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Avaya 1408 and 1416 Telephones - connected to Integral 5 - User Guide

16-603588Issue 1 May 2010

Notice

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.

Note

Using a cell, mobile, or GSM phone, or a two-wayradio in close proximity to an Avaya IP telephone might cause interference.

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.

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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 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-alonecomputing 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-aloneproducts orpre-installedon

Hardware. “Hardware” means the standard hardware originally sold by Avaya and ultimately utilized by End User.

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) 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.

Shrinkwrap License (SR). With respect to Software that contains elements provided by third party suppliers, End User may install and use the Software in accordance with the terms and conditions of the applicable license agreements, such as “shrinkwrap” or “clickwrap” license accompanying or applicable to the Software (“Shrinkwrap License”). The text of the Shrinkwrap License will be available from Avaya upon End User’s request (see “Third-partyComponents” for more information).

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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), 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://www.avaya.com/support/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 +1-800-643-2353for the United States and Canada. For additional support telephone numbers, see the Avaya Support Web site:http://www.avaya.com/support/. Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to: securityalerts@avaya.com.

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All other trademarks are the property of their respective owners.

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Downloading documents

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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 1-800-242-2121in the United States. For additional support telephone numbers, see the Avaya Web site:http://www.avaya.com/ support

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Contents

 

Chapter 1: Introduction.............................................................................................................

9

Introduction to the 1400 Series Digital Deskphones.........................................................................................

9

Overview of phone buttons and features..........................................................................................................

9

About LEDs.....................................................................................................................................................

12

About this manual...........................................................................................................................................

13

Chapter 2: Making calls..........................................................................................................

15

Introduction to making calls.............................................................................................................................

15

Calling an internal call number........................................................................................................................

15

Calling an external call number.......................................................................................................................

15

Calling with a destination key..........................................................................................................................

16

Calling a person from the call log....................................................................................................................

16

Calling a person from the phone book entry...................................................................................................

17

Calling partners...............................................................................................................................................

17

Calling using the speakerphone......................................................................................................................

17

Requesting automatic callback.......................................................................................................................

18

Redialing.........................................................................................................................................................

18

Requesting automatic redialing.......................................................................................................................

19

Joining another call (cut-in)*............................................................................................................................

19

Presenting yourself with specified call numbers *...........................................................................................

20

Making an announcement...............................................................................................................................

20

Making an individual announcement...............................................................................................................

21

Replying to an announcement........................................................................................................................

21

Calling anonymous..........................................................................................................................................

21

Chapter 3: Handling calls.......................................................................................................

23

Introduction to handling calls...........................................................................................................................

23

Answering a call..............................................................................................................................................

23

Answering a call ringing at another phone (pick-up).......................................................................................

23

Answering a call for a partner.........................................................................................................................

24

Forwarding calls to forwarding stations...........................................................................................................

24

Putting a call on hold.......................................................................................................................................

24

Muting a call....................................................................................................................................................

25

Referring back during a call (consultation call)...............................................................................................

25

Switching between two calls (brokering).........................................................................................................

25

Transferring a call............................................................................................................................................

26

Answering an additional call (second call)......................................................................................................

26

Chapter 4: Call diversion........................................................................................................

27

Introduction call diversion................................................................................................................................

27

Diverting calls for your telephone....................................................................................................................

27

Diverting calls to your telephone.....................................................................................................................

28

Diverting calls for another telephone*.............................................................................................................

29

Signaling calls on two telephones (twinning)..................................................................................................

30

Diverting bundles*...........................................................................................................................................

31

Chapter 5: Three-partyconference call.................................................................................

33

Introduction to three-party conference calls....................................................................................................

33

Making a conference call................................................................................................................................

33

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Expanding conference with another participant..............................................................................................

33

Connecting conference participants with each other......................................................................................

34

Ending the conference call..............................................................................................................................

34

Chapter 6: Conference bridge................................................................................................

35

Introduction conference bridge........................................................................................................................

35

Dialing into conference bridge.........................................................................................................................

35

Managing conference bridge calls..................................................................................................................

36

Reserving conference bridge (one-time appointment)....................................................................................

37

Reserving conference bridge (recurring appointment)....................................................................................

38

Reserving a conference bridge for others.......................................................................................................

39

Checking and deleting reservations................................................................................................................

39

Chapter 7: Managing the call log...........................................................................................

41

Call log............................................................................................................................................................

41

Symbols in the call log....................................................................................................................................

41

Viewing the call log..........................................................................................................................................

42

Removing entries from the call log..................................................................................................................

42

Deleting call log entries automatically.............................................................................................................

42

Adding an entry from the call log to the phone book.......................................................................................

43

Adding additional entries in the call log...........................................................................................................

44

Chapter 8: Managing the phone book...................................................................................

45

Introduction to the phone book........................................................................................................................

45

Creating a new entry in the phone book.........................................................................................................

45

Editing an entry in the phone book..................................................................................................................

46

Deleting an entry.............................................................................................................................................

47

Chapter 9: Messages...............................................................................................................

49

Introduction messages....................................................................................................................................

49

Viewing and deleting received text messages................................................................................................

49

Writing and sending own text messages.........................................................................................................

49

Sending a standard text..................................................................................................................................

50

Sending a text message for an internal caller.................................................................................................

50

Chapter 10: Mobile System Subscribers (Managed Mobility Access)................................

53

Introduction MMA............................................................................................................................................

53

Dialing into your system..................................................................................................................................

53

Dialing into your system using callback..........................................................................................................

54

Calling using your system...............................................................................................................................

54

Placing a call..........................................................................................................................................

54

Referring back........................................................................................................................................

55

Starting a conference call.......................................................................................................................

55

Ending a call...........................................................................................................................................

55

Modifying the twinning/call diversion number.........................................................................................

56

Deactivating call diversion / twinning......................................................................................................

56

Calling code dialing destinations.....................................................................................................................

56

Chapter 11: Using the Avaya Menu........................................................................................

59

Call charges....................................................................................................................................................

59

Introduction to call charges.....................................................................................................................

59

Viewing the charge display.....................................................................................................................

59

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Viewing charges for lines / subscribers..................................................................................................

60

Deleting call charges..............................................................................................................................

60

Locking the telephone.....................................................................................................................................

61

Telephone lock........................................................................................................................................

61

Changing the PIN...................................................................................................................................

61

Locking the telephone............................................................................................................................

61

Unlocking the telephone.........................................................................................................................

62

Managing appointments..................................................................................................................................

62

Appointments (reminders)......................................................................................................................

62

Entering an appointment for today.........................................................................................................

63

Entering a one-time appointment...........................................................................................................

63

Entering a recurring appointment...........................................................................................................

64

Acknowledging an appointment..............................................................................................................

64

Deleting an appointment.........................................................................................................................

65

Setting appointments for others..............................................................................................................

65

Chapter 12: Customizing your telephone.............................................................................

67

Setting parameters for your telephone............................................................................................................

67

Changing the acoustic signaling.............................................................................................................

67

Setting the ringing tone melody..............................................................................................................

68

Applying ring tone melodies...................................................................................................................

68

Setting the contrast.................................................................................................................................

69

Setting the language...............................................................................................................................

70

Adjusting the setting for handsfree operation.........................................................................................

70

Deactivating ringing tone temporarily (Do not disturb)....................................................................................

71

Activating night service...................................................................................................................................

71

Activating automatic handsfree after dialing...................................................................................................

72

Seizing exchange line automatically...............................................................................................................

73

Seizing external line automatically when going off-hook.................................................................................

73

Setting the number of redials..........................................................................................................................

74

Setting redial interval.......................................................................................................................................

75

Setting the number send to external subscribers............................................................................................

75

Accepting calls automatically (Handsfree answer back).................................................................................

76

Turning direct dialing on or off.........................................................................................................................

77

Deactivating second call.................................................................................................................................

77

Assigning code numbers *..............................................................................................................................

78

Extending call display......................................................................................................................................

79

Deactivating VIP call signaling (pager) *.........................................................................................................

79

Removing telephone from hunt groups...........................................................................................................

80

Removing telephone from general call............................................................................................................

80

Activating remote headset...............................................................................................................................

81

Function, destination, line and partner keys....................................................................................................

81

Introduction function keys.......................................................................................................................

81

Assigning functions to keys....................................................................................................................

82

Assigning destinations to keys...............................................................................................................

82

Assigning lines to keys...........................................................................................................................

83

Assigning partners to keys.....................................................................................................................

84

Deleting key assignments.......................................................................................................................

84

Conference bridge settings.............................................................................................................................

85

Set up conference bridge *.....................................................................................................................

85

Setup reservation permissions...............................................................................................................

85

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Changing access PIN.............................................................................................................................

86

Setup standard access *.........................................................................................................................

86

Changing standard PIN *........................................................................................................................

87

Managed Mobility Access settings..................................................................................................................

88

Introduction MMA settings......................................................................................................................

88

Adding dial-in authorized numbers *.......................................................................................................

88

Changing dial-in authorized numbers *..................................................................................................

89

Deleting dial-in authorized numbers *.....................................................................................................

90

Using call filter.................................................................................................................................................

91

Deleting entries from the call filter...................................................................................................................

92

Chapter 13: Settings for your telephone system..................................................................

93

Introduction.....................................................................................................................................................

93

Assigning operators for day service *..............................................................................................................

93

Assigning operators for night service *............................................................................................................

94

Assigning call forwarding destinations *..........................................................................................................

95

Setting second call barring *...........................................................................................................................

96

Setting date and time......................................................................................................................................

97

Setting customer password *..........................................................................................................................

97

Showing traffic statistics *................................................................................................................................

98

Chapter 14: Auxiliary devices................................................................................................

99

Button module DBM32....................................................................................................................................

99

Using a headset............................................................................................................................................

100

Chapter 15: Hotel functions..................................................................................................

103

Introduction...................................................................................................................................................

103

Layout of the hotel functions on the DBM32 button module *.......................................................................

104

Checking in *.................................................................................................................................................

105

Checking out *...............................................................................................................................................

105

Querying call charges *.................................................................................................................................

106

Listening to messages *................................................................................................................................

106

Messaging to guest: message at reception *................................................................................................

107

Setting direct dial to rooms *.........................................................................................................................

107

Setting guest-to-guest connection *..............................................................................................................

108

Determining the charge limit *.......................................................................................................................

108

Waking guests *............................................................................................................................................

109

Chapter 16: Menus.................................................................................................................

111

Menu overview...............................................................................................................................................

111

Appendix A: Remote features..............................................................................................

115

Changing call diversion remotely *................................................................................................................

115

Index.......................................................................................................................................

117

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