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IP Office Release 6.0

1. Unlock Enter Password Done Clear Cancel E 1408 1416 1608 and 1616 Phone Guide Page 235 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 0126 a Status Features Features ENTER DATE ENTER DATE tPhone User 10 09 2009 12 114_ SUNDAY 12 11 1963 Select Back Done Back Features gt Phone User ENTER TIME ENTER TIME tSystem Admin 14 28 16 0_ 14 29 16 00_ Select Back Done UTC OFFSET UTC OFFSET 01 00 _ 01 00 01 30 SECURITY CODE otek Done Back Done 4 Version TIME OFFSET TIME OFFSET l tDate 01 00 _ 01 00 01 30 tTime Done h tUTC Offset eel ee es a i S tTime Offset a ENTER TIMEOUT TIMEOUT 00 10 caren 00 10 _ Immediate shutdown Done Back Confirm Back SYSTEM IP500 Site A LVersion Select Back ES aS Es LGF Active TShut Down l Memory Card LCF Active 1408 1416 1608 and 1616 Phone Guide Page 236 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 22 11 Error Screens Display 299 16 32 09 06 NOT LOGGED IN Login PHONE LOCKED a Unlock Features A R Enter Extension Ext OK LL ae Discover 192 168 42 1 Ba aes aes Boot ha1608b10412 s bin ES SS es 10Mbps Ethernet x to pr
2. 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 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 Locate the required entry Directory Personal Teressa Green Call Details Clear aS eS ass 3 Press the Details soft key Directory Personal Teressa Green Call Back More ES Se 3 4 Press the More soft key and then the Delete 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 IP Office 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 favour of the local one 1408 1416 1608 and 1616 Phone Guide Page 88 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 12 Call Log 1408 1416 1608 and 1616 Phone Guide Page 89 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 12 Call Log Call Log Alle This menu is accessed by
3. The Contact Menu 233 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 1408 1416 1608 or 1616 phone your personal contacts move with you e You can have up to 100 personal directory entries 2 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 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 confi
4. 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 Disturb 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 e 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 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 e 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 1608
5. 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 6 Press the Done soft key 1408 1416 1608 and 1616 Phone Guide Page 179 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 8 8 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 It is also not applied to the System Admin section of the Features menus 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the P right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select Features gt Phone User Phone Screen Settings Select Back Phone Screen Settings Auto Return s off Change one Back 4 Use the up and down arrow keys to scroll the display to the option Auto Return s 5 Press the Change soft key to change the setting or use the 4 left or right P arrow keys e Off Do not use the inactivity timer e 30 60 Apply the inactivity
6. 5O Red off Idle Green off The bridged appearance is not in use 30 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 button 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 I naccessible Green broken flash 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 The button pressed is not useable The call is still dialing ringing or cannot be bridged into Page 23 15 601040 Issue 03g 19 November 2010 Bridged Appearance Button Display 299 18 26 O13 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 n Use fad tT Extn201 a The bridged appearance will show when the matching call appearance is in use on Join a call The Join soft key if display
7. Backup restore is used for the phone settings that you have configured within the menu s provided by the phone s MENU button When you login at another 1600 Series phone extension your phone settings are restored and applied to that phone They will remain applied to the phone until another user logs in and their phone settings are applied By default your call log and your personal contacts are stored on the telephone system These will be restored by the telephone system when you login on another 1600 Series phone regardless of whether backup restore has been configured for 1600 Series phones When backup restore has been configured the phone menu provides options to manually access backup and restore functions e Manually Backup Phone Settings 18 e Manually Restore Phone Settings 187 The following settings are included in the backup restore operation e Handset Automatic Gain Control setting 184 e Personalized Ringing 170 e Headset Automatic Gain Control setting 184 e Redial Mode 16 e Speaker Automatic Gain Control setting 184 e Display Call Timer 174 e Default Audio Path 185 e Visual Alerting 167 e Button Clicks 18 e Display Language 17 e Error Tones 185 18 10 1 Backup If backup restore has been setup by your system administrator it is used automatically when you login or log out from the phone In addition the option below is available to manually trigger a backup of your user settings 1 Pre
8. Change e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination Fwd BusyNo Answer T Mark Change 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 1608 and 1616 Phone Guide Page 196 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Status Menu Forward On No Answer 19 6 Forward Unconditional You can clear or change your forward unconditional settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status 4Parks Details Status 4Fwd Uncon Mark Off Edit 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 up and down arrow keys to scroll through the editing options e Use the left and right arrow keys to switch the forwarding on or off Fwd Unconditional LFwd Unconditional One Back Off SSS e Use th
9. Menu Top 4Screen Sounds Select Menu Top tNetwork Info Select A Menu Network Information Audio Parameters Select Done 4 Use the up and down arrow keys to locate the aspect of phone operation on which you need information e Audio Parameters e IP Parameters The IP settings with which the phone has been configured by the installer or by a DHCP server e Quality of Service Quality of Service QoS measurements for the current call e Interfaces The current speed of the phone s ethernet port and its PC pass through Ethernet port e Miscellaneous Details of the phone and the firmware that it current has loaded 5 Press the Select soft key to access the currently displayed option 6 Use the up and down arrow keys to scroll through the different items of information available 7 To return to the parent menu press the Back soft key 1408 1416 1608 and 1616 Phone Guide Page 188 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Viewing Information The diagram below summarizes the information accessible through the menu Menu Top t Network Info Select 4 Audio Parameters TIP Parameters t Quality of Service tinterfaces t Miscellaneous A Menu Network Information 4 Audio Parameters Select Done l tPhone SN l TPWB SN l TPWB Comcode t MAC t Group t Protocol t Application File t Boot File t Proxy Server 7802 1 4 Mode
10. e Switch off do not disturb 193 e Clear or change forward unconditional 19 e Clear or change forward on no answer 19 amp e Clear or change forward on busy 195 e Clear or change follow me here settings 194 e Change hunt group membership status 19 e Change hunt group service status 19 e View System Alarms 20 1408 1416 1608 and 1616 Phone Guide Page 192 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Stats Menus 19 1 Do Not Disturb You can use the Status menu to switch off do not disturb 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status 4Parks Details Status 4Do Not Disturb Off 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 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status 4FollowMeTo Mark Clear Edit Exit 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 Follow Me To 201 Mark Save Clear Back aa ee ae Access Control The system administrator is able to configure whether you can access the Fo
11. Dial 299 _ Call 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 185 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 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt C all Settings En Bloc Dial oft O Done Back 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 1408 1416 1608 and 1616 Phone Guide Page 31 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 2
12. and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply 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
13. rag BUTTON PROGRAMMED its Previous Back DSS6 FEATURE ON BUTTON Timer _ Replace Previous Back Page 227 15 601040 Issue 03g 19 November 2010 22 3 Visual Voice Menu This menu is accessed by pressing the key The system administrator may have configured it so that you are required to enter your voicemail code after pressing the button ae i Listen New Listen 4 0 1 N Extn205 14 20 09 0 eh 070 0 Tr l Listen Back More tMessage ved l tGreeting eee J A A l tEmail Listen Exm299 Delete Save More Password l tNew 4 eee SEs Visual Voice Call More tListen 4 0 1 Select Exit SS ee ee Greeting Messaqe Dial Extension 307 Listen Record More ENTER PASSCODE Message Cancel RIK SS ESS Done Record ft hn i ae ie ENTER NEW CODE ea l Stop KEKE LEmail Mode Off a ue Bus tEmail Mode Copy Listen Submit More tEmail Mode Fwd Sa Ens as i tEmail Mode Alert Email Select Option 4Email Mode Off Select Record Others ae ay 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 1608 and 1616 Phone Guide More Page 228 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 22 4 Status Menu This menu is accessed by pressing the Status soft key NG 299 1
14. 126 197 External and Group 125 126 197 External Only 125 126 197 Non Group Calls 125 126 197 Off 125 126 197 on Busy 128 129 130 195 196 Forward on Busy Off 129 195 Status 129 195 Forward on No Answer Off 128 196 Status 128 196 Forward Unconditional 125 126 197 Off 125 197 Status 125 197 Forwarded to Here Off 198 Status 198 Forwarding 20 123 241 Full 201 221 Fwd To Here 198 G G 20 Goes Off Hook 21 25 27 Group Calllog 18 90 Forward 125 126 197 Membership status 139 199 Missed 18 90 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Service status 141 142 144 199 Group Member 20 Groups 33 81 82 H Handset Volume 183 Headset 10 11 Volume 72 183 Held 21 23 25 27 Held call Transfer 54 61 70 Held Calls 21 Hold 21 23 25 27 Conference 53 70 Transfer 54 61 70 Hold Elsewhere 21 23 27 Hold Here 21 23 25 27 Hunt group Calllog 18 90 Forward 125 126 197 Membership status 139 199 Missed 18 90 Service status 144 199 l In Service 141 142 144 199 Intermittent Flash 21 23 27 Internal Auto Answer 43 171 Internal Calls 165 170 L Lamp 167 Line 27 Line Appearance 27 Line Appearance Button Indication 27 Line Appearance Button State 27 Line Appearance Buttons 27 Line Appearance ID 27 List 46 47 161 Local Time 216 Locked Menu 235 Login 108 109 M Make call from Call Log 34 91 from Contacts 33 82 from redial list 35 46 Manual Restore 187
15. Auto Answer 43 171 B B 20 Backup Manual backup 186 Barred 20 BM32 12 Boot Error 201 221 Bridge Appearance Button State 23 Bridged 21 23 27 Bridged appearance 21 Coverage ring 23 25 169 240 Lights 23 Bridged Appearance Button Indication 23 Bridged Appearance Buttons 21 23 broken dial tone 123 132 240 241 Busy Forward 128 129 130 195 196 Button Module 12 Cc Call from CallLog 34 91 from Contacts 33 82 from redial list 35 46 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 34 85 91 92 93 94 Callfrom 34 91 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 23 25 169 240 Index Details 48 92 Menu 18 90 232 Call Settings 31 37 47 65 133 134 160 161 162 166 169 174 Audible alerting on off 168 Audio Path 73 77 185 Auto Answer 43 171 Internal Auto Answer 43 171 Visual alerting on off 167 Withhold number 37 160 Call Waiting 179 Caller Details 48 92 Cannot 21 23 27 Cannot Be 21 23 27 Channel Name 27 Channels 27 Conference Add call 68 Caller details 69 Drop caller 69 End automatically 54 61 69 70 Hold 53 70 Last internal user 54 61 69 70 Music on hold 53 70 Contact Add 49 85 86 94 add external 80 84 87 88 Add from Redial List 49
16. 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 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 1608 and 1616 Phone Guide Page 44 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 4 Redialling 1408 1416 1608 and 1616 Phone Guide Page 45 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 47 that the phone uses In either case the redia
17. If the details are correct you user details will be loaded into the phone 299 11 00 01 26 a Features Page 110 1408 1416 1608 and 1616 Phone Guide 15 601040 Issue 03g 19 November 2010 IP Office Release 6 0 Logging In Out Logging In 14 2 Logout 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select Features gt Phone User tLogout Select 5 Press the Select soft key or the OK button or the 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 not have a default user or the default user is currently logged on elsewhere the no user display is shown 299 16 32 09 06 NOT LOGGED ON Login ss ee Sa e If the phone has a default user and they are not current logged on elsewhere they are automatically logged back in 299 11 00 01 26 a Features 1408 1416 1608 and 1616 Phone Guide Page 111 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 113 af
18. ringing 165 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 Red on Slow green flash 1 Select the method which you want to use to talk to the caller 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 Co SPEAKER key e To answer the call on a headset press the HEADSET key e Just pressing the 30 key will answer the call either on the speaker or headset depending on the phones audio path 73 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 Co SPEAKER key If you were using the handset you can now safely replace it e To switch to headset mode press the HEADSET key If you were using the handset you can now safely replace it e If you have answered th
19. 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 Call Log Details 4Time 15 19 01 26 Call Contact Back E as a 3 Press the Contact soft key Directory Name t Extn3o7_ Save Bksp Cancel ES SSS 4 Use the up and down arrow keys to switch between the name and number details for the new contact 5 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 1608 and 1616 Phone Guide Page 85 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 11 4 2 Add a Contact from the Redial List 1408 1416 1608 1616 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 Redial LExn 307 307 16 12 01 26 Call Details Exit a ae Ley b Use the d 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 Call Log Details Time 15 19 01 26 Call
20. 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 c Press the 30 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 1408 1416 1608 and 1616 Phone Guide Page 148 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Button Features Programming a Button e Press Back 11 Repeat the process to program another button or press Back and then Exit to finish 1408 1416 1608 and 1616 Phone Guide Page 149 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 17 2 Features There are a wide range of actions that can be assigned to the buttons This guide only includes details of those that you can assign to a button using the self administer 148 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 15 e Drop 15 gt e Abbreviated Dial Prog 15 e Flash Hook 15 e Account Code Entry 15 e Group Paging 155 e AD Suppress 15 e Headset Toggle
21. 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 twinning 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward Features tForward Select Features gt Forward Follow Me To Select Features gt Forward TMobile Twinning Select 5 Press the Select soft key or the OK button or the P right arrow key 6 1f no twinning number has been set the menu will prompt you to enter a number Mobile Twinning Disabled Enter Number Dir Back ae a ae 7 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 Mobile Twinning 9123456 Enable Clear Back 1408 1416 1608 and 1616 Phone Guide Page 136 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 16 Groups 1408 1416 1608 and 1616 Phone Guide Page 137 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 can be used as the dest
22. 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 ringer 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 e ToVM Send an alerting call to your voicemail 1408 1416 1608 and 1616 Phone Guide Page 32 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Making Calls Call Soft Key Options 2 3 Calling a Person from the Contacts List 1408 1416 1608 1616 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 dest
23. 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 o 1 Press the appearance button with the fast flashing green lamp a 2 Scroll the display using the up and down arrow keys the held call will appear with a icon Call On Hold tua Mark 201 Call On Hold JUra Mark Pickup e Press the Pickup soft key to take the call off hold 1408 1416 1608 and 1616 Phone Guide Page 53 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 5 1 3 Switching Between Calls With a call on hold fast flashing green Fie appearance button and another call connected red and green 30 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 6 from the conference 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 1608 and 1616 Phone Guide Page 54 IP Office Release
24. 25 27 S S 20 SBM32 12 Select 21 23 25 27 Self Admin Menu 227 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Index Send All Calls 125 126 197 Socket Headset Speaker Volume Stand 10 11 Status Do Not Disturb 133 193 Follow Me here 194 Follow Me To 121 193 Forward on Busy 129 195 Forward on No Answer 128 196 Forward unconditional 125 197 Forwarded to Here 198 Group membership 139 199 Group service status 144 199 Hunt group service status 144 199 Membership 139 199 Menu 229 Mobile twinning 200 Parked calls 57 200 Service status 144 199 Status menu 16 192 Steady Flash 21 23 25 27 System Admin Menu 208 236 System Administrator 201 221 System Alarm 20 201 221 System Boot Error 201 221 System Phone 80 84 87 88 201 221 T T 20 135 Time 216 Time profile 141 142 144 199 Time Server 216 10 11 76 183 Transfer Held call 54 61 70 To voicemail 41 61 103 Twinned 20 135 Twinning Number 136 159 Off 200 On Off 136 159 Status 200 U Use 21 23 25 27 Use Elsewhere 21 23 27 Use Here 21 23 25 27 Users 33 81 82 UTC Time 216 V Visual Alerting 167 Visual Voice 18 Menu 228 Voicemail Transfer 41 61 103 Voicemail Almost Full 201 221 Voicemail Failure 201 221 Voicemail Full 201 221 Volume Handset 183 Headset 72 183 Ringer 171 183 Speaker 76 183 Page 247 15 601040 Issue 03g 19 November 2010 WwW Waiting Call 179 Withhold Nu
25. 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On 4 Use the 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 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status LParks Details Status 4Do Not Disturb Off e To clear the do not disturb setting press the Off soft key 1408 1416 1608 and 1616 Phone Guide Page 133 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 are in d
26. 3 Selecting Your Redial Mode 1408 1416 1608 1616 You can select whether your phone uses the redial list or last call redial mode 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt Call Settings TRedial Action List Change Back 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 arrow keys to change the mode 7 When the required mode is displayed press the Done soft key 1408 1416 1608 and 1616 Phone Guide Page 47 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 4 4 View Call Details 1408 1416 1608 1616 You can view additional details about the currently shown call 1 Access the redial list a Press t
27. 6 0 15 601040 Issue 03g 19 November 2010 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 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 148 set to the Call Park 152 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 Code
28. 86 delete external 80 84 87 88 Edit 84 87 edit external 80 84 87 88 Contacts 18 33 80 81 82 84 87 88 Make call 33 82 Menu 233 Corrupt Date Time 201 221 Count 48 92 Cover 21 23 25 27 Coverage 25 Coverage ring 23 25 165 169 170 240 Covered User 25 CPkUp 57 200 D D 20 123 241 Date 216 Daylight Saving 216 Delay 21 23 25 27 Delete External contact 80 84 87 88 Follow me here 122 194 Details Call Log 48 92 Dial 21 23 27 Dial tone Broken Directory Add 49 85 86 94 add external 80 84 87 88 Add from Redial List 49 86 123 132 240 241 delete external 80 84 87 88 Edit 84 87 edit external 80 84 87 88 Make call 33 82 Menu 233 Display Call Waiting 179 Page 245 15 601040 Issue 03g 19 November 2010 Divert To voicemail 41 103 Diverting 20 123 241 Do Not Disturb 20 132 240 Off 133 193 Status 133 193 E Edit Contact 84 87 External contact 80 84 87 88 Follow me here 122 194 En bloc 31 162 En Bloc Dial 31 162 Expansion Failure 201 221 External 33 81 82 Forward 125 126 197 Forward on Busy 128 129 130 195 196 External and Group 125 126 197 External Calls 165 170 external directory 80 84 87 88 External Only 125 126 197 F Failure 201 221 Fast Flash 21 23 25 27 Features Menu 16 225 Flash 21 23 25 27 Follow me here Clear 122 194 Edit 122 194 Off 194 Status 194 Follow Me To Off 121 193 Status 121 193 Forward All Calls 125
29. C ontact Back SS SS 3 Press the Contact soft key Directory Name t Extn3o7_ Save Bksp Cancel eS SSeS 4 Use the up and down arrow keys to switch between the name and number details for the new contact 5 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 1608 and 1616 Phone Guide Page 86 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Contacts Directory Adding a New Contact 11 5 Editing a Contact 1408 1416 1608 1616 You can edit the contacts in your own personal directory 1 Access your personal directory contacts a Press the es CONTACTS key The directory menu is displayed Directory All DIAL NAME List New 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 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 Locate the required entry Directory Personal Teressa Green Call Details Cle
30. 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 Forced Account Code Entry 1408 1416 1608 1616 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 The follow menu is displayed when you are required to enter an account code ENTER ACCOUNT Done ENTER ACCOUNT 123456 Done 3 Press the Done soft key 4 f the account code was not a valid account code the REENTER ACCOUNT menu is displayed REENTER ACCOUNT Done 1408 1416 1608 and 1616 Phone Guide Page 64 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Account Codes Fo
31. 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 216 and time 212 1408 1416 1608 and 1616 Phone Guide Page 201 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 20 Short Codes 1408 1416 1608 and 1616 Phone Guide Page 203 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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
32. Details Clear Directory External 4Teressa Green Call Back Edit Delete More ee ee p u Name ji tL Aumber Directory Name Teressa Green_ OK Bksp Cancel a ae ae Directory Number T307_ Save Bksp More ES aaa eS Pause Cancel More C a es 1408 1416 1608 and 1616 Phone Guide Page 233 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 22 8 Redial Menu This menu is accessed by pressing the key This menu is only used when you set your redial mode 47 gt to List The numbers up to 10 shown come from your outgoing call log Extn 307 307 16 12 01 26 Call Details Exit tRing Time tName tNumber tReason TCount Call Log Details 4Time 16 19 01 26 Call C ontact Back Reeves E T Number i Directory Name J Exm307_ Save Bksp Cancel t307_ Save Bksp More i U ieee Pause Cancel More LP IE 1408 1416 1608 and 1616 Phone Guide Page 234 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 The Phone Menus Redial Menu 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 phonel114 requires your login code if you have configured a login code 115 PHONE LOCKED a Unlock Features ee a Features 4Unlock Select C ees ae
33. Issue 03g 19 November 2010 Redirecting Calls Forwarding Calls e Select edit to change the number to which calls are forwarded Fwd Unconditional T201 Mark Edit e To Voicemail Set and On Use the d up and down arrow keys to scroll through the forwarding settings e Select Off to disable forwarding Fwd Unconditional 4ToVMail Off e Use the left and right arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls Fwd Unconditional taNon Group Calls Off Back Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 1608 and 1616 Phone Guide Page 127 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 15 2 3 Forward On No Answer Status Menu If your phone is set to forward on no answer 24 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 PHONE key and then press the Status soft key if shown Status 4Parks Details Status Fwd NoAns Mark On Off Edit Exit 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 up and down arrow keys to scroll through the following menu options e Use the left and right arrow keys t
34. 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 Headset BEBOOOO 4 a Mark 0 01 50 201 gt gt Be SS a 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 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 Speaker SEEEOOOO 4 a Mark 0 01 50 201 gt gt 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 1408 1416 1608 and 1616 Phone Guide Page 183 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 MENU button Menu Top 4Screen Sounds Select Menu Top tAdvanced Select A Menu Advanced Options Manual Backup Backup Done 4 Use the up and down arrow keys to locate the option Automatic Gain Control 1608 and 1616 phones or Audio other phones A Menu Advanced Options tAuto matic Gain Control Select Exit A Menu Audio Gain tHandset On Off e Use the up and down arrow keys to switch
35. and 1616 Phone Guide Page 204 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 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 yo
36. between the Handset Headset or Speaker settings for automatic gain control e To change a setting use the left and right 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 1408 1416 1608 and 1616 Phone Guide Page 184 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Volume and Sound 18 9 8 Default Handsfree Audio Path 1408 1416 1608 1616 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 MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select A Menu Call Settings 4Call Timer One On Off Done A Menu Call Settings tAudio Path Speaker Change Done 5 Use the left 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 1608 and 1616 Phone Guide Page 185 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 10 Backup Restore If backup restore has been setup by your system administrator it is used automatically when you login or log out from the phone
37. clear follow me to settings 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward Features tForward Select Features gt Forward Follow Me To Select 4 Press the Select soft key or the right arrow key If you already has a follow me to number set the display below is skipped Follow Me To Disabled Enter Number Save Dir Back 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 835 Follow Me To 201 Mark Save Clear Back e Save Save the selected number 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 1408 1416 1608 and 1616 Phone Guide Page 120 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Redirecting Calls Follow Me 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 P
38. 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 1408 1416 1608 and 1616 Phone Guide Page 138 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Groups 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 PHONE key and then press the Status soft key if shown Status 4Parks Details 2 Use the up and down arrow keys to scroll the menu to the hunt group name and your current membership status Status 4Main Disable 3 Press the Enable or Disable soft key to change the status of your membership of that g
39. 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 Features gt Phone User System Admin elect 5 Press the Select soft key SECURITY CODE SECURITY CODE KKK Exit Done a OE eee 6 Enter your security code this is the same as your login code and press the Done soft key SYSTEM IP500 Site A Version Select SYSTEM IP500 Site A tDate Select 8 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 ENTER DATE 15 09 2009 _ 9 Enter the required date using the either the or keys to enter the separators To delete the previous digit or character entered press the 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 ENTER DATE WEDNESDAY 16 09 2009 Done Back SS SSS ass 1408 1416 1608 and 1616 Phone Guide Page 210 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 System Administration Setting the Date 11 To set the date as the new date to be used by the telephone system press the Done soft key 1408 1416 1608 and 1616 Phone Guide Page 211 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 21 3 Setting the Time System Phone Only 1408 1416 1608 1616 The process below can be us
40. does not require the group call to have been presented to you and missed 23 25 Mobile Twinning Mobile twinning is twinning 245 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 1608 and 1616 Phone Guide Page 242 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 p
41. 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 1608 and 1616 Phone Guide Page 195 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 19 5 Forward On No Answer If your phone is set to forward on no answer 24 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 PHONE key and then press the Status soft key if shown Status LParks Details Status Fwd NoAns Mark On Off Edit Exit 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 up and down arrow keys to scroll through the following menu options e Use the left and right arrow keys to switch forward on busy as on or off Fwd BusyNo Answer Fwd On Busy On Off Back Ea ESS BS e Use the left and right arrow keys to switch forward on no answer on or off Fwd Busy No Answer tForward On No Answer On Back as es ee 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 Fwd Busy No Answer T All Calls
42. hd AM dein bana a 18 1 11 Appearance Buttons Menu eeeeeseeeeeeneeeenrereees 19 1 11 1 Using the Appearance Menu 20 1 11 2 Phone Status Letters eceeeeeeeeeseeeeereeees 20 1 11 3 Call Apperance Buttons ceeeeeeeeeeeereeees 21 1 11 4 Bridged Appearance BUttons eee 23 1 11 5 Call Coverage BUuttons eceeeeeeseeseeeeeeeeees 25 1 11 6 Line Appearance Buttons 27 2 Making Calls 2 1 En Bloc DialiNgai sinnn nn a 31 2 2 Call Soft Key Options eceeeeeseseeeeeeeeeeeeeeeeneeeseeeees 32 2 3 Calling a Person from the Contacts List c0006 33 2 4 Calling a Person from the Call LOQ cseeceeteeeteeee 34 2 5 Redialling a Previous Number 35 2 6 Making a Page Call eceecceesceeeeeseeeeeneeeereseeeeeneeeeeeeeas 36 2 7 Withholding Your NUMDE L ccccccccccssessseeeeeesseeaes 37 2 8 Adjust the Call VOIUMC ccceeceseeeeeeeeeereeeeeeeeeeneeeees 38 2 9 MUtiING a Call herriri cists cadets seira ranana ai a e ieaiai 38 2 10 Ending Call Siinse n N dees 38 3 Answering Calls 3 1 Divert a Call to Voicemail sseeseeeeeeeeseeeeeeeeeeeeeeeene 41 3 2 Ignore an Incoming Call ecceeeceeeseeseeeeeeeseeeeeeeeeneeeees 41 3 3 Answering a Page Calll eceeeceseseeeeeeeereeeeeeteeeseeees 42 3 4 Auto ASW jrin a aaa pa 43 3 5 Call mioa o EEA TA AT 44 4 Redialling 4 1 Redial a Call One Mode eecseeeeeeeeeeeeeeeeteeeseeeees 46 4 2 Redial a Call List Mode ec
43. 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 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Group Features tGroup Select Features gt Group 4Membership Select Features gt Group Tt Fallback Select Group Fallback NS LAll Groups Change HGNS Back e Use the 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 6 When viewing a particular group if it already has a fallback destination set the name of that group is shown on the right Group Fallback NS tMain Reception Edit HGNS Back QS SS aes 7 To change the fallback destination press the Change soft key 8 Either dial the name of the hunt group or press the List soft key for all groups The display will list all the matching grou
44. or such third party which may own the Mark Nothing contained in this site the documentation s and product 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 03g 19 November 2010 Contents 1 Introduction 1 1 Important Safety Information c eeeeseeeeeeeeeeeeeeenees 9 1 2 1408 and 1608 Phones ee ceeeesseeeneeeeeeeeeeeeneeeeeaes 10 1 3 1416 and 1616 PRONES aikoisi 11 1 4 Button Modules sseeeeseeesrreerirssrrsrirnerireerirerrrnssrenns 12 TS Phone Keys Ticar N le 13 1 6 The Phone Stand niren iiiaio sotisa 14 1 7 Labels saci dane iat hi deveined een 15 1 8 IP Phone Features 1608 and 1616 ee eeeeeeeeees 15 1 9 The Main Phone MenuS ccceeesceeeseeeeeeeeeeeeneeereaes 16 1 10 Other Menus igs e
45. pressing the ee key The call log you see is a call log SExn201 f 15 19 01 26 stored on the telephone system If you login at another 1408 1416 1608 or Call Details More 1616 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 23 menu diagram shows a summary of the menu options e Making a Call 91 gt e Viewing Call Details 925 e Deleting a Record 935 e Deleting All Records 93 e Add a Record to Your Contacts 94 gt 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 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 of the members including y
46. 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 Features Pickup Select e To access the menu during a call press the P right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select 4 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 Features gt Phone User System Admin elect 5 Press the Select soft key SECURITY CODE SECURITY CODE HKK Exit Done rE T ae 6 Enter your security code this is the same as your login code and press the Done soft key SYSTEM IPS500 Site A Version Select SYSTEMIPSOO Site A tSystem Shutdown Select Back ENTER TIMEOUT 00 10 _ Done 9 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 en
47. the hunt group N No Calls Do Not Disturb An N is shown on your phone s display when you have do not disturb enabled 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 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 R Resilience An Ris 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 IP Office system is currently providing support for your phone In this mode some features may not be available and calls may be routed differently S System Alarm If you are configured as a system administrator 208 an S in the phone s display indicates a system alarm 22 IP500 V2 only 1408 1416 1608 and 1616 Phone Guide Page 20 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Introduction Appearance Buttons Menu 1 11 3 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 Whe
48. 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 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
49. 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 228 shows a summary of the menu options Page 18 15 601040 Issue 03g 19 November 2010 Introduction Other Menus 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 the call e Line Appearance Buttons 2 Thes
50. 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 Menu Top 4Screen Sounds Select Menu Top tAdvanced Select A Menu Advanced Options tAutomatic Gain Control Select Exit A Menu Advanced Options tLanguage Select Exit A Menu Language LEnglish Select 6 Use the up and down arrow keys scroll through the different languages available 7 To select the language currently displayed press the Select soft key or OK 8 When completed press the Done soft key 9 Press the Exit soft key to exit the menus 1408 1416 1608 and 1616 Phone Guide Page 176 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Display Controls 18 8 5 Display Name You can select 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 a
51. user settings that move with you aa Sas es The Phone A Menu diagram 236 shows a summary of the menu options General Display Controls e Mobile Twinning 15 e Brightness 174 e Withhold Number 16 Contrast 173 e Redial Mode t Call Timer Display 17 e Backup Restore 186 Language 178 e En Bloc Dialing 162 Display Name 177 e Auto Lock 164 A Menu Auto Exit 17 Exit Menu Timer Auto Return 18 e Button Clicks 18 Disabling the Ringer 166 e Error Tones 18 Visual Alerting 16 e Ringer Volume ts3 Audible Alerting 16 e Handset Volume 18 Coverage Ring 16 e Headset Volume i83 Ring Sound 176 e Speaker Volume 18 gt Ringer Volume 17h e Automatic Gain Control 134 Internal Auto Answer 174 e Default Audio Path 185 1408 1416 1608 and 1616 Phone Guide Page 158 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward Features tForward Select Features gt Forward Follow Me To Select Features gt Forward TMobile Twinning Select 5 Pre
52. 0 15 601040 Issue 03g 19 November 2010 18 7 1 Disabling the Ringer This option can be used to turn off the ringer for all calls If set to no ring this disables both the phones audible alerting 168 and visual alerting 16 settings 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt Call Settings tDisable Ringer One OFF Back 5 Press the Change soft key to change the setting Selecting On will turn the ringer off 1408 1416 1608 and 1616 Phone Guide Page 166 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 7 2 Visual Alerting Phone Settings Ringer Controls 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 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select A Menu Call Settings 4Call Timer One On Off Done A Menu Call Settings tVisual Alerting On On Off Done 5 Use the 4 left and right P arrow keys or press the On Off soft key to change the set
53. 08 1416 1608 and 1616 Phone Guide Page 194 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Status Menu Follow Me Here 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 PHONE key and then press the Status soft key if shown Status 4Parks Details Status LFwd OnBsy Mark On Off Edit Exit 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 up and down arrow keys to scroll through the following menu options e Use the left and right arrow keys to switch forward on busy as on or off Fwd BusyNo Answer Fwd On Busy On Off Back SSS e Use the left and right arrow keys to switch forward on no answer on or off Fwd Busy No Answer tForward On No Answer One Back aa Es ES e Use the left and right arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only Fwd BusyNo Answer T All Callse Change e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination Fwd BusyNo Answer T Mark Change e If the current destination is shown in brackets that indicates that the forward unconditional destination is being used as no specific
54. 1 00 01 26 a Status Menu Features Mohbile Twinning fon tParks tFollow Me To on tDo Not Disturb fon tForward Unconditional fon tForward on No Answer on tForward on Busy fon tFollow Me Here tForward Here A tMain ena TMain ins Status tMobile Twinning on Off Exit 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 The Phone Menus Visual Voice Menu Status 4Mobile Twinning Off Status 4 Parks Details Status 4 FollowMeTo Mark Clear Edit Status 4 Fwd Uncon Mark Off Edit Status 4 Fwd NoAns Mark Off Edit On 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 Disable Page 229 15 601040 Issue 03g 19 November 2010 22 5 Phone A Menu 1608 and 1616 Phones This menu is accessed by pressing the key It is used mainly for phone specific settings rather than your user settings It can also be used to view details of the phones software Brightness Handset Ofe tContrast l tHeadset One tPersonal Ringing tSpeaker One lad ato 1 Button Clicks Offe po ee eS HS HS Screen Sounds A Menu Audio Gain Galsstiis ee _ __ tHandset tAdvanced A Menu Screen Sounds On Off Network In
55. 10 Making Calls Making a Page Call 2 7 Withholding Your Number 1408 1416 1608 1616 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 Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt Call Settings twWithhold Number One OFF Back 5 Use the 4 left or right arrow keys to change the current setting or press the indicated soft key 1408 1416 1608 and 1616 Phone Guide Page 37 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 2 8 Adjust the Call Volume 1408 1416 1608 1616 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 Handset BEBOOO0 4 a Mark 0 01 50 201 gt gt ES Si 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 2 9 M
56. 15 e Automatic Callback 15 e Internal Auto Answer 153 e Break Out 15 e Ringer Off 153 e Call Forwarding All 15 e Self Administer 15 e Call Park 152 e Send All Calls 153 e Call Park to Other Ext 15 gt e Set Hunt Group Night Service 15 e Call Pickup 152 e Time of Day 15 e Directed Call Pickup 15 gt e Timer 154 e Directory 15 gt A self administer button set with action data 1 can be used to the following functions onto programmable buttons e Abbreviated Dial 15 e User 155 e Group 153 e Flash Hook 15 gt e CPark 155 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 1608 and 1616 Phone Guide Page 150 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Button Features Features 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 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 a
57. 3 12 Follow Me Here essanssnserrncssnesrrnernrnernnrnnernnnnnnna 241 23 13 Follow Me To ie la e 241 23 14 Forward on BUSY ceeeeeeesseeeesneeeeenneeteneeeereeeeeees 241 23 15 Forward on No Answel c ccessseeeeesneetesneeereneeeeees 241 23 16 Forward Unconditional 241 23 1 GLOUD ETEA SE arate rie tas 242 23 18 Idle Line Preference ccesscceeeeereessereeeeeeeereees 242 23 19 Internal TWINNING eeeeeeeeeeeeeneeeeeneeeteneeeeeeeeeeeee 242 23 20 Line Appearance Button 242 23 21 Logged Outset ise aeoaea a Eeee ea ERa 242 23 22 Login COdG x estas a i aara teed a a 242 23 23 Missed Calliizcisee Sevier teeta aiia ie 242 23 24 Missed Group Call ssseeeeeeeeeeeeeereeeeererernnsnenene 242 23 25 Mobile TWINning sseeeeseeerresresrrrerrrerrrrrerinenns 242 23 26 Park G ller ai a 243 23 27 Park Slot NUMDEM cceeeeeeeeeeeeeeeeeeeeeteeeeeeeeeneees 243 23 28 Ringing Line Preference 243 23 29 Shot CodeS ve sroriintnonpe iata 243 23 30 Small Community Network ssseseeseeseeeeseeeeeeeeeeeeee 243 23 31 System Administrator ceecceeseeeeeeeeeeeeeeeeeeeeeees 243 23 32 System Phone USE M eeeeeeeeeseeseeeeeeeseeeeteeeneees 243 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Contents 23 39 TWINNING eiieeii eaii ea anaiena isiat eiaa Pa ESEE 243 ao ES ez eee E E E E E 245 Page 5 15 601040 Issue 03g 19 November 2010 Chapter 1 Introduction 1408 1416 1608 and 1
58. 408 1416 1608 and 1616 Phone Guide Page 170 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Ringer Controls 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 Ringer SEBOOOO 4 a Status Menu Features SS Ess Ss 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 185 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select A Menu Call Settings 4Call Timer One On Off Done Features gt Call Settings tinternal Auto Ans One OF Back 5 Press the Change soft key to change the setting This function can be assigned to a feature button 148 configured with the Internal Auto Answer 15 action The button lamp will indicate when internal auto answer is on 1408 1416 1608 and 1616 Phone Guide Page 171 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 8 Display Controls This section covers controls for adjusting the phones display and the information shown on the display e
59. 42 204 Ethernet TPC Ethernet JEthernet Auto 100 Mbps half ack The following options are not used with IP Office and are not included in this documentation Go to Incoming Call 1408 1416 1608 and 1616 Phone Guide Page 230 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 and 1416 Phones The Phone Menus Phone A Menu This menu is accessed by pressing the key It is used mainly for phone specific settings rather than your user settings It can also be used to view details of the phones software Screen Sounds tCall Settings tTApplications TAdvanced Menu Top 4Screen Sounds Select ES l p etetea 1 Brightness tContrast tPersonal Ringing tButton Clicks 4 Language A Menu Screen Sounds iva 1 Brightness tContar Select Exit tCall Log a tOptions 4Visual Alerting On ray i i On Menu Erase tAudible Alerting ROU RtSCtE tShow Phone Screen eee int Banticl Erase Cancel A Menu Call Settings Visual Alerting tHandset AGC tHeadset AGC On tSpeaker AGC On tSpeaker Open Off tHeadset Xmit NR On tHeadset Rev Loud Off tHeadset CC Off tHandset Xmit NR A Menu Audio Gain tHandset AGC On Off English l tNederlands l l Deutsch i tAudio tFrangais l tLanguage t E
60. 5 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 13 Voicemail If your telephone system includes a voicemail server pressing the MESSAGES button accesses a series of menus referred to as visual voice 2 You can use these menus to playback messages and change various voicemail settings e Checking Messages 97 gt e Record and Send a Message 92 gt e Change Your Mailbox Greeting 9 e Select a Voicemail Email Mode 10 e Change Your Voicemail Code 10 e Turn Use of Voicemail On Off 10 e Transfer to Voicemail 103 e Send a Call to Voicemail 10 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 syste
61. 616 Phone Guide Page 7 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Introduction 1 Introduction This guide is for 1408 1608 1416 and 1616 phones when being used on an IP Office telephone system running IP Office Release 6 0 software 1416 1616 Telephone 1408 1608 Telephone ol Jo oo H z B a iE OOO ao 0000 0009 gt u IGS fe oO fo i i 1 1 Important Safety Information l Warning This handset may pickup small metal objects such as metal pins or staples e During a power surge EFT or ESD calls may be dropped After a power surge EFT or ESD it is normal for the phone to restart e Using a cell phone mobile phone GSM phone or two way radio in close proximity to an Avaya telephone might cause interference e The phone should not be connected directly to the outdoor telecommunication network 1408 1416 1608 and 1616 Phone Guide Page 9 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1 2 1408 and 1608 Phones The diagram below shows the main features of a 1408 or 1608 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 receiv
62. 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 Features 4Pickup Select Exit 5 a ee e Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Exit ae aes ey e Press the Select soft key or the OK button or the right arrow key Features gt Phone User 4Lock Select Back Sas eS se e Use the up and down arrow keys to scroll the display to the option Login Features gt Phone User tLogin Select Back eg a Sa e Press the Select soft key or the OK button or the right arrow key 2 The login menu is displayed Login Enter Extn Next Exit CE CaS 3 Enter your extension number Login Enter Extn 299 Next Exit Ss SS Seg 4 Press the Next soft key Login Password 299 Done Exit Ban Ss Es 5 Enter your login code Login Password 299 KEK Done Exit a 6 Press the Done soft key G 299 11 00 01 26 4 a Status Features aS SSS 1408 1416 1608 and 1616 Phone Guide Page 108 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 14 1 2 Logging In on a Not Logged In Phone Logging In Out Logging In This method is used to login at an extension where the previous user has logged out 11 and the phone has no current user You can recognize a phone in this state by the
63. Avaya does not guarantee that these links will work all the time and has no control 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
64. BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING DOWNLOADING OR USING 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 1608 and 1616 Phone Guide IP Office Release 6 0 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
65. Display Brightness 17 gt Adjust the brightness of the display e Display Contrast 173 Adjust the contrast of the display e Call Timer 17 Adjust whether the ring call time is displayed for calls on appearance buttons e Display Language 176 Select the language used for the phones menus e Display Name 17 Change the information displayed by the phone when it is not in use e A Menu Auto Exit 17 Automatically exit the A menu screens when a new call alerts your phone e Show Waiting Calls 17 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 e Exit Menu Inactivity Timer Auto Return 18 Return to the normal call display after a period of inactivity in a menu 18 8 1 Display Brightness 1408 1416 1608 1616 1 Press the MENU button Menu Top 4Screen Sounds Select A Menu Screen Sounds 4 Brightness Select Done A Menu Brightness Phone SHO a 4 Use the up and down arrow keys to adjust the brightness as required 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 1408 1416 1608 and 1616 Phone Guide Page 172 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 8 2 Display Contrast 1 Press the MENU button Menu Top 4Screen Sounds Select Exit SS ass ae 2 Press the Select so
66. No Answer Fwd On Busy On Off Back ae nae ee e Use the left and right P arrow keys to switch forward on no answer on or off Fwd Busy No Answer tForward On No Answer One Back 1408 1416 1608 and 1616 Phone Guide Page 130 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Redirecting Calls Forwarding Calls 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 Fwd BusyNo Answer T All Calls Change e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination Fwd BusyNo Answer t Mark Change 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 1608 and 1616 Phone Guide Page 131 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 15 3 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 yo
67. ONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select Features gt Phone User Phone Screen Settings Select Back Phone Screen Settings Auto Return s off Change one Back 4 Use the up and down arrow keys to scroll the display to the option Auto Lock The m indicates that the setting is in minutes Phone Screen Settings Auto Lock mi 7 a one ac Change 5 Press the Change soft key to change the setting or use the left or right P arrow keys e 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 1608 and 1616 Phone Guide Page 113 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 14 5 Unlock The message PHONE LOCKED indicates that the phone has been locked 112 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 Press the Unlock soft key Unlock Enter Password Done Cancel a aay 2 Enter your login code Unlock KK Done Clear Cancel i ee eee 3 Press the Done soft key G 299 11 00 01 26 4 a Status Features a eee ee 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 114 15 601040 Issue 03g 19 November 2010 Logg
68. Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward Features tForward Select Features gt Forward Follow Me To Select Features gt Forward TFwd Busy No Answer Select Back 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 forward unconditional or forward busy no answer destination is set e If no destination has been set you are prompted to enter a number Fwd BusyNo Answer Enter Number Dir Fwd Busy No Answer 201 Mark Save Clear Back 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 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 Fwd Busy
69. Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 1608 and 1616 Phone Guide Page 52 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 Important Holding Conference Calls You can hold a conference call in the same way as hold
70. Press the 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 ENTER PASSCODE HK _ Done Visual Voice 4Listen Select Visual Voice tMessage Select Message Dial Extension Message Cancel 5 Enter the user to which you want to send the message 6 Press the Message soft key 7 When you are ready to start recording press the Record soft key 8 To stop recording press the Stop soft key 9 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 available 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 1608 and 1616 Phone Guide Page 98 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Voicemail Sending a Message 13 4 Mailbox Greeting 1408 1416 1608 1616 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 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 ENTER PASSCODE HH HK _ Done Visual Voice 4Listen Select Visual Voice tGreeting S
71. RITY CODE SECURITY CODE KKK Exit Done C ee ee U ee ee 6 Enter your security code this is the same as your login code and press the Done soft key SYSTEM IP50O0 Site A Version Select SYSTEM IP50O0 Site A tTime Offset Select TIME OFFSET 01 00 _ 9 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 TIME OFFSET 01 00 01 30_ Done 1408 1416 1608 and 1616 Phone Guide Page 214 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 System Administration Setting the Time Offset 11 To apply the offset to the current telephone system time press the Done soft key 1408 1416 1608 and 1616 Phone Guide Page 215 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 21 5 Checking the Time Server Status For systems where the system automatically obtains the time from a time server this option is available in place of the Date 216 Time 212 and Time Offset 214 functions It allows you to check the current status of the time server and the information the system has obtained from the time server 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a ca
72. XX 44XX 64XX On 80 Green on Off 50 off 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 This action is not supported on your phone as it displays the call timer by default 1408 1416 1608 and 1616 Phone Guide Page 154 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 OE Ee e CALL on with brief flashes Initiates a call to the users MESSAGE 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 confere
73. administrator There are two methods of twinning supported internal twinning 24 and mobile twinning 24 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 1408 1416 1608 or 1616 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 243 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 1408 1416 1608 and 1616 Phone Guide Page 135 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010
74. ar aS eS ass 3 Press the Details soft key Directory Personal Teressa Green Call Back More SS eS 3 4 Press the More soft key and then the Edit soft key e The menu now allows editing of the name and number Directory Name Teressa Green_ OK Bksp e Use the 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 IP Office 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 favour of the local one 1408 1416 1608 and 1616 Phone Guide Page 87 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 11 6 Deleting a Contact 1408 1416 1608 1616 You can delete a contact from your own personal directory 1 Access your personal directory contacts a F ae a Press the es CONTACTS key The directory menu is displayed Directory All DIAL NAME List New
75. ards 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 e Upgrade Config Copy configuration files from an Optional card to the System card in an IP Office IP500 V2 control unit e Upgrade Binaries Copy software files from an Optional card to the System card in an IP Office 1P500 V2 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 1608 and 1616 Phone Guide Page 220 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 System Administration Memory Card Management 21 8 System Alarms If you have b
76. arked 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 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 ab
77. ate 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 PHONE key and then press the Status soft key if shown Status Parks Details 2 Use the up and down arrow keys to scroll the menu to the hunt group name and your current membership status Status 4Main Night oos 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 setl145 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 145 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 1608 and 1616 Phone Guide Page 144 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Groups Group Service Status and Fallback 16 2 3 Changing the Group Fallback You
78. button is normally set by the system administrator However you can also use the self administer menu 14 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select 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 A Press the Done soft key o The menu and buttons can now be used in combination to select and apply functions to buttons foe 9 Inspecting deleting buttons C a Press a 8 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
79. 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 1608 and 1616 Phone Guide Page 92 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Call Log Viewing Call Details 12 4 Deleting a Record 1408 1416 1608 1616 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 e 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 Call Log All LExm2o01 15 19 01 26 Call Details More a a easy c Use the left and right 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 up and down arrow keys to scroll t
80. 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 1608 and 1616 Phone Guide Page 240 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 whi
81. ccecceesseseeeeteeeeeteeeeeeees 46 4 3 Selecting Your Redial Mode cecceeereeeeeeeteeeeneeees 47 4 4 View Call Details 0 eceecceeeeeeseeeeeeeeeeaeeeeeeeeeeeneeeeas 48 4 5 Add a Call to Your Contacts eceeeceeeeeseeeeeteeteeeees 49 5 Holding and Parking Calls 5 A a elo iare Calls ENT D ETE TAT 53 5 1 1 Holding aiCalli odierni 53 5 1 2 Taking a Call Off Hold ee eeeeeeeeeeeeeeneeeeeeees 53 5 1 3 Switching Between CalllS ccceseeeeseeteeeeeees 54 5 1 4 Transfer a Held Call ceceeceeeeeeeeeeseeeeneeeeeeee 54 5 2 Parking Gallsi sisi sili ies eis eS ap 55 5 2 1 Park Using the Menu 56 5 2 2 Unpark Features Menu 57 5 2 3 Unpark Status M Nu eeeeeeeeeeseeeeneeeeeeees 57 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Contents 6 Transferring Calls 6 1 Transfer to Voicemail eee eee eeeeseeeeeeeeneeees 61 6 2 Transferring a Held Calll eceeceeseseeeeeteeeeeeeeneeeeeeeaes 61 7 Account Codes 7 1 Forced Account Code Entry eeeeeeeceeseeeeeeeneeeeeeeeaes 64 7 2 Manual Account Code Entry cccecceeseeseeeeteeeteeeaes 65 8 Conference Calls 8 1 Starting a CONFEFENCE eee eeceeeeeeceeeeeeeeeeeeeeteeeeeeeeaes 68 8 2 Adding a Call to a Conference cccesceeeesteeeeeees 68 8 3 Viewing Conference Details ccceseeeeeeteeeeeeees 69 8 4 Dropping Parties from a Conference c ceeeee 69 8 5 Holding a Conferenc
82. ch 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 16 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 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
83. ch 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 102 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 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 H
84. ck Done Back Features gt Phone User ENTER TIME ENTER TIME tSystem Admin 14 28 16 0_ 14 29 16 00_ Select Back Done SECURITY CODE UTC OFFSET UTC OFFSET TKK 01 00 _ 01 00 01 30 Done Back Done h Version TIME OFFSET TIME OFFSET l tDate 01 00 _ 04 00 01 30 tT ime Done UTC Offset a hs has Ey a a tTime Offset Ds dale ert ENTER TIMEOUT TIMEOUT 00 10 FLEES a a 00 10 _ Immediate shutdown Done Back Confirm Back SYSTEM IP500 Site A 4Version Select Back es ee E LGF Active TShut Down l Memory Card LCF Active 1408 1416 1608 and 1616 Phone Guide Page 208 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 System Administration 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 Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the d up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select 4 Use the up and down arrow keys to scroll the display to the option System Admin If the option is not pres
85. d CONFERENCE 6 This key is used to start a conference call and to add callers to an existing conference a hee ed This key is used to transfer calls to another number DROP 38 gt 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 182 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 72 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 38 gt This key can be used to mute your speech to the currently connected call The button is lit while mute is active SPEAKER 7 gt This key is used to answer and end calls using the phone s handsfree speaker and microphone The button is lit when you are connected to a call handsfree These keys have two roles e Appearance Keys 1 These button represent calls that you can make or receive e Feature Buttons 14 Those key not configured as appearance keys can be used for other functions 1408 1416 1608 and 1616 Phone Guide Page 13 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1 6 The Phone Stand The phones all include a two position stand that clips
86. dd a user press the Add soft key Follow Me Here Enter Number Dir 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 83 Follow Me Here 201 Mark Save Clear Cancel 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 1608 and 1616 Phone Guide Page 122 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Redirecting Calls Follow Me 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 you 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 102 th
87. e Page J a Extn2 96 0 00 20 296 gt gt na es ey e To answer the page call press the eee CONFERENCE key e Alternatively press the gt gt double arrow soft key Page J a Extn2 96 0 00 22 Answer C a a e Press the Answer soft key 2 The call is turned into a normal call Conn J a Extn2 96 0 00 26 296 gt gt aes es es 1408 1416 1608 and 1616 Phone Guide Page 42 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Answering Calls Answering a Page 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 185 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select A Menu Call Settings 4Call Timer One On Off Done Features gt Call Settings Ttinternal Auto Ans One OF Back 5 Press the Change soft key to change the setting This function can be assigned to a feature button 148 configured with the Internal Auto Answer 15 action The button lamp will indicate when internal auto answer is on 1408 1416 1608 and 1616 Phone Guide Page 43 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 3 5 Call Pickup 1408 1416 1608 1616 Pickup is used to answer a call ringing elsewhere on the phone s
88. e VZ INCOVO communicate smarter interact better IP Office Release 6 0 1408 1416 1608 and 1616 Phone Guide 15 601040 Issue 03g 19 November 2010 2010 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
89. e 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 Les 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 Dial Number t b Dir E Sa FS 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 1608 and 1616 Phone Guide Page 68 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Conference Calls Viewing Conference Details 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 up or down arrow key to display the conference call Conn 4 a Conf 100 Cont 1 LExm299 Drop e To scroll through the list of callers in the conference use the up and down arrow keys e To drop the caller displayed from the confe
90. e 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 148 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 secure 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 e The 1608 and 1616 phones are connect to the telephone system via the IP data network and so have some additional options see IP Phone Features 15 gt 1408 1416 1608 and 1616 Phone Guide Page 10 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1 3 The d Introduction 1408 and 1608 Phones 1416 and 1616 Phones iagram below shows the main features of a 1416 or 1616 phone Message Waiting Indicator Display Appearance Y aes or Feature Buttons Navigation SC Arrows or Softkeys ipod RES Message _ Ph
91. e 162 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings En Bloc Dialing 18 5 Erase Options The A menu accessed by pressing the 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 This option is not available on the 1608 and 1616 phones 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tAdvanced Select A Menu Advanced Erase Select A Menu Erase Contacts Erase 5 Use the 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 6 Press the Erase soft key A Menu Erase Confirm erase Options Erase Cancel C es es 7 When completed press the Done soft key 8 Press the Exit soft key to exit the menus 1408 1416 1608 and 1616 Phone Guide Page 163 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 6 Auto Lock Rather than logging out you can lock your phone You can either lock your phone manually 11 using the st
92. e 4 left and right arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls Fwd Unconditional t Non Group Calls Off Back as SSS Sa e Select edit to change the number to which calls are forwarded Fwd Unconditional T201 Mark Edit Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 197 15 601040 Issue 03g 19 November 2010 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 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status 4Parks Details Status LFwd To Here Mark Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 1608 and 1616 Phone Guide Page 198 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Status Menu Forwarded Here 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 gro
93. e Calll eeeeeseceeeseeeeeeeeteeeeeeeaes 70 8 6 Transferring Calls Using Conference cceeeee 70 9 Headset Operation 9 1 Headset VOIUMEC cccccccceececeesessseceeeeseeeeeeaeeesseess 72 9 2 Default Handsfree Audio Path cccccccceeeeeeseeeeees 73 10 Handsfree Speaker Operation 10 1 Speaker VOIUME ee eeececseeeseeeseeeeteeeeeeteeeteaeeeneetee 76 10 2 Default Handsfree Audio Path 77 11 Contacts Directory 11 1 Viewing Contacts Details eeceeeeeeeteeeereteeeeeeeeeee 81 11 2 Make a Call from the Directory cceceeeeeeeteeeeees 82 11 3 Using the Directory for Other Functions 83 11 4 Adding a New Contact ceceeeeeeeeeseeeeeeeeneeeeneeeneeeee 84 11 4 1 Add a Contact from the Call Log 85 11 4 2 Add a Contact from the Redial List 86 11 5 Editing a Contacten eea easi aaiae 87 11 6 Deleting a Contact eee eeceeeeeeeeeeteeeeeeeeneeteeeeneeeee 88 12 Call Log 12 1 Using the Call LOg eeccceeceseeeeseeeeesneeseeeeeseneeeeees 91 12 2 Making a Call from the Call L0g ceeeeeeeeeeeeereees 91 12 3 Viewing Call Details ccccccesesceeeeseeeeeeteeeeeneeeeees 92 12 4 Deleting a RECOIG ccccecceceeeeeeeeeeeeeeeeteeseeeeeeeeeeee 93 12 5 Deleting All RECOIS eccceceeeeeeeneeeeeeeeeteeeeeeeeeees 93 12 6 Adding a Record to Your Contacts ccceceeeeeeee 94 13 Voicemail 13 1 Message Waiting Indicat
94. e call on the speaker or headset pressing the SPEAKER or HEADSET key again before you select another mode will end the call a e Just pressing the pO 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 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 1608 and 1616 Phone Guide Page 40 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 3 1 Divert a Call to Voicemail You can tran
95. e 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 e 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 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 e 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 1608 and 1616 Phone Guide Page 119 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 15 1 1 Follow Me To Features Menu Using the user menu you can set and
96. e 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 He 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 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 Extn30 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 148 1408 1416 1608 and 1616 Phone Guide Page 19 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 up and down arrow keys to scroll through details of the curre
97. e 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 102 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 Fo
98. e 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 148 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 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 22 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 IP Office Features menu diagram 225 C 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 up and down arrow keys can then be used to scroll through the programmed buttons The associated button will b
99. earance button is connected either handsfree or through the headset according to the phone s audio path setting 73 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 settings e Speaker Volume i83 e Speaker Automatic Gain Control On Off 18 e Default Audio Path 7 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 1408 1416 1608 1616 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 Speaker SEEEOUOO 4 a Mark 201 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 1408 1416 1608 and 1616 Phone Guide Page 76 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Handsfree Speaker Operation Speaker Volume 10 2 Default Handsfree Audio Path B
100. ed 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 supported between users on different systems in a Small Community Network 245 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 swit
101. ed indicates that you can intrude into the call to make it a conference call by pressing the soft key or the bridged appearance CEE button Call Incoming Ringing Ake taExtn201 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 administrator You can answer the call C SSS j by pressing the bridged appearance button Dial Number Making a Call t Extn201 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 l l t2Exmn201 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 1608 and 1616 Phone Guide Page 24 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Introduction Appearance Buttons Menu 1 11 5 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 requ
102. ed the limit of the number of calls that the phone can present to you e Forward on No Answer Forward calls if they have rung unanswered at your phone e Forward Unconditional Immediately forward calls Forwarding to voicemail can be selected as an option e Do Not Disturb 1335 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 135 Twinning is a process whereby you can have your calls ring at two different phones You can answer calls at either phone There are 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 Internal External Group Internal External Voicemail vty Ty s x Leo is x xf a a E Cx x a 1408 1416 1608 and 1616 Phone Guide Page 118 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 ar
103. ed 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 1408 1416 1608 or 1616 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 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
104. ed to transfer your current call to the voicemail mailbox of another user or group 1 With the call connected press the key You are still connected to the call and can continue talking xfer Dial Extension xfer Dial Extension Main Select 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 Call Incoming 4a a Extn2 96 296 Call Incoming ta a Extn2 96 0 00 12 To YM Ignore Call Incoming J a Extn2 96 0 00 12 To YM Ignore 4 The call is redirected to voicemail 1408 1416 1608 and 1616 Phone Guide Page 103 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Visual Voice Features T isual Voice Select Featur
105. ed when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the option for checking the Time Server Status 21 is available instead 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select 4 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 Features gt Phone User System Admin elect 5 Press the Select soft key SECURITY CODE SECURITY CODE KEK Exit Done a a Ea Ga aes ee 6 Enter your security code this is the same as your login code and press the Done soft key SYSTEM IP500 Site A Version Select SYSTEM IP50O0 Site A tTime Select 8 Press the Select soft key or the OK button or the P right arrow key The current time being used by the telephone system is displayed ENTER TIME 15 00 _ 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 k
106. eees 1 7 2 10 Gall PickUpiis ccs a asa 17 2 11 Directed Call PiCkUp ceceeeeeeeeeeeeeeeeeees 17212 Directo y eroien ona a open abit eerie 17 213 DIOP hietaa a Weis ceeds a ees tees ees 1772 14 Flashi Hooken es 17215 OOU i snk aeree eaaa aaan A adei 17 2 16 Group Paging eeeeeceeeeeeeeeeeeeeeseeeeeeeeetens 17 2 17 Headset Toggle 17 2 18 Internal Auto ANSWETr eeren 17 2 19 Ring er Off nee e e Eis 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 17 2 20 Self ACMinister ccceeeceeeeeeseeeeteeeeeeeeneees 153 17 2 21 Send All Calls ee eeeeceeeeneeeeeeeneeeeeereneees 153 17 2 22 Set Hunt Group Night Service ee 154 1 7 2 23 Time Ob DAY 2 ce cose dadecsssbecas s teesbineesasecaasaacers 154 V7 224 TIMET tbr trtes aeai ara ree ea 154 17 225 ISS na ahead Migs edit iy Miah ae 155 18 Phone Settings 18 1 Mobile TWinning cceeeeeeeeeseeeeeneeeeeeneeeeeneeereneeees 159 18 2 Withhold NUMbE eeeeeeeeeeeeeeeeeeneeeeeeteneeteeeeeaees 160 18 3 Redial Mode eccceceeseseeseeeeseeteaeeeseeteneesseeteaees 161 18 4 En Bloc DialinQeie iss cc3 cctscsscezesseccsisandetsscedsapieensesnanees 162 18 5 Erase OptiOnss c cue e avian 163 18 6 Auto LOCK iani nne tee 164 18 7 Ringer Controls snincierne aniei 165 18 7 1 Disabling the RINgEer eeeeeenn 166 18 7 2 Visual Alerting aaessaansenesiaesinenernenenrnnarnnnnnn 167 18 7 3 Audible Alerting eeeeeeseeeeesneeeeen
107. een 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 218 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 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 216 and time 212 1408 1416 1608 and 1616 Phone Guide Page 221 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 22 The Phone Menus 1408 1416 1608 and 1616 Pho
108. eereneees 168 18 7 4 Coverage RiNG ceceeceeseeeeteeeeeeeeneeeeeeteneens 169 18 7 5 RING SOUNA seinieni erie meena 170 18 7 6 Ringer VOIUME eeeeeeeseeeeeneeeeesneeeeseeereeees 171 18 7 7 Internal Auto ANSWED ee eeeeeeesteeeeneeeeeneees 171 18 8 Display Controls 0 0 eceeececeeeeeeeeeeeeeeneeeeeeteneeteeeeeaees 172 18 8 1 Display Brightness 172 18 8 2 Display Contrast cceeceeeeeeeeeeeeeteeteeeeeneees 173 18 8 3 Call Timer Display 0 ceeceeeeeeeeeeeeeeeeeeneees 174 18 8 4 Display Language eseeeeseeeesseeeeeneeeeeneees 176 18 8 5 Display Name uu cece cccccessseeeeeesesseeeeeeeeseeaes 177 18 8 6 A Menu Auto Exit 178 18 8 7 Show Call Waiting eceeceeeeeeeeeeteeteeeeeneees 179 18 8 8 Inactivity Timer Auto Return eee 180 18 9 Volume and SOUNG ceeececeeeeeeeeeeeeeeeeeeteneeseeeenaees 181 18 9 1 Button CliCKS 0 cinin 182 18 9 2 Error LOM S ss i 2 ccceseccedetssstecapesstecsdcncesaseraazantere 182 18 9 3 Ringer VOIUME eee eeeeseeeeseeeeeseeeesneeeeeneeee 183 18 9 4 Handset Volume 183 18 9 5 Headset VOIUME ee eeseeeeneeeeesneetesneeereeees 183 18 9 6 Speaker VOIUME ceeeeeeeeeeneeeeeeeeteeeeeeeeneees 183 18 9 7 Automatic Gain Control ec eeeeeeeeeeeeees 184 18 9 8 Default Handsfree Audio Path 185 18 10 Backup ReStore ee eeeeseeeeeneeeseneeeeeeneeeeeeeeeeneeees 186 1831071 BaCkUP is oriin ata ety 186 1810 2 Restore nian
109. elease 6 0 15 601040 Issue 03g 19 November 2010 Chapter 6 Transferring Calls 1408 1416 1608 and 1616 Phone Guide Page 59 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 6 Transferring Calls 1408 1416 1608 1616 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 38 gt or park 5 gt one of your existing calls 1 Press the t TRANSFER key The current call is automatically put on hold Dial Number t b Pir i eee ee 2 Dial the number for the transfer Alternatively press Dir to select a destination from the directory 83 Call t b 9555123456 0 00 20 Complete Cancel l Ss e To complete the transfer press the t 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 t 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 1408 1416 1608 and 1616 Phone Guide Page 60 IP Office Release 6 0 15 601040 Issue 03
110. elect Greeting Listen Record More 4 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 e 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 prompt interface or using the IP Office Phone Manager application 1408 1416 1608 and 1616 Phone Guide Page 99 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 13 5 Email Mode 1408 1416 1608 1616 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 MESSAGES button e Depending on how your system is configured you may be requi
111. elephone systems support conferencing Multiple conference calls are supported with parties addable to each conference call until the IP Office systems conference capacity is reached The conference capacity varies between IP Office systems however all systems support a maximum of 64 parties 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 you 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 a call to the first party or answer a call Call Incoming 4a a Extn3 07 307 Dial Number t b Dir 3 Dial the party that you want to add to the conferenc
112. ent then you may not have been configured as a system phone user by your system administrator Features gt Phone User System Admin elect 5 Press the Select soft key SECURITY CODE SECURITY CODE WKK Exit Done Sala a E 6 Enter your security code this is the same as your login code and press the Done soft key SYSTEM IP500 Site A Version Select 7 Use the up and down arrow keys to scroll the display to the option Version 8 Press the Select soft key or the OK button or the P right arrow key IP500 Version 6 0 11008 Back eS ESS E s3 9 The type of IP Office telephone system and its current software version are displayed 1408 1416 1608 and 1616 Phone Guide Page 209 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 21 2 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 option for checking the Time Server Status 21 is available instead 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the b right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select 4 Use the up and down arrow keys to scroll the
113. enus 22 1 Features MOnu ccceecceecsereeeseeeeteseeeeseenenesseneneees 225 22 2 Self Administer M nu cceecceeseeseceeeereeseeeeeeeneees 227 22 3 Visual Voice MENU eeeeeesseeeeeseeeeeneeeteneeeereneeeeees 228 22 4 Status MON era r e a age e ea ede cates 229 22 5 Phone A MOMU ccceeeceeeseceeeeeeeeeeeeeeesseneeeseeseneees 230 22 6 Gall LOG Men cits c f evsteeesciete eee a 232 22 7 Contacts MONU c ccecceeeceseeeeeeeeeeneeeeeeeeaeeesaeeeeeesaees 233 22 8 Redial MON w c seiecseaqcaseetesesdeptesngsenactacessetessede creases 234 22 9 Phone Locked Menu eecceeesseeeeeneeetentetereneeeeees 235 22 10 System Admin MeENU cceeeceeeeeeeeeseeeeteeeeeeeeneees 236 22 11 Eror Sereen S i oroare iaoith ane anah iaai 237 23 Glossary 23 1 Abbreviated RIng ssesseeesrreerrsrrieerrrrsrrrnerinnsrrnenes 240 23 2 Appearance ButtOn cccccccccccscsssseeeeeesssseeeeeeessees 240 23 S AttentlOn FING 5 seccpseaecescedeseddcpansngdezactacescedessedespaaies 240 23 4 AUtO HOI ticcceineiitte ng cite edets 240 23 5 Bridged Appearance Button 240 23 6 Call Appearance BUttOn ceeeeeseseeeeeeeeseeeeererneees 240 23 7 Call Coverage Button eeeeeceeseseeeeeeeeeseeeeneeeneees 240 23 8 Coverage RING eeeccesceseseeeseeeeneeeseeeeaeetsaeeeeeeenaees 240 23 9 Do Not Disturb si alan ss 240 23 10 Do Not Disturb Exceptions 241 PIA FONGW MES aniis duets revere teen eaaa AEA 241 2
114. eps 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 To unlock the phone 11 requires your login code if you have configured a login code 115 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select Features gt Phone User Phone Screen Settings Select Back Phone Screen Settings Auto Return s off Change one Back 4 Use the up and down arrow keys to scroll the display to the option Auto Lock The m indicates that the setting is in minutes Phone Screen Settings Auto Lock mi 7 a one ac Change 5 Press the Change soft key to change the setting or use the left or right P arrow keys e 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 1608 and 1616 Phone Guide Page 164 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Auto Lock 18 7 Ringer Controls This section covers controls for adjusting the ringi
115. erage 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt Call Settings tCoverage Ring Ring Change Back 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 1608 and 1616 Phone Guide Page 169 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 7 5 Ring Sound 1408 1416 1608 1616 Calls are presented with a number of different ring patterns e Internal Calls Repeated single ring e External Calls Repeated double ring e 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 t
116. es gt Visual Voice 4 oicemail One Off Back Features gt Voicemail T isual Voice Select 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 ENTER PASSCODE EK K_ Done Visual Voice Listen Select 1408 1416 1608 and 1616 Phone Guide Page 104 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 14 Logging In Out 1408 1416 1608 and 1616 Phone Guide Page 105 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 107 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 1408 1416 1608 or 1616 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 24 of phone systems it may be possible to login at extensions located on other phone systems in the network Your system administrator will advise you if you can remote hot desk and what feature
117. ey 1408 1416 1608 and 1616 Phone Guide Page 212 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 System Administration Setting the Time 10 When a complete valid time has been entered the display will confirm that by showing the Done soft key option ENTER TIME 15 01 16 30_ Done Back es Lee ee 11 To set the time as the new time to be used by the telephone system press the Done soft key 1408 1416 1608 and 1616 Phone Guide Page 213 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 21 4 Setting the Time Offset 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 option for checking the Time Server Status 21 is available instead 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the b right arrow key or press the PHONE key and then press the Features soft key 2 Use the d up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select 4 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 Features gt Phone User System Admin elect 5 Press the Select soft key SECU
118. ff Inaccessible Green broken The button pressed is not accessible The call is still dialing ringing or cannot be bridged into flash 1408 1416 1608 and 1616 Phone Guide Page 21 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Call Appearance Button Display G 299 11 00 01 26 dle 4 a Indicates that the call appearance is available to be used to make a call or to Status Features receive an incoming call Call Incoming Alerting ae da a Extn307 0 00 12 This call appearance is alerting with an incoming call You can press the gt gt 307 gt gt double arrow soft key to select the Ignore or ToVm soft key options 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 L a Mark 0 00 22 The appearance is the one with which you are currently talking 201 gt gt Held Held J 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 Holding Jua Mark 0 00 22 You have put the call on hold 201 gt gt eee ee aes 4 1408 1416 1608 and 1616 Phone Guide Page 22 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Introduction Appearance Buttons Menu 1 11 4 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 call
119. fo LBrightness i tLog Out Select Exit ae a LEnglish B Menu Top J Screen Sounds jos nro tNederlands au Select Exit Call Timer Offe tDeutsch o i tVisual Alerting One l tFrangais o C es ey tAudio Path Speaker Espafiol ap 160 to Incoming Call One A Menu Language LEnglish Select A Menu Call Settings 4Call Timer Ofte A Menu Log Out Select Exit Confirm log out poe ona SSIES aaa 4Manual Backup tL2 Signaling l tManual Restore l tL3 Audio l tAutomatic Gain Control i TL3 Signaling l l TLanguage A Menu Advanced Options LAutomatic Gain Control Select Exit ee ee ee ee RS Es Enter Extension Ext 297 Bksp Clear OK PEETER EE 3 i Phone Audio Parameters tCall Server l tiP Parameters tRouter Password _ t Quality of Service Mask tinterfaces l tFile Server Bksp Clear OK i tMiscellaneous 802 1Q atte TVLAN ID l Ss ES A Menu Network Information l TVLAN Test I Audio Parameters Ppp pe eer 4 Select Done Phone a 192 168 42 204 IU Model tPhone SN r 4 tPWBSN Receiving Codec I PWB Comcode tPacketLoss l MAC i tPacket delay i Group 1 way IP delay i tProtocol I TIP jitter delay tApplication File TS eE tBoot File tProxy Server i 1802 1X i Model 192 168
120. following display B 299 15 32 09 06 NOT LOGGED IN Login E Ss ses 1 Press the Select soft key or the OK button 2 The login menu is displayed Login Enter Extn Next Exit ee ee ey 3 Enter your extension number Login Enter Extn 299 Next Exit ee as ee 4 Press the Next soft key Login Password 299 Done Exit SS SSS eee 5 Enter your login code Login Password 299 KKK Done Exit aS SSS ES 6 Press the Done soft key G 299 11 00 01 26 a 4 Status Features ee eee 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 109 15 601040 Issue 03g 19 November 2010 14 1 3 Logging In on an Unregistered Phone This method is used to login at an unregistered phone 116 You can recognize an unregistered phone by the following display Enter Extension Ext OK a a a This method is not supported for hot desking on IP Office systems you can only login using the original base extension number with which the phone was originally installed 1 Enter your extension number As you enter it you can use the Bksp and Clear soft keys to make corrections Enter Extension Ext 296 Bksp Clear 2 When your number is displayed press the OK soft key Password OK eS SS 3 Enter your password As you enter it you can use the Bksp and Clear soft keys to make corrections Password Ext 296 Bksp Clear 4 When you have entered your password press the OK soft key
121. formation from the DHCP server Do not press unless you have been instructed to do so by your system administrator 1608 and 1616 only HTTP HTTPS Shown following a restart of the phone The phone may go through a process of requesting files and downloading those files This should only last a few seconds However if the system administrator has done this to install new phone software it may take several minutes and should not be interrupted 1608 and 1616 only 1408 1416 1608 and 1616 Phone Guide Page 237 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 238 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 23 Glossary 1408 1416 1608 and 1616 Phone Guide Page 239 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 administrator 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 connect
122. ft key A Menu Screen Sounds Brightness Select Done a es ae 3 Use the up and down arrow keys to locate the option Contrast A Menu Screen Sounds 4Brightness Select Done aes SSS eae 4 Press the Select soft key A Menu Contrast Phone J i Done SS Ss ES 5 Use the left and right P arrow keys to adjust the brightness as required 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Phone Settings Display Controls Page 173 15 601040 Issue 03g 19 November 2010 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 Call Incoming La Extn30 307 You can turn the timer display on or off Turning it off provides more space for other call details on the display The method to turn this on or off differs between 1600 Series phones and 1400 Series phones 1608 or 1616 Phone 1608 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select 3 Press the Select soft key 4 Use the up and down arrow keys to locate the option Call T
123. g 19 November 2010 Transferring Calls 6 1 Transfer to Voicemail 1408 1416 1608 1616 When set to visual voice mode the 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 key You are still connected to the call and can continue talking xfer Dial Extension xfer Dial Extension Main Select 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 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 6 from the conference 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 1608 and 1616 Phone Guide Page 61 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 62 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 7 Account Codes 1408 1416 1608 and 1616 Phone Guide Page 63 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 7 Account
124. g 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 6 from the conference 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 1608 and 1616 Phone Guide Page 70 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 9 Headset Operation 1408 1416 1608 and 1616 Phone Guide Page 71 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 the
125. ge 56 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Holding and Parking Calls Parking Calls 5 2 2 Unpark Features Menu 1408 1608 1616 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Park Features tPark Select Features gt Park 4Park Here Select 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 PHONE key and then press the Status soft key if shown Status Parks Details 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 Status 4Parks Details 4 Use the up and down arrow keys to scroll through the parked calls 5 To unpark a particular call press the CPkUp soft key 1408 1416 1608 and 1616 Phone Guide Page 57 IP Office R
126. gured 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 IP Office 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 favour of the local one 2 While each user is allowed up to 100 personal directory entries the total capacity of the IP Office telephone system may limit the addition of further personal directory entries for any users 3 The system administrator can set other users as Ex Directory Those users are then not included in the user directory 1408 1416 1608 and 1616 Phone Guide Page 80 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Contacts Directory 11 1 Viewing Contacts Details 1408 1416 1608 1616 1 Access the contacts directory a Press the CONTACTS key The directory menu is displayed Directory All DIAL NAME List 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 u
127. h the same connection as the phone Use of this port can be disabled by the system administrator if not supported e The phone may be powered from the network if Power over Ethernet PoE is available Otherwise the phone needs its own power supply unit 1408 1416 1608 and 1616 Phone Guide Page 15 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1 9 The Main Phone Menus The main menus are detailed below You can move between them using the 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 4Mohbile Twinning Off The Features Menu Features Pickup Select The Button Features Menu Button Features S i a Exit 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 a This menu is used to display information about the Q 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 idl
128. he Redial key The list of outgoing calls is displayed Redial LExin 307 307 16 12 01 26 Call Details Exit SS SSS Ss b Use the 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 Call Log Details 4Time 16 19 01 26 Call Contact Back ae aes ae 3 Use the 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 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 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 1408 1416 1608 and 1616 Phone Guide Page 48 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 4 5 Add a Call to Y
129. hrough the records 2 Press the More soft key 3 Press the Delete soft key to delete the currently displayed call log record 12 5 Deleting All Records 1408 1416 1608 1616 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 e 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 Call Log All LExm201 16 19 01 26 Call Details More r ESS Ee 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 ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the 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 1608 and 1616 Phone Guide Page 93 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 12 6 Adding a Record to Your Contacts 1408 1416 1608 1616 You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the ce CALL LOG but
130. ill 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 1608 and 1616 Phone Guide Page 151 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 with no call connected your phone will display details of your parked calls 57 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 b
131. imer A Menu Call Settings 4Call Timer On On Off Done 5 Use the left and right arrow keys or press the On Off 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 1608 and 1616 Phone Guide Page 174 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Display Controls 1408 or 1416 Phone 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the gt right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt C all Settings Call Timer oft On Done Back 5 Use the left and right arrow keys to change the setting or use the indicated soft key 1408 1416 1608 and 1616 Phone Guide Page 175 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 8 4 Display Language 1408 1416 1608 1616 The system administrator can configure which 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
132. ination for example during transfers 1 Access the contacts directory a Press the CONTACTS key The directory menu is displayed Directory All DIAL NAME List 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 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 Continue as for a normally dialed call 1408 1416 1608 and 1616 Phone Guide Page 33 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 2 4 Calling a Person from the Call Log 1408 1416 1608 1616 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 ce 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 Call Lag A
133. ination 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 13 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 144 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 144 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 features The following are
134. ing In Out Unlock 14 6 Changing Your Login Code You can change your own login code 1 Press the Features soft key if shown Features Pickup Select Exit ES SSSR e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Exit E aes ee 3 Press the Select soft key or the OK button or the P right arrow key Features gt Phone User 4Lock Select 4 Use the up and down arrow keys to scroll the display to the option Set Password Features gt Phone User TSet Password Select 5 Press the Select soft key or the OK button or the P right arrow key Set Password Current Password Done Cancel Se es aes 6 Enter your current login code if you already have one Set Password HKK Done Clear Cancel E ee ae 7 Press the Done soft key Set Password New Password Save Cancel Ss a es 8 Enter your new password Set Password KKK Save Clear Cancel C ae ey 9 The password changed message will appear for a few moments Set Password Features gt Phone User CHANGED TSet Password Select Back G Se 1408 1416 1608 and 1616 Phone Guide Page 115 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 14 7 Unregistering This method of logging out will unregister the phone from the te
135. ing 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 3 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 80 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 1f you can scroll the display using the up and down arrow keys the held call will appear with a icon Call On Hold 4H a Mark 201 Important 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
136. inst your extension Status 4Parks Details 4 Use the up and down arrow keys to scroll through the parked calls 5 To unpark a particular call press the CPkUp soft key 1408 1416 1608 and 1616 Phone Guide Page 200 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Status Menu Parked Calls 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 218 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 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
137. ion 96 13 2 Checking MeSSQQES cccecceeeeeeeeeeeteeeeeeeeneeteeeeeeeeee 97 13 3 Sending a MeSSaGEC esceeceeseeseeeeseeeeeeteeeteaeeeeetes 98 13 4 Mailbox Greeting ce eeeeeeeeeeeeeeeeeeeeeeeeeeeeteeeeeeeees 99 13 5 Email Mode ee aa enea ra tine A A acted 100 13 6 Changing Your Voicemail Code c csceecees 101 13 7 Voicemail On Off 22 castes ete oie ete 102 13 8 Transfer to Voicemail 103 13 9 Send a Call to Voicemail eeeeceeeeeeeeeeeeeeeeeeees 103 13 10 Visual VOICE isyeen e 104 14 Logging In Out 1431 bogging INi irni SA a EREN 107 14 1 1 Logging In on a Phone Already in Use 108 14 1 2 Logging In on a Not Logged In Phone 109 14 1 3 Logging In on an Unregistered Phone 110 Page 3 15 601040 Issue 03g 19 November 2010 14 2 Logout 14 3 Lock TALA Auto Lock piniienn ea nla ns 14 5 Unlock 14 6 Changing Your Login Code eececeeeeeeeeeeereeeees 14 7 Unregistering cceccccesesceceseceeesereeesseeeeeseneeeseeeeees 15 Redirecting Calls 15 4 Folow ME a e raa arae aae a aiai 15 1 1 Follow Me To Features Menu 15 1 2 Follow Me Status Menu ecceeeeeeeees 15 1 3 Follow Me Here Features Menu 15 2 Forwarding Calls irersno tagann 15 2 1 Forward Unconditional Status Menu 15 2 2 Forward Unconditional Features Menu 15 2 3 Forward On No Answer Status Menu 15 2 4 Forward On Bu
138. ion number If no number is set they use the same destination as set for forward unconditional e If you have voicemail enabled 10 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 1608 and 1616 Phone Guide Page 241 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 wil
139. ired 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 16 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 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 S0 Red off Idle Green off The button is not in use S0 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 S0 Red off On H
140. is uses a series of menus on your phone s display Navigation Keys Press the up and down arrow keys to scroll through lists The 4 T arrow icons 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 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 d left and right P arrow keys pe 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 T MENU This key is used to access a menu for phone settings and information CONTACTS 80 gt This key is used to display the various directories personal and shared of names and telephone numbers to which you have access CALL LOG 90 gt 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 465 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 ET HOLD 5 This key is used to put the call you are currently talking to on hol
141. ks Details Status LFwd Uncon Mark Off Edit 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 up and down arrow keys to scroll through the editing options e Use the left and right arrow keys to switch the forwarding on or off Fwd Unconditional LFwd Unconditional One Off Back C ae es e Use the left and right arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls Fwd Unconditional t Non Group Calls Off Back ae are Py e Select edit to change the number to which calls are forwarded Fwd Unconditional T201 Mark Edit Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 125 15 601040 Issue 03g 19 November 2010 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward Features tForward Select Features gt Forward Follo
142. l 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 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 80 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 80 Green on Off 30 off 17 2 20 Self Administer A button configured for this action can be used to access the self administer 148 menu 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 Fie Green on Off 50 off 1408 1416 1608 and 1616 Phone Guide Page 153 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 16
143. l 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 1608 and 1616 Phone Guide Page 140 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Groups Group Membership 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 e Night Night Service The group is in night service mode Calls are redirected to its night service fallback group if set 145 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 145 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 f
144. l 192 168 42 204 ae Ss Eas 4 4 Ethernet 1 TPC Ethernet l 4 Ethernet Auto 100 dia half ack A a aes 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 L2Audio t i I tL2 Signaling l l L3 Audio TL3 Signaling 4L2 Audio r tCall Server t Router tMask tFile Server 802 1 tT VLAN ID TVLAN Test L 4 Phone 192 168 42 204 4 Receiving Codec l tPacketLoss l t Packet delay l t1 way IP delay i TIP jitter delay 4 Receiving Codec G72g a comcast a Page 189 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 190 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 19 Status Menu 1408 1416 1608 and 1616 Phone Guide Page 191 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 225 e Switching mobile twinning off 20 e View and unpark parked calls 20 e Clear or change a follow me to setting 19
145. l 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 1408 1416 1608 or 1616 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 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 appli
146. l controls e OOS Out of Service The group is out of service Calls are redirected to it out of service fallback group if set 145 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 1608 and 1616 Phone Guide Page 199 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status Parks Details Status 4Mohbile Twinning Off 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 PHONE key and then press the Status soft key if shown Status 4Parks Details 2 If you have any parked calls the Parks option is displayed The option is not present if you do not have calls parked aga
147. l function uses the outgoing call records in your personal call log 905 If you delete the records in your call log redial will not work until new outgoing call records exist 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 1408 1416 1608 1616 This redial method is used when your phone s redial model 47 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 1408 1416 1608 1616 This redial method is used when your phone s redial model 47 is set to List 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed Redial LExm 307 307 16 12 01 26 Call Details Exit C es ae b Use the 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 1408 1416 1608 and 1616 Phone Guide Page 46 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Redialling Redial a Call List Mode 4
148. le 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 244 and mobile twinning 245 1408 1416 1608 and 1616 Phone Guide Page 243 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Index A Abbreviated ring 23 25 169 240 Access Control Fallback 139 140 141 142 144 145 199 Follow Me 119 120 121 122 123 125 126 128 129 130 193 194 195 196 197 198 Forward 119 120 121 122 123 125 126 128 129 130 193 194 195 196 197 198 Membership 139 140 141 142 144 145 199 State 139 140 141 142 144 145 199 Add Contact 49 85 86 94 Contact from Redial List 49 86 External contact 80 84 87 88 to conference call 68 Alarm 201 221 All CallLog 34 85 91 92 93 94 Contacts 33 81 82 Forward 125 126 197 All Calls 125 126 197 Almost Full 201 221 A Menu 18 158 230 Answered 34 85 91 92 93 94 Appearance Buttons 21 25 27 Attention Ring 165 170 Audible Alerting 168 Audio Path 73 77 185
149. lease 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Withhold Number 18 3 Redial Mode 1408 1416 1608 1616 You can select whether your phone uses the redial list or last call redial mode 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt Call Settings TRedial Action List Change Back 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 arrow keys to change the mode 7 When the required mode is displayed press the Done soft key 1408 1416 1608 and 1616 Phone Guide Page 161 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 4 En Bloc Dialing 1408 1416 1608 1616 By default when you start dialing a
150. lephone system e WARNING e In this state the phone cannot be used to make or answer any calls including emergency calls e Itis 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 11 provided 1 Press the MENU button Menu Top 4Screen Sounds Select A Menu Top TLog Out Select A Menu Log Out Confirm log out Log Out Cancel 4 Press the Log Out soft key Logging Off i io 5 The phone now displays the menu for unregistered phone log in 116 Enter Extension Ext OK SS Ss SSS 1408 1416 1608 and 1616 Phone Guide Page 116 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 15 Redirecting Calls 1408 1416 1608 and 1616 Phone Guide Page 117 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 15 Redirecting Calls This section looks at the different ways that you can redirect your calls to another phone e Follow Men 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 e 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 123 Forward calls to an internal or external number e Forward on Busy Forward calls when you have reach
151. ll LExm201 15 19 01 26 Call Details More a a aes c Use the left and right 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 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 1608 and 1616 Phone Guide Page 34 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Making Calls Calling a Person from the Call Log 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 47 List Mode 1408 1416 1608 1616 This redial method is used when your phone s redial mode 47 is set to List 1 Access the redial list a Press the Redial key The list of outgoing calls is displayed Redial LExm 307 307 16 12 01 26 Call Details Exit ee eae ee b Use the 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 1408 1416 1608 1616 This redial method is used when your phone s redial model 47 is set to One 1 Press the REDIAL key 2 The n
152. ll press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select 4 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 Features gt Phone User System Admin elect SECURITY CODE KKK Done C ee ee U ee ee 6 Enter your security code this is the same as your login code and press the Done soft key SYSTEM IP500 Site A Version Select 7 Use the up and down arrow keys to highlight Time Server Status Press Select 8 The time server information is listed It includes the address of the time server the current local time the UTC time and whether daylight saving is being used or not 1408 1416 1608 and 1616 Phone Guide Page 216 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 System Administration Checking the Time Server Status 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 IP Office telephone system will start being disconnected The telephone system will then remain unavailable for the duration you
153. m 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 message waiting indication for a hunt group or hunt groups 1408 1416 1608 and 1616 Phone Guide Page 96 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Voicemail Message Waiting Indication 13 2 Checking Messages 1 Press the MESSAGES button 1408 1416 1608 1616 e Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key ENTER PASSCODE HK KH _ Done 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 Visual Voice Listen Select e If the system administrator has configured you to receive message waiting indication for any hunt group mailboxes you can also use the 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 Listen E
154. matches 21 23 Memory Card Failure 201 221 Menu A Menu 18 158 230 Call Log 18 90 232 Contacts 18 80 233 Features 16 225 Locked 235 Redial 18 234 Self Admin 227 Status 229 Status menu 16 192 System Admin 208 236 Visual Voice 18 228 Message waiting lamp 167 Missed 34 85 91 92 93 94 Missed calls Page 246 15 601040 Issue 03g 19 November 2010 Missed calls Hunt group calls Mobile Twinning Number 136 159 Off 200 On Off 136 159 Status 200 More 91 97 98 99 Music on hold 53 70 N N 20 132 240 New Contact Night Service Automatic No answer Forward status 128 196 No Calls 20 132 240 No ring 23 25 169 240 Non Group Calls 125 126 197 number 27 O O 20 141 One 46 47 161 OOS 141 142 144 199 Out of Service 20 141 142 144 199 Outgoing 34 85 91 92 93 94 P Parked calls Status 57 200 Password 108 109 Personal 33 81 82 Phone User 111 112 113 115 148 164 177 179 180 209 210 212 214 216 217 219 phones display 21 R R 20 Reason 48 92 Redial 18 35 46 48 49 86 Add to Contacts 49 86 List 35 46 Menu 234 Redial mode 46 47 161 requires 21 25 Resilience 20 Restore 187 Ring 18 90 49 85 86 94 141 142 144 199 Attention Ring 165 170 Coverage Ring 165 170 External Calls 165 170 Internal Calls 165 170 Ringback 165 170 Ring Time 48 92 Ringback 165 170 Ringer Audible alerting on off 168 Volume 171 183 Ringing Line Preference 21 23
155. mber 37 160 1408 1416 1608 and 1616 Phone Guide Page 248 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 249 IP Office Release 6 0 15 601040 Issue 03g 19 November 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 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 2010 Avaya Inc All rights reserved 1408 1416 1608 and 1616 Phone Guide Page 250 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010
156. n Off Done 5 Use the 4 left and right arrow keys or press the On Off 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 1608 and 1616 Phone Guide Page 178 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Display Controls 18 8 7 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 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the P right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select Features gt Phone User Phone Screen Settings Select Back Phone Screen Settings Auto Return s off Change one Back 4 Use the up and down arrow keys to scroll the display to the option Show Waiting Call 5 Press the Change soft key to change the setting or use the 4 left or right P arrow keys
157. n account code pressing the button will display the enter account code 64 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 243 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 system 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 w
158. n 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 SO Red 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 S0 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 SO Red on In Use Here Green on The user has a call connected on the call appearance or is dialing S0 Red off In Use Elsewhere Green on The call appearance button is in use on a bridged appearance S0 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 S0 Red o
159. na aan dies 187 18 11 Viewing Information eceeeeseeeeneeeeeeeeteeeteeeeaees 188 19 Status Menu 19 1 Do Not DiStUrD isi sis eis ile eet aed 193 19 2 Follow Me To si c init laa en etn 193 19 3 Follow Me Here ccceseceeseeceeeseeeereseeeeeseeetesenenes 194 19 4 Forward On BUS ccceesceceeeseeeeeseeseaeeeseeteeesseeeeaees 195 19 5 Forward On No ANSWE ccesceeeseeeseeeeeeeeneeeeeeeeaees 196 19 6 Forward Unconditional 197 19 7 Forwarded Here ccceseccesseeeeesseceneseneeesseeeeeseeenes 198 19 8 Group MemberShi cecceeeceeeeeeeeeeeeeeeeneeeeeeeeaees 199 19 9 Group Service Status eeeeeeeeeeeeeeeeeeneeeeeeeees 199 19 10 Mobile TWINNING eect eeteeeteneeeeeeneeeeeneeereneeees 200 19 11 Parked Galls cc nc tie dan iene 200 19 12 System Alar cceceeececeeeeeeeeeeeeeeaeeeeeeeeeeseeeeeaees 201 Page 4 15 601040 Issue 03g 19 November 2010 20 Short Codes 21 System Administration 21 1 Checking the System and Software Version 209 21 2 Setting the Daten ee eeceeeseeeeeeeseeeteeetsaeeneeeesaees 210 21 3 Setting the Time ecceeeeseeeeeeeeseeseeeesaeeeeeeesaees 212 21 4 Setting the Time Offset ceeeeeeeeeeeeeeeeeeeeeeeeneees 214 21 5 Checking the Time Server Status 216 21 6 System SHUtGOWN eeeceeeeeseeeeeeeseeeseeetseeeeeeeseees 217 21 7 Memory Card Management ccceceeeeeeeeeeeeeees 219 21 8 System AlarMS iena eee ete 221 22 The Phone M
160. nce 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 IP Office 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 IP Office direct to the user s twinned destination number rather than redirected by twinning will not change the user s status 1408 1416 1608 and 1616 Phone Guide Page 155 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 18 Phone Settings 1408 1416 1608 and 1616 Phone Guide Page 157 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 Phone Settings Menu Top 4Screen Sounds Pressing the MENU key accesses a menu that can be used to control Select various phone settings These are mainly settings stored by the phone rather elec than
161. nd 1616 Phone Guide Page 91 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 12 3 Viewing Call Details 1408 1416 1608 1616 You can view additional details about the currently shown call 1 Access the call log a Press the e 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 Call Log All LExm201 15 19 01 26 Call Details More a a aes c Use the left and right 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 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 Call Log Details 4Time 16 19 01 26 Call Contact Back ee eS a 3 Use the 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 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 recent call are kept in your
162. nd date extension number and name 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the P right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select Features gt Phone User Phone Screen Settings Select Back Phone Screen Settings Auto Return s off Change one Back Phone Screen Settings Display Name off Change Done Back 5 Press the Change soft key to change the setting or use the left or right P arrow keys e 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 1408 1416 1608 and 1616 Phone Guide Page 177 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 8 6 A Menu Auto Exit The Show Phone Screen option only applies to the A menu screens accessed when you press the 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 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select A Menu Call Settings tVisual Alerting On On Off Done A Menu Call Settings Show Phone Screen On O
163. ne Guide Page 223 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 22 The Phone Menus This section gives summaries of the phone menus e Features Menu 225 This menu allows you to change a number of your user settings e Self Administer Menu 227 This is a sub menu of the Features menu It allows you to assign functions to the feature buttons e Visual Voice Menu 228 This menu is used to access voicemail messages and other voicemail settings e Status Menu 22 This menu is used to change the settings of various features when they are enabled e A Menu 23 This menu is used to configure various phone settings and to view details of the phone software e Call Log Menu 23 This menu is used to display a log of missed outgoing and answered calls e Contacts Menu 233 This menu is used to display and select personal and system directory entries e Redial Menu 23 This menu is displayed when the Redial key is set to use List 474 mode e Phone Locked Menu 235 This menu is displayed when you have locked the phone e System Admin Menu 236 This menu is only available to a user who has been configured as a system phone user by the system maintainer 1408 1416 1608 and 1616 Phone Guide Page 224 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 22 1 Features Menu This menu is accessed by pressing the Features soft key It can be used to access NG 299 11 00 01 26 a Features F eatures gt Pick
164. ng the soft key below the function name e Call 9 Make a call to the number stored in the currently displayed call log record e Details 9A Display more details about the current call log record You can then also add the caller details to your personal directory 945 if required e More Switch between the different sets of available soft key functions e Delete 935 Deletes the current displayed record e Del All 93 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 1408 1416 1608 1616 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 e 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 Call Log All LExm201 16 19 01 26 Call Details More C eS ee c Use the 4 left and right 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 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 1608 a
165. ng used by your phone e Switch the Ringer On Off 16 e Flash the message lamp for calls Visual Alerting 167 e Audible Alerting On Off 168 e Coverage Ring 16 e Ring Sound 175 e Ring Volume 17 e Internal Auto Answer 174 Calls are presented with a number of different ring patterns e Internal Calls Repeated single ring e External Calls Repeated double ring e 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 e Coverage Ring Variable You can also adjust the ringing used for call coverage and bridged appearance buttons See Coverage Ring 169 The options are normal ringing an abbreviated ring a non repeated single ring or no ring e 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 1408 1416 1608 and 1616 Phone Guide Page 165 IP Office Release 6
166. nt call on each appearance button Call Incoming da a Extn3 07 307 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 koma 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 1 11 2 Phone Status Letters The series of letters that appear in the top left of the display are used to indicate the status of various features 299 11 00 01 26 a Features 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 D Diverting Forwarding Calls A D is shown on your phone s display when you have forward unconditional enabled 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
167. 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb offi On Features gt C all Settings En Bloc Dial oft O Done 5 Use the left and right P arrow keys to change the setting or use the indicated soft key 1408 1416 1608 and 1616 Phone Guide Pag
168. o not disturb 1 Press the Features soft key if shown Features 4 Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt Call Settings TDOND Exceptions Select 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 DND Exceptions No Entries Add DND Exceptions Enter Number Dir Cancel DND Exceptions 201 Mark Save Clear Cancel DND Exceptions 4Mark Add Delete Back DND Exceptions 4Mark Add Delete Back e Use the 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 1608 and 1616 Phone Guide Page 134 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Redirecting Calls Twinning 15 4 Twinning Twinning is a process whereby your calls ring on two phones Twinning is only available if configured by the system
169. o switch forward on busy as on or off Fwd BusyNo Answer Fwd On Busy One Off Back eS Baas e Use the 4 left and right arrow keys to switch forward on no answer on or off Fwd Busy No Answer tForwvard On No Answer On Back aes es 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 Fwd BusyNo Answer T All Calls Change e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination Fwd Busy No Answer t Mark Change 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 1608 and 1616 Phone Guide Page 128 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 PHONE key and then pres
170. oft key Call 4 a Mark AutCB If the call is external and no external line is currently available the message WAITING FOR LINE is displayed WAIT IN G FOR LINE 4 a 95553 96002 0 00 28 cee ness e The display will indicate when the call is connected to the destination or to an outgoing line Conn 4 a Mark 201 1408 1416 1608 and 1616 Phone Guide Page 30 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 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
171. ogram i ee ey DHCP 6 secs x to program ea a ee HTTP 1 http 4492 168 42 1 80 6xxsettings txt The Phone Menus System Admin Menu Likely Cause NoUser This screen is displayed when there is no user currently logged in on the phone The phone can still be used for internal and emergency calls To login 10 press Select PHONE LOCKED This screen is displayed if the user has locked it The phone can still be used to 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 108 Enter Extension This screen is displayed on an unregistered phone 1608 and 1616 only Discover This screen typically indicates that the phone has lost connection with the telephone system for a period of several minutes Contact your system administrator if this remains 1608 and 1616 only Boot This screen is shown by a phone that has just been powered on or has been remotely restarted by the system administrator It indicates that the phone is loading its own software This will typically be followed by the screens below in sequence 1608 and 1616 only Ethernet Shown following a restart of the phone Indicates the network connection has been established Do not press unless you have been instructed to do so by your system administrator 1608 and 1616 only DHCP Shown following a restart of the phone The phone is waiting for in
172. old Here Green fast flash The covered call has been put on hold by the call coverage button user 1408 1416 1608 and 1616 Phone Guide Page 25 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Call Coverage Button Display 299 18 27 O19 dle f Exin201 Coy 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 taExtn201 Cov Ext 0 00 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 Extn201 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 1608 and 1616 Phone Guide Page 26 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Introduction Appearance Buttons Menu 1 11 6 Line Appearance Buttons Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your
173. one Exit A Menu 0 Contacts Conference Call Log Transfer Redial Drop Mute Volume Headset 4 Speaker 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 148 menu 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 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 The 1608 and 1616 phones are connect to the telephone system via the IP data network and so have some additional options see IP Phone Features 15 g
174. oo long e Coverage Ring Variable You can also adjust the ringing used for call coverage and bridged appearance buttons See Coverage Ring 16 The options are normal ringing an abbreviated ring a non repeated single ring or no ring e 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 You can adjust the sound of the ring used by the phone 1 Press the MENU button Menu Top 4Screen Sounds Select A Menu Screen Sounds Brightness Select Done A Menu Ring Pattern 4Current pattern Save Play Cancel 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 1
175. or 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 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 1608 and 1616 Phone Guide Page 141 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Group Features tGroup Select Features gt Group 4Membership Select Features gt Group t State Change Group Status LAll Groups Night 00S 6 Use the 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 sta
176. ort 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 1608 and 1616 Phone Guide Page 106 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Logging In Out 14 1 Logging In When you login to a phone you take control of that phone Incoming 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 Use 10 If the phone is already in use you can still login The existing user will be logged out Features gt Phone User tLogin Select e Logged Out 10s If the phone has no current user the basic menu with just the login option is displayed 299 16 32 09 06 NOT LOGGED IN Login e Unregistered Phone 11 If the phone is not registered with the phone system the Enter Extension menu is displayed Enter Extension Ext 1408 1416 1608 and 1616 Phone Guide Page 107 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 14 1 1 Logging In on a Phone
177. ou Notes 1 Centralized call log can be turned off by the system administrator 243 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 1608 and 1616 Phone Guide Page 90 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Call Log 12 1 Using the Call Log 1408 1416 1608 1616 1 Access the call log a Press the ce 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 Call Log All LExm201 16 19 01 26 Call Details More aS 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 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 pressi
178. our 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 Redial LExin 307 307 16 12 01 26 Call Details Exit SS SSS Ss Redialling View Call Details 1408 1416 1608 1616 b Use the 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 Call Log Details 4Time 15 19 01 26 Call Contact Back a ee eee 3 Press the Contact soft key Directory Name t Extn3o7_ Save Bksp Cancel ee SS 4 Use the up and down arrow keys to switch between the name and number details for the new contact 5 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 1608 and 1616 Phone Guide IP Office Release 6 0 Page 49 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 50 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 5 Holding and Parking Calls 1408 1416 1608 and 1616 Phone Guide Page 51 IP
179. owever 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 10 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 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 destinat
180. 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 IP Office 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 favour of the local one 1408 1416 1608 and 1616 Phone Guide Page 84 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Contacts Directory Adding a New Contact 11 4 1 Add a Contact from the Call Log 1408 1416 1608 1616 You can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the e 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 Call Log All LExm201 16 19 01 26 Call Details More ES SS Ss 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
181. ps Select tMain Select Details Clear e Use the 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 1408 1416 1608 and 1616 Phone Guide Page 145 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 1608 and 1616 Phone Guide Page 146 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 17 Button Features 1408 1416 1608 and 1616 Phone Guide Page 147 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 17 Button Features Button Features Those He buttons not configured by the system administrators as appearance od da 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 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
182. rced Account Code Entry 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 Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Feature gt Call Settings tAccount Code Select ENTER ACCOUNT Done ENTER ACCOUNT 123456 Done 7 Press the Done soft key 8 If the account code was not a valid account code the REENTER ACCOUNT menu is displayed REENTER ACCOUNT Done Feature Button Access to the enter account code menu can be assigned to a feature button 14 configured with the Account Code Entry 15 action The button can also be preset with a specific account code 1408 1416 1608 and 1616 Phone Guide Page 65 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 66 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 8 Conference Calls 1408 1416 1608 and 1616 Phone Guide Page 67 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 8 Conference Calls All IP Office t
183. re 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 73 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 is3 e Headset Automatic Gain Control On Off 134 e Default Audio Path 73 9 1 Headset Volume 1408 1416 1608 1616 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 O00 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 1408 1416 1608 and 1616 Phone Guide Page 72 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Headset Operation Headset Volume 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 th
184. red 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 S0 Red off On Hold Elsewhere Green flash The call on the line has been put on hold by another appearance button user S0 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 1608 and 1616 Phone Guide Page 27 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 2 Making Calls 1408 1416 1608 and 1616 Phone Guide Page 29 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 L a 20 Sas as 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 83 Dial Number 4 a Dir ae a eae 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 s
185. red to enter your voicemail password and then press the Done soft key ENTER PASSCODE HK HK _ Done Visual Voice 4Listen Select 3 Use the 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 Visual Voice tEmail Select Email Select Option 4Email Mode Off Select 5 The menu displays your current voicemail email mode setting Use the up and down arrow keys to scroll through the possible settings e 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 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 1608 and 1616 Phone Guide Page 100 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Voicemail Email Mode 13 6 Changing Your Voicemail Code 1 Press the 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 ENTER PASSCODE HH HEK_ Done Exit 2 The visual voice menu is displayed Vi
186. rence 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 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 Les DROP key the conference details menu is displayed Confi1 LExm2g9 Drop 2 You can then perform the following actions e To scroll through the list of callers in the conference use the up and down 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 1608 and 1616 Phone Guide Page 69 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Important Holding Conference Calls You can hold a conference call in the same way as holding a normal call Holdin
187. ress the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status LParks Details Status FollowMeTo Mark Clear Edit Exit 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 Folow Me To 201 Mark Save Clear Back ae ae a Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 121 15 601040 Issue 03g 19 November 2010 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Forward Features tForward Select Features gt Forward Follow Me To Select Features gt Forward tFollow Me Here Select 5 Press the Select soft key or the OK button or the right arrow key e Use the menu to add or remove users Follow Me Here 4201 Mark Add Clear Back a ES ES e Use the up and down arrow keys to scroll through the names e To remove a user press the Clear soft key e To a
188. riefly 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 148 to select and assign actions to the buttons Page 16 15 601040 Issue 03g 19 November 2010 Introduction The Main Phone Menus Switching Menus With a call connected you can still access the other main menus Press the PHONE key to toggle between the normal appearance menu or one that lists the other menus accessible Conn Calli Incoming 4a Extn307 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 4Dir Select Features Pickup Select Conn La Extn3 07 Tog 307 CSTE a S 1408 1416 1608 and 1616 Phone Guide Page 17 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1 10 Other Menus In addition to the main phone menus 16 gt there are a number of additional menus which are accessed by pressing specific keys The Redial Menu 4 Redial LExmn 307 307 16 12 01 26 Call Details Exit ee i i 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 47 to simply redial the last number dialed in which case the menu is not shown Pre
189. rough the headset by default rather than the speaker 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select A Menu Call Settings 4Call Timer One On Off Done A Menu Call Settings tAudio Path Speaker Change Done 5 Use the left and right 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 1608 and 1616 Phone Guide Page 73 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 74 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 10 Handsfree Speaker Operation 1408 1416 1608 and 1616 Phone Guide Page 75 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Co 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 app
190. roup 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 1608 and 1616 Phone Guide Page 139 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Group Features tGroup Select Features gt Group Membership Select Membership LAll Groups Disable 5 Use the d 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 Membership LAll Groups Disable e Disable Disable your membership of all groups e Enable Enable your membership of all groups e Particular Group Membership tMain Change e Change Change your membership of the currently selected group e Done Exit the menus Access Contro
191. rward and Follow Me menu and status options 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 193 15 601040 Issue 03g 19 November 2010 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 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status LParks Details 2 Use the up and down arrow keys to scroll the menu to Follow Me Here There will be a separate entry for each user Status 4FollowMeH ere Mark Clear Edit Exit 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 Follow Me Here 4201 Mark Add Clear e Use the 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 Follow Me Here Enter Number Dir 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 8 Follow Me Here 201 Mark Save Clear Cancel 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 14
192. rward 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 102 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 1608 and 1616 Phone Guide Page 123 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Cancel All Forwarding 00 Switch off an
193. s 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 number dialed in place of N e Unpark Call 38 N Unpark the call parked using the park number N 1408 1416 1608 and 1616 Phone Guide Page 55 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 5 2 1 Park Using the Menu 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the d up and down arrow keys to scroll the menu to Park Features tPark Select Features gt Park Park Here Select 4 You can park the call and have the parked call indication sent to your phone or another phone Use the up and down arrow keys to select either the method of parking your want e Park Here Features gt Park Park Here Select e With Park Here displayed press the Select soft key or the OK button or the right arrow key e Park to Other User Features gt Park TPark to Other Select e Enter the target user extension number Alternatively press the Dir soft key to use the directory 8d e Press Done 1408 1416 1608 and 1616 Phone Guide Pa
194. s 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 supported between users on different systems in a Small Community Network 245 If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring 16 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
195. s the Status soft key if shown Status 4Parks Details Status LFwd OnBsy Mark On Off Edit Exit 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 up and down arrow keys to scroll through the following menu options e Use the left and right arrow keys to switch forward on busy as on or off Fwd BusyNo Answer Fwd On Busy One Off Back ae See ee e Use the 4 left and right arrow keys to switch forward on no answer on or off Fwd Busy No Answer tForward On No Answer On Back GaSe ees ee e Use the left and right arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only Fwd BusyNo Answer T All Calls Change e The forward destination is shown Press the Change soft key to enter a new destination or clear the destination Fwd BusyNo Answer t Mark Change 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 1608 and 1616 Phone Guide Page 129 IP
196. s will still be available to you when you do e Log Out 11 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 11 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 phone in that time to make or answer a call Default Sh
197. sers 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 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 Directory Personal LTeressa Green Call Details Clear C aes ee 3 Use the 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 e Call 82 Make a call to the stored number e Back Go back to the directory listing e More If the contact is one of your personal directory entries the More soft key will be present 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 e Edit s Edit the name and number e Delete 885 Delete the name and number 1408 1416 1608 and 1616 Phone Guide Page 81 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 11 2 Make a Call from the Directory 1408 1416 1608 1616 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
198. sfer a call targeted at you directly to voicemail Answering Calls 1 If 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 Call Incoming 4a a Extn2 96 0 00 10 296 gt gt C ae ae 2 Press the gt gt double arrow soft key Call Incoming ta a Extn2 96 0 00 12 To M Ignore eS ast as 3 Press the To VM soft key Call Incoming ta a Extn2 96 0 00 12 To VM Ignore C ees Ee 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 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 Call Incoming J a Extn2 96 0 00 10 296 gt gt es ees Ee 2 Press the gt gt double arrow soft key Call Incoming ta a Extn2 96 0 00 12 To YM Ignore E eee eae 3 Press the Ignore soft key Call Incoming ta a Extn2 96 0 00 12 To YM Ignore SS SS eS 4 The call will continue alerting but with no audible ring 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 41 15 601040 Issue 03g 19 November 2010 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 Pag
199. spariol l A Menu Advanced Erase Select A Menu Lanquage 4 English Select Exit Done Sa ee ae aS ass Ea 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 1608 and 1616 Phone Guide IP Office Release 6 0 Page 231 15 601040 Issue 03g 19 November 2010 22 6 Call Log Menu This menu is accessed by pressing the ca key The diagram below summarizes the structure of the menu Missed Answered Outgoing Call Log All LExm201 15 19 01 26 Call Details More Call Log All LExmn201 201 16 19 01 26 Delete Del All More tRing Time tTName tNumber tReason tCount Call Log Details Time 15 19 01 26 Call Contact Back TL Awnier Directory Name L Extnso07_ Save Bksp Cancel 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 232 15 601040 Issue 03g 19 November 2010 The Phone Menus Call Log Menu 22 7 Contacts Menu This menu is accessed by pressing the directory of contacts as na key This menu is used to access your own personal contacts and the system Users All Groups External Directory Personal DIAL NAME List New Name TNUMOEr l Directory External Teressa Green Call
200. ss the MENU button Menu Top 4Screen Sounds Select Menu Top tAdvanced Select A Menu Advanced Options tManual Backup Backup Done 4 Press the Backup soft key Access Control This option is only available if your system administrator has configured backup restore operation 1408 1416 1608 and 1616 Phone Guide Page 186 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Backup Restore 18 10 2 Restore If backup restore has been setup by your system administrator it is used automatically when you login or log out from the phone In addition the option below is available to manually trigger a restore of your user settings 1 Press the MENU button Menu Top 4Screen Sounds Select Menu Top tAdvanced Select A Menu Advanced Options Manual Backup Backup Done A Menu Advanced Options tManual Restore Restore Done A Menu Audio Gain tHandset On Off Access Control This option is only available if your system administrator has configured backup restore operation 1408 1416 1608 and 1616 Phone Guide Page 187 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 18 11 Viewing Information You can view a large amount of information about the phone s settings and current operation When reporting a problem to your system administrator they may ask you to provide some of this information to help resolve the problem 1 Press the MENU button
201. ss the Select soft key or the OK button or the right arrow key 6 1f no twinning number has been set the menu will prompt you to enter a number Mobile Twinning Disabled Enter Number Dir Back ee eee 7 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 Mobile Twinning 9123466 Enable Clear Back 1408 1416 1608 and 1616 Phone Guide Page 159 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings Menu Top tCall Settings Select Features gt Call Settings 4Do Not Disturb off On Features gt Call Settings twWithhold Number On OFF Back 5 Use the 4 left or right arrow keys to change the current setting or press the indicated soft key 1408 1416 1608 and 1616 Phone Guide Page 160 IP Office Re
202. ssing the 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 23 shows a summary of the menu options The Contacts Directory Menu s Directory All DIAL NAME List New Call Log All LExm201 Call Details 16 19 01 26 More Visual Voice Listen Select 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 sj This menu is accessed by pressing the 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 233 diagram shows a summary of the menu options This menu is accessed by pressing the e key The call log you see is a call log stored on the telephone system If you login at another 1408 1416 1608 or 1616 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 23 menu diagram shows a summary of the menu options This menu is accessed by pressing the key It is used to access the voicemail system and
203. 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 1608 and 1616 Phone Guide Page 226 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 1608 and 1616 Phone Guide IP Office Release 6 0 UDirectory tDrop tinternal Auto Answer tTimer i tAutomatic Callback tAbbreviated Dial Program tCall Forwarding All tCall Park tSend All Calls i tTime of Day tSelf Administer tAccount Code Entry tTAbbreviated Dial tCall Park to Other Ext tGroup Paging tCall Pickup tDirected Call Pickup tRinger Off tAD Suppress tHeadset Toggle tSet Hunt Group Night Service tFlash Hook T Breakout Admin Directory Select ane DSS KEY TO SET Ir Previous Back DSS6 KEY CONFIGURATION Timer _ Select Delete Back DSS BUTTON FREE Previous
204. sual Voice 4Listen 4 01 Select Exit 3 Use the up and down arrow keys to scroll to the option Password Visual Voice TPassword Select Exit 4 Press the Select soft key or OK ENTER PASSCODE HK HK _ Done Exit C aS Ee 5 Enter your current password and press Done ENTER NEW CODE HK HK _ Done Exit es es 6 Enter the new password that you want to use e The new password must be at least 4 digits long e Aseries of numbers for example 1234 or repeated numbers are not allowed 7 Press Done 1408 1416 1608 and 1616 Phone Guide Page 101 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 ENTER PASSCODE HH EK _ Done Visual Voice 4Listen Select Features T isual Voice Select Features gt Visual Voice 4 oicemail One Off Back 5 Press the On or Off soft key to change the setting 1408 1416 1608 and 1616 Phone Guide Page 102 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Voicemail Voicemail On Off 13 8 Transfer to Voicemail When set to visual voice mode the key can be us
205. sy Status Menul 00 15 2 5 Forward On Busy No Answer Features MOM EEE E PE ASEET E 15 3 DO Not Disturb iii einn ana a eet wee ete 15 3 1 DND On Off Features Menu ecceceeees 15 3 2 DND Off Status Menu eceeeeeeeeeeereeeeeees 15 3 3 Do Not Disturb Exceptions eee 19 4 TWINNING ea bie ete ieee ees 15 4 1 Mobile Twinning Control cceeeeeeeereees 16 Groups 16 1 Group MemberShi ecceeceeeeeseeeeeeeeeeneeeeeeeneees 16 1 1 Group Membership On Off Status Menu 16 1 2 Group Membership On Off Features Menu 16 2 Group Service Status and Fallback c0ce 16 2 1 Changing the Group Service Status Features Menu ceecceesesceseseceeeeesereesteeeeseeeeeesees 16 2 2 Changing the Group Service Status Status MON ected sla lenis eee 16 2 3 Changing the Group Fallback ccee 17 Button Features 17 1 Programming a ButtOn ee eeeeeeeseeeeeeneeeeeneeees 1 72 FOatures nis eit i ei a RE 17 2 1 Abbreviated Dial 17 2 2 Abbreviated Dial Program 17 2 3 Account Code Entry c cccceeeeeeeeeeeeeeeeenrees 17 2 4 AD SUPPIeSS eee eceeeeeeeeeeteeeeeeeeteaeeeeeeeetens 17 2 5 Automatic CallD ck eceeeeeeeeeeeeeeeeeentees 1 7 2 6 Breakout 2 8 seesiesne ice cece eri 17 2 7 Call Forwarding All ecccceseesreseeeeeeeeeeneees 1 7 2 8 Call Park sis nanea sa ie aa a hts 17 2 9 Call Park to Other Ext eeeeeeeeeeeeeeeee
206. t 1416 1608 and 1616 Phone Guide Page 11 1408 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 148 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 JE 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 Page 12 1408 1416 1608 and 1616 Phone Guide 15 601040 Issue 03g 19 November 2010 IP Office Release 6 0 Introduction Button Modules 1 5 Phone Keys The following keys are found on the phone Key Description Soft 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 th
207. t 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 Select tMain Select Details Clear 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 1608 and 1616 Phone Guide Page 83 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 11 4 Adding a New Contact 1408 1416 1608 1616 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 es CONTACTS key The directory menu is displayed Directory All DIAL NAME List 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 editing of the name and number Directory Name Teressa Green_ OK Bksp Cancel C eens Seer e Use the 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
208. te of the selection e All Groups Group Status LAll Groups Night oos 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 setl145 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 145 otherwise to voicemail if available e Particular Group Group Status tMain Change e Change Change the status of the selected group e Done Exit the menus 1408 1416 1608 and 1616 Phone Guide Page 142 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Groups Group Service Status and Fallback 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 1608 and 1616 Phone Guide Page 143 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 16 2 2 Changing the Group Service Status Status Menu If the system administrator has allowed you you can change the service st
209. 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 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 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 SO Red off Idle Green off The associated line is not in use 2O Red on Idle Selected Green off The associated line is not in use but the button is the user currently selected button S0 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 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 off In Use Elsewhere Green on The line is in use He Red on In Use Here Green on The user has answe
210. ter 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 To unlock the phone 11 requires your login code if you have configured a login code 115 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Features gt Phone User 4Lock Select PHONE LOCKED a Features 5 The phone is now locked as indicated by the display 1408 1416 1608 and 1616 Phone Guide Page 112 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Logging In Out Lock 14 4 Auto Lock Rather than logging out you can lock your phone You can either lock your phone manually 11 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 To unlock the phone 11 requires your login code if you have configured a login code 115 1 Press the Features soft key if shown Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PH
211. ter the symbol in the timeout press either the or key e To delete the previous digit or character entered press the left arrow key 1408 1416 1608 and 1616 Phone Guide Page 217 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 TIMEOUT 00 10 Immediate shutdown Confirm Back SSS Ss es 11 1f you press the Confirm soft key the telephone system will switch itself to a shutdown state This will disconnect all current calls and services Shutting down 1408 1416 1608 and 1616 Phone Guide Page 218 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 System Administration System Shutdown 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 1 Press the Features soft key if shown Features Pickup Select e To access the menu during a call press the P right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User Features tPhone User Select Fea
212. the number for a destination for example during transfers 1 Access the contacts directory a Press the CONTACTS key The directory menu is displayed Directory All DIAL NAME List 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 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 Continue as for a normally dialed call 1408 1416 1608 and 1616 Phone Guide Page 82 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Contacts Directory Make a Call from the Directory 11 3 Using the Directory for Other Functions 1408 1416 1608 1616 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 sof
213. timer after the selected number of seconds 6 Press the Done soft key 1408 1416 1608 and 1616 Phone Guide Page 180 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 16 available Note Button Click 18 Turn the phone menu key click on or off Error Tones 18 Turn the phone menu error tones on or off Ringer Volume 183 Adjust the volume of the ringer used by the phone Handset Volume 183 Adjust the incoming call volume heard through the phone s handset Headset Volume 18 Adjust the incoming call volume heard through a headset attached to the phone Speaker Volume 18 Adjust the incoming call volume heard through the phone s speaker Automatic Gain Control 134 Switch automatic gain control on or off The system administrator can set your phone to reset its volume after each call 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Phone Settings Display Controls Page 181 15 601040 Issue 03g 19 November 2010 18 9 1 Button Clicks 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 MENU button Menu Top 4Screen Sounds Select A Menu Screen Sounds Brightness Select Done A Menu Screen Sounds tB
214. ting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 Page 167 15 601040 Issue 03g 19 November 2010 18 7 3 Audible Alerting The phone s audible ringer can be switched off Unlike disabling the ringerl168 this only affect the ring and does not affect the visual alerting 16 1 Press the MENU button Menu Top 4Screen Sounds Select Exit ES ES 2 Use the up and down arrow keys to locate the option Call Settings Menu Top tCall Settings Select 3 Press the Select soft key A Menu Call Settings tVisual Alerting One On Off Done Sl 4 Use the up and down arrow keys to locate the option Audible Alerting A Menu Call Settings Audible Alerting On Off 5 Use the 4 left and right P arrow keys or press the On Off 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 1608 and 1616 Phone Guide Page 168 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Ringer Controls 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 16 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 cov
215. to scroll through menu options The availability of additional options is indicated by the 4 f 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 arrow ico right arrow keys in addition to the soft key options Access Control The system administrator controls whether you can access some of the menus Oth perquisites are met 1408 1416 1608 and 1616 Phone Guide IP Office Release 6 0 ns can be changed using the left and ers are only available if certain Page 225 15 601040 Issue 03g 19 November 2010 e While the phone is locked 112 the Features menu cannot be accessed to change user settings e The system administrator is able to configure for which groups you are a member if you can access the Membership State and Fallback options 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
216. 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 1608 and 1616 Phone Guide Page 14 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Introduction The Phone Stand 1 7 Labels 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 administrator for more information 1 8 IP Phone Features 1608 and 1616 The 1608 and 1616 phones connect to the phone system using an IP connection and support a number of additional features e The phone uses a 10 100 Ethernet connection to connect to the telephone system via the IP network e The phone includes a PC pass through 10 100 Ethernet port that can be used to also connect a computer to the network throug
217. ton b The display will change to show your call log records The caller s name is shown if known otherwise the number Call Lag All LExm201 15 19 01 26 Call Details More a a aes c Use the left and right 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 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 Call Log Details Time 16 19 01 26 Call Contact Back ae ee ee 3 Press the Contact soft key Directory Name t Extn3o7_ Save Bksp Cancel ae i ee 4 Use the up and down arrow keys to switch between the name and number details for the new contact 5 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 1608 and 1616 Phone Guide Page 94 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 13 Voicemail 1408 1416 1608 and 1616 Phone Guide Page 9
218. tures gt Phone User 4Lock Select 4 Use the d 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 Features gt Phone User System Admin elect SECURITY CODE WEK Done i i a ee eee 6 Enter your security code this is the same as your login code and press the Done soft key SYSTEM IPS5OO Site A Version Select SYSTEM IPSOO Site A TMemory Card Select Memory Card LCF Active 9 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 memory 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 1408 1416 1608 and 1616 Phone Guide Page 219 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 c
219. u 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 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 1608 and 1616 Phone Guide Page 205 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 206 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 21 System Administration 1408 1416 1608 and 1616 Phone Guide Page 207 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 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 This menu is only available to users who have been configured as a system phone user NG 299 11 00 01 26 a Status Features Features ENTER DATE ENTER DATE tPhone User 10 09 2009 12 11 _ SUNDAY 12 11 1963 Select Ba
220. umber 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 1408 1416 1608 and 1616 Phone Guide Page 35 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 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 15 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 Page Number Page 2 Dial the number of the user or group you want to page Page Number t a 20_ SS aS ess 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 Call NUMBER BUSY a Mark 0 00 05 201 gt gt Feature Button The self administer function 148 can be used to assign a feature button as a page button using the Group Paging 153 action 1408 1416 1608 and 1616 Phone Guide Page 36 IP Office Release 6 0 15 601040 Issue 03g 19 November 20
221. up Any or Enter Number Status Any Dir i Park Here tvisual Voice TButton Features 4 Follow Me Ta t Follow Me Here tFwd Unconditional tFwd Busy No Answer TMobile Twinning Features 4Pickup Select F eatures gt Forward 4 Follow Me To Voicemail TVisual Voice Features gt Visual Voice 4 oicemail Off Select T Membership t State TFallback Features gt Group Do Not Disturb offe A Sten Is TOND Exceptions tAccount Code l tinternal Auto Ans offe tWithold Number offe i tDisable Ringer Pon tCoverage Ring ring tRedial Action list tEn Bloc Dial on System Admin tShow Waiting Call one t Set Password TCall Timer one l tPhone Screen Settings Features gt Phone User 4 Membership Select Features gt Call Settings 4Do Not Disturb On off Done Back Back The Phone Menus a range of user settings Cancel prelia esos TPark Remotely Pickup ee tPark F eatures gt Park Forward 4 Park Here tGroup Select Back tPhone User tCall Settings es ee aS Ee ae ES as as To exit the whole user menu and return to the appearance menu press the PHONE EXIT button or if displayed press the Exit soft key Within the menu the up and down arrows keys are used
222. up 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 PHONE key and then press the Status soft key if shown Status 4Parks Details 2 Use the up and down arrow keys to scroll the menu to the hunt group name and your current membership status Status 4Main Disable 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 PHONE key and then press the Status soft key if shown Status LParks Details 2 Use the d up and down arrow keys to scroll the menu to the hunt group name and your current membership status Status 4Main Night oos 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 145 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 manua
223. ur 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 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 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 1408 1416 1608 and 1616 Phone Guide Page 132 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Redirecting Calls Do Not Disturb 15
224. uting a Call 1408 1416 1608 1616 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 setting is canceled 1 To activate mute press the e MUTE key The button will be lit while mute is active 2 To switch mute off press the key again 2 10 Ending Calls 1408 1416 1608 1616 e The e 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 6 e If the call is connected on the phone s speaker the Coy SPEAKER key is lit Pressing the key again will end the call e If the call is connected on the phone s headset the 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 1608 and 1616 Phone Guide Page 38 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 3 Answering Calls 1408 1416 1608 and 1616 Phone Guide Page 39 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 3 Answering Calls o A slow flashing green lamp on an pO appearance button indicates an alerting call This may also be accompanied by
225. utton Clicks One On Off Done 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 MENU button Menu Top 4Screen Sounds Select A Menu Screen Sounds Brightness Select Done A Menu Screen Sounds tError Tones One On Off Done 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 1408 1416 1608 and 1616 Phone Guide Page 182 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Phone Settings Volume and Sound 18 9 3 Ringer Volume 1408 1608 1616 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 Ringer SEBOOOO 4 a Status Menu Features eS eS 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 1408 1416 1608 1616 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 Handset BEBOOOO 4 a Mark 0 01 50 201 gt gt Ba aS RSs 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal
226. utton is pressed The button can be pressed again to unpark the call Parked Call 80 Green flash No Parked Call 50 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 1608 and 1616 Phone Guide Page 152 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Button Features Features 17 2 15 Group A button set to this function monitors the status of a hunt group queue This 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 cal
227. w Me To Select Features gt Forward tForward Unconditional Select Back 5 Press the Select soft key or the OK button or the P 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 ToVMail Back ES SSS e Number Set but Forward Unconditional Off This menu appears if you already have set a destination number but have turned off forwarding Fwd Unconditional Fwd Unconditional Off On ToVMail 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 d up and down arrow keys to scroll through the forwarding settings e Use the up and down arrow keys to scroll through the editing options e Use the 4 left and right arrow keys to switch the forwarding on or off Fwd Unconditional 4Fwd Unconditional One Off Back aa ss ss e Use the 4 left and right arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls and All Calls Fwd Unconditional t Non Group Calls Off Back 1408 1416 1608 and 1616 Phone Guide Page 126 IP Office Release 6 0 15 601040
228. xin299 LNew 2 Select 4 Use the 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 Listen New N Extn206 14 20 09 0 Listen Back More 5 You can use the 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 e 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 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 1608 and 1616 Phone Guide Page 97 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 13 3 Sending a Message You can use visual voice to record and send a voicemail message to other users mailboxes 1
229. y 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 MENU button Menu Top 4Screen Sounds Select Menu Top tCall Settings Select A Menu Call Settings 4Call Timer One On Off Done A Menu Call Settings tAudio Path Speaker Change Done 5 Use the left and right 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 1608 and 1616 Phone Guide Page 77 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 1408 1416 1608 and 1616 Phone Guide Page 78 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Chapter 11 Contacts Directory 1408 1416 1608 and 1616 Phone Guide Page 79 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 11 Contacts Directory Directory All This menu is accessed by pressing the key It is used to display names and DIAL NAME Sante 4 Ea 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
230. y 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 1608 and 1616 Phone Guide Page 124 IP Office Release 6 0 15 601040 Issue 03g 19 November 2010 Redirecting Calls Forwarding Calls 15 2 1 Forward Unconditional Status Menu You can clear or change your forward unconditional settings through the Status menu 1 Press the Status soft key if shown To access the status menu during a call press the PHONE key and then press the Status soft key if shown Status 4Par
231. ystem 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 Features 4Pickup Select e To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Press the Select soft key or the OK button or the right arrow key Features gt Pickup Any or Enter Number Any Dir Cancel ae ae ee 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 83 3 The following menus will depend on the type of number entered e User Number Features gt Pickup 201 Mark Pickup 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 Features gt Pickup 200 Main Members Group Clear SSS a 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

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