Avaya 1408, 1416 User Manual

15-601040 Issue 07e - (05 February 2014)

1408/1416 Phone User Guide

IP Office 9.0

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15-601040 Issue 07e (05 February 2014)IP Office 9.0

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Named User License (NU). You may: (i) install and use the Software on a single Designated Processor or Server per authorized Named User (defined below); or (ii) install and use the Software on a Server so long as only authorized Named Users access and use the Software. “Named User”, means a user or device that has been expressly authorized by Avaya to access and use the Software. At Avaya’s sole discretion, a “Named User” may be, without limitation, designated by name, corporate function (e.g., webmaster or helpdesk), an e-mail or voice mail account in the name of a person or corporate function, or a directory entry in the administrative database utilized by the Software that permits one user to interface with the Software.

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Virtualization Each vAppliance will have its own ordering code. Note that each instance of a vAppliance must be separately ordered. If the end user customer or Avaya channel partner would like to install two of the same type of vAppliances, then two vAppliances of that type must be ordered. Each Product has its own ordering code. Note that each instance of a Product must be separately licensed and ordered. “Instance” means one unique copy of the Software. For example, if the end user customer or Avaya channel partner would like to install two instances of the same type of Products, then two Products of that type must be ordered.

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Note to Service Provider The Product may use Third Party Components that have Third Party Terms that do not allow hosting and may need to be independently licensed for such purpose.

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

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Downloading Documentation For the most current versions of Documentation, see the Avaya Support website: http://support.avaya.com.

Contact Avaya Support See the Avaya Support website: http://support.avaya.com for product notices and articles, or to report a problem with your Avaya product. For a list of support telephone numbers and contact addresses, go to the Avaya Support website: http://support.avaya.com, scroll to the bottom of the page, and select Contact Avaya Support.

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Contents

Introduction1.

..................................................................... 111.1 Important Safety Information

..................................................................... 121.2 '08 Phones

..................................................................... 131.3 '16 Phones

..................................................................... 141.4 Button Modules

..................................................................... 151.5 Phone Keys

..................................................................... 161.6 The Phone Stand

..................................................................... 171.7 Labels

..................................................................... 171.8 The Main Phone Menus

..................................................................... 191.9 Other Menus

..................................................................... 201.10 Phone Status Letters

..................................................................... 211.11 Appearance Buttons/Menu

............................................................................ 221.11.1 Using the Appearance Menu

............................................................................ 231.11.2 Call Apperance Buttons

............................................................................ 251.11.3 Bridged Appearance Buttons

............................................................................ 271.11.4 Call Coverage Buttons

............................................................................ 291.11.5 Line Appearance Buttons

Making Calls2.

..................................................................... 332.1 En-Bloc Dialing

..................................................................... 342.2 Call Soft Key Options

..................................................................... 352.3 Calling a Person from the Contacts List

..................................................................... 352.4 Calling a Person from the Call Log

..................................................................... 362.5 Redialling a Previous Number

..................................................................... 362.6 Making a Page Call

..................................................................... 372.7 Withholding Your Number

..................................................................... 382.8 Adjust the Call Volume

..................................................................... 382.9 Muting a Call

..................................................................... 382.10 Ending Calls

Answering Calls3.

..................................................................... 413.1 Divert a Call to Voicemail

..................................................................... 413.2 Ignore an Incoming Call

..................................................................... 413.3 Answering a Page Call

..................................................................... 413.4 Auto Answer

..................................................................... 423.5 Call Pickup

Redialling4.

..................................................................... 444.1 Redial a Call (One Mode)

..................................................................... 444.2 Redial a Call (List Mode)

..................................................................... 454.3 Selecting Your Redial Mode

..................................................................... 464.4 View Call Details

..................................................................... 464.5 Add a Call to Your Contacts

Holding and Parking Calls5.

..................................................................... 495.1 Holding Calls

............................................................................ 495.1.1 Holding a Call

............................................................................ 495.1.2 Taking a Call Off Hold

............................................................................ 505.1.3 Switching Between Calls

............................................................................ 505.1.4 Transfer a Held Call

..................................................................... 515.2 Parking Calls

............................................................................ 525.2.1 Park Using the Menu

............................................................................ 525.2.2 Unpark (Features Menu)

............................................................................ 525.2.3 Unpark (Status Menu)

Transferring Calls6.

..................................................................... 546.1 Transfer to Voicemail

..................................................................... 546.2 Transferring a Held Call

..................................................................... 556.3 Transfer to Your Mobile Phone

Account Codes7.

..................................................................... 587.1 Forced Account Code Entry

..................................................................... 587.2 Manual Account Code Entry

Conference Calls8.

..................................................................... 608.1 Starting a Conference

..................................................................... 608.2 Adding a Call to a Conference

..................................................................... 618.3 Viewing Conference Details

..................................................................... 618.4 Dropping/Muting Parties

..................................................................... 618.5 Holding a Conference Call

Headset/Handsfree Operation9.

..................................................................... 649.1 Headset Operation

............................................................................ 659.1.1 Headset Volume

............................................................................ 659.1.2 Default Handsfree Audio Path

............................................................................ 659.1.3 Automatic Gain Control

..................................................................... 669.2 Handsfree Speaker Operation

............................................................................ 679.2.1 Speaker Volume

............................................................................ 679.2.2 Default Handsfree Audio Path

............................................................................ 679.2.3 Automatic Gain Control

Contacts/Directory10.

..................................................................... 7110.1 Viewing Contacts Details

..................................................................... 7210.2 Make a Call from the Directory

..................................................................... 7210.3 Using the Directory for Other Functions

..................................................................... 7310.4 Adding a New Contact

............................................................................ 7410.4.1 Add a Contact from the Call Log

............................................................................ 7410.4.2 Add a Contact from the Redial List

..................................................................... 7510.5 Editing a Contact

..................................................................... 7610.6 Deleting a Contact

Call Log11.

..................................................................... 7911.1 Using the Call Log

..................................................................... 7911.2 Making a Call from the Call Log

..................................................................... 8011.3 Viewing Call Details

..................................................................... 8111.4 Deleting a Record

..................................................................... 8111.5 Deleting All Records

..................................................................... 8211.6 Adding a Record to Your Contacts

Voicemail12.

..................................................................... 8412.1 Message Waiting Indication

..................................................................... 8512.2 Checking Messages

..................................................................... 8612.3 Sending a Message

..................................................................... 8712.4 Mailbox Greeting

..................................................................... 8812.5 Mailbox Name

..................................................................... 8912.6 Email Mode

..................................................................... 9012.7 Changing Your Voicemail Code

..................................................................... 9012.8 Voicemail On/Off

..................................................................... 9112.9 Transfer to Voicemail

..................................................................... 9112.10 Send a Call to Voicemail

..................................................................... 9112.11 Visual Voice

Logging In/Out13.

..................................................................... 9513.1 Logging In

............................................................................ 9513.1.1 Logging In on a Phone Already in Use

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............................................................................ 9513.1.2 Logging In on a Not Logged In Phone

..................................................................... 9613.2 Logout

..................................................................... 9613.3 Locking the Phone

..................................................................... 9713.4 Auto Lock

..................................................................... 9713.5 Unlocking the Phone

..................................................................... 9813.6 Changing Your Login Code

..................................................................... 9813.7 Unregistering

Redirecting Calls14.

..................................................................... 10114.1 Follow Me

............................................................................ 10214.1.1 Follow Me To (Features Menu)

............................................................................ 10214.1.2 Follow Me (Status Menu)

............................................................................ 10314.1.3 Follow Me Here (Features Menu)

..................................................................... 10414.2 Forwarding Calls

............................................................................ 10614.2.1 Forward Unconditional (Status Menu)

............................................................................ 10714.2.2 Forward Unconditional (Features Menu)

............................................................................ 10814.2.3 Forward On No Answer (Status Menu)

............................................................................ 10914.2.4 Forward On Busy (Status Menu)

............................................................................ 110

14.2.5 Forward On Busy/No Answer (Features Menu)

..................................................................... 11114.3 Do Not Disturb

............................................................................ 11214.3.1 DND On/Off (Features Menu)

............................................................................ 11214.3.2 DND Off (Status Menu)

............................................................................ 11214.3.3 Do Not Disturb Exceptions

..................................................................... 11314.4 Twinning

............................................................................ 11414.4.1 Mobile Twinning Control

............................................................................ 11514.4.2 Transfering a Call to Your Mobile Phone

............................................................................ 11514.4.3 Reclaiming a Twinned Call

............................................................................ 11514.4.4 Switching Twinning Off (Status Menu)

Groups15.

..................................................................... 11915.1 Group Membership

............................................................................ 11915.1.1 Group Membership On/Off (Status Menu)

............................................................................ 12015.1.2 Group Membership On/Off (Features Menu)

..................................................................... 12115.2 Group Service Status and Fallback

............................................................................ 122

15.2.1 Changing the Group Service Status (Features Menu)

............................................................................ 123

15.2.2 Changing the Group Service Status (Status Menu)

............................................................................ 12415.2.3 Changing the Group Fallback

Button Features16.

..................................................................... 12616.1 Programming a Button

..................................................................... 12716.2 Features

............................................................................ 12816.2.1 Abbreviated Dial

............................................................................ 12816.2.2 Absence Text

............................................................................ 12816.2.3 Account Code

............................................................................ 12816.2.4 Auto Answer

............................................................................ 12816.2.5 Call Forwarding All

............................................................................ 12816.2.6 Call Park

............................................................................ 12816.2.7 Call Park to Other

............................................................................ 12916.2.8 Call Pickup

............................................................................ 12916.2.9 Call Pickup Any

............................................................................ 12916.2.10 Conf Meet Me

............................................................................ 12916.2.11 Drop Call

............................................................................ 12916.2.12 Flash Hook

............................................................................ 12916.2.13 Group BLF

............................................................................ 12916.2.14 Page

............................................................................ 12916.2.15 Park and Page

............................................................................ 12916.2.16 Ringer Off

............................................................................ 12916.2.17 Self-Administer

............................................................................ 13016.2.18 Send All Calls

............................................................................ 13016.2.19 Suppress Digits

............................................................................ 13016.2.20 Timer

............................................................................ 13016.2.21 Twinning

............................................................................ 13016.2.22 User BLF

Phone Settings17.

..................................................................... 13317.1 Mobile Twinning

..................................................................... 13317.2 Withhold Number

..................................................................... 13417.3 Redial Mode

..................................................................... 13517.4 En-Bloc Dialing

..................................................................... 13517.5 Erase Options

..................................................................... 13617.6 Auto Lock

..................................................................... 13717.7 Ringer Controls

............................................................................ 13717.7.1 Disabling the Ringer

............................................................................ 13817.7.2 Visual Alerting

............................................................................ 13817.7.3 Audible Alerting

............................................................................ 13817.7.4 Coverage Ring

............................................................................ 13917.7.5 Ring Sound

............................................................................ 14017.7.6 Ringer Volume

............................................................................ 14017.7.7 Internal Auto Answer

..................................................................... 14117.8 Display Controls

............................................................................ 14117.8.1 Display Brightness

............................................................................ 14117.8.2 Display Contrast

............................................................................ 14217.8.3 Call Timer Display

............................................................................ 14217.8.4 Last Call Duration Display

............................................................................ 14317.8.5 Display Language

............................................................................ 14417.8.6 Display Name

............................................................................ 14417.8.7 A-Menu Auto Exit

............................................................................ 14517.8.8 Auto Show Call Waiting

............................................................................ 14517.8.9 Inactivity Timer (Auto Return)

..................................................................... 14617.9 Volume and Sound

............................................................................ 14717.9.1 Button Clicks

............................................................................ 14717.9.2 Error Tones

............................................................................ 14717.9.3 Ringer Volume

............................................................................ 14717.9.4 Handset Volume

............................................................................ 14717.9.5 Headset Volume

............................................................................ 14817.9.6 Speaker Volume

............................................................................ 14817.9.7 Automatic Gain Control

............................................................................ 14817.9.8 Default Handsfree Audio Path

Status Menu18.

..................................................................... 15218.1 Do Not Disturb

..................................................................... 15218.2 Follow Me To

..................................................................... 15318.3 Follow Me Here

..................................................................... 15318.4 Forward On Busy

..................................................................... 15418.5 Forward On No Answer

..................................................................... 15418.6 Forward Unconditional

..................................................................... 15518.7 Forwarded Here

..................................................................... 15518.8 Group Membership

..................................................................... 15518.9 Group Service Status

..................................................................... 15618.10 Mobile Twinning

..................................................................... 15618.11 Parked Calls

..................................................................... 15618.12 System Alarms

Short Codes19.

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Contents

System Administration20.

..................................................................... 16220.1 Checking the System and Software Version

..................................................................... 16320.2 Checking the Time Settings

..................................................................... 16320.3 Setting the Date

..................................................................... 16420.4 Setting the Time

..................................................................... 16420.5 Setting the Time Offset

..................................................................... 16520.6 System Shutdown

..................................................................... 16620.7 Memory Card Management

..................................................................... 16720.8 System Alarms

The Phone Menus21.

..................................................................... 17121.1 Features Menu

..................................................................... 17321.2 Self-Administer Menu

..................................................................... 17421.3 Visual Voice Menu

..................................................................... 17521.4 Status Menu

..................................................................... 17621.5 Phone A-Menu

..................................................................... 17721.6 Call Log Menu

..................................................................... 17821.7 Contacts Menu

..................................................................... 17921.8 Redial Menu

..................................................................... 18021.9 Phone Locked Menu

..................................................................... 18121.10 System Admin Menu

..................................................................... 18221.11 Error Screens

..................................................................... 18221.12 Menu Access Control

Glossary22.

..................................................................... 18422.1 Abbreviated Ring

..................................................................... 18422.2 Appearance Button

..................................................................... 18422.3 Attention Ring

..................................................................... 18422.4 Auto Hold

..................................................................... 18422.5 Bridged Appearance Button

..................................................................... 18422.6 Call Appearance Button

..................................................................... 18422.7 Call Coverage Button

..................................................................... 18422.8 Coverage Ring

..................................................................... 18422.9 Do Not Disturb

..................................................................... 18522.10 Do Not Disturb Exceptions

..................................................................... 18522.11 Follow Me

..................................................................... 18522.12 Follow Me Here

..................................................................... 18522.13 Follow Me To

..................................................................... 18522.14 Forward on Busy

..................................................................... 18522.15 Forward on No Answer

..................................................................... 18522.16 Forward Unconditional

..................................................................... 18622.17 Group

..................................................................... 18622.18 Idle Line Preference

..................................................................... 18622.19 Internal Twinning

..................................................................... 18622.20 Line Appearance Button

..................................................................... 18622.21 Logged Out

..................................................................... 18622.22 Login Code

..................................................................... 18622.23 Missed Call

..................................................................... 18622.24 Missed Group Call

..................................................................... 18622.25 Mobile Twinning

..................................................................... 18722.26 Park Call

..................................................................... 18722.27 Park Slot Number

..................................................................... 18722.28 Ringing Line Preference

..................................................................... 18722.29 Short Codes

..................................................................... 18722.30 Small Community Network

..................................................................... 18722.31 System Administrator

..................................................................... 18722.32 System Phone User

..................................................................... 18722.33 Twinning

Document History23.

...............................................................................191Index

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Introduction

Chapter 1.

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Introduction:

1. Introduction

This guide is for 1408 and 1416 phones when being used on an Avaya IP Office telephone system running in IP Office Essential Edition, Preferred Edition, Advanced Edition or Server Edition mode.

1416 Telephone

1408 Telephone

1.1 Important Safety Information

· ! Warning: This handset may pickup small metal objects such as metal pins or staples.

· 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.

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

· The phone should not be connected directly to the outdoor telecommunication network.

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1.2 '08 Phones

The diagram below shows the main features of a 1408 phone.

· This phone has 8 programmable buttons.

· By default the first 3 buttons are used as appearance buttons for calls you make and receive. Your system

administrator can configure additional appearance buttons.

· Any button not configured as appearance buttons can be configured for a range of telephone system features. These are called feature buttons. Your system administrator can do this or, for a limited number of functions, you can do this using the phones self-administration menu.

· The phone includes an integral stand that can be flipped to either of two positions without needing any tools. When used in the upright position, a plastic peg in the earpiece rest area for the handset can be reversed if a more secure grip on the handset when not in use is required.

· The phone includes a handsfree speaker and microphone for operation as a handsfree speakerphone. The speaker is located under the handset. The microphone is located at the bottom right of the keypad.

· The phone includes a headset socket for connection of phone headsets.

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Introduction: '08 Phones

1.3 '16 Phones

The diagram below shows the main features of a 1416 phone.

· The display angle can be adjusted for optimal viewing.

· This phone has 16 programmable buttons.

· The phone also supports up to 3 add-on BM32 button modules, each providing an addition 32 buttons.

· By default the first 3 buttons are used as appearance buttons for calls you make and receive. Your system

administrator can configure additional appearance buttons.

· The phone includes a headset socket for connection of phone headsets.

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1.4 Button Modules

The 1416 and 1616 phones can support addition units called button modules. Each button module provides the phone with an additional 32 buttons which can be used as appearance buttons and or feature buttons .

Up to 3 button modules can be attached to the phone. However, the number of button modules supported by the telephone system may be limited by the total number of button modules attached to other phones on the telephone system.

· Do not connect or disconnect a button module yourself. Your system administrator will arrange this if necessary. Failure to connect and restart the equipment in the correct order may cause the phone to not function correctly.

· The button module used for 1416 phones is not interchangeable with that used for 1616 phones and vice versa.

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Introduction: Button Modules

1.5 Phone Keys

The following keys are found on the phone:

Key

Description

Soft Keys - These 3 keys below the display have variable functions. When the key is active, its function is indicated by the text label above it. The left hand key is usually linked to the OK key.

Message - This key is used to access your voicemail system. By default this uses a series of menus on your

phone's display.

Navigation Keys - Press the up and down arrow keys to scroll through lists. The arrow icons indicate where you are in a list. In some menus, you can also use the left and right arrow keys to enter and exit different levels of the menu. A menu option that accesses a sub-menu is indicated by the ... dots (ellipsis) icon after its name.

In some menus, the and symbols in the display indicate a value that can be changed by pressing the left and right arrow keys.

OK - The OK key normally matches the function offered by the left hand soft key below the screen. PHONE/EXIT - This key is used to exit any menu you are in and return to the appearance buttons menu.

During a call it can also be used to toggle the options displayed on the appearance menu.

MENU - This key is used to access a menu for phone settings and information.

CONTACTS - This key is used to display the various directories (personal and shared) of names and

telephone numbers to which you have access.

CALL LOG - This key displays a record of you most recent answered, missed and outgoing calls. The

button is illuminated when you have new missed calls.

REDIAL - This key is used to either redial the last call you made or to show a list of the last calls you

made from which you can select the number to redial.

HOLD - This key is used to put the call you are currently talking to on hold.

CONFERENCE - This key is used to start a conference call and to add callers to an existing conference.

TRANSFER - This key is used to transfer calls to another number.

DROP - Press the Drop key to drop the active call. It can also be used to redirect a ringing call to

voicemail. While on a conference call, you can press the Drop key to drop a person from the conference call.

VOLUME - Press + plus or – minus on the Volume key to adjust the volume of the incoming call.

Separate volumes can be adjusted for the ringer, handset, headset and speaker.

HEADSET - This key is used to answer and end calls using a headset connected to the phones headset

socket. The button is lit when you are connected to a call using the headset.

MUTE - This key can be used to mute your speech to the currently connected call. The button is lit while

mute is active.

SPEAKER - This key is used to answer and end calls using the phone's handsfree speaker and

microphone. The button is lit when you are connected to a call handsfree.

These keys have two roles:

· Appearance Keys -

These button represent calls that you can make or receive.

· Feature Buttons - Those key not configured as appearance keys can be used for other functions.

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1.6 The Phone Stand

The phones all include a two-position stand that clips to the base of the phone as shown below. Once attached the stand can be used in either position to change the angle of the phone.

When changing the position of the stand, be sure to check that the stand has locked into the chosen position. A small plastic peg is located just under the phone's handset. This peg can be reversed to more securely anchor the handset when the stand places the phone in an upright position.

On the 1416 and 1616 phones, the angle of the phone display can also be adjusted as shown below.

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Introduction: The Phone Stand

1.7 Labels

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

1.8 The Main Phone Menus

The main menus are detailed below. You can move between them using the PHONE key. You can do this even during a call including when a call is alerting. In addition the menus are accessible from the call appearance menu by pressing the Status and Features soft keys when they are displayed.

The Appearance Menu

Idle

Active

This menu is used to display information about the buttons that have been configured for appearance functions. These will normally be the first 3 button on the phone but the system administrator can configure additional buttons.

Using the up and down arrow keys you can scroll through the details of each of the buttons.

The display for buttons that currently have a call in progress will show details of the associated call.

The display for buttons that are idle will show the default label for the button and also soft key labels for accessing the other main menus.

Those buttons that have not been configured as appearance buttons can be used as feature buttons .

The Status Menu

The Status menu is not always visible. It is shown when you have any special call routing features active. For example do not disturb switched on.

It is also shown if the system administrator has given you the rights to change the status of your hunt group memberships or to change the service status of the hunt groups.

A summary of the menu options is shown in the Status Menu diagram .

The Features Menu

The Features menu is used to access and configure range of your user settings. The system administrator can control some of the options that will be available to you within the menu. Typically these are settings stored by the telephone system which will be applicable even if you login at another phone.

A summary of the menu options is shown in the Features menu diagram .

The Button Features Menu

Those buttons not configured by the system administrators as appearance buttons can be used for other special features.

The button feature can be accessed by pressing the appropriate button. However they can also be accessed through the Button Features section of the Features menu (press the Features soft key and selecting Button Features). The up and down arrow keys can then be used to scroll through the programmed buttons. The associated button will briefly flash its red lamp.

The action of each button is normally set by the system administrator. However you can also use the self-administer menu to select and assign actions to the buttons.

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Switching Menus

With a call connected, you can still access the other main menus. Press the PHONE key to toggle between the normal appearance menu or one that lists the other menus accessible.

You can also use the left arrow key to switch between the Appearance menu , Features menu and Button Features menu.

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Introduction: The Main Phone Menus

1.9 Other Menus

In addition to the main phone menus , there are a number of additional menus which are accessed by pressing specific keys.

- The Redial Menu

This menu accesses by pressing the key. It shows a list of up to the 10 last outgoing calls that you have made.

You can configure your phone to simply redial the last number dialed in which case the menu is not shown.

- The A Menu

Pressing the MENU key accesses a menu that can be used to control various phone settings. These are mainly settings stored by the phone rather than user settings that move with you.

The Phone A-Menu diagram shows a summary of the menu options.

- The Contacts/Directory Menu

This menu is accessed by pressing the key. It is used to display names and numbers that you can then use for making calls.

The directory includes names stored for use by all users, names stored for use by just you and the name and numbers of all the other users and groups on the phone system.

The Contact Menu diagram shows a summary of the menu options.

- The Call Log Menu

This menu is accessed by pressing the Call Log key. The call log you see is a call log stored on the telephone system. If you login at another phone that does this, your call log moves with you.

Your call log contains your 10 most recent answered calls, 10 most recent calls you made and 10 most recent missed calls.

If configured by the system administrator, it can also include calls missed by hunt groups of which you are a member.

The Call Log menu diagram shows a summary of the menu options.

- The Visual Voice Menu

This menu is accessed by pressing the key. It is used to access the voicemail system and to then play messages in your voicemail mailbox, record and send messages to other users and to change various mailbox settings.

The Visual Voice menu diagram shows a summary of the menu options.

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1.10 Phone Status Letters

The series of letters that appear in the top left of the display are used to indicate the status of various features.

· B = Barred A B is shown on your phone's display when the system administrator has set you to outgoing call barred status. You will only be able to make internal calls while this is applied.

· D = Diverting (Forwarding) Calls A D is shown on your phone's display when you have forward unconditional enabled.

· G = Group Member (In Group)

A G is shown on your phone's display when have been configured as a member of a hunt group and your membership is enabled. While this is the case, you may receive calls targeted to the hunt group.

· N = No Calls (Do Not Disturb) An N is shown on your phone's display when you have do not disturb enabled.

· O = Out of Service An O is shown on your phone's display when any of the groups of which you are enabled as a member is set to night service mode. In that mode calls to that group are diverted to its fallback if set or otherwise to voicemail if available.

· T = Twinned A T is shown on a phone's display if it is internally twinned with your phone. Calls to you will alert on both phones and can be answered by you at either phone.

· S = System Alarm If you are configured as a system administrator , an S in the phone's display indicates a system alarm .

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Introduction: Phone Status Letters

1.11 Appearance Buttons/Menu

Appearance buttons are used to represent calls made and received by you and other users on the telephone system. They are configured by your system administrator. Normally your first 3 buttons are call appearance buttons but additional buttons can be configured as appearance buttons.

There are 4 different types of appearance keys that your system administrator can configure:

· Call Appearance Buttons These represent ordinary phone calls. Each call appearance that you have can be used to make and or receive calls. By default you normally have 3 call appearance keys and no other appearance keys.

· Bridged Appearance Buttons These appearance keys each match a specific call appearance key of another user. They allow you to answer the other user's calls on the matching call appearance or to make a call that the other user can then pickup using their matched call appearance.

· Call Coverage Buttons These appearance keys represent another user. When that other user has any calls alerting unanswered, the call coverage key for that user will start alerting and can be used to answer the call.

· Line Appearance Buttons These represent specific phone lines connected to the telephone system. You can use the button to make calls using that line or to answer calls on that line. Several users can have line appearance keys that represent the same line. Your phone's display and the key lamps will indicate when the line is being used by other users as well as by yourself.

Appearance Button Display/Menu

Idle

Active

Using the up and down arrow keys you can scroll through the details of each of the buttons.

The display for buttons that currently have a call in progress will show details of the associated call.

The display for buttons that are idle will show the default label for the button and also soft key labels for accessing the other main menus.

Those buttons that have not been configured as appearance buttons can be used as feature buttons .

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1.11.1 Using the Appearance Menu

These icons are shown to indicate the status of the call on the currently displayed appearance button:

1.Use the up and down arrow keys to scroll through details of the current call on each appearance button.

2.If there is currently a call on the appearance button, an icon will be displayed indicating the status of the call.

· Alerting

The call is alerting your phone.

· Connected

The call is the currently connected call to which you are talking.

· On Hold

The call is on hold.

· Held Elsewhere

The call has been put on hold by someone else who answered the call using an appearance button on their phone.

· Conference

The call is a conference call.

3.A >> double-arrow at the bottom left indicates that there are soft key options available that could be applied

to the call. To access these, press the >> double-arrow soft key and select the required function.

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Introduction: Appearance Buttons/Menu

1.11.2 Call Apperance Buttons

Call appearance buttons are used to display calls to and from your phone. By having several call appearance buttons, you are able to answer and make several calls, switch between calls and perform other actions.

When all your call appearance buttons are in use, any further calls to your number follow your forward on busy setting if set or otherwise go to voicemail if available.

Call Appearance Button Lamps

The following lamp states are used by appearance buttons configured to be call appearance buttons.

Button Lamps

State

Red off. Green off.

Idle

The call appearance is not in use and is not currently selected.

Red on. Green off.

Idle + Selected

The call appearance is not in use but is the current selected button that will be used if the user goes off hook.

Red off. Green slow flash.

Alerting

The matching call appearance is alerting for an incoming call. This is accompanied by ringing. If the user is already on a call, only a single ring is given.

Red on. Green slow flash.

Alerting + Selected

As above but Ringing Line Preference has made this the user's current selected button.

Red on. Green on.

In Use Here

The user has a call connected on the call appearance or is dialing.

Red off. Green on.

In Use Elsewhere

The call appearance button is in use on a bridged appearance.

Red off. Green fast flash.

On Hold Here

The call has been put on hold by this user.

Red off. Green flash.

On Hold Elsewhere

A call on a bridged appearance button matched to the call appearance has been put on hold. Calls on a call appearance that are put on hold by another user will continue to show connected lamp status, though the phone display will indicate a held call.

Red off. Green broken

flash.

Inaccessible

The button pressed is not accessible. The call is still dialing, ringing or cannot be bridged into.

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Call Appearance Button Display

Idle

Indicates that the call appearance is available to be used to make a call or to receive an incoming call.

Alerting This call appearance is alerting with an incoming call. You can press the >> double-arrow soft key to select the Ignore or ToVm soft key options.

Outgoing Call You have made a call with the appearance but it is not yet connected.

Connected The appearance is the one with which you are currently talking.

Held The call that you made or received on the call appearance has been put on hold by the other party.

Holding You have put the call on hold.

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Introduction: Appearance Buttons/Menu

1.11.3 Bridged Appearance Buttons

A bridged appearance button shows the state of one of another user's call appearance buttons. It can be used to answer or join calls on that other user's call appearance button. It can also be used to make a call that the call appearance user can then join or retrieve from hold.

· When the user's call appearance button alerts, your matching bridged appearance button also alerts. The bridged appearance button can be used to answer the call on the call appearance button user's behalf.

· When the call appearance button user answers or makes a call using that call appearance, your matching bridged appearance button show the status of that call, for example connected, on hold, etc. The bridged appearance button can be used to retrieve the call if on hold or to join the call if active.

· Bridged appearance buttons are not supported between users on different systems in a Small Community Network

If you have any bridged appearance and or call coverage buttons, you can set the type of ringing (coverage ring) that should be used when a call alerts on any of those buttons. The options are to use normal ringing, a single non-repeated ring (abbreviated ring) or no ring. The coverage ring setting is only used if you do not already have a connected call. If you already have a connected call in progress, the shorter of your coverage ring and the system administrator set attention ring settings is used.

Bridged Appearance Button Lamps

The following lamp states are used by appearance buttons configured to be bridged appearance buttons.

Button Lamps

Bridge Appearance Button State

Red off. Green off.

Idle

The bridged appearance is not in use.

Red off. Green slow flash.

Alerting

The matching call appearance is alerting for an incoming call. This is accompanied by ringing. If the user is already on a call, only a single ring is given.

Red on. Green slow flash.

Alerting + Selected

As above but Ringing Line Preference has made this the user's current selected button.

Red off. Green on.

In Use Elsewhere

The matching call appearance button is in use.

Red on. Green on.

In Use Here

The user has made a call or answered a call on the bridged appearance, or bridged into it.

Red off. Green fast flash.

On Hold Here

The call has been put on hold by this user.

Red off. Green flash.

On Hold Elsewhere

The call on that call appearance has been put on hold by another user.

Red off. Green broken

flash.

Inaccessible

The button pressed is not useable. The call is still dialing, ringing or cannot be bridged into.

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Bridged Appearance Button Display

Idle

By default, a bridged appearance is labeled with the name of the user and the label of their call appearance button that your bridged appearance matches.

In Use The bridged appearance will show when the matching call appearance is in use on a call. The Join soft key, if displayed, indicates that you can intrude into the call to make it a conference call by pressing the soft key or the bridged appearance button.

Ringing The bridged appearance will shown when the matching call appearance is being presented a call to answer. Typically just a single ring is given on your phone, however that can be changed by the system administrator. You can answer the call by pressing the bridged appearance button.

Making a Call If idle (see above), you can press the bridged appearance to make a call. The matching call appearance will indicate that it is in use and the other user can join the call by pressing that call appearance.

Held Call If the other user puts their call on the matching call appearance on hold, your bridged appearance will indicate the held call. You can retrieve the held call by pressing the Pickup soft key or pressing the bridged appearance button.

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Introduction: Appearance Buttons/Menu

1.11.4 Call Coverage Buttons

Each call coverage button is associated with another user on your telephone system. The button allows you to be alerted when that user has an unanswered call still ringing. You can view the details of the call and answer it if required.

The settings of the user being covered control how long it rings at their phone before it also starts alerting on your call coverage button for that user.

Call Coverage Button Lamps

The following lamp states are used by appearance buttons configured to be call coverage buttons.

Button Lamps

Call Coverage Button State

Red off. Green off.

Idle

The button is not in use.

Red off. Green slow flash.

Alerting

The call coverage is alerting for an unanswered call at the covered user's phone. This is accompanied by ringing. If the user is already on a call, only a single ring is given.

Red on. Green slow flash.

Alerting + Selected

As above but Ringing Line Preference has made this the user's current selected button.

Red on. Green on.

In Use Here

The user has answered the call requiring coverage.

Red off. Green fast flash.

On Hold Here

The covered call has been put on hold by the call coverage button user.

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Call Coverage Button Display

Idle

By default the display shows the name of the user being covered and Cov. In this state the button cannot be used to make calls or perform other actions.

Alerting If the covered user has any alerting call, when their call coverage time is reached the call will also being alerting on your call coverage button for that user. You can answer the call by pressing the button.

Connected When you use the call coverage button to answer the call, it becomes your call.

On Hold When you put the call on hold, the

Held If the call is from another internal user and they put the call on hold, the held state is indicated. You can retrieve the call from hold by pressing the call coverage button again.

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Introduction: Appearance Buttons/Menu

1.11.5 Line Appearance Buttons

Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system. The button also allows you to see when the line is in use by other users.

For incoming calls, the telephone system still determines the destination for the call. That may be a user or group. However, if you have a line appearance button for the line, you will see that there is a call alerting and can answer it if required.

· Private Lines Special behaviour is applied to calls where the user has both a line appearance for the line involved and is also the Incoming Call Route destination of that call. Such calls will alert only on the Line Appearance button and not on any other buttons. These calls will also not follow any forwarding.

Line Appearance Button Lamps

The following lamp states are used by appearance buttons configured to be line appearance buttons.

Button Lamps

Line Appearance Button State

Red off. Green off.

Idle

The associated line is not in use.

Red on. Green off.

Idle + Selected

The associated line is not in use but the button is the user currently selected button.

Red off. Green slow flash.

Alerting

The line is ringing at it incoming call route destination. This is accompanied by ringing. If the user is already on a call, only a single ring is given.

Red on. Green slow flash.

Alerting + Selected

As above but Ringing Line Preference has made this the user's current selected button.

Red off. Green on.

In Use Elsewhere

The line is in use.

Red on. Green on.

In Use Here

The user has answered the line, made a call on it or bridged into the call on the line.

Red off. Green fast flash.

On Hold Here

The call on the line has been put on hold by this user.

Red off. Green flash.

On Hold Elsewhere

The call on the line has been put on hold by another appearance button user.

Red off. Green broken

flash.

Inaccessible

The button pressed is not accessible. The call is still dialing, ringing, routing or cannot be bridged into.

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