9404 Quick Reference Guide
Contents
1. 11 Overview of phone buttons and features Introduction to the Avaya 9400 Series Digital Deskphones No Name of button or Description feature 1 Call Message An illuminated red light in the upper right corner of your phone indicates you have voicemail messages Waiting Indicator waiting This light flashes when you receive an incoming call In addition to the Message Waiting Indicator the Message button is also illuminated when you have voice mail messages waiting 2 Feature Buttons and There are 4 9404 or 8 9408 buttons that can be programmed as either call appearance buttons or Call Appearance feature buttons Press a call appearance button to make or answer a call or resume a call on hold Press Buttons a labeled feature button to enable or disable that feature The feature buttons provide access to the Avaya call management system features that have been administered for your extension The green LED next to each function key indicates whether the feature is currently on or off If the light is on the feature is on For more information about the feature buttons see Using advanced telephone features on page 33 3 Softkeys Press the softkeys to select the softkey labels The softkey labels indicate the action that each softkey produces The labels and the actions vary depending on your selection Overview of phone buttons and features No me of button Description or feature 4 O2. button labels Screen amp Sounds Lets you adjust the display brightness and contrast select your ringing pattern turn button click sounds on and off and turn error tones on and off Advanced Options Lets you erase customized settings perform a telephone self test select the display language set audio levels for different environments set the remote headset option and enable a higher quality voice transmission Note The sub menus that appear depend on how your extension was administered Some sub menus may not be available Changing the telephone display language 1 Press tne Home button Scrollto Advanced Options Press the Select softkey or the OK button Scroll to Language Press the Select softkey or the OK button Scroll up or down to select the desired language Press the Select softkey or the OK button to change to the selected language Ama E o For more information For the latest information including the user guide installation and maintenance guide interactive document and software downloads go to the Avaya Support site at www avaya com support 16 603536 Issue 1 August 2011 Introduction to the Avaya 9400 Series Digital Deskphones Overview of phone buttons and features Avaya 9404 telephone Avaya 9408 telephone 16 15 14 13 12 D 0 0 0 SN FY n xa 4 OK co WE MESSAGE v PHONE EXI HEADSET VOLUME 100 0 o NO 10
3. 2 Use the dialpad keys to start spelling the last name of the person you want to call 3 Press the Next feature button to view the next name alphabetically in the directory if necessary 4 Press the Make Call feature button when you see the name you want 5 To exit the Directory press the Phone button or the Exit softkey Using the contacts feature Calling a person from the contacts list 1 Press the Contacts button 2 Locate the contact you want by typing the first letter of the contact s name as it is listed 3 Scroll up or down to select the person or number you want to call 4 Press the OK button or the Call softkey Adding a new contact 1 Press the Contacts button 2 Press the More softkey 3 Press the New softkey 4 Enter the name using the dialpad To enter characters using the dialpad Press the number key that corresponds to the letter or number you want to enter until the letter or number is displayed e If the characters are on the same key pause before entering the next character To enter a space press 0 Enter remaining letters or numbers To delete the last character press the More softkey and then the Bksp softkey 5 Press the down navigation arrow 6 Enter the telephone number as you would if you were dialing it directly 7 Press the Save softkey to save your changes Editing a contact Press the Contacts button Scroll to the contact you want to edit Press the Details softkey Press the Edit sof
4. Description of LEDs Call appearance button LEDs LED Description Steady green Call appearance is active Slow blinking green Call appearance is ringing Fast blinking green Call appearance is on hold Very fast blinking green Conference or Transfer is pending Steady red Call appearance is selected and will be used when you go off hook It remains steady red while you use the call appearance Off Call appearance is available Feature button LEDs LED Description Steady green Feature is active Blinking green Feature is pending request is being processed and not immediately available Blinking red Feature is shown on the phone display Off Feature is not active Navigation tips A navigation icon appears in the telephone display to indicate that you can scroll to more options or information Use the right and left navigation arrows to go to other screens when the paging icon left and right facing arrows displays on the title line orto move the cursor right or left when entering text When you scroll to a line on the display that line is selected The softkey labels change according to the options available for the line you select The OK button is a shortcut for the default action For example when you select an entry in your contacts list pressing the OK button places a call to that person Answering and making a call Answering a call e If you are no
5. K Press the OK button for a shortcut to an action For example select an entry from your call history and press OK to dial the number 5 Phone Press the Phone button to view and manage your calls For example if you are viewing a menu pressing the Phone button takes the telephone display back to the home screen 6 Contacts Press the Contacts button to view the entries in your Contacts list 7 AvayaHome Press the Home button to gain access to the Avaya menu The Avaya menu provides optic telephone settings configure call logging select the display language and verify the tele 8 History Press the History button to view a list of all your calls The icon on the History button lights up when you have missed calls 9 Volume Press or on the Volume button while active on the handset headset or speaker to adjust the volume of the speaker or ringer 10 Mute Press the Mute button to mute a call in progress or reactivate a muted call 11 Microphone The omnidirectional microphone sends and receives signals from all directions 12 Speaker Press the Speaker button to use the speakerphone To take a call off speakerphone lift the handset 13 Headset Press the Headset button to use the headset if it is connected For wired headsets only HIC headset cords are compatible with your phone Introduction to the Avaya 9400 Series Digital Deskphones 14 Message Press the Message button to connect directly to your voicemai
6. l system This button is illuminated when you have voicemail messages waiting 15 Navigation Press the up and down navigation arrows to scroll through lists Press the right and left Arrows navigation arrows to navigate between different views of an application to move the cursor during text input or to turn an option on or off 16 Telephone There are four rows in the 9404 telephone display and eight rows in the 9408 Display telephone display The top row shows the extension number user name and the time and date On the 9404 telephone the top row also provides application specific information The middle two rows in the 9404 telephone display and the middle six rows in the 9408 telephone display provide application specific information The second and the third rows in both telephone displays provide the name of the current application for example contacts and a prompt line that provides context sensitive prompts explanations or help for the current application The bottom line displays the softkey labels AVAYA Avaya 9400 Series Digital Deskphone Quick Reference for Avaya Aura Communication Manager
7. o the existing call Adding a person on hold to a conference call 1 Select the call appearance button for your active conference call 2 Press the Conf softkey The active conference call is put on soft hold 3 Press the call appearance button of the call on hold Be sure not to choose the call appearance button for the call that is on soft hold 4 Press the Conf softkey again to add the person to the conference call Dropping the last participant from a conference call While active on a conference call press the Drop softkey Using advanced telephone features The features that are available to you depend on what your administrator has assigned to your telephone A few of the most commonly administered features are explained below For more information about all the features that are available for your extension contact your system administrator Forwarding calls 1 To turn call forwarding on press the CFrwd feature button You hear a dial tone prompting you to dial the forwarding number 2 Dial the number to which you want to forward your calls After you dial the number you hear a confirmation tone 3 To turn call forwarding off press the CFrwd feature button The green LED next to the feature button turns off Sending all calls To send all calls to coverage press the SAC feature button To turn the feature off press the SAC feature button Calling a person from the corporate directory 1 Press the Directory feature button
8. t on another call do one of the following Lift the handset Press the call appearance button whose green LED flashes for the incoming call Press the Speaker button to answer using the speakerphone Press the Headset button to answer using the headset Press the ON button to answer using a wireless headset e If you are on another call press the call appearance button whose green LED flashes for the incoming call Making a call 1 Do one of the following e Lift the handset Press the Speaker button Press the Headset button Press an available call appearance button 2 Dial the number you want to call Putting a call on hold 1 To put your active call on hold press the Hold softkey 2 To resume the call press the call appearance button for the call on hold Transferring a call 1 If the call you want to transfer is not your active call press the call appearance button for the call you want to transfer 2 Press the Transfer softkey 3 Do one of the following e Dial the telephone number e Call the person from the contacts list e Call the person from the call history 4 Press the Transfer softkey to transfer the call Using the conference feature Making a conference call 1 While active on a call press the Conf softkey 2 Do one of the following e Dial the telephone number e Call the person from the contacts list Call the person from the call history 3 Press the Conf softkey to add the person t
9. tkey Scroll up or down to choose the field you want to edit Use the dialpad and softkeys to make changes to the contact information Press the Save softkey to save your changes AN a Using the call history feature Calling a person from the call history 1 Press the History button 2 Scroll to the left or right to view a separate list of all calls missed unanswered calls answered calls or outgoing calls 3 Scroll up or down to select the person or number you want to call 4 Press the Call softkey or the OK button Adding an entry from the call history to your contacts list 1 Press the History button 2 Scroll to the number you want to add to your contacts list 3 Press the Contact softkey 4 To edit the name or number scroll up or down and edit as appropriate 5 Press the Save softkey to save your changes Using the Avaya Home menu Use the Avaya Home menu to perform tasks such as adjust and customize phone settings select the display language turn call logging on or off for different call types and set visual and audible alerting The Avaya Home menu has four sub menus Call Settings Lets you setthe visual alerting audible alerting show phone screen and stay in contacts options to on or off and set the audio path to speakerphone or headset Application Lets you turn call logging on and off for answered unanswered outgoing and Settings bridged calls and personalize button labels or restore the default
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