Avanti W711 Washer User Manual
Contents
1. 31 4 5 Turning a Log Entry into a Speed Dial 32 4 6 Deleting an Individual Log Entry ccoocccococncccccncnno 32 4 7 Deleting All Entries from a LoOQ ooccccccconnnccncnccnnnnnonos 32 4 8 Exiting the Call LOQS cooocccccccccconncconcconooncnnnncononos 32 5 Using Visual Voice 5 1 Overview of Visual VOICE cccccccnccccccocnncccconcncccnonoss 34 5 2 Listen to VoiCemallS cccoocccnccccncoccnococonnnonononononononos 35 5 3 Send a VoOICOMAll essa 36 5 4 Voicemail Transfer ooncccooccccooncccoonnconnnconnnconnnononcnanononnnos 36 5 5 Changing Your Greeting oooooocccccccnnnncccnnnnnonncnnnnnoss 37 5 6 Changing Your Mailbox Password 37 SL EMMA else 38 6 Changing Options 6 1 Personal FHWA eta 40 6 2 Viewing IP Settings occccococccnccccncnncononcnnnonononononanoss 40 6 3 Displaying Gonlrast na adas 41 6 4 Changing Key Labels ooccccccocccccccconcnccocononccononons 41 6 5 Displaying Language SelectiON ooocccccccccooncnnnncnss 42 6 6 Phone Screen on ANSWEL cccccecesseeeeeeeeeeeeeceeeeeeeas 42 4610 5610 Phone Page 3 IP Office 15 601124 Issue 05a 16 July 2009 Chapter 1 The Telephone 4610 5610 Phone Page 5 IP Office 15 601124 Issue 05a 16 July 2009 The Telephone 1 The Telephone This guide covers the use of the 4610 and 5610 phones on IP Office These phones are physically similar however the 5610 is onl2. The following options are available for voicemail e To switch voicemail on dial 18 To switch it off dial 19 e To retrieve your voicemail dial 17 e To turn Voicemail Ringback on dial 48 To turn it off dial 49 Additionally e To fast forward a message dial e To rewind a message dial e To place a call to the sender of the message dial To forward your voicemails dial 6 You will here the following options e Press 2 to forward message to other extensions e Press 3 to pre pend a header message e Press 4 to send message into your saved messages list e Press to skip this forwarding For option 2 or 3 following the instructions and when completed the messages is forwarded Dialling a number while listening to your messages invokes further facilities e Once messages have been delivered they are held on the system for 24 hours this is fixed for Voicemail Lite but can be varied by your system administrator if your IP Office is equipped with VoicemailPro e You can collect your voicemail from another extension by using the PIN your system administrator has set up for you You can collect your messages if you are out of the office by either dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted If validation is successful then dial 2 to retrieve your mail e The system administrator also specifies the reception number
3. AVAYA IP Office 4610 5610 Phone User Guide 15 601124 Issue 05a 16 July 2009 O 2009 AVAYA All Rights Reserved Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing Avaya Inc can assume no liability for any errors Changes and corrections to the information in this document may be incorporated in future releases Documentation Disclaimer Avaya Inc is not responsible for any modifications additions or deletions to the original published version of this documentation unless such modifications additions or deletions were performed by Avaya Link Disclaimer Avaya Inc is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this Documentation and Avaya does not necessarily endorse the products services or information described or offered within them We cannot guarantee that these links will work all of the time and we have no control over the availability of the linked pages License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT http support avaya com Licenselnfo GENERAL LICENSE TERMS IF YOU DO NOT WISH TO BE BOUND BY THESE TERMS YOU MUST RETURN THE PRODUCT S TO THE POINT OF PURCHASE WITHIN TEN 10 DAYS OF DELIVERY FOR A REFUND OR CREDIT Avaya grants End User a li
4. 56 waiting 52 56 changing feature key labels 41 conference 20 21 D default feature codes 56 display 12 display call timers 43 display contrast 41 diverting calls 53 do not disturb 53 56 E external calls 54 F feature key labels 41 follow me 56 forwarding calls 52 56 function keys 46 47 H headset 16 hold 19 hunt group 56 incoming calls 10 14 16 internal calls 54 IP settings 40 L language 42 lights display 58 line appearance 9 logging off 11 loging on 11 longhand programming 50 4610 5610 Phone IP Office Index M making calls 15 16 management 58 message display rate 43 mute 19 N no user 12 P park call 56 personal ringing 40 phone screen on answer 42 phone screen on calling 43 pick up 56 private call 54 programming function key 47 longhand 50 shorthand 49 R redial 18 relay 56 ring back 54 S shorthand programming 49 speakerphone 17 59 speed dial adding 25 26 deleting 25 dialing 25 editing 25 log entry 32 overview 24 troubleshooting 59 using 18 system features 10 52 T testing 58 toggle 56 transfer 20 troubleshooting 59 V visual alerting 43 visual voice changing your greeting 37 changing your password 37 email alerts 38 listen 35 overview 34 send 36 transfer 36 voicemail 55 56 Page 61 15 601124 Issue 05a 16 July 2009 4610 5610 Phone Page 63 IP Office 15 601124 Issue 05a 16 July 2009 Performance figures
5. Description Account Code Entry Abbreviated Dial Self Administer Automatic Callback Call Forwarding All Call Park Call Pickup Directory Directed Call Pickup DROP Group Paging HEADSET Toggle Internal Auto Answer Set Hunt Group Night Service Call Park to Other Extension Abbreviate Dial Program Ringer Off Send All Calls AD Suppress Timer Time of Day Toggles No No No Yes Yes Yes No No No No No Yes Yes Yes No No Yes Yes Yes Yes Yes Data Optional Yes No No Optional Optional No No Yes No Yes No No Yes Yes Yes No No No No No Page 47 15 601124 Issue 05a 16 July 2009 In addition to the above there is a key labeled Exlp This key enables you to change the display from the shorthand version displayed at default to a longhand version of your own See Shorthand Programming Mode 49 and Longhand Programming Mode 50 respectively Admin1 The programmable functions available via an Adminl key Name Description Toggles Data Park Park No Yes lt User gt User No Yes lt Group gt Group No Yes lt Number gt Dial No Yes Flash Hook Flash No No 4610 5610 Phone Page 48 IP Office 15 601124 Issue 05a 16 July 2009 Function Keys Function Key Programming 7 3 Shorthand Programming Mode 1 Press M Admin or E Admin 1 See Function Key Programming 47 gt 2 The Admin or Adminl menu is displayed similar to the following Admin Pages aoe 4 51pm 120 05 S Expl
6. HF Ans To Dir aoa Press this key to step back one page through the Admin options Drop adie 2 Press this key to step forward one page through the Admin options SpDial Log gt gt a gt ais With the exception of Expl the names shown are the features that you can assign to soft keys When Admin has been selected you can display the full name of the feature by pressing Expl See Longhand Programming Mode 50 gt Admin1 Page 4 51 pm 1 2005 lt lt lt Press this key to step back one page through the Admin options gt gt gt hen cn Press this key to step forward one page through the Admin options I I I db db gt a 3 On the Admin pages press and M to move through the list of feature 4 When the function required is shown press gt adjacent to its name 5 Ifthe function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad 6 The upper part of the display reverts to showing the functions currently assigned to each L2 gt and E 7 To select the display key against which to program the new function press gt and E Caution Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the phone system 8 If the display slot is not already used the display shows BUTTON PROGRAMMED To end programming press Y PHONE EXIT To continu
7. for example 9 for an outside line and listen to the progress of the call Adjust the speakerphone volume as necessary To change the volume press Y and sh The eight volume levels are displayed Ifthe call is not answered press el SPEAKER or press DROP When the call is answered either speak or pick up the handset and speak to the called party To automatically make a call Do any of the following To have the phone dial the last number that you dialed press ie REDIAL and then press gt Access the Call Log and initiate a call to a specific entry Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Dialling a Speed Dial Number 25 gt When the call is answered either speak or pick up the handset and speak to the called party 2 3 Clearing a Call To clear an established call Either or Replace the handset Press DROP 4610 5610 Phone Page 15 IP Office 15 601124 Issue 05a 16 July 2009 2 4 Headset Working When a headset is to be used on your phone it must be plugged in to the headset socket on the base of the phone To activate the headset and switch off the handset press b HEADSET The lamp beside the button is illuminated when headset working is activated To answer an incoming call e Press amp 4 HEADSET If you are already on a call 1 Place the first call on hold 2 Press L next to the flashing bell icon 4 To clear a headset cal
8. press to move the cursor right and then enter the character Alternatively key the next character e By default the first letter is entered in upper case and the phone then switches to lower case entry mode To change the case of the current character press gt Case e To enter a space press gt Space e If you make a mistake press L gt Backspace to delete the character to the left of the cursor e If you have make a mistake in the middle of the text press to backspace and then press gt Backspace to delete the character to the left of the cursor e To delete the complete entry press Clear e You can also enter an Apostrophe Hyphen or Comma as required 6 When the new name is set as required press gt Save 7 To return to the Label screen without saving the changes press gt Cancel To return the main Options menu press ZT Return 8 To return to the Call Handling screen without saving the changes press a PHONE EXIT 4610 5610 Phone Page Press e OPTIONS IP Office 15 601124 Issue 05a 16 July 2009 6 5 Displaying Language Selection When the phone is first installed it is set to display screen text in English You can select the language that you would prefer from the following English German Deutsch French Francais Spanish Espa ol Italian Italiano Dutch Nederlands Portuguese Portugu s or Japanese Katakana characters Note e This does not alter your user language setting on th
9. press _ Return 4610 5610 Phone Page 40 IP Office 15 601124 Issue 05a 16 July 2009 Changing Options Viewing IP Settings 6 3 Displaying Contrast You can adjust the contrast level on the phone display You can choose from among fifteen levels of contrast To adjust the contrast level 1 2 3 4 Press Td OPTI ONS Press E and then press L gt Contrast Control To adjust the level of contrast press Ml or Be When the contrast is set as required either e To save and return to the options menu press T Cancel e Toreturn to the options menu press _ Cancel 6 4 Changing Key Labels This feature can be used to edit and change the text label shown next to buttons To change the feature key labels 1 2 Press W and then press gt Feature Button Labeling 3 Select from e Relabel feature buttons proceed from next step e View Default labels e Restore default labels restores any previously renamed feature labels to their default state 4 Select the function key whose label you wish to change The display will change to show the editing menu with New highlighted 5 Begin by entering the new text using the phone keypad Each key is marked with the letters and number it provides You may have to press the key more than once depending on the character you require For example e The key 3 is also marked as D E and F To enter aD press 3 If the next character you want to enter is on the same key
10. to which the call is diverted if the caller dials O and your email address if your voicemail and email are integrated 4610 5610 Phone Page 55 IP Office 15 601124 Issue 05a 16 July 2009 8 10 Default Feature Codes The following are the normal default short codes available to all users Your system administrator may add additional codes for other features and for speed dials The N where shown should be replaced by the appropriate number For example with 07 N replace N with the extension to which you want your calls forwarded when you have forwarding switched on 00 01 02 03 04 05 06 O7 N 08 09 10 N 11 N 12 N 13 N 14 N 15 16 17 18 19 20 N 21 N 29 30 Sl Cancel All Forwarding Forward Unconditional On Forward Unconditional Off Forward On Busy On Forward On Busy Off Forward On No Answer On Forward On No Answer Off Forward to Number Do Not Disturb On Do Not Disturb Off Do Not Disturb Exception Add Do Not Disturb Exception Delete Follow Me Here Follow Me Here Cancel Follow Me To Call Waiting On Call Waiting Off Voicemail Collect Voicemail On Voicemail Off Set Hunt Group Night Service Clear Hunt Group Night Service Toggle Calls Call Pick Up Any Call Pick Up Group 4610 5610 Phone IP Office 32 N 33 N 34 35 N 36 37 N 38 N 39 40 41 42 43 44
11. you can pick up calls on behalf of your colleague For details of Bridged Line and Call Coverage Appearance Keys set up and their operation refer the IP Office Key and Lamp Operation manual Having more than two Call Appearance keys is very useful When holding a call you can answer or make another call and then switch between calls transfer or conference If you are set to receive call waiting indication the waiting call is Shown against the next call appearance key Note e If your phone is operating in single line mode call appearance keys are not available Caution e Although the system administrator can replace the Call Appearance keys with Bridged Line and Call Coverage Appearance keys this would severely restrict the use of features such as conference and transfer It is for this reason that it is strongly recommended that all Call Appearance keys remain at their default settings 4610 5610 Phone Page 9 IP Office 15 601124 Issue 05a 16 July 2009 1 2 Call Appearance Key Icons The icons displayed against the Call Appearance Feature keys allow you to determine the status for example on HOLD of each call Icons also indicate whether a feature has been activated for a particular button e Incoming Call A A A symbol next to a call appearance key indicates an incoming call To answer the call and put any other current call on hold press the adjacent L gt A e Connected J Ad symbol next to a call appearance key indi
12. 16 Note e Call Waiting is only used for a single line phone with no call appearance buttons programmed 8 3 Call Forwarding e Your calls can be forwarded to another extension or an external number when e You are away from your desk on no answer e Your extension is busy on all Call Appearance keys e You are away from the office e g when you are on holiday The following options are available for call forwarding e To set the number to which your calls are forwarded dial 07 201 forwarding to 201 in this example e To switch Forward Unconditional On i e not Hunt Group dial 01 The letter D is displayed To switch it off dial 02 e To switch Forward On Busy On dial 03 To switch it off dial 04 e To switch Forward On No Answer On dial 05 To switch it off dial 06 e To switch Forward Hunt Group Calls On dial 50 To switch it off dial 51 This setting is for Forward Unconditional only e To Cancel All Forwarding dial 00 Note e Cancelling all forwarding will also cancel any Follow Me you have set 4610 5610 Phone Page 52 IP Office 15 601124 Issue 05a 16 July 2009 System Features Call Forwarding 8 4 Diverting Calls You can divert your calls to another extension using Follow Me Unlike Forward Follow me can only be used to divert calls to another internal extension on the same IP Office Note e If you do not answer calls at the temporary extension they are forwarded to your own v
13. 5610 Phone Page 43 IP Office 15 601124 Issue 05a 16 July 2009 Chapter 7 Function Keys 4610 5610 Phone Page 45 IP Office 15 601124 Issue 05a 16 July 2009 7 Function Keys 7 1 Overview of the Function Keys Both the Function Keys and Soft Keys can be used to access a range of system features The display adjacent to the key shows the feature name Some of these features are default features supported by the phone e g SpDial Option and Log on the Soft Keys and are always available Others are system features that can only be programmed by the system administrator for Function Keys In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to System Features Introduction 52 gt for details of System Features that you can always access yourself by dialling short codes e g to listen to your voicemail messages dial 17 The main screen has 4 pages This means that the 6 gt and _ Function Keys on each page could be used for up to 24 features However it is strongly recommended that all three Call Appearance keys remain at their default settings Hence there are 15 soft Function Keys that can be allocated to system features To move between pages press Ml and I In the following example e The first three keys have been set default setting as call appearance lines e Key 4 has been set to access the Admin programmable functions e Key 5 has been set to
14. PROGRAMMED e To end programming press a PHONE EXIT e To continue programming other functions press gt Cont 9 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Press Mi or until Repla Keep and Delet are shown along the right hand edge of the display e To replace that existing function with the one just programmed press Repla d BUTTON PROGRAMMED is displayed e To keep the existing function and forget the function just programmed press Keep _ e To delete the existing function and forget the function just programmed press Delete 4610 5610 Phone Page 50 IP Office 15 601124 Issue 05a 16 July 2009 Chapter 6 System Features 4610 5610 Phone Page 51 IP Office 15 601124 Issue 05a 16 July 2009 8 System Features 8 1 Introduction As well as your phones specific features you can access a number of system features by dialling short codes These instructions are for the system s default configuration They assume that you are using the default feature codes It also assumes that you have full access to all features and the public phone network 8 2 Call Waiting Call Waiting tells you if another call arrives while you are already making a call by providing a call waiting tone If you hear the call waiting tone either end your current call or put the caller on hold The waiting call should then ring To turn call waiting on dial 15 To turn it off dial
15. Save To restore the previous setting without changing it press gt Cancel After Saving or canceling the first Options main screen is displayed 4610 5610 Phone Page 42 IP Office 15 601124 Issue 05a 16 July 2009 Changing Options Phone Screen on Answer 6 7 Phone Screen on Calling This action controls the phone screen display when the phone is answered When the Phone Screen on Answer option is set to Yes the default setting the phone screen appears in the display area when you answer a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button When the Phone Screen on Answer option is set to No answering an incoming call has no impact on the application screen displayed although the top display line will provide an appropriate message To change Phone Screen on Calling 1 Press Y OPTIONS and then press gt Application Options 2 Press L_ gt Phone Screen on Calling It will toggle between Yes and No 3 Press Save To restore the previous setting without changing it press lt _ gt Cancel After Saving or canceling the first Options main screen is displayed 6 8 Display Call Timers This action controls whether the duration of the current call is displayed or not If set to Yes the duration of the current call is displayed on the call appearance key If set to No the call duration will not be displayed To
16. and data quoted in this document are typical and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract The company reserves the right to make alterations or amendments to the detailed specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others Intellectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the O 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 Any comments or suggestions regarding this document should be sent to wgctechpubs avaya com 2009 Avaya Inc All rights reserved Avaya Unit 1 Sterling Court 15 21 Mundells Welwyn Garden City Hertfordshire AL7 1LZ England Tel 44 0 1707 392200 Fax 44 0 1707 376933 Web http marketingtools avaya com knowledgebase 4610 5610 Phone Page 64 IP Office 15 601124 Issue 05a 16 July 2009
17. calls that were answered This includes both internal and external calls e Outgo The log of calls made This includes both internal and external calls If the selected log contains more than one page of entries the HP is shown To move between pages press and 4 3 Displaying an Individual Log Entry To display an individual log entry 1 2 3 Locate the log entry in which you are interested from gt Missed gt InAns or gt Outgo Press L_ gt or E adjacent to the entry The log entry details are shown To return to the call log press 7 Return 4 4 Making a Call from an Individual Log entry To make a call from an individual log entry 1 2 3 Locate the log entry in which you are interested from gt Missed 7 InAns or gt Outgo Press L_ gt or E adjacent to the entry The log entry details are shown To make the call press T Call If the number shown is external but does not include the external dialling prefix used by your phone system go off hook dial the prefix and then press T Call 4610 5610 Phone Page 31 IP Office 15 601124 Issue 05a 16 July 2009 4 5 Turning a Log Entry into a Speed Dial To turn a log entry into a speed dial l 2 3 Locate the log entry in which you are interested from gt Missed 7 InAns or gt Outgo Press or E adjacent to the entry Press _ Add to SD The screens for editing and adding speed dials will appear pre filled with the i
18. monitor system park slot 1 The indicates a call is currently parked in slot 1 by the user and when parked in a slot by other users the label is underlined e Key 6 has been set to the SAC Send All Calls function e To display the other page of programmed functions set for this phone press either Ml or Br Tom Extn Call N Appearance Function Keys Keys Programming your own functions If the phone has been setup with either or both the Admin and Adminl features assigned to display keys you can select and program your own feature choices against other keys 4610 5610 Phone Page 46 IP Office 15 601124 Issue 05a 16 July 2009 7 2 Function Key Programming If any one of the keys on the telephone is programmed with an Admin or Admin 1 feature key it allows you to program further features against other function keys Both Admin and Adminl are allocated to your function keys by your Function Keys Overview of the Function Keys system administrator and would appear on a menu screen that is similar to the following The two tables below list the user programmable features available from Admin and Adminl For full details of how each function works see Function Key Features Admin The programmable functions available via an Admin key are 4610 5610 Phone IP Office Name Acct AD Admin AutCB CFrwd CPark CPkUp Dir DPkUp DROP GrpPg HdSet HFAns HGNS Park Prog RngOf SAC Spres Timer TmDay Tom Extn227
19. name e Backspace Delete the character to the left of the cursor gt Symbol provides access to the following symbols Period Comma Hyphen Space inserts a Space between characters Slash or Apostrophe e gt Save Save the speed dial changes e gt Cancel Return back to the speed dial directory without making any changes Note e The controls on this screen are context sensitive i e they only appear when applicable For example Save only appears when both a name and number have been entered 8 When the Number has been entered press _ Save 4610 5610 Phone Page 27 IP Office 15 601124 Issue 05a 16 July 2009 Chapter 4 Using the Call Log 4610 5610 Phone Page 29 IP Office 15 601124 Issue 05a 16 July 2009 4 Using the Call Log 4 1 Overview of the Call Log The phone maintains a call log To access press gt Log The call logs keeps logs of missed calls outgoing calls made and incoming calls answered Each of these logs includes the 30 most recent calls in its category A screen similar to the following is displayed Extn290 290 INDex 416 70 736 4416 16 24 Komith fO 555 4400 10 16 Acme o0 555 4343 006 e The name of the called or calling party if available e The number of the called or calling party e The time of the call e The date of the call if prior to the current day e The symbol indicates that the log contain more pages of entries To move betwee
20. ringing e If the system feature AutoHOLD is on consult your system administrator then you can hold an active call 2 by pressing the second call s Call Appearance button 4 If AutoHold is off then pressing the second call s Call Appearance button 4 will drop the first call e To transfer a held call see Transfer 20 4610 5610 Phone Page 19 IP Office 15 601124 Issue 05a 16 July 2009 2 10 Transfer This feature allows you to transfer a call from your phone to another extension or outside number 1 With a call in progress press gt TRANSFER 2 When you hear dial tone dial the number to which the call is to be transferred Then do one of the following e To transfer the call without announcing it an unsupervised transfer press gt TRANSFER again The transfer is complete e To announce the call before transferring it a supervised transfer wait for the called party to answer e If the called party is willing to accept the call press C C TRANSFER again to complete the transfer e If the called party does not wish to accept the call or there is no answer press DROP To return to the held call press I adjacent to it 4610 5610 Phone Page 20 IP Office 15 601124 Issue 05a 16 July 2009 Basic Call Handling Features Transfer 2 11 Conference The Conference feature allows you to conference other parties including yourself into a call Notes e The number of parties allowed in a conference is controlle
21. the force login option is set Caution e Call Log entries and certain Speed Dial settings will remain on the extension even once you are logged out To log your phone off 1 Press Y Options Press B and then press gt Log off 3 To un register your phone from the IP Office delete all Call Log entries and returns any options you may have configured to their default values press T Yes 4 To return to the Option menu press gt No Your phone remains logged on to the network and your Call Log and options values remain unchanged To log back on e The display will show Ext xxx in the top row Press and enter your password consult your system administrator 4610 5610 Phone Page 11 IP Office 15 601124 Issue 05a 16 July 2009 1 6 No User The NoUser configuration will be used for extensions where the home user is not currently logged on for example e The home user is logged on to another extension e Forced login is enabled An extension set as NoUser will display the name NoUser and the extension number If required and you have been allocated a login code you can logon using your extension number and login code see Logging On 11 gt Note e Although internal calls may be made from an extension marked NoUser normally calls cannot be received on that extension 1 7 The Display B Phone Locked Internal calls only D Call Forwarding On See Call Forwarding 52 gt G In Group You can enable disa
22. you cannot resolve the problem based on the message received contact your system administrator for resolution Speakerphone does not operate Ask your system administrator if your Speakerphone has been disabled Characters do not appear on the display screen See Phone does not activate when connected for the first time above Check all lines into the phone to be sure it is properly connected Check the power source to be sure your telephone is receiving power Perform the following Test procedure with the telephone idle on hook press and release E MUTE then press the following numbers on the dial pad 8 3 7 8 which stands for TEST The display should indicate the self test has started then report if the test was successful or failed If nothing appears on the display and the phone is receiving power your phone may need to be replaced If the above suggested solutions do not resolve the problem reset or power cycle the phone with your system administrator s assistance No dial tone Make sure both the handset and line cords into the phone are securely connected Note that there may be a slight operational delay if you unplug and reconnect the phone Contact your system administrator if the problem persists Phone does not ring Set your ringer volume to a higher level using F and Mi From another phone place a call to your extension to test the above suggested solution All other IP problems Contact your system administra
23. A5 N 46 47 48 49 50 1 52 53 N 57 N 70 N 71 N Call Pick Up Extension Call Queue HOLD Music Extn Login Extn Logout Park Call Ride Call Relay On Relay Off Relay Pulse Relay On Relay Off Relay Pulse Call Steal Call Steal CONFERENCE Add Voicemail Ringback On Voicemail Ringback Off Forward Hunt Group Calls On Forward Hunt Group Calls Off Clear Call Call Pickup Members Forward On Busy Number Dial Physical Extn by Number Dial Physical Extn by ID Page 56 15 601124 Issue 05a 16 July 2009 Chapter 9 Management and Troubleshooting 4610 5610 Phone Page 57 IP Office 15 601124 Issue 05a 16 July 2009 9 Management and Troubleshooting 9 1 Overview This section provides helpful information for e Testing your phone to be sure it is operating correctly e Basic Troubleshooting this chart provides the most common problems an end user might encounter and suggested resolutions e Application specific troubleshooting this chart describes problems and solutions specific to phone application Speed Dial Call Log or Web Access e Resetting or power cycling your phone when Basic Troubleshooting does not resolve a problem 9 2 Testing Your Phone The test function enables you to verify that your phone s lights and display are operating properly To test the phone s lights and display 1 With the phone idle on hook press and release g MU
24. AL It will toggle between Last Number and Last 3 Numbers 3 Press _ gt Save 4610 5610 Phone Page 18 IP Office 15 601124 Issue 05a 16 July 2009 Basic Call Handling Features Redial 2 6 Mute During an active call the Mute feature prevents the party with whom you are speaking from hearing you This feature is most commonly used in conjunction with the Speakerphone but can be used to hold an off line conversation at any time during a call To prevent the other person on the line from hearing you 1 Press amp MUTE The other party cannot hear you The indicator next to the MUTE button lights when mute is active 2 To reinstate two way conversation press 14 MUTE again 2 9 Hold If with a call in progress a second call arrives and is shown against a Call Appearance key you can then hold the first call and answer the second call To put an existing call on hold 1 Press amp HOLD or press L with y against it y changes to showing that the line is on hold 2 To answer the second call press gt with A against it A changes to y showing that the line is connected To return to the held call 1 If you have a call in progress then first put that call on hold as above 2 Toretrieve a held call press gt with or against it Notes e After a pre set time defined by your system administrator you are reminded that you have a call on hold by wur changing for a few moments to amp and the phone
25. Adding a New Speed Dial 26 gt To display an existing speed dial and edit current settings press Z Edit See Editing a Speed Dial 25 gt Note e Speed dials can be used for any numbers that can be manually dialed from the extension Where for external calls a dialling prefix is required then that prefix must be part of the speed dial number 4610 5610 Phone Page 24 IP Office 15 601124 Issue 05a 16 July 2009 Using Speed Dials Overview of Speed Dials 3 2 Dialling a Speed Dial Number You can use the speed dial directory to make a call with the handset on hook or off hook To dial a speed dial number 1 To display the speed dial directory press _ SpDial 2 The symbol is shown if there is more than one page of speed dials To move between pages press Ml and Br 3 When the speed dial required is shown on the screen press I or _ adjacent to the speed dial name 3 3 Adding a Speed Dial from the Call Log You can create a new speed dial from a call log entry See Saving a Call Log Entry to Your Speed Dial List 325 This process will start the normal speed entry screen but pre filled with the name and number from the call log entry 3 4 Editing a Speed Dial To edit a speed dial 1 Press gt SpDial and then press T gt Edit Select the speed dial entry you want to edit To display different pages of speed dials press and Me When the required entry is displayed press the adjacent I or Z Edit the
26. ER Access the speakerphone The light associated with this button turns on when the speakerphone is active Note that while the speakerphone is active the handset is muted 13 E PHONE EXIT Displays the phone application main screen or if applicable exits the current IP Office based feature such as Speed Dial or Call Log and normalizes the display 4610 5610 Phone Page 8 IP Office 15 601124 Issue 05a 16 July 2009 The Telephone 1 1 Call Appearance Keys Normally the first page of the main call handling screen contains three keys set as call appearance keys These are allocated to you by your system administrator and are indicated as a b and c Torn Extriz2 7 Call zi Appearance Function Keys Keys y I Soft Keys d do gt d Your system administrator can allocate a call appearance key with e A Bridged Appearance A bridged appearance key matches the status and operation of the Call Appearance key on a pre defined colleague s phone Hence you can pick up make and receive calls on behalf of your colleague e A Line Appearance An IP Office exchange line but not IP lines can be allocated to you such that the status of that line is displayed and you can use the line appearance key to make and receive calls e Call Coverage Appearance A call coverage appearance key alerts you when a pre defined colleague is receiving a call The covered user does not need to be using call appearance keys Hence
27. TE then press the following numbers on the dial pad 8 3 7 8 which stands for TEST The display should indicate the self test has started If the test is successful the message Self test Passed end displays if the test is not successful the message Self test Failed end displays instead 2 To return to the phone screen press If nothing appears on the display and the phone is receiving power your phone may need to be replaced Contact your system administrator for assistance or additional troubleshooting information 4610 5610 Phone Page 58 IP Office 15 601124 Issue 05a 16 July 2009 Management and Troubleshooting Testing Your Phone 9 3 Troubleshooting Chart Phone does not activate when connected for the first time Unless your system administrator has already initialized your phone you may experience a delay of several minutes before it becomes operational Upon plug in your phone immediately begins downloading its operational software IP address and any special features programmed by your system administrator from the server to which it is connected Report any delay of more than 10 minutes to your system administrator Phone does not activate after a power interruption Allow a few minutes for re initialization after unplugging powering down the phone server problems or other power interruption causes Display shows an error informational message Most messages involve server phone interaction If
28. You do not normally need to view this information however your system administrator may ask you to report certain values from any of the status screens in the event of problems The status screen data can be viewed but cannot be changed from your phone To view IP settings 1 2 3 Press W OPTIONS and then press gt View IP Settings There are two pages of display Press WM and M and select from e IP Address Settings IP Internet Protocol address information identifies certain components and connections The IP address information includes the location address of your phone on the IP Office unit the location and port connection of the IP Office itself the call routing and mask addresses and the identification of the File Server with which your phone interacts Although technical in nature having this information available and knowing how to get to it can assist your system administrator in tracking questions about or problems with phone functions or connections e Quality of Service QoS Information QoS refers to a number of mechanisms used to improve audio quality over the network e Phone Interface Your phone interfaces with several system hardware devices and software This screen provides information about three of the main interfaces e Miscellaneous Information The miscellaneous status screens provide additional information about your phone and its connections To return to the first View IP Settings screen
29. ail e Message You can leave a message directly in a mailbox you specify e Greeting You can listen to change or delete your greeting message e Password You can change your voicemail password e Email You can view or change your email alert status e lt Group gt You can have direct access to voicemails for any group you are a member of if you are the Group Mailbox Administrator Note e The email option is only available if VoiceMail Pro is installed and Voicemail Email has been configured for you 4610 5610 Phone Page 34 IP Office 15 601124 Issue 05a 16 July 2009 Using Visual Voice Overview of Visual Voice 5 2 Listen to Voicemails To listen to your Voicemails or your Group Voicemails 1 2 Press Z Voice Press L Listen for your messages or gt lt group name gt for your hunt group messages for example Sales 25 When prompted key in the password If your extension has been configured as a trusted source the password will not be required Note If you do not have the required password contact your administrator You will be presented with the following message categories for your Messages New 5 e Old 7 e Saved 13 Note The total number of messages in each category is displayed in brackets Use the feature key to select the category for example T New The first message in the selected category will play and the following message handling feature key options are displaye
30. and or use can be a criminal as well as a civil offense under the applicable law Third Party Components Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements Third Party Components which may contain terms that expand or limit rights to use certain portions of the Product Third Party Terms Information identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya s web site at http support avaya com ThirdPartyLicense Avaya Fraud Intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support call Technical Service Center Toll Fraud Intervention Hotline at 1 800 643 2353 for the United States and Canada Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to securityalerts avaya com For additional support telephone numbers see the Avaya Support web site http www avaya com support Trademarks Avaya and the Avaya logo are registered trademarks of Avaya Inc in the United States of America and other jurisdictions Unless otherwise provided in this document marks identified by TM and SM are registered marks trademarks and service marks respectively of Avaya Inc All other trademarks are the property of their respective owners Documentation information For the most current versions o
31. ble group membership H Held Call Shows the number of held calls See HOLD 19 N Do Not Disturb On See Do Not Disturb 53 gt NoUser No User The extension is not currently logged on see No User 12 gt O Out of Hours This is displayed if one or more Hunt Groups is in Out of Hours mode P Parked Calls Shows the number of parked calls T Twinned The phone is being used as the twin of another phone DISC Disconnected To end the call press o SPEAKER or replace the handset CONN Connected You are on a call CONF CONFERENCE Call You are part of a conference call displayed on the left hand side of the display See Conference Calls 21 HELD HELD You have been put on hold by the connected party SSSS Suppressed Code When an account code is entered the number you enter is displayed as ssss for security purposes 4610 5610 Phone Page 12 IP Office 15 601124 Issue 05a 16 July 2009 Chapter 2 Basic Call Handling Features 4610 5610 Phone Page 13 IP Office 15 601124 Issue 05a 16 July 2009 2 Basic Call Handling Features 2 1 Answering a Call When a call arrives at your phone you may hear a ringing tone and a blinking bell icon A icon appears against the associated call appearance key To answer calls at your own extension Do one of the following e If you are not active on another call answer the call using your handset headset or speakerphone See Speakerphone 17 e Ifyou are active on a call already p
32. cates that it is the currently connected call The caller s phone number if available is also shown To put the call on hold press the adjacent EZ J An H is displayed e OnHOLD A ws symbol next to a call appearance key indicates a call on hold To take the call off hold and put any other current call on hold press the adjacent gt e Function Active The feature is highlighted on the display 1 3 System Features System Features can only be set against soft function keys by your system administrator However your system administrator may allocate you two self administrator features that will enable you to add System Features to your soft function keys Refer to Overview of the Function Keys 46 for details of the System Feature that can only be allocated to you by your system administrator In addition there are a number of System Features that you can always access yourself by the use of short codes Refer to System Features Introduction 52 gt for details of System Features that you can always access yourself by dialling short codes For example to listen to your voicemail messages dial 17 4610 5610 Phone Page 10 IP Office 15 601124 Issue 05a 16 July 2009 The Telephone System Features 1 4 Logging On Your administrator has created your initial configuration so that you will be automatically logged on to your home extension However you may be required to log in for the following reasons e Forced login if
33. cense within the scope of the license types described below The applicable number of licenses and units of capacity for which the license is granted will be one 1 unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User Designated Processor means a single stand alone computing device Server means a Designated Processor that hosts a software application to be accessed by multiple users Software means the computer programs in object code originally licensed by Avaya and ultimately utilized by End User whether as stand alone Products or pre installed on Hardware Hardware means the standard hardware Products originally sold by Avaya and ultimately utilized by End User License Type s Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other specific designation or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose Copyright Except where expressly stated otherwise the Product is protected by copyright and other laws respecting proprietary rights Unauthorized reproduction transfer
34. change the Display Call Timers status 1 Press Y OPTIONS and then press gt Application Options 2 Press M and then press gt Display Call Timers It will toggle between Yes and No 3 Press Save To restore the previous setting without changing it press lt _ gt Cancel 6 9 Message Display Rate When the IP Office sends messages to your phone that are longer than the display area the first part of the message is presented for a specific time interval The second part of the message is then displayed for a specific time interval The Message Display Rate can be either Fast display interval is 2 seconds or Slow default display interval is 3 seconds To change Message Display Rate 1 Press Y OPTIONS and then press Application Options 2 Press B and then press Message Display Rate It will toggle between Fast and Slow 3 Press gt Save To restore the previous setting without changing it press lt _ gt Cancel 6 10 Visual Alerting When this option is set to No the default ringing is the only notification of an incoming call When set to Yes your phone rings and your voice message indicator light flashes to alert you to an incoming call To change Visual Alerting 1 Press Td OPTI ONS and then press gt Application Options 2 Press M and then press gt Visual Alerting and toggle between Yes and No 3 Press lt Save To restore the previous setting without changing it press lt _ gt Cancel 4610
35. d Next Plays next message lt lt rewinds current message by 5 sec gt gt fast forwards current message by 5 sec Pause pauses the current message resumes playing Delete Delete the current message Save Change the current message s category to saved Previous Plays previous message Copy Copy the message to another mailbox or mailboxes If selecting more than one mailbox the entries must be separated with a To add a covering message to the copied voicemail 1 2 3 4 5 6 Press L Copy and add the recipients The feature keys change to the copy options Press L Pre Rec Record your message Press L Stop Press gt Listen to check your message You can change the message by selecting Pre Rec again Press gt Send Note Depending on the number of feature keys available you may need to use the scrolling facility to see all of the options 4610 5610 Phone Page 35 IP Office 15 601124 Issue 05a 16 July 2009 5 3 Send a Voicemail To send a message to another person or Group 1 Press lt gt Voice 2 Press _ Message and dial the extension of the person or Group 3 Press T Message again The soft key Record is displayed 4 Press L Record The Stop soft key is displayed 5 Record your message and when finished press gt Stop After recording your message the following soft key options are displayed e Record Re record your message e Listen Listen to the message y
36. d by your phone system e Two Call Appearance keys are required for the conference feature To add another party to a call 1 With a call in progress press CEC CONFERENCE The existing call is put on hold 2 Dial the number of the person you want to add to the call 3 Wait for an answer If the called party does not answer or does not want to join the conference press DROP To return to the held call press I adjacent to the held call To add the person to the call press CCC CONFERENCE again Repeat steps 1 through 4 for additional conference connections To see the details of the different callers in the conference press Ml and E Prev Next Notes e To leave the conference hang up e To display and then select which participants to drop from the conference us Prev Next as above then press DROP 4610 5610 Phone Page 21 IP Office 15 601124 Issue 05a 16 July 2009 Chapter 3 Using Speed Dials 4610 5610 Phone Page 23 IP Office 15 601124 Issue 05a 16 July 2009 3 Using Speed Dials 3 1 Overview of Speed Dials The phone can store up to 48 personal speed dials Press lt _ SpDial to display a screen similar to the following e The speed dials are sorted alphabetically e To dial a speed dial number stored press gt or 1 adjacent to a name e The symbol indicates that there are more pages To move between pages press W or To add a new speed dial press _ Add See
37. e Page 53 IP Office 15 601124 Issue 05a 16 July 2009 8 6 Parking Calls You can park one or more calls allowing you to make and receive other calls You can also arrange for the parked call to be retrieved by another extension The system only allows calls to be parked for a short while before reconnecting them to the user who parked the call the default setting is 5 minutes Once the set time is reached the parked call will ring back if your extension is idle Note e To park a call using the short codes the call must first be put on Hold 19 gt To park a call to be picked up by any extension e Dial 37 N Where N is the slot id you have assigned Inform your colleagues of the parked call and the slot id you have assigned To Un park a call from another extension e Dial 38 N Where N is the assigned slot id To Park a call to your local extension e Dial 37 When you park a call to your local extension it is automatically given a slot id number based on your extension number followed by 0 If you park another call it is given your extension number followed by 1 and so on up to 9 For example if your extension is 201 the first parked call will be given the slot id 2010 To Un park a call on your local extension e Dial 38 If you have more than one call parked the call parked first will be the first call to be unparked Note e Feature keys can be setup to park and un park calls If required contact your ad
38. e phone system To change the language 1 Press OPTIONS Press M and then press L gt Select display language A menu listing the available languages appears 3 To search for the language required press Ml or Br You are asked in the original language Are you sure with the same message in the new language below 4 Do one of the following e To return to the options menu without saving any changes press _ Return e To save the settings and return to the options menu press 2 2 Yes which is displayed in both the original and the selected language 6 6 Phone Screen on Answer This action controls the phone screen display when the phone is answered When the Phone Screen on Answer option is set to Yes the phone screen appears in the display area when you answer a call regardless of the screen you were working with at that time You will lose any unsaved work in progress on that screen for example labeling a Speed Dial button except for the Web Access application which remembers the current web screen When the Phone Screen on Answer option is set to No the default setting answering an incoming call has no impact on the application screen displayed although the top display line will provide an appropriate message To change Phone Screen on Answer 1 Press Y OPTIONS and then press gt Application Options 2 Press L_ gt Phone Screen on Answer It will toggle between Yes and No 3 Press gt
39. e programming other functions press gt Cont 9 If the display slot already has a programmed function the display shows FEATURE ON BUTTON Press Mi or Br until Repla Keep and Delet are shown along the right hand edge of the display To replace that existing function with the one just programmed press Repla lt The display shows BUTTON PROGRAMMED as above To keep the existing function and forget the function just programmed press Keep T To delete the existing function and forget the function just programmed press Delete 4610 5610 Phone Page 49 IP Office 15 601124 Issue 05a 16 July 2009 7 4 Longhand Programming Mode Press Admin or Admin 1 To switch to longhand programming mode press Expl 2 1 2 3 Press Next gt until the function required is shown then press Selct 0 4 If the function requires some data to be entered is shown at the bottom of the display Enter the data using the normal phone keypad The upper part of the display reverts to showing the functions currently assigned to each L gt and E ch To move between the pages of display keys press and Mr 7 To select the display key against which to program the new function press gt or 1 Caution Do not select the slot used for the Admin function Replacing this function will lock the phone for further programming until reset through the phone system 8 If the display slot is not already used the display shows BUTTON
40. eleted from your voicemail mailbox e lt _JALERT An email alert is sent when there is a new voicemail When you have made you selection press Done 4610 5610 Phone Page 38 IP Office 15 601124 Issue 05a 16 July 2009 Chapter 6 Changing Options 4610 5610 Phone Page 39 IP Office 15 601124 Issue 05a 16 July 2009 6 Changing Options 6 1 Personal Ringing The IP Office uses distinctive ringing for different types of calls A repeated single ring for internal calls A repeated double ring for external calls A single ring followed by two short rings for ringback calls These options are fixed by the IP Office You can personalize your phone s ringer sound so that you can recognize it from other ringing phones To select a personal ring 1 2 Press e OPTIONS Press B and then press lt _ gt Personal Ringing A menu with the current ring pattern appears This alters the tone and style of ringing used by the phone the ring pattern is still controlled by IP Office according to the call type To select a ringing pattern press Pattern 1 to 8 The selected ringing pattern is heard When you have selected a ringing pattern press gt Save You will hear a confirmation tone and be returned to the options menu If you want to return to the options menu without changing the ring pattern press lt _ gt Cancel 6 2 Viewing IP Settings Views of phone and system information are available from the IP settings screen
41. eting 5 Press E PHONE EXIT to return to the main display 5 6 Changing Your Mailbox Password Note e When changing your mailbox password it is advisable not to use sequential numbers 1234 6789 8765 etc or existing extension numbers To change your Mailbox password 1 Press T Voice 2 Press lt _ Password 3 When prompted key in your new password minimum of 4 digits and press lt _ Done The display will exit to the main display if the change was accepted Otherwise you will be prompted to try again 4610 5610 Phone Page 37 IP Office 15 601124 Issue 05a 16 July 2009 5 7 Email Alerts The Email option is displayed if You have Voicemail pro installed and Voicemail Email has been configured for you To view or change the current email alert status 1 2 Press Z Voice Press Z Email You will be prompted for your current voicemail password The current voicemail email alert status is shown along with Change and Done soft keys Select either lt _ Done To exit leaving the current alert status active d Change To change the status Note The Z Change soft key will toggle through the alert status beginning with the current status Chose one of the following status e lt _JOFF No email alerts are sent e lt _ICOPY An email alert is sent with a copy of the voicemail attached e lt _IFWD An email alert is sent with a copy of the voicemail attached The original voicemail is d
42. f documentation go to the Avaya Support web site http www avaya com support or the IP Office Knowledge Base http marketingtools avaya com knowledgebase Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your contact center The support telephone number is 1 800 628 2888 in the United States For additional support telephone numbers see the Avaya Web site http www avaya com support 4610 5610 Phone Page 2 IP Office 15 601124 Issue 05a 16 July 2009 Contents 6 7 Phone Screen on Calling cccccccccccccnocoonncnnnnnos 43 Co ntents 6 8 Display Call Times 43 6 9 Message Display Rate ccooocccccccnnconocconncccncanoncnonanoss 43 1 The Telephone 6 10 Visual Alerting Ara 43 1 1 Call Appearance KeyS cccccoooococcccccconcncccnnnnnnononnnnnnnnnnnnns 9 1 2 Call Appearance Key ICONS ocoooccococcnoccccononcncnrnnnanannos 10 7 Function Keys 1 3 System Feature ici 10 7 1 Overview of the Function KeyS ooooccoccccccccococcccccnnccnnnnns 46 tA LOGO IAG Oi id 11 7 2 Function Key Programming ccccccccssseceesseeeeeeeeeeaees 47 E gt LON Onde 11 7 3 Shorthand Programming MoOd ccccccccccccoccccncnnncnnccco 49 b 6 NO USEr aan nen 12 7 4 Longhand Programming MOde cccceeesseeeeeeees 50 1 7 The DIS play ca ae 12 8 System Features 2 Basic Call Handling Features A 52 2 1 Answering a Call oonnccccccccccnncncnccco
43. handset and talk To change from the handset to the speakerphone 1 Press c SPEAKER The LED beside the button illuminates 2 Hang up the handset To end a speakerphone call e Press rf SPEAKER again The LED beside the button goes out 4610 5610 Phone Page 17 IP Office 15 601124 Issue 05a 16 July 2009 2 6 Speed Dial The Speed Dial feature allows you to have the phone automatically dial calls to phone numbers stored in your personal directory See Dialling a Speed Dial Number 25 To make a call to a personal directory entry using the Speed Dial feature 1 From the Home screen press gt SpDial The Speed Dial screen is displayed 2 Press the button next to the entry you want to call 3 Ifthe entry you want is not displayed press and E to search through the entries or key the first letter of the required name to jump to the page with a matching entry The phone dials the number for you 2 Redial The Redial feature automatically redials a previously dialed extension or outside number up to 24 digits If you have dialed the same number twice in succession it will only have one appearance in the redial list To redial a previously dialed number e Press ie REDIAL up to three numbers are shown Press the Ea adjacent to the required number To redial the last dialed number e Press ieee REDIAL twice To change REDIAL 1 Press Y OPTIONS and then press gt Application Options 2 Press gt REDI
44. l e Press DROP To manually make a call Press 4 HEADSET e Dial the number Remember to include the required access code for example 9 for an outside line and listen to the progress of the call To automatically make a call e Press 4 HEADSET Then do any of the following e To have the phone dial the last number that you dialed press ie REDIAL and then press gt e Access the Call Log and initiate a call to a specific entry e Access the Speed Dial List in your personal directory and initiate a call to a specific entry See Dialling a Speed Dial Number 25 gt When the call is answered speak to the called party 4610 5610 Phone Page 16 IP Office 15 601124 Issue 05a 16 July 2009 Basic Call Handling Features Headset Working 2 5 Speakerphone The built in two way speakerphone allows you to make and answer calls without lifting your handset Speakerphones may not operate satisfactorily in every environment such as in noisy locations Note that while the speakerphone is in use the handset is muted To make or answer a call without lifting the handset or to use the speakerphone with any feature 1 Press E SPEAKER The LED beside the button illuminates 2 Make or answer the call or access the selected feature 3 Adjust the speakerphone volume if necessary To change the volume press ik and F The display shows the eight volume levels To change from the speakerphone to the handset e Pick up the
45. lace the active call on hold see Hold 19 and then answer the incoming call by selecting the associated call appearance key e If the call appearance for the ringing call is not displayed on the current screen page press Y PHONE EXIT to return to the first page of the Home screen When you locate the call appearance for the ringing call press the corresponding call appearance button To answer a call at another extension You can answer from your own phone by using Call Pick Up lift your handset and dial e 30 to answer a call ringing anywhere e 31 to answer a call within your group e 32 201 to answer the call for a particular extension in this example 201 The default ring cadences are e Internal calls single ring cadence e External calls double ring cadence Notes e If your phone rings for any longer than a specified period 15 seconds in default any re direction feature that you have activated such as voicemail or call forwarding will come into effect e To redirect an incoming call press C DROP to redirect the call to Forward On No Answer if set or voicemail if available 4610 5610 Phone Page 14 IP Office 15 601124 Issue 05a 16 July 2009 Basic Call Handling Features Answering a Call 2 2 Making a Call You can make calls from the phone using a variety of methods as follows To manually make a call 1 Dial the required number on the key pad Remember to include the required access code
46. ministrator 8 7 Private Call The Private Call feature is used to prevent any intrusions during the call Private call can be activated either before or during a call and will set the phone status to cannot be intruded until you switch the Private Call feature off If you place a call to an extension with Private Call on you will hear the Number Unobtainable tone Note e Private call is not a default feature If you require this option contact your administrator 8 8 Ring Back If your system administrator has allocated you the Ring Back When Free feature you can 1 When you call an extension that does not answer or is busy press gt RBak to set a callback on that extension 2 When the extension you called becomes free your phone will ring a burst of three rings Lift the handset and the extension is called automatically 3 Lift the handset and the extension is called automatically 4610 5610 Phone Page 54 IP Office 15 601124 Issue 05a 16 July 2009 System Features Ring Back 8 9 Voicemail You can enable voicemail to allow callers to leave messages when you are out of the office away from your desk or engaged on another phone call Voicemail messages can be retrieved internally or externally via any phone Your voicemail may be set up to deliver your messages by calling you whenever you hang up this feature is known as Voicemail Ringback Note e Not all systems support voicemail or have voicemail installed
47. n pages press and Me Note e Only outgoing calls made using the dial pad or a SpDial entry are logged To display full details of a log entry press I or E adjacent to a log entry Each individual log entry includes details similar to the following Extn290 290 umber 0 170 736 441 6 Time Date 10 30 1 2 05 AddToaSO0 Call ST Delete Return e The number of the called or calling party e The time of the call e The date of the call e The duration of the call for outgoing and answered calls not shown above for missed calls Apart from using the call logs for information you can turn a call log entry into a speed dial for future calls You can also delete individual log entries or the all entries in a particular log Caution e Call log entries are lost whenever the phone system or the individual phone are reset 4610 5610 Phone Page 30 IP Office 15 601124 Issue 05a 16 July 2009 Using the Call Log Overview of the Call Log 4 2 Accessing the Call Logs To access the call logs l 2 Press T Log The call log always opens in the lt _ Missed calls log Extn290 290 INDex 416 70 736 4416 16 24 KSmith fO 555 4400 10 16 Acme o0 555 4343 006 e Missed The log of calls that rang your extension but were not answered This includes calls that were diverted to voicemail or another number after ringing your extension To select the log required type press either e InAns The log of incoming
48. nformation from the log entry Edit the details if required see Adding a New Speed Dial 26 gt Press lt _ Save or gt Cancel You will be returned to the speed dial selection menu 4 6 Deleting an Individual Log Entry To delete an individual log entry 1 2 3 4 Press _ Log Locate the log entry in which you are interested from gt Missed gt InAns or gt Outgo Press the key adjacent to it Press gt Delete twice To return to the call log without deleting the log entry press lt _ gt Cancel 4 7 Deleting All Entries from a Log To delete all entries from a log 1 2 3 4 Press lt gt Log To select the log press _ Missed 7 InAns or 7 Outgo Press _ gt DeleteAll To delete the log entries select _ Delete To return to the call log without deleting the log entries press gt Cancel 4 8 Exiting the Call Logs Press a PHONE EXIT 4610 5610 Phone IP Office Page 32 15 601124 Issue 05a 16 July 2009 Chapter 5 Using Visual Voice 4610 5610 Phone Page 33 IP Office 15 601124 Issue 05a 16 July 2009 5 Using Visual Voice 5 1 Overview of Visual Voice Visual Voice gives you access to your mailbox using softkeys and by using the associated feature keys a more user friendly option control Visual Voice is accessed by pressing Voice and then selecting from the displayed options e Listen You can have direct access to your voicem
49. oicemail or call forwarding number To use Follow Me Here from another extension In this case N is your home extension e Dial 12 N from the extension you are temporarily using e Dial 13 NX to re direct the calls back to your own extension before you return to it To use Follow Me To from your home extension In this case N is the extension to which you want your calls diverted e Dial 14 N from your own extension e Dial 14 to cancel either feature from your own extension Notes e If you use the option Cancel All Forwarding your Follow Me will also be cancelled e Follow Me does not apply to the following call types Voicemail Callback Automatic Call Back HOLD or Park return 8 5 Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list e To switch Do Not Disturb on off with or without exceptions dial 08 An N is displayed To switch it off dial 09 e To add a number to the exception list dial 10 NX e To delete a number from the exception list dial 11 N Note e Your callers other than your exceptions either hear busy tone or are re directed to your voicemail e The only call that will ignore the Do Not Disturb rule will be one where you were the original caller then performed an unsupervised transfer to another extension If that extension does not answer the call will be re directed to you as the originator 4610 5610 Phon
50. oonnnnncccnnononnnnnnss 14 26 2 Galll Wade lao 52 22 MAKING a Callosa una 15 38 3 Cal Forwarding ann 52 2 3 Cleaning a Galliae ren N 15 84 Divenng Calls 53 2A Headset WOLKIG u a 16 8 5 Do Not DISD us cece cdc ce ee 53 2 Speakerphones araa a R 17 860PFakno Cals erai se ae 54 2 6 Speed Dial sus seine a 18 Gil Private Cal cenia 54 ZT Redial oe 18 8 8 RNO Back 2 nee 54 ZSME A A beine A ee a ee a 55 2o Rod aiaa en be 19 8 10 Default Feature COdU6S oocccccccccconnccnccccconncnnnnoconanonoss 56 A 20 2 A COMER ENC CS an ren 21 9 Management and Troubleshooting IE OVENVICW atico 58 3 Using Speed Dials 92 Testing Your PONS ee 58 3 1 Overview of Speed Dials coccocncccccconcncccconcncccoonons 24 9 3 Troubleshooting Chart oonccccoconnncccccncnncccnnnnnoconcnnnonons 59 3 2 Dialling a Speed Dial Number cccccccocccccnnccccccncnnnnccss 25 INDEX a ale 61 3 3 Adding a Speed Dial from the Call Log 25 3 4 Editing a Speed Dial rsdn a 25 3 5 Deleting a Speed Dial cccccooooccnncccccnnnncccnnonoonncnnnnnoss 25 3 6 Adding a New Speed Dial ooooccccccncccccccccnnonccnnnnnns 26 4 Using the Call Log 4 1 Overview of the Call LOJ oooocccccnccccconcnnnnccnnnos 30 4 2 Accessing the Call LOgQS ocooooncccnncccoconcncccncnano 31 4 3 Displaying an Individual Log Entry oocccooocnon 31 4 4 Making a Call from an Individual Log entry
51. ou just recorded e Others Add other recipients each entry separated by a Then press 7 Done e Submit Submit send the message When you have submitted your message press a PHONE EXIT to return to the main display 5 4 Voicemail Transfer You can transfer a call to another user s mailbox To transfer the call to another mailbox 1 Press lt Voice 2 Key in the user s extension number 3 Press gt Vmail Transfer The call will be transferred directly to the users mailbox the extension is not alerted 4610 5610 Phone Page 36 IP Office 15 601124 Issue 05a 16 July 2009 Using Visual Voice Voicemail Transfer 5 5 Changing Your Greeting You can listen to change and save your current greeting Note e Visual Voice only modifies your Personal Greeting for All Calls To change your mailbox greeting 1 Press T Voice 2 Press lt _ Greeting The following options are then displayed on the soft keys e Record starts recording Listen to hear your current greeting e Submit saves the new greeting e Delete deletes your current greeting To listen to your current Greeting 1 Press Z Listen To Record a new Greeting 1 Press E Record The Stop soft key is then displayed Record your Greeting and then press Stop Press _ Listen to hear the message you have just recorded re record if you are not satisfied with the Greeting 2 3 4 Press L_ gt Submit to save the new Gre
52. r to the right of the incorrect character and then use L gt Backspace to delete it or to delete the last character entered press L gt Backspace 4 As you enter Name characters you can use a number of other controls e gt Case Change the case of the current character between upper and lower case e Moves the cursor right one character e Moves the cursor left one character e gt Clear Delete the whole name e 12 Backspace Delete the character to the left of the cursor gt Symbol provides access to the following symbols Period Comma Hyphen Space inserts a Space between characters Slash or Apostrophe e ZT Save Save the speed dial changes e gt Cancel Return back to the speed dial directory without making any changes When the Name has been entered press lt _ Done The Number menu is displayed Enter the required number including any external line access digit for example Extn290 290 Backspace Clear symbol Cancel e If you make a mistake use to move the cursor to the right of the incorrect number and then use L gt Backspace to delete it or press gt Backspace to delete the last number entered 4610 5610 Phone Page 26 IP Office 15 601124 Issue 05a 16 July 2009 Using Speed Dials Adding a New Speed Dial 7 As you enter Number characters you can use other controls e Moves the cursor right one character e Moves the cursor left one character L Clear Delete the whole
53. speed dial using the same methods as for adding a new speed dial See Adding a New Speed Dial 26 JE E PA O To return to the speed dial list press gt Save 3 5 Deleting a Speed Dial To delete a speed dial 1 Press gt SpDial and then press gt Delete Select the speed dial entry you want to delete To display different pages of speed dials press WM and Br 2 3 Press Delete again or to exit without deleting press lt _ gt Cancel 4 Select another entry to delete or to return to the speed dial list press E PHONE EXIT 4610 5610 Phone Page 25 IP Office 15 601124 Issue 05a 16 July 2009 3 6 Adding a New Speed Dial To add a new speed dial 1 Press gt SpDial and then press lt _ gt Add Ifa message stating that the speed dial list is full appears you must first delete an existing entry before adding a new entry See Deleting a Speed Dial 25 gt Extn290 290 The cursor a symbol is initially in the empty name field 3 Begin entering text using the phone keypad Each key is marked with the letters it provides You may have to press the key more than once depending on the character you require Extn290 290 e For example the key 2 is also marked as A B and C To enter a C press 2 until C is displayed e To enter the next character from the same key e g a press to move the cursor right and then enter the character or simply press another key e If you make a mistake use to move the curso
54. to another phone CCC CONFERENCE Sets up conference calls with more than one other person DROP Drops the current call or if on a conference call drops the last person to join the conference H REDIAL Redials the last number dialed or displays the last 6 numbers dialed from the phone depending on configuration via the Options menu 7 Numeric dialling Pad Standard 12 button pad for dialling phone numbers 8 a Volume Controls Adjusts the handset speaker headset or ringer volume depending on which item is in use As you increase or decrease the volume the top display area provides either a speaker headset handset or ringer icon to indicate for which item you are adjusting volume followed by a visual volume meter showing the volume level These buttons also control the volume of the key click sounds made when you press fixed buttons on the phone such as the dial pad or soft keys 9 MUTE 4610 5610 Phone Page 7 IP Office 15 601124 Issue 05a 16 July 2009 Turns off the active speaker handset or headset microphone to prevent the other person from hearing you The associated LED lights steadily when the handset or headset is muted 10 amp HEADSET With a headset connected changes audio control from the handset or speaker to the headset The associated LED lights steadily when the headset is active 11 Headset J ack Located on the side of the phone and provides a port for connecting a headset 12 X SPEAK
55. tor SPEED DIAL APPLICATION You cannot dial out using any Speed Dial entries Dial button Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is available to make your call You cannot add an entry to the Speed Dial list You have 100 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry CALL LOG APPLICATION You cannot dial out after selecting a call log entry Check that all call appearances incoming outgoing lines are not already in use If all lines are in use wait until a line is available to make your call You cannot add an entry to the Speed Dial list You have 100 Speed Dial entries the maximum allowed You must delete at least one entry before adding a new entry Dialling from this application does not go through Your administrator must administer settings for the Enhanced dialling feature beyond the defaults 4610 5610 Phone Page 59 IP Office 15 601124 Issue 05a 16 July 2009 Index A answering calls 14 B bridged appearance 9 C call appearance keys 9 10 call coverage appearance 9 call log accessing 31 deleting 32 displaying 31 overview 30 speed dial 25 troubleshooting 59 calls answering 14 clearing 15 conference 20 21 56 diverting 53 forwarding 52 56 hold 19 making 16 31 54 mute 19 parking calls 54 private call 54 redial 18 transfer 20 voicemail 55
56. y supported on the IP Office whereas the 4610 is supported on a range of Avaya phone systems The diagram below shows the main phone features 10 8 7 1 Display Call Appearance and Feature Buttons The Call Appearance keys allow you to handle multiple calls with the display showing call information There are 4 pages in the display giving up to 24 system features that can be allocated to the function keys The information displayed varies according to the active feature 2 Message Waiting Lamp Used as follows e On Continuous There are new messages in your voicemail mailbox or in another mailbox for which you have been configured to receive Message Waiting Indication e Flashing The lamp can also be set to flash when the phone receives a call See Visual Alerting 43 gt 3 gt Softkeys Used to navigate to or initiate certain features such as Speed Dial or Call Log as well as control certain actions within the features These keys correspond to the text prompts in the display screen immediately above them 4 Me Page Right Left Shifts from one page to another in the same application when the display presents the paging indicator HI These buttons have no effect when the paging indicator is not displayed 5 Options Displays the Options main screen from which display and application settings can be updated 6 Call Handling Buttons HOLD Red button used to place a call on hold TRANSFER Transfers a call
57. your configuration does not allow automatic login to your home extension e To use an extension other than your own hot desking e If you or somebody else has logged you out of your extension Note e When hot desking any short codes you have setup on your home extension will be passed to the extension you have logged on to e Certain information such as speed dials and call log are telephone model dependent and will not be passed to the new extension e You will be able to hot desk to extensions on remote sites only if the Small Community Advanced Networking License is installed on that system To login to your home extension forced login enter 35 P where P is your login code To login at another extension hot desking enter 35 N P where N is your home extension number and P is your login code Note e Your login code if configured will be supplied by your Administrator e You have 4 attempts at logging on If you fail to logon correctly the message Invalid will be shown on the main display and you will hear the busy tone If you fail all 4 attempts to log on you must wait 90 seconds before any login will be accepted whether correct or not 1 5 Logging Off If you have been allocated a login code you can log your phone off to prevent unauthorized use during an absence or for privacy purposes If you are logging off from another extension the system will log you back in at your home extension unless
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