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IP Office 4400/6400 Series Phone User Guide

1. nenn 45 9 6 Follow Men coo orcas 46 9 7 Do Not Disturbia ae 46 9 8 Volcemail ur ee draht essen jan rstertadoniess 47 9 9 The System Administrator 48 9 10 Default Speed Dial and Feature Codes 48 Index iia da id 49 Page 3 15 601074 Issue 12b 07 February 2010 Chapter 1 4400 6400 Telephones 4400 6400 Page 5 IP Office 15 601074 Issue 12b 07 February 2010 4400 6400 Telephones 1 4400 6400 Telephones This guide covers the use of supported 4400 Series and 6400 Series phones on IP Office phone systems This guide assumes that the phone you are using has its default settings Be aware that the system administrator can reprogram the system and or individual extensions to offer different sets of features If in doubt contact your system administrator Default Buttons Each phone is configured by default with 3 Call Appearance buttons These buttons are located on the top 3 buttons of the leftmost column They are used to make and receive calls DSS Keys This guide details accessing many functions by pressing TI Menu Many of these functions can be assigned to the DSS keys 36 on your phone e The 4406D sets do not have 533 Menu For those phones you can either have a button programmed through the manager contact your system administrator or by using the short codes When using these phones use short codes This operation is described in System Features 44 gt
2. eene 22 5 2 Account Codes 22 5 8 Recording 4 Call H sertie araa aaa aE aiie 23 5 4 Speakerphone iaa 23 5 5 Dropping a Call an as 23 5 6 Muting 4 Gall aan 24 5 7 Displaying the Call History 24 6 Diverting Forwarding Calls 6 1 Switching Divert On 26 6 2 Call ForWardiNd tios ci toi 26 6 3 Send All Calls Do Not Disturb ee 27 6 4 Setting Absence Text 27 7 Phone Controls 7 1 Displaying the Date and Time 30 2 Call Timer ur ee 30 7 3 Changing the Volume 30 7 4 Changing the Ringer Sound 31 7 5 Hot Desking 2 3 2 4 31 7 6 Group Enable Disable nee 31 7 7 Locking Unlocking the Phone 32 7 8 Changing the Login Code 32 7 9 Changing the Extension Name 32 7 10 Changing the Phone Language 33 7 11 Changing the System Date and Time 33 8 DSS Key Overview 8 1 Programming Functions Against DSS Keys 36 8 2 Programming Using the Admin Menu 37 8 3 Admin Functions narco nan nnnnarnnnns 38 4400 6400 IP Office Contents 8 4 Programming Using the ProgA Menu 41 8 5 Storing Abbreviated Dialling Under a DSS Key 41 9 System Features 9 1 System Features 44 9 2 Making Calls nennen 44 9 3 Answering Calls an 44 9 4 Call Waiting seen 45 9 5 Call Forwarding
3. hunt group 38 4400 6400 IP Office Index I internal auto answer 14 L leaving a message 11 12 line appearance 7 locking unlocking 32 login code 32 M making calls 10 11 44 message 11 12 mute 24 P page calls 11 38 parking calls 18 phone language 33 lock unlock 32 overview 7 phone key symbols 7 pickup 14 programming admin menu 37 DSSkeys 36 ProgA menu 41 R recording a call 23 redial 11 ringer sound 31 38 S send all calls 27 short codes 7 speakerphone 23 storing abbreviated dialing 41 system administrator 48 T timer 38 transferring a call 19 V voicemail 12 47 volume 30 Page 49 15 601074 Issue 12b 07 February 2010 4400 6400 Page 51 IP Office 15 601074 Issue 12b 07 February 2010 Performance figures and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks ar
4. Those phones in the group that support handsfree auto answer will hear the page call without having to take any action This function can be programmed with or without a target group number If programmed without a target group number the group number should be dialed after pressing the programmed DSS key HdSet Activate headset mode This function does not require any data entered when programmed When this function is on the appropriate DSS key lamp is lit Hfans Sets the phone to auto answer internal calls after a single ring This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit HGNS Put a specified hunt group into night service mode This function requires entry of the hunt group number when programmed Park Park a call against another extension This function can be programmed with or without a target extension number If programmed with a target extension number pressing the DSS key when on a call will park that call against the target extension number If programmed without a target extension number pressing the DSS key when on a call allows entry of a target extension number before parking the call against that extension The parked call indication received at the target extension will depend on the phone type If the call remains parked for too long it will ring at the target extension Prog Program and re label the default softkey functions Program a phone
5. 2010 System Features Do Not Disturb 9 8 Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office away from your desk or engaged on another phone call Voicemail messages can be retrieved internally or externally via any phone Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback e Not all systems support voicemail or have voicemail installed The following options are available for voicemail e To switch voicemail on dial 18 To switch it off dial 19 e To retrieve your voicemail dial 17 e To turn Voicemail Ringback on dial 48 To turn it off dial 49 Dialling a number while listening to your messages invokes further facilities e Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro e You can collect your voicemail from another extension by using the PIN your system administrator has set up for you You can collect your messages if you are out of the office by either dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted If validation is successful then dial 2 to retrieve your mail e The system administrator also specifies the reception number to which the call is diverted
6. 9040 e 4 gt Next Prev Used to make display selections and data entry Not available on the 4406D and TransTalk MDW 9040 ST Exit Use this key to exit the administration menus and return to normal phone operation Not available on the 4406D and TransTalk MDW 9040 4400 6400 Page 7 IP Office 15 601074 Issue 12b 07 February 2010 1 2 The Display B Phone Locked Internal calls only See Locking Unlocking the Phone 32 D e Call Forwarding On See Call Forwarding 26 G e In Group See Group Enable Disable 31 H Held Call Shows the number of held calls See Holding Calls 18 N Do Not Disturb On See Send All Calls Do Not Disturb 27 P Parked Calls Shows the number of parked calls See Parking Calls 18 01 Calls in Call History See Displaying the Call History 24 gt DISC Disconnected To end the call press q Spkr CONN Connected You are on a call CONF Conference Call You are part of a conference call displayed on the left hand side of the display See Conference Calls 22 PAGE Page Call See Answering a Page Call 15 Time Date See Displaying the Date and Timel 30 e Timer See Call Timer 305 Y Indicates that the displayed item is the currently selected item e To view up to 12 softkey functions press TT Menu To show the functions press d and P Next Prev and then press the display key beneath an option to select i
7. To use Follow Me Here from another extension In this case N is your home extension e Dial 12 N from the extension you are temporarily using e Dial 13 N to re direct the calls back to your own extension before you return to it To use Follow Me To from your home extension In this case N is the extension to which you want your calls diverted e Dial 14 N from your own extension e Dial 14 to cancel either feature from your own extension Notes e If you use the option Cancel All Forwarding your Follow Me will also be canceled e Follow Me does not apply to the following call types e Voicemail Callback e Automatic Call Back e Hold or Park return 9 7 Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list e To switch Do Not Disturb on with or without exceptions dial 08 An N is displayed To switch it off dial 09 e To add a number to the exception list dial 10 N e To delete a number from the exception list dial 11 N Note e Your callers other than your exceptions either hear busy tone or are re directed to your voicemail e The only call that will ignore the Do Not Disturb rule will be one where you were the original caller then performed an unsupervised transfer to another extension If that extension does not answer the call will be re directed to you as the originator 4400 6400 Page 46 IP Office 15 601074 Issue 12b 07 February
8. after that extension is next used your phone will ring and when you answer the extension is rung To set a callback during a call e If when you make a call you are not answered or the station is busy press the programmed AutCB DSS key and end your call attempt e Alternatively 1 Press EE Menu 2 Press 4 and P Next Prev to search and then select AutCB End your call attempt To arrange a callback without making a call 1 Press TE Menu twice 2 Press Call and enter the extension number use the top left display key to backspace 3 Press Next and then press CallB 4 Press ST Exit 5 When that extension becomes free your phone is rung and if you answer the other extension then rings Your phone rings the number of times that has been specified in the No Answer Time either for the system or if there has been an individual one set for your user id The default is three rings 2 7 Leaving a Message in Voicemail You can leave a message directly in voicemail for an extension without ringing the extension This will light that extension message indicator if they have one 4406D and TransTalk MDW 9040 users can leave a message for an extension via the short codes Contact your system administrator for the appropriate code To leave a message directly in voicemail 1 Press roe Menu twice 2 Press Call and enter the extension or group number use the top left display key to backspace 3 Press P Next and then press V
9. are assigned a number based on the parking phone s extension number plus O 1 2 etc in sequence When you have parked calls the DSS key lamp is lit Pressing the key while not on a call will display the parked calls and allow any of those calls to be unparked CPkup Answer a call ringing elsewhere on the phone system This function does not require any data entered when programmed Pressing the programmed DSS key will answer pickup a call currently ringing on the phone system e Avaya recommends that this function should only be used in systems with a small number of users all located in one area Use of this function on larger systems may lead to confusion Dir Access the phone system directory see Using the Directory 10 This function does not require any data entered when programmed 4400 6400 Page 38 IP Office 15 601074 Issue 12b 07 February 2010 DSS Key Overview Admin Functions DPkup Answer a call currently ringing at another extension or group This function can be programmed with or without a target extension or group number If programmed without a target number the number should be dialed after pressing the DSS key Drop Clears the current connected call Temporarily pauses the ringing of an incoming call This function does not require any data entered when programmed This feature is intended mainly for call center headset users and so returns silence rather than dial tone to the user GrpPg Page a group
10. e 4450 DSS Module Some phones have a DSS port for the connection of a DSS module which increase the number of DSS keys available The 4450 DSS module is available for use with both the 4412D and 4424D phones When using the 4450 ensure that the power supply is connected to the phone The 4450 DSS module enhances functionality by providing an array of buttons that can be used to track extensions users or Park fields or be programmed for other functions that help you to handle calls more efficiently e System and User Short Codes The system has a wide range of features that are triggered by dialling a particular sequence These short codes can be system wide or specific to an individual user For details of the short codes available to you contact your system administrator For details of the normal default short codes see Default Speed Dial and Feature Codes 48 1 1 Phone Key Symbols Your phone may use either text or icon markings for some keys K Spkr The light above the key is lit when on speakerphone See Speakerphone 23 mute The light above the key is lit or blinking when using mute See Muting a Call 24 e Hold See Holding Calls 185 Hi Redial See Redial 115 CC Trnsfr See Transferring a Call 19 ECC cons See Conference Calls 22 e EA Message Indicator See Answering a Message Indicator 15 oe Menu Used to access features and functions Not available on the 4406D and TransTalk MDW
11. move through the stored numbers press 4 and Next Prev 3 Press the key below a number to redial it or press 0 Exit to leave the display without making a call 2 4 Making a Page Call You can make page calls to any extension or group of extensions that have suitable speakerphones You call is only heard by those extension that are free 4406D users can make a page call via the short codes Contact your system administrator for the appropriate code TransTalk MDW 9040 users can make Page Calls but cannot receive them To make a page call 1 Press Fo Menu twice 2 Press Call Enter the extension or group number use the top left display key to backspace 3 Press Page 2 5 Leaving a Message When you call another extension that does not answer you can leave message indication If their phone has a message indicator lamp it will light If their phone has a display it may also display your name and number for a return call The EA lamp on your phone lights when you have messages see Answering a Message Indicator 155 To send a message indication 1 Press oe Menu twice 2 Press Call and enter the extension number use the top left display key to backspace 3 Press Messa 4 Press ST Exit 4400 6400 Page 11 IP Office 15 601074 Issue 12b 07 February 2010 2 6 Arranging a Callback If an extension is busy or does not answer when you call you can arrange a callback rather than leave a message With a Callback set
12. noisy locations To make or answer a call without lifting the handset or to use the speakerphone with any feature 1 Press K Spkr The LED beside the button illuminates 2 Make or answer the call or access the selected feature 3 Adjust the speakerphone volume if necessary To change the volume press or Y The eight volume levels are displayed To change from speakerphone to the handset e Pick up the handset and talk To change from the handset to the speakerphone e Press X Spkr and hang up the handset To end a speakerphone call e Press q Spkr again 5 5 Dropping a Call You can use this function to disconnect a caller This feature can also be used with conferencing See Conference Calls 225 4406D sets should have a Drop button programmed on the phone To do this contact your system administrator To drop a call e Press the programmed Drop DSS key e Alternatively 1 Press TI Menu and then press Drop e or 1 Press roe Menu twice 2 Press Func and then press Drop 4400 6400 Page 23 IP Office 15 601074 Issue 12b 07 February 2010 5 6 Muting a Call Mute allows you to stop the caller from hearing you while still allowing you to hear them While a call is muted the lamp above the Mute button flashes When headset mode is active the Mute button works for the Headset 5 7 Displaying the Call History The number shown on the right hand of the phone display when idleO is the number of incoming c
13. order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 3 Select the call to unpark 4400 6400 Page 18 IP Office 15 601074 Issue 12b 07 February 2010 Hold Park amp Transfer Parking Calls To retrieve a parked call at another extension e At any extension on the system dial 38 N where N is the number that was assigned to the parked call usually the parking extension number followed by 0 of the parked call For example To unpark the first call parked by 206 dial 38 2060 To display parked calls A P on your display indicates that you have a parked call 1 Press oe Menu twice 2 Press HC amp P held conference and parked 3 The Y above Parks indicates that there are parked calls Press Parks The display shows the parked calls using the number assigned to each parked call 4 To unpark a particular call press the display key under the parked call 4 3 Transferring a Call 1 During the call press CC Transfr The call is put on hold 2 Dial the number to which you want to transfer the call e If the extension does not answer or does not want the call press the call appearance button to return to the original call e If the extension answers and accepts the transfer press CC Transfr again e To do a blind transfer hang up the call or press CC Transfr again 4400 6400 Page 19 IP Office 15 601074 Issue 12b 07 February 2010 Chapter 5 O
14. otherwise press NONE 7 If you chose to have some personal text press the dialling keys and Rotat to enter characters For example to enter an L press 5 and then press Rotat until L is displayed When the text is as you require press Done To backspace press the top left display key 8 To display the message press SET 9 Press ST Exit To clear your absence text e Repeat the process above and press Clear when available 4400 6400 Page 27 IP Office 15 601074 Issue 12b 07 February 2010 Chapter 7 Phone Controls 4400 6400 Page 29 IP Office 15 601074 Issue 12b 07 February 2010 7 Phone Controls 7 1 Displaying the Date and Time You can change your phone display to show the date and time using the TmDay function e This function overwrites all other display information e TransTalk MDW 9040 users do not have access to this feature To set cancel the date and time display e Press the programmed TmDay DSS key e Alternatively 1 Press EE Menu 2 To search press and Next Prev and then press TmDay 7 2 Call Timer You can run a call timer If you start the timer before making a call it will reset to zero when you dial and again when you are connected TransTalk MDW 9040 users do not have access to this feature e After ending a call the timer is switched off To start the call timer e Press the programmed Timer DSS key e Alternatively 1 Press Fo Menu 2 Press Timer 7 3 Changing the Vol
15. the System Date and Time One phone with a Menu roe key can be allocated as a System Phone by the system administrator The user of that phone can then change the date and time displayed on all phones Note e There will be a short delay before some phones will update their displayed date and time To change the date time Press Menu twice Press Func 1 2 3 Press Pb Next and then press Setup 4 Press either Date or Time Enter the new value in the following format ao u Press 4400 6400 IP Office Date must be 2 digits for the month and day and 4 digits for the year Use the key to enter a For example 06 04 2006 When all ten characters have been entered Next is displayed To select the day of the week press d and gt Next Prev Time must be 2 digits for the hour and 2 digits for the minutes Use the key to enter a For example 10 15 After entering the day or time press Done Exit Page 33 15 601074 Issue 12b 07 February 2010 Chapter 8 DSS Key Overview 4400 6400 Page 35 IP Office 15 601074 Issue 12b 07 February 2010 8 DSS Key Overview You can program many of the phone s functions to a DSS key You can also program dialling digits or user group and park slot numbers e 4406D and TransTalk MDW 9040 Telephone The DSS keys on the 4406D and TransTalk MDW 9040 can only be programmed through the Manager application Contact your system administrator e 4450 DSS
16. Module The buttons of the 4450 DSS module are programmed via the station to which the 4450 is connected You can program a button on the 4450 in the same manner that you would program a button on the phone In the following sections the DSS key can either be a button on the actual station or a button on the 4450 DSS module 8 1 Programming Functions Against DSS Keys Most of the functions normally accessed by pressing rea Menu can also be programmed under a DSS key This allows faster access to regularly used functions These features are available for you to program using the Admin or ProgA features under Menu on your phone The table below lists the menu of user programmable features available for Admin and ProgA respectively The menu of programmable functions that is available via the Admin key See Programming Using the Admin Menu 37 gt for instructions on how to program these functions Name Description Toggles Data Acct AccountCodeEntry_____ No optional AD Abbreviated isl Ses Admin_ Self Administer NO No AutCB____ Automatic Callback Yes NO CFrwd Call Forwarding a es Optional es CPark all Park es ptional CPkUp all Pickup O rectory irected Call Pickup M O roup Paging eadset Toggle nternal Auto Answer oO un et Hunt Group Night Service all Park to Other Extension D nin DIDIO NI Z IT 7 y be D d er D Q v 9 D 3 lt IT ill un un inge
17. This feature can work in two modes Classic or Dial Name mode the default Contact your system administrator if you are unsure which mode your phone system uses To use the directory 1 Press TI Menu and then press Dir Alternatively press 533 Menu twice press Next and then press Dir 2 Press either Index internal extensions Group hunt groups or Extrn numbers in the IP Office Directory 3 Use the letter keys to dial the name that you want For example for names starting with John dial 5646 Ignore any spaces in the name 4 The display will show the first match to the letters entered so far Either enter further letters or e To move through the matching entries press 4 and Next Prev on either side of the current name to display the other matches found so far e If NO MATCH displays press d Prev to go back to the previous step 5 When the name you want is shown press Call 6 1f you cannot find the name you want press 1 Exit twice 4400 6400 Page 10 IP Office 15 601074 Issue 12b 07 February 2010 Making Calls Using the Directory 2 3 Redial The phone stores a record of the numbers that you have dialed You can display and select a number from that record 4406D and TransTalk MDW 9040 sets can use redial When the button is pressed the last number that was dialed is re dialed To redial a number dialed eee eee eee 1 Press He Redial Numbers that you have recently dialed are displayed 2 To
18. Y BROADCONNECT upport broadconnect ca 877 228 6616 IP Office 4400 6400 Series User Guide 15 601074 Issue 12b 07 February 2010 O 2010 AVAYA All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVER
19. Y FOR A REFUND OR CREDIT 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 Products originally sold by Avaya and ultimately utilized by End User License Type s 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 provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting pro
20. alls stored in your phone s call history These are calls that have rung your phone answered or unanswered for which a CLI was available The phone can store the 32 most recent calls The redial facility allows you to see a record of the outgoing calls dialed from your phone see Redial 11 Call History is not available on the 4406D and TransTalk MDW 9040 sets To display the call history 1 Press 537 Menu twice 2 Press P Next and then press Hist 3 The display shows the time date and number of the caller To display the details of different callers press d and gt Next Prev 4 You can then select to either callback the caller or delete the call from the call history e To delete the call from call history Press Delet e To call the caller Press Call 4400 6400 Page 24 IP Office 15 601074 Issue 12b 07 February 2010 Chapter 6 Diverting Forwarding Calls 4400 6400 Page 25 IP Office 15 601074 Issue 12b 07 February 2010 6 Diverting Forwarding Calls 6 1 Switching Divert On 4406D and TransTalk MDW 9040 users must use short codes to activate these features To set the divert all calls unconditional number and modes Press TI Menu twice Press Next and then press ProgA 1 2 3 Press Divrt To backspace press the left hand display key and set the required divert number if required 4 Press Next 5 To switch Group forward hunt group calls and or Divrt forward personal calls on or off press th
21. and Next Prev to search and then press Admin 3 Press a feature key 4 Press the DSS key against which the function is programmed 5 To remove the function press Delet 6 Press the key below Cont 7 Either select another function to program another key or press 0 Exit 4400 6400 Page 37 IP Office 15 601074 Issue 12b 07 February 2010 8 3 Admin Functions The following can be programmed against a DSS key via the Admin function see Programming Functions Against DSS Keys 36 Acct Make a call using an account code or enter an account code during a call This function can be programmed with or without data e Any account code entered must match a valid code stored on the phone system If a matching code does not exist RENTER ACCOUNT displays when the DSS key is used e If programmed without an account code you can enter the code to use after pressing the DSS key AD Dial a stored number This function requires entry of a number to dial when programmed The number does not have to be a complete number after pressing the DSS key you can dial additional digits to complete dialling Admin Allows the programming of the functions in this section against other DSS keys This function can be programmed with or without data If programmed without data see Programming Functions Against DSS Keys 8 If programmed with a value of 1 see Storing User Park Slot and Queue Numbers Apear Set a DSS key to act as an ad
22. cumentation information For the most current versions of documentation go to the Avaya Support web site http www avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 628 2888 in the United States For additional support telephone numbers see the Avaya Web site http Avww avaya com support 4400 6400 Page 2 IP Office 15 601074 Issue 12b 07 February 2010 Contents 1 4400 6400 Telephones 1 1 Phone Key Symbols 7 1 2 Th Display tii 8 2 Making Calls 21 Making a Galli ide li 10 2 2 Using the Directory nennen ernennen 10 ZA A io 11 2 4 Making a Page Call 11 2 5 Leaving a Message 11 2 6 Arranging a Callback 12 2 7 Leaving a Message in Voicemail 12 3 Answering Calls 3 1 Answering a Call 14 3 2 Internal Auto Answer ernennen 14 3 3 Direct PICKUP isso sera 14 3 4 Answering a Message Indicator 15 3 5 Answering a Page Call 15 4 Hold Park 8 Transfer 4 1 Holding Calls tasa dai 18 4 2 Parking Galls ninaa 18 4 3 Transferring a Call 19 5 Other Call Controls 5 1 Conference Calls
23. ditional call appearance key If you have call waiting enabled or are using call coverage you can handle multiple calls and hold and switch between calls using call appearance keys This function does not require any data entered when programmed AutoCB Sets a callback when free on a called busy extension and a callback when next used on a called but unanswered extension This function does not require any data entered when programmed When a callback is set the appropriate DSS key lamp is lit The DSS key can be pressed again to cancel the callback CFrwd Switch call forwarding on off and set the forwarding number This function can be programmed with or without a target forwarding number If programmed with a forwarding number pressing the appropriate DSS key switches on forwarding to that number If programmed without a forwarding number pressing the appropriate DSS key prompts the user to set a forwarding number and then switch call forwarding to that number on In both cases while call forwarding in on the appropriate DSS key lamp is lit and pressing the DSS key again switches call forwarding off CPark Park the current call This function can be programmed with or without a park slot number If programmed with a park slot number pressing the appropriate DSS key will park unpark calls from that park slot The DSS key lamp is lit when a call is parked in that park slot If programmed without a park slot number calls being parked
24. e display keys When on a V symbol is shown above the option Diverting hunt group calls is only used when Divert All Calls is also on and only works for calls to circular or linear groups 6 Press Done and then press 0 Exit To set the divert on busy no answer number and modes 1 Press 533 Menu twice 2 Press P Next and then press ProgA 3 Press OnBsy To backspace press the left hand display key and set the required divert number if required 4 Press Next 5 To switch OnBsy Forward On Busy On and or NoAns Forward On No Answer On on or off press the display keys When on a V symbol is shown above the option 6 Press Done and then press 0 Exit 6 2 Call Forwarding You can forward your calls to another extension While forwarding your calls your phone will display a D in the top right of the display If the station that you are forwarding calls to also has forwarding active your calls will go to the final destination To set call forwarding e Press the programmed CFrwd DSS key e Alternatively 1 Press TI Menu 2 Press 4 and Next Prev to search and then press CFrwd 3 Set the required divert number To backspace pres the left hand display key When you have activated Divert the forward number is automatically filled in with the Divert number Press Done 4 Press ST Exit To clear call forwarding e Press the programmed CFrwd DSS key e Alternatively 1 Press 537 Menu 2 To search press d and Nex
25. e the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2010 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http marketingtools avaya com knowledgebase 4400 6400 Page 52 IP Office 15 601074 Issue 12b 07 February 2010
26. em administrator can bar certain calls such as those to premium rate numbers and international calls 9 3 Answering Calls Internal calls have a single ring cadence external calls have a double ring cadence To answer a call at your own extension e Pick up the handset e When in headset mode press the button associated with the alerting call To answer a call at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a call within your group e 32 201 to answer the call for a particular extension in this example 201 Note e If your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect 4400 6400 Page 44 IP Office 15 601074 Issue 12b 07 February 2010 System Features Answering Calls 9 4 Call Waiting If you are already on another call a Call Waiting tone tells you when another call has arrived If you hear the Call Waiting tone 1 To put the present caller on hold press Hold 2 Press the Call Appearance button of the alerting call and then press 8 Hold again to connect to the alerting call To turn call waiting on dial 15 To turn it off dial 16 9 5 Call Forwarding Your calls can be forwarded to another extension or an external number when e You are away fro
27. ess Pswd 4 Enter the existing password if requested and then press Done 5 Enter the new password and then press Done 6 Press ST Exit 7 9 Changing the Extension Name When making and receiving calls you can change the extension name stored by the phone system This does not change the full name used within the directory function or by the Phone Manager application To change your extension name 1 Press TI Menu twice 2 Press P Next and then press ProgA 3 Press P Next and then press Name 4 Enter the new name To enter characters press the dialling keys and Rotat For example to enter an L press the 5 key and then press Rotat until an L is displayed To backspace press the top left display key 5 When the text is as you require press Done 6 Press ST Exit 4400 6400 Page 32 IP Office 15 601074 Issue 12b 07 February 2010 Phone Controls Changing the Extension Name 7 10 Changing the Phone Language This will change the language used in the phone s display On some voicemail systems it will also change the language of the voicemail prompts played when you collect your messages To change your phone language 1 Press EE Menu twice 2 Press P Next and then press ProgA 3 Press Next and then press Lang 4 To search the different language options press d and Next Prev DEFAULT is the default system language 5 When the text is as you require press Done 6 Press ST Exit 7 11 Changing
28. if the caller dials 0 and your email address if your voicemail and email are integrated 4400 6400 Page 47 IP Office 15 601074 Issue 12b 07 February 2010 9 9 The System Administrator The system enables you set up a wide range of advanced telephony features with your own numbering plan speed dialling and feature codes It also allows you to restrict access selectively to certain numbers for external calls and to permit controlled access to your local network for staff working away from your premises Codes and phone numbers can be set up for the benefit of all users or can be assigned to individual extensions Codes for speed dialling may be up to eight digits and may include the and symbols The default feature codes can be deleted and replaced by alternatives if required In use phone numbers programmed for individual extensions take precedence over general ones and those entered at extensions take overall precedence these remain in force until cancelled by you or when the system is re booted 9 10 Default Speed Dial and Feature Codes Your system administrator can set up Speed Dial codes for frequently used numbers These can be full numbers area codes or prefixes which give access to other phone service providers 01 Forward Unconditional On 15 Call Waiting On 02 Forward Unconditional Off 16 Call Waiting Off 03 Forward on Busy On 17 Voicemail Collect 04 Forward on Busy Off 18 Voicemail On 05 Forward on No Ans
29. m your desk on no answer e Your extension is busy on all Call Appearance keys e You are away from the office e g when you are on holiday The following options are available for call forwarding e To set the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example e To switch Forward Unconditional On i e not Hunt Group dial 01 The letter D is displayed To switch it off dial 02 e To switch Forward On Busy On dial 03 To switch it off dial 04 e To switch Forward On No Answer On dial 05 To switch it off dial 06 e To switch Forward Hunt Group Calls On dial 50 To switch it off dial 51 This setting is for Forward Unconditional only e To Cancel All Forwarding dial 00 Note e Cancelling all forwarding will also cancel any Follow Me you have set e Your system administrator may have configured a forwarding number on your behalf If so by using the star code from your extension you can over ride the configured number Forwarding on No Answer is not effective if you are using voicemail 4400 6400 Page 45 IP Office 15 601074 Issue 12b 07 February 2010 9 6 Follow Me You can divert your calls to another extension using Follow Me Unlike Forward Follow me can only be used to divert calls to another internal extension on the same IP Office e If you do not answer calls at the temporary extension they are forwarded to your own voicemail or call forwarding number
30. mail 4 You will hear the mailbox greeting and then be prompted to leave a message 4400 6400 Page 12 IP Office 15 601074 Issue 12b 07 February 2010 Chapter 3 Answering Calls 4400 6400 Page 13 IP Office 15 601074 Issue 12b 07 February 2010 3 Answering Calls 3 1 Answering a Call Your display will show whatever information the system has about the calling party To answer a call e Pickup the handset If active on a call place the other call on hold To answer a call using the speakerphone e Press q Spkr To answer a call using the headset e Press the call appearance button associated with the call 3 2 Internal Auto Answer Internal auto answer connects your internal calls after just one ring This feature also applies when you are in Headset Mode TransTalk MDW 9040 does not have Internal Auto Answer To set cancel internal auto answer e Press the programmed HfAns DSS key e Alternatively 1 Press TI Menu 2 Press HfAns 3 Press ST Exit 3 3 Direct Pickup If you know the extension number you can pickup a call ringing at another extension 4406D and TransTalk MDW 9040 users can pickup a call for an extension via the short codes Contact your system administrator for the appropriate code or see Default Speed Dial and Feature Codes 48 To do a direct pickup e Press the programmed DpkUp DSS key e Alternatively 1 When you hear the extension ringing press 537 Menu 2 To search press 4 a
31. ming Using the ProgA Menu The following functions provide both number storage plus additional functions and DSS key lamp usage To store user park slot and queue numbers under a DSS key 1 Press Menu Ey twice 2 Press P Next and then press ProgA 3 Press Next and then press DSS The options shown are Park User Group and Dial 4 5 6 e Park Monitor a call park slot by entering the slot number the extension number followed by a single digit When a call is parked in that slot the DSS key flashes If you press the key you have options to Drop or Answr the call e User Monitor another extension If the extension is ringing the lamp flashes and when you press the DSS key you can see details of the caller and have a DPkUp option to answer the call yourself When the lamp is on the extension is busy and pressing the DSS key displays information about any call in progress e Group Monitor the status of a hunt group queue Flashes green if a call is incoming to the group Flashes red if the group has queued calls To show call information press Group To pickup a call press Group again e Dial This is similar to storing a general number but the DSS lamp remains lit until the call is disconnected e Flash Send a hook flash signal to the current connected line Enter the number to store under the key the park slot user group or dial number Use the left hand display key to backspace Press the DSS key under which y
32. nd gt Next Prev and then press DpkUp 3 Enter the extension number and then press Done 4400 6400 Page 14 IP Office 15 601074 Issue 12b 07 February 2010 Answering Calls Direct Pickup 3 4 Answering a Message Indicator If another extension has left you a message or you have voicemail Eg is lit e If you have voicemail ringback switched on then whenever you have new messages the voicemail system will ring you after you use the phone 4406D and TransTalk MDW 9040 phones can access their voicemail messages by using the shortcode for Voicemail Collect Contact your system administrator for the appropriate code or if using the default codes see Voicemail 47 To answer a message indication e Press the programmed Voice DSS key 1 The display shows you how many voicemail messages you have in your mailbox It you are a member of a hunt group that has messages the hunt group name is also shown To check the mailbox press the display key 2 Follow the prompt to check your messages e Alternatively 1 Press 533 Menu twice 2 Press Msgs e A above Voice indicates that you have voicemail messages e AY above Recvs indicates that another extension has lit you message indicator See Leaving a Message 115 It can also indicate that an IP Office SoftConsole operator has sent you a text message 3 Select the type of message you want to answer 4 To check message indicators and text messages press Recvs e The di
33. number to dial against a DSS key see Storing Abbreviated dialling Under a DSS Key 415 RngOf Switches the phones audible ringer on off This function does not require any data entered when programmed The appropriate DSS key lamp is lit whilst this function is on Pressing the DSS key again turns the function off SAC Switches do not disturb on off This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit and N is shown on the display All callers receive a busy tone or are diverted to your voicemail if enabled Pressing the DSS key again switches off do not disturb Spres Replace the display of dialed digits with s characters This function does not require any data entered when programmed When this function is on the appropriate DSS key lamp is lit Timer Starts a timer running on the phone s display This function does not require any data entered when programmed The timer is reset whenever a new call is made or answered When timer mode is selected the appropriate DSS key lamp is lit TmDay Replaces the user name and number details on the phone display with the date and time This function does not require any data entered when programmed When on the appropriate DSS key lamp is lit 4400 6400 Page 39 IP Office 15 601074 Issue 12b 07 February 2010 4400 6400 Page 40 IP Office 15 601074 Issue 12b 07 February 2010 DSS Key Overview Admin Functions 8 4 Program
34. ou want to store the function If the DSS key is already set you will see options to Replace Keep or Delete the existing function Press the option required 7 When BUTTON PROGRAMMED is shown press Cont 8 Press ST Exit 8 5 Storing Abbreviated Dialling Under a DSS Key Each button can be programmed with the number that you would normally dial Typically you would use this for an external number or a system or personal short code Consult your system administrator for a list of shortcodes To store numbers under a DSS key or 1 2 3 4 Press ree Menu Press 4 and gt Next Prev and then press Prog 0 9 or DSSKey is displayed Press the dial pad key 0 9 or DSS key and enter the number to store To backspace press the left soft key If entering an external number remember to include the required access code for example 9 You can store partial strings For example you can store an international dial prefix for all calls to a particular country Press Done The main screen is displayed 5 To store another number press TI Menu again and repeat steps 1 to 4 Press x Menu Press 4 and Next Prev to search and then press Admin Press 4 and Next Prev to search and then press AD Enter the number to store You can store partial strings For example you can store an international dial prefix for all calls to a particular country Press the required DSS key and then press Cont Press ano
35. prietary rights Unauthorized reproduction transfer and or use 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 identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense 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 Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by TM and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Do
36. r Off end All Calls AD Suppress Timer imer es TmDay Time ofDay Me M The menu of programmable functions that is available via the ProgA key See Programming Using The ProgA Menu 415 for instructions on how to program these functions Name Description Toggles Park Park Nes User ser flo fre un SAC ninin un in Group Group_ NoYes Number Dial NoYes Flash Hook Flash No IN 4400 6400 Page 36 IP Office 15 601074 Issue 12b 07 February 2010 DSS Key Overview Programming Using the Admin Menu 8 2 Programming Using the Admin Menu To add a function to a DSS key using Admin 1 Press oe Menu 2 Press 4 and Next Prev to search and then press Admin 3 To search the function you want press d and k Next Prev and then press the key below that function Selecting Expl explains the function names For a list of the available functions see Admin Functions 38 gt 4 1f the function requires a parameter such as an extension or group number you can enter it now If you do not enter a parameter it will be requested when you press the DSS key during usage 5 Press the DSS key against the function key to be programmed If the key is already programmed you will see options to Repla Keep or Delete Press the option required 6 Press Cont 7 Either select another function and program another DSS key or press 0 Exit To remove a function from a DSS key using Admin 1 Press EE Menu 2 Press 4
37. rieved by another extension e The system only allows calls to be parked for a short while before reconnecting them the default setting is 5 minutes When you park a call it is given number based on your extension number followed by 0 If you now park another call it is given your extension number followed by 1 If you inform another extension of the number given to a parked call they can then unpark that call see below 4406D and TransTalk MDW 9040 users can use the short code or a programmed button for this operation To park a call e Press the programmed CPark DSS key e Alternatively 1 During a call press 533 Menu 2 Press 4 and Next Prev to search and then press CPark The caller is parked and your phone displays a P as a reminder e or 1 During a call press 533 Menu twice 2 Press Func and then press CPark The caller is parked and P is displayed To retrieve the parked call at your extension e Press the programmed CPark DSS key Alternatively 1 Press IT Menu 2 Press 4 and Next Prev to search and then press CPark The display shows the parked calls as your extension number plus a number for the order in which it was parked For example for extension 206 the first parked call is 2060 the next parked call is 2061 3 Select the call to unpark or 1 Press EE Menu twice 2 Press Func and then press CPark The display shows the parked calls as your extension number plus a number for the
38. splay will show the time date and caller s extension number It also shows the message number and total number of messages e To move through the stored messages press 4 and Next Prev e To delete the displayed messages press the top right display key 5 To check voicemail messages press Voice 3 5 Answering a Page Call Other users may page you or a group to which you belong You will hear the page through your speakerphone and Page is displayed See Making a Page Call 11 gt TransTalk MDW 9040 users can make Page Calls but cannot receive them To answer a page call e Press CCC Conf 4400 6400 Page 15 IP Office 15 601074 Issue 12b 07 February 2010 Chapter 4 Hold Park Transfer 4400 6400 Page 17 IP Office 15 601074 Issue 12b 07 February 2010 4 Hold Park amp Transfer 4 1 Holding Calls Any held calls will ring on your phone An H on your display indicates that you have a held call To display held calls 1 Press TI Menu twice 2 Press HC amp P held conference and parked 3 The Y above Helds indicates that there are held calls Press Helds 4 If you have several held calls you can press 4 and Next Prev to display details of the different held calls e To clear a held call Press Drop e To reconnect a held call Press Pickup 4 2 Parking Calls You can park a call or several calls You are then free to make and receive other calls You can also arrange for the parked call to be ret
39. t e To view additional functions press roe Menu twice See DSS Key Functions 36 gt 4400 6400 Page 8 IP Office 15 601074 Issue 12b 07 February 2010 Chapter 2 Making Calls 4400 6400 Page 9 IP Office 15 601074 Issue 12b 07 February 2010 2 Making Calls 2 1 Making a Call All phones in 4400 series have speakerphone so that you can dial and hear the call progress without having to pickup the handset To make a call 1 Pickup the handset or if your phone supports it press a Spkr see Speakerphone 23 2 Dial the number you require e If ENTER ACCOUNT appears then you are required to enter an account code before making calls see Account Codes 22 3 To end the call either put down the handset or if using speakerphone press c Spkr To make a call via the headset 1 Dial the number you require 2 To end the call press the programmed Drop DSS key see Programming Functions Against DSS Keys 36 or press Menu and then press Drop To make a call using a dial pad key 0 9 1 Pick up the handset or press c Spkr 2 Press a programmed AD button and then press the programmed dial pad key see Storing Abbreviated dialling Under a DSS Keyl 4 3 To end the call either put down the handset or press c Spkr 2 2 Using the Directory The phone can display a directory of group names extension names or directory names from which you can select and then dial If Menu is supported Menu is displayed e
40. t Prev and then press CFrwd 3 Press ST Exit 4400 6400 Page 26 IP Office 15 601074 Issue 12b 07 February 2010 Diverting Forwarding Calls Call Forwarding 6 3 Send All Calls Do Not Disturb When on all your callers either hear a busy tone or are diverted to voicemail if installed The system administrator can setup a list of exception numbers for you who can still call you during Do Not Disturb 4406D users can activate this feature via a short code or programmed button TransTalk MDW 9040 users activate this via a short code To switch send all calls on off e Press the programmed SAC DSS key e Alternatively 1 Press Menu 2 Press 4 and P Next Prev to search and then press SAC A V above it indicates it is on 3 Press ST Exit 6 4 Setting Absence Text You can set some absence text that then appears on your phone s display The same text is also shown on other extensions with suitable displays when they call you Setting an absence text does not redirect your calls in any way that must be done using Call Forwarding Divert or Do not Disturb 4406D and TransTalk MDW 9040 users can activate this feature via a short code To set your absence text Press 533 Menu twice Press Next and then press ProgA Press Absnt 1 2 3 4 To select an absence text press CHNGE 5 When the text required is shown press DONE 6 1f you want some personal text to accompany your chosen message press EDIT
41. tact you system administrator for a list of account codes which you should use To enter an account code You can do this before or during a call If done before you will then hear dial tone at which you can dial the number required e Press the programmed Acct DSS key e Alternatively 1 Press Fo Menu twice 2 Press Func and then press Acct ENTER ACCOUNT is displayed 3 Enter the account code to associate with the call and then press Set 4 1f REENTER ACCOUNT appears then the code was not recognized by the system Enter a valid code 5 1f already on a call you can now continue the call If entering the account code before making a call Dial is displayed and you should hear a dial tone 4400 6400 Page 22 IP Office 15 601074 Issue 12b 07 February 2010 Other Call Controls Account Codes 5 3 Recording a Call This function is only available if you have Voicemail Pro running on the system If the feature does not work check with your system administrator to see what voicemail package you are using By default the recording is placed into your voicemail mailbox but can be changed by your system administrator To record a call 1 During the call press oe Menu twice 2 Press Func and then press Recor 5 4 Speakerphone The two way built in speakerphone allows you to make and answer calls without lifting your handset Keep in mind that two way speakerphones may not operate satisfactorily in every environment such as very
42. ther Call Controls 4400 6400 Page 21 IP Office 15 601074 Issue 12b 07 February 2010 5 Other Call Controls 5 1 Conference Calls The number of callers that you can have in a conference depends on the phone system Contact your system administrator for details To add another caller to a call or conference 1 During the existing call or conference press CCC Conf 2 Dial the other party e If not answered press either the Drop DSS key or 3 Hold then press CCC Conf e When answered press CCC Conf again Any call that was put on hold is now put into the conference To display calls in a conference CONF on your display indicates that you are in a conference call 1 Press TE Menu twice 2 Press HC amp P held conference and parked 3 The Y above CCC Conf indicates a conference call Press CCC Conf 4 To see the details of the different callers in the conference press 4 and Next Prev Notes e To remove a caller from the conference hang up e If the conference contains only two parties pressing the Drop DSS key to remove the other caller will end the conference 5 2 Account Codes You can enter an account code during a call Some extension may also be required to enter an account code before making a call 4406D and TransTalk MDW 9040 users must enter the account code via a short code Contact your system administrator for the appropriate short code e A list of valid account codes is stored on the system Con
43. ther DSS key or press 0 Exit 4400 6400 Page 41 IP Office 15 601074 Issue 12b 07 February 2010 4400 6400 Page 42 IP Office 15 601074 Issue 12b 07 February 2010 Chapter 9 System Features 4400 6400 Page 43 IP Office 15 601074 Issue 12b 07 February 2010 9 System Features 9 1 System Features As well as your phone s specific features you can access a number of system features by dialling short codes These instructions are for the system s default configuration They assume that you are using the default feature codes It also assumes that you have full access to all features and the public phone network If you do not have TT Menu 4406D and TransTalk MDW 9040 you must activate features those requiring additional numbers such as external numbers and Hunt Groups via the shortcodes 9 2 Making Calls To make internal calls To make a call to another extension dial the number If the number is busy you can use Ring Back When Free as follows 1 Dial any digit and hang up When the extension you called is free your phone will ring a burst of three rings 2 Lift the handset and the extension is called automatically To make external calls To make an external call either e Dial the number prefixed by the access code if required e Use a speed dial code Contact your system administrator for a list of your speed codes Note e If you hear busy tone while dialling then the call may be barred Your syst
44. u as a hot desking user e This function is only available when you have a defined password To log on 1 Press TT Menu twice 2 Press P Next and then press Hdesk 3 Press LogOn 4 Enter your extension number and then press Next 5 Enter your password and then press Done To log off 1 Press TI Menu twice 2 Press Next and then press Hdesk 3 Press LogOff NoUser is displayed 7 6 Group Enable Disable You can enable or disable your group membership Enabling your membership means that you are available for calls 4406D sets must use the short codes To switch send all calls on off 1 Press rx Menu twice 2 Press d and Next Prev to search and then press Group A Y above it indicates group membership is enabled 3 Press ST Exit 4400 6400 Page 31 IP Office 15 601074 Issue 12b 07 February 2010 7 7 Locking Unlocking the Phone While locked the phone displays a B and only internal calls to other extensions can be made Attempts to make other calls displays CALL BARRED To lock unlock the phone 1 Press TI Menu twice 2 Press P Next and then press ProgA 3 Press Bar 4 To switch the phone between locked and unlocked press Change and then press Done 5 Press ST Exit 7 8 Changing the Login Code The Login code can be changed for functions such as Hot Desking see Hot Desking 315 To set your phone password 1 Press roe Menu twice 2 Press P Next and then press ProgA 3 Pr
45. ume You can alter the volume of the speakerphone the handset speaker and the ringer To change the ringer volume e Without lifting the handset press either end of the volume button To change the speaker volume 1 Lift the handset to adjust handset volume or press q Spkr to adjust the speakerphone volume 2 Press either end of mail Volume To adjust the volume up or down press either d amp or Y 4400 6400 Page 30 IP Office 15 601074 Issue 12b 07 February 2010 Phone Controls Changing the Volume 7 4 Changing the Ringer Sound The IP Office uses distinctive ringing for different types of calls a repeated single ring for internal calls a repeated double ring for external calls and a single ring followed by two short rings for ringback calls These options are fixed by IP Office To change the ringer sound 1 Without lifting the handset press CCC Conf 2 You will hear a ring To hear another ring type press CCC Conf again 3 Repeat press CCC Conf until you hear the ring that you want Wait until you hear a ring again and then a tone The ring is now saved This alters the tone and style of ringing used by the phone the ring pattern is still controlled by the IP Office according to the call type 7 5 Hot Desking Hot desking is the ability to log on at any phone on the system and have that phone adopt your user settings until you log off e You cannot use hot desking unless the system administrator has allocated yo
46. wer On 19 Voicemail Off 06 Forward on No Answer Off 26 Clear Call Waiting O7 N Forward to Number 27 N Hold Call Waiting 08 Do Not Disturb On 30 Call Pick Up Any 09 Do Not Disturb Off 31 Call Pick Up Group 10 N Do Not Disturb Exception Add 32 N Call Pick Up Extension 11 N Do Not Disturb Exception Delete 33 N Call Queue 12 N Follow Me Here 48 Voicemail Ringback On 13 N Follow Me Here Cancel 49 Voicemail Ringback Off 14 N Follow Me To 57 N Forward on Busy Number 4400 6400 Page 48 IP Office 15 601074 Issue 12b 07 February 2010 Index A abbreviated dialing 41 absence text 27 account codes 22 38 admin functions 38 answering calls 44 incoming call 14 message indicator 15 page call 15 B bridged appearance 7 C call call appearance keys 38 conference 22 forwarding 26 38 45 history 24 mute 24 parking 18 recording 23 timer 30 transfer 19 waiting 45 call coverage appearance 7 callback 12 38 changing date andtime 33 extensionname 32 language 33 logincode 32 ringer sounds 31 volume 30 conference calls 22 D date and time 33 38 default buttons 7 feature codes 48 direct pickup 14 directory 10 display call history 24 date and time 30 overview 8 diverting calls 26 46 do not disturb 27 38 46 dropping a call 23 DSS keys 7 36 41 DSS module 7 E extension name 32 F forwarding calls 26 38 G group enable disable 31 H headset 10 38 holding calls 18 hot desking 31

IP Office 4400/6400 Series Phone User Guide

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