Avaya 16-603463 User Manual
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Avaya 1408 and 1416 Telephones - connected to Integral Enterprise - User Guide

16-603463Issue 1.09 January 2010

© 2009 Avaya Inc.

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 might be incorporated in future releases.

Note:

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

During a power surge, EFT or ESD, calls may be dropped. After a power surge, EFT or ESD, it is normal for the phone to restart.

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. Customer and/or 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 the Customer or End User.

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Warranty

Avaya Inc. 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 through the Avaya Support Web site: http://www.avaya.com/support

Licenses

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 WEB SITE http://www.avaya.com/support/LicenseInfo/ ("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 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 asstand-aloneProducts orpre-installedon Hardware. "Hardware" means the standard hardware Products, 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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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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Contact Avaya Support

Avaya Inc. 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

2 1408/1416 User Guide

January 2010

Contents

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

7

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

7

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

7

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

10

Icons in the telephone display........................................................................................................................

11

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

12

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

13

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

13

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

13

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

13

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

14

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

14

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

14

Calling a person from a central phone book entry *........................................................................................

15

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

15

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

16

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

16

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

17

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

19

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

19

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

19

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

19

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

20

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

20

Deactivating your telephone display..............................................................................................................

20

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

21

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

21

Turning second incoming call on or off............................................................................................................

22

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

22

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

23

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

23

Diverting calls..................................................................................................................................................

23

Automatic call diversion *................................................................................................................................

24

Defining automatic call diversion *..................................................................................................................

24

Diverting calls automatically *........................................................................................................................

25

Chapter 5: Follow-me..............................................................................................................

27

Introduction to follow-me *..............................................................................................................................

27

Preparing follow-me on your own telephone..................................................................................................

27

Activating follow-me on another telephone....................................................................................................

27

Switching off follow-me on your own telephone..............................................................................................

28

Switching off follow-meon another telephone................................................................................................

28

Chapter 6: Three-partyconference........................................................................................

29

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

29

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

29

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Contents

 

Talking with one participant in a conference call............................................................................................

29

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

30

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

30

Chapter 7: Multiple conference *............................................................................................

31

Introduction to multiple conference calls........................................................................................................

31

Adding a participant to a multiple conference call..........................................................................................

32

Adding a participant by referring back............................................................................................................

32

Adding a waiting participant to a multiple conference....................................................................................

33

Answering a call in a multiple conference......................................................................................................

33

Transferring a multiple conference call as controller......................................................................................

33

Ending the multiple conference call as controller............................................................................................

34

Referring back as passive participant on a multiple conference call..............................................................

34

Disconnecting from a multiple conference call as passive participant............................................................

35

Chapter 8: Managing the call log..........................................................................................

37

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

37

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

37

Removing an entry from the call log................................................................................................................

38

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

38

Chapter 9: Managing the phone book..................................................................................

39

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

39

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

39

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

40

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

40

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

41

Chapter 10: Voicemail System................................................................................................

43

Introduction to voicemail................................................................................................................................

43

Diverting calls to voicemail..............................................................................................................................

43

Managing voice messages *..........................................................................................................................

43

Deleting all messages....................................................................................................................................

44

Chapter 11: Partners..............................................................................................................

45

Introduction to partners..................................................................................................................................

45

Setting up partner names................................................................................................................................

45

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

46

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

46

Assigning partners to another key..................................................................................................................

46

Hiding partner keys........................................................................................................................................

47

Activating partner beep..................................................................................................................................

48

Assigning partners on the button module*......................................................................................................

49

Diverting your calls to a partner......................................................................................................................

49

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

50

Diverting calls from one partner to another *..................................................................................................

51

Diverting partner calls to partners, extended *................................................................................................

52

Setting the deputy key *..................................................................................................................................

53

Adding a partner to a partner group *..............................................................................................................

53

Removing a partner from a partner group *....................................................................................................

54

Restricting partner signaling *........................................................................................................................

55

Reserving a line as executive line..................................................................................................................

55

Setting up a connection for a partner..............................................................................................................

56

Filtering *........................................................................................................................................................

56

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January 2010

 

Contents

Dealing the filtering function as an executive *......................................................................................

57

Dealing the filtering function as a secretary *........................................................................................

57

Chapter 12: Private User Mobility..........................................................................................

59

Private User Mobility *....................................................................................................................................

59

Logging on to the telephone............................................................................................................................

59

Logging off the telephone................................................................................................................................

60

Chapter 13: Favorite screen..................................................................................................

61

Introduction to favorite screen........................................................................................................................

61

Toggling between the favorite screen and the telephone status....................................................................

61

Displaying the favorite screen in the idle mode..............................................................................................

61

Entering a function into the favorite screen....................................................................................................

62

Entering a destination into the favorite screen................................................................................................

62

Deleting a function or a destination from the favorite screen..........................................................................

63

Chapter 14: Customizing your telephone............................................................................

65

Introduction to customizing your telephone....................................................................................................

65

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

65

Turning acoustic signaling on or off........................................................................................................

65

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

66

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

67

Setting the contrast and the brightness..................................................................................................

68

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

68

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

68

Displaying your name and call number on your telephone....................................................................

69

Setting key beep tones to on or off........................................................................................................

69

Displaying time zones *..........................................................................................................................

70

Saving emergency numbers..................................................................................................................

70

Function and Destination keys........................................................................................................................

71

Function and destination keys................................................................................................................

71

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

72

Creating a destination key......................................................................................................................

73

Assigning a destination from the phone book to a key..........................................................................

73

Changing an existing destination............................................................................................................

74

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

75

Setting up a macro (diversion and pick-up)............................................................................................

76

Relocating the telephone................................................................................................................................

77

Saving personal data......................................................................................................................................

77

Saving personal data..............................................................................................................................

77

Saving data locally..................................................................................................................................

78

Saving data locally automatically............................................................................................................

78

Saving data centrally..............................................................................................................................

79

Allowing/barring central data saving......................................................................................................

79

VIP functions..................................................................................................................................................

80

Preparing VIP functions..........................................................................................................................

80

1. Using the executive telephone as a two-way intercom system to the secretary................................

80

Setting up the executive telephone........................................................................................................

80

Setting up the secretary telephone........................................................................................................

81

2. Making announcements from the executive telephone......................................................................

82

Setting up the executive telephone........................................................................................................

82

Setting up the secretary telephone........................................................................................................

83

Using the VIP functions..........................................................................................................................

83

Making anonymous calls................................................................................................................................

84

1408/1416 User Guide

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Contents

 

Accepting calls automatically (Handsfree answer back)

................................................................................85

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

85

Turning CSTA Answer Call on or off *............................................................................................................

86

Chapter 15: Using the Avaya Menu........................................................................................

89

Introduction to the Avaya menu......................................................................................................................

89

Managing call charges....................................................................................................................................

89

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

89

Displaying charges during a call............................................................................................................

89

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

90

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

90

Switching the charge display to units....................................................................................................

90

Recording charges for private calls and projects *................................................................................

91

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

91

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

91

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

92

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

92

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

93

Setting automatic locking *....................................................................................................................

93

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

94

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

94

Entering a new appointment..................................................................................................................

94

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

95

Viewing appointments............................................................................................................................

95

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

95

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

97

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

97

Menu settings overview..................................................................................................................................

99

Chapter 17: Appendix Remote features..............................................................................

103

Introduction to remote features.......................................................... ..........................................................

103

Calling remote using the system *........................................................ ........................................................

103

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

103

Chapter 18: Auxiliary devices..............................................................................................

105

Introduction to auxiliary devices....................................................................................................................

105

Button module BM32.................................................................. ..................................................................

105

Using the button module BM32.......................................................... ..........................................................

106

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

107

About operating cordless headsets....................................................... .......................................................

107

Chapter 19: Appendix Contact Center........................................ ........................................

109

Contact Center buttons..................................................................................................................................

110

Chapter 20: Abbreviations....................................................................................................

113

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

115

6 1408/1416 User Guide

January 2010