calls at a Different Extension Click gt Forwarding Click Follow Me To Number In the Follow Me to Number field enter the required extension number Click OK The title bar of Phone Manager indicates that Follow To has been set popa Setting Do Not Disturb Ae Click gt Do Not Disturb 2 Click the Do Not Disturb option 3 Click OK The title bar of Phone Manager indicates that DND is set Turning Voicemail On or Off 1 Click gt Voicemail 2 Click the Voicemail option 3 Click OK
5. wer an incoming call 2 Click to place the call on hold 3 Place a call to a third party or answer another incoming call 4 Click to place the call on hold Repeat steps 3 and 4 until all members who are to join the conference are on hold 5 Click CC The conference tab appears in the Call History area All parties are connected together Creating a Conference using the Speed Dials 1 Make an outgoing call or answer an incoming call 2 Select the Speed Dial user that you want to create a conference with 3 Drag the Speed Dial to the Call Status area 4 The conference tab appears in the Call History area All parties are connected together To add a caller to a conference 1 When in a conference click to put the conference on hold 2 Make a call to the person who you want to include in the conference 3 When the call is answered click to place the caller on hold 4 Click ccc to re join the conference and add the new person to the conference call To remove a member from a conference de Click Conference tab in the Call History area 2 Right click the conference member 3 Select Hang up Setting your Preferences This is a quick reference section about how you can handle calls by setting your personal preferences The options listed are just some of the most popular changes made Some Phone Manager users will not be able to change their preferences For more information see the section on Configuring Phone Mana
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