Avaya 1400 User Guide

Avaya 1400 Series Digital Deskphone User
Guide for Avaya Aura™ Communication
Manager

16-603151

Issue 3

March 2011

© 2011 Avaya Inc.

All Rights Reserved.

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Note

Using a cell, mobile, or GSM phone, or a two-way radio 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.

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AGREE TO THESE TERMS AND CONDITIONS AND CREATE A
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Processor” means a single stand-alone computing device. “Server”
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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). Customer may install and use the Software
in accordance with the terms and conditions of the applicable license
agreements, such as “shrinkwrap” or “clickthrough” license
accompanying or applicable to the Software (“Shrinkwrap License”).
(see “Third-party Components” for more information).

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Third-party components

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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

http://support.avaya.com/Copyright.

2 Avaya 1400 Series Digital Deskphone User Guide March 2011

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 Toll 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 [phone] for the United States
and Canada. For additional support telephone numbers, see the Avaya
Support Web site:
vulnerabilities with Avaya products should be reported to Avaya by
sending mail to: [e-mail].

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Downloading Documentation

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

http://support.avaya.com. Suspected security

http://support.avaya.com.

Avaya 1400 Series Digital Deskphone User Guide March 2011 3

4 Avaya 1400 Series Digital Deskphone User Guide March 2011

Contents

Chapter 1: Introduction to the 1400 Series Digital Deskphones...........................................7

Overview of phone buttons and features..........................................................................................................7

Description of LEDs........................................................................................................................................10

Navigation tips.................................................................................................................................................11

Paper labels.....................................................................................................................................................11

Chapter 2: Making calls..........................................................................................................13

Making a call...................................................................................................................................................13

Redialing a number.........................................................................................................................................13

Calling a person from the contacts list............................................................................................................13

Calling a person from the call log....................................................................................................................14

Chapter 3: Handling calls.......................................................................................................15

Answering a call..............................................................................................................................................15

Sending an incoming call directly to voicemail................................................................................................15

Muting a call....................................................................................................................................................16

Putting a call on hold.......................................................................................................................................16

Transferring a call............................................................................................................................................17

Chapter 4: Using the conference feature..............................................................................19

Making a conference call................................................................................................................................19

Adding a person on hold to a conference call.................................................................................................19

Putting a conference call on hold....................................................................................................................20

Dropping the last person added to a conference call......................................................................................20

Chapter 5: Getting your messages........................................................................................21

Logging into your voicemail.............................................................................................................................21

Chapter 6: Using bridged call appearances..........................................................................23

Answering a call on a bridged call appearance...............................................................................................23

Joining a call on a bridged call appearance....................................................................................................23

Making an outgoing call on a bridged call appearance...................................................................................23

Chapter 7: Using the contacts feature...................................................................................25

Viewing contact details....................................................................................................................................25

Adding a new contact......................................................................................................................................25

Editing a contact..............................................................................................................................................26

Deleting a contact...........................................................................................................................................27

Adding an entry from the call log to your contacts list.....................................................................................27

Chapter 8: Using the call log feature.....................................................................................29

Viewing the call log..........................................................................................................................................29

Viewing call log details....................................................................................................................................29

Adding an entry from the call log to your contacts list.....................................................................................30

Removing an entry from the call log................................................................................................................30

Clearing all entries from a call log list..............................................................................................................30

Setting the call logging feature........................................................................................................................31

Chapter 9: Using advanced telephone features...................................................................33

Avaya 1400 Series Digital Deskphone User Guide March 2011 5

Forwarding a call.............................................................................................................................................33

Sending all calls..............................................................................................................................................33

Calling a person from the corporate directory.................................................................................................34

Activating Extension to Cellular (EC500)........................................................................................................34

Chapter 10: Using the Avaya menu.......................................................................................35

Adjusting the brightness or contrast of the display..........................................................................................35

Changing the ring pattern................................................................................................................................36

Setting the Button Clicks option......................................................................................................................36

Setting the Error Tones option.........................................................................................................................37

Setting the Visual Alert option.........................................................................................................................37

Setting the Audible Alert option.......................................................................................................................37

Setting the Audio Path option..........................................................................................................................38

Setting the telephone behavior when making a call from your contacts list....................................................38

Setting the telephone screen behavior............................................................................................................39

Turning remote headset on or off....................................................................................................................39

Changing the telephone display language......................................................................................................40

Setting audio levels on the handset, headset, and speaker............................................................................40

Verifying telephone operation..........................................................................................................................41

Erasing customized settings...........................................................................................................................42

Chapter 11: DBM32 button module........................................................................................45

Answering a call..............................................................................................................................................46

Making a call using an abbreviated dial button...............................................................................................46

Using the feature buttons................................................................................................................................46

Index.........................................................................................................................................47

6 Avaya 1400 Series Digital Deskphone User Guide March 2011

Chapter 1: Introduction to the 1400 Series

Digital Deskphones

This user guide is written for the 1408 and 1416 Digital Deskphones.These deskphones put convenient
features and capabilities at your fingertips, including a phone screen to view and manage your calls, a
contacts list, a call log, a menu of options and settings to customize your phone, and access to your voice
mail.

Not all features described in this user guide may be available on your telephone. If you find that a feature
is not available, contact your system administrator.

Overview of phone buttons and features

Avaya 1408 Digital Deskphone

Avaya 1400 Series Digital Deskphone User Guide March 2011 7

Introduction to the 1400 Series Digital Deskphones

Avaya 1416 Digital Deskphone

No. Name Description

1 Message Waiting

Indicator

2 Phone Display There are 3 (1408) or 4 (1416) lines in the phone display.

3 Softkeys Press the softkeys to select the softkey labels. The softkey

4 OK Press the OK button for a shortcut to an action. For

5 Phone/Exit Press the Phone/Exit button to view and manage your

An illuminated red light in the upper-right corner of your
phone indicates you have voicemail messages waiting. If
Visual Alerting is enabled, this light flashes when you
receive an incoming call. In addition to the Message Waiting
Indicator, the Message button is also illuminated when you
have voice mail messages waiting,

When the phone is idle, the top line shows the number of
missed calls. The top line also shows the primary extension
and the time and date as well as any system messages.
The middle line (1408) or middle two lines (1416) display
application-specific information. The bottom line displays
the softkey labels.

labels show you the action that each softkey produces. The
labels and the actions vary depending on the object that is
selected.

example, when you select a call log entry, pressing the OK
button dials the number.

calls. For example, if you are viewing a menu, pressing the
Phone/Exit button switches the phone display back to the
home screen.

8 Avaya 1400 Series Digital Deskphone User Guide March 2011

Overview of phone buttons and features

No. Name Description

6 Feature Buttons and

Call Appearance
Buttons

7 Hold Press the Hold button to put the active call on hold.

8 Conference Press the Conference button to add another party to an

9 Transfer Press the Transfer button to transfer a call to another

10 Drop Press the Drop button to drop the active call. While on a

11 Microphone The omnidirectional microphone sends and receives

There are 8 (1408) or 16 (1416) buttons that can be
programmed as either call appearance buttons or feature
buttons. Press a call appearance button to make or answer
a call or resume a call on hold. Press a labeled feature
button to enable or disable that feature. The feature buttons
provide access to the Avaya call management system
features that have been administered for your extension.
The green LED next to each feature button indicates if the
feature is currently on or off. If the light is on, the feature is
on. For more information about the feature buttons, see

Advanced Telephone Features.

existing call.

number.

conference call, press the Drop button to drop the last
person added to the conference call. See Dropping the last

person added to a conference call on page 20 for more

information.

signals from all directions.

12 Headset Press the Headset button to use the headset if it is

connected. Only HIC headset cords are compatible with
your phone.

13 Volume Press + or - on the Volume button while active on the

handset, headset or speaker to adjust the volume. To adjust
the volume of the ringer, press + or - on the volume button
while the handset, headset, and speaker are active.

14 Mute Press the Mute button to mute a call in progress. To take a

call off mute, press Mute again.

15 Speaker Press the Speaker button to use the speakerphone. To take

a call off speakerphone, lift the handset or press the
Headset button.

16 Redial Press the Redial button to dial the last number you

dialed.

17 Call Log Press the Call Log button to view a list of all, answered,

unanswered, and outgoing calls. If there are bridged call
appearances configured on your telephone, you are also
able to view a list of bridged calls.

Avaya 1400 Series Digital Deskphone User Guide March 2011 9

Introduction to the 1400 Series Digital Deskphones

No. Name Description

18 Contacts Press the Contacts button to view the entries in your

contact list.

19 Avaya Menu Press the A button to access the Avaya menu. The Avaya

menu provides options that allow you to perform tasks such
as customize telephone settings, configure call logging,
select the display language, and verify telephone
operation.

20 Message Press the Message button to connect directly to your voice

mail system. This button is illuminated when you have voice
mail messages waiting.

21 Navigation Arrows Press the up and down navigation arrows to scroll through

lists. Press the right and left navigation arrows to navigate
between different views of an application, to move the
cursor during text input, or to turn an option on or off.

Description of LEDs

Each call appearance button and feature button has two LEDs, one green and one red, to
indicate the status of the call appearance or feature. The status is identified by whether the
LED is on, off, or blinking, as described in the following tables.

Call appearance button LEDs

LED Description

Steady green Call appearance is active.

Slow blinking green Call appearance is ringing.

Fast blinking green Call appearance is on hold.

Very fast blinking green Conference or Transfer is pending.

Steady red Call appearance is selected and will be used when you go off-

Off Call appearance is available.

Feature button LEDs

hook. It remains steady red while you use the call
appearance.

LED Description

Steady green Feature is active.

10 Avaya 1400 Series Digital Deskphone User Guide March 2011

LED Description

Blinking green Feature is pending (request is being processed and not

Blinking red Feature is shown on the phone display.

Off Feature is not active.

Navigation tips

To navigate through the options and features on your telephone display, use the navigation
arrows to scroll and the OK button to select lines or options.

A navigation icon appears in the telephone display to indicate that you can scroll to more
options or information. Use the right and left navigation arrows to go to other screens or to
move the cursor right or left when entering text. When you scroll to a line on the display, that
line is selected.

Navigation tips

immediately available).

The softkey labels change according to the options available for the line you select. The OK
button is a shortcut for the default action. For example, when you select an entry in your
contacts list, pressing the OK button places a call to that person.

Paper labels

Next to each call appearance button and feature button is a paper label. The label identifies
the call appearance number or the feature that has been programmed on the button by your
system administrator. You can remove the labels if you want to change a label or write on a
blank one. Printed labels are also available for your telephone. See your system administrator
for more information.

Avaya 1400 Series Digital Deskphone User Guide March 2011 11

Introduction to the 1400 Series Digital Deskphones

12 Avaya 1400 Series Digital Deskphone User Guide March 2011

Chapter 2: Making calls

Use the procedures in this chapter to make calls from your telephone.

Making a call

If you are not on a call, simply dial the number you want to call.

1. Do one of the following:

• Lift the handset.

• Press the Speaker button.

• Press the Headset button.

• Press an available call appearance button.

2. Dial the number you want to call.

Redialing a number

To redial the last number dialed, press the Redial button .

Calling a person from the contacts list

1. Press the Contacts button.

2. Locate the contact you want by typing the first letter of the contact's name as it is
listed.

Avaya 1400 Series Digital Deskphone User Guide March 2011 13

Making calls

For example, if you added John Smith to your contacts list as “Smith, John” you
would type s, the first letter of his last name.

3. Scroll up or down to select the person or number you want to call.

4. Press the OK button or the Call softkey.

Calling a person from the call log

1. Press the Call Log button.

2. Scroll to the left or right to view a separate list of all calls, unanswered (missed)
calls, answered calls, or outgoing calls.

3. Scroll up or down to select the person or number you want to call.

4. Press the Call softkey or the OK button.

14 Avaya 1400 Series Digital Deskphone User Guide March 2011

Chapter 3: Handling calls

Use the procedures in this chapter to handle calls from your telephone. This includes procedures such as
answering a call, muting a call, and transferring a call.

Answering a call

When you receive an incoming call, the green LED associated with the call will flash. The
incoming call is usually selected automatically. However, if you are already on a call or if you
receive more than one incoming call at a time, you may need to select the call you want to
answer manually.

• If you are not on another call, do one of the following:

- Lift the handset.

- Press the call appearance button whose green LED flashes for the incoming
call.

- Press the Speaker button to answer using the speakerphone.

- Press the Headset button to answer using the headset.

- Press the ON button to answer using a wireless headset.

• If you are on another call, press the call appearance button whose green LED flashes
for the incoming call.

Note:

If the Auto Hold (Communication Manager) feature is enabled by your system
administrator, you can answer another call without first putting an active call on hold.
If Auto Hold is not enabled, you must put your active call on hold before answering
the incoming call; otherwise, you will drop the active call when you answer the
incoming call.

Sending an incoming call directly to voicemail

To send an incoming call directly to voicemail without answering, press the To Vmail
softkey.

Avaya 1400 Series Digital Deskphone User Guide March 2011 15