Avaya 1408, 1416, 1608, 1616 User Guide

IP Office Release 6.0

1408, 1416, 1608 and 1616 Phone

Guide

15-601040 Issue 03g - (19 November 2010)

© 2010 AVAYA All Rights Reserved.

Notices

While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing, Avaya assumes no liability for any errors. Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes.

Documentation disclaimer

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End User agree to indemnify and hold harmless Avaya, Avaya's agents, servants and employees against all claims, lawsuits, demands and judgments arising out of, or in connection with, subsequent modifications, additions or deletions to this documentation, to the extent made by End User.

Link disclaimer

Avaya is not responsible for the contents or reliability of any linked Web sites referenced within this site or documentation(s) provided by Avaya. Avaya is not responsible for the accuracy of any information, statement or content provided on these sites and does not necessarily endorse the products, services, or information described or offered within them. Avaya does not guarantee that these links will work all the time and has no control over the availability of the linked pages.

Warranty

Avaya provides a limited warranty on this product. Refer to your sales agreement to establish the terms of the limited warranty. In addition, Avaya’s standard warranty language, as well as information regarding support for this product, while under warranty, is available to Avaya customers and other parties through the Avaya Support Web site: http://www.avaya.com/support. Please note that if you acquired the product from an authorized Avaya reseller outside of the United States and Canada, the warranty is provided to you by said Avaya reseller and not by Avaya.

Licenses

THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE, HTTP://SUPPORT.AVAYA.COM/LICENSEINFO/ ARE APPLICABLE TO ANYONE WHO DOWNLOADS, USES AND/OR INSTALLS AVAYA SOFTWARE, PURCHASED FROM AVAYA INC., ANY AVAYA AFFILIATE, OR AN AUTHORIZED AVAYA RESELLER (AS APPLICABLE) UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER. UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING, AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA, AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER, AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE. BY INSTALLING, DOWNLOADING OR USING THE SOFTWARE, OR AUTHORIZING OTHERS TO DO SO, YOU, ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING, DOWNLOADING OR USING THE SOFTWARE (HEREINAFTER REFERRED TO INTERCHANGEABLY AS “YOU” AND “END USER”), AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC. OR THE APPLICABLE AVAYA AFFILIATE (“AVAYA”).

Avaya grants End User a license within the scope of the license types described below. The applicable number of licenses and units of capacity for which the license is granted will be one (1), unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User. "Designated Processor" means a single stand-alone computing device. "Server" means a Designated Processor that hosts a software application to be accessed by multiple users. "Software" means the computer programs in object code, originally licensed by Avaya and ultimately utilized by End User, whether as stand-alone products or pre-installed on Hardware. "Hardware" means the standard hardware 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.

Copyright

Except where expressly stated otherwise, no use should be made of materials on this site, the Documentation(s) and Product(s) provided by Avaya. All content on this site, the documentation(s) and the product(s) provided by Avaya including the selection, arrangement and design of the content is owned either by Avaya or its licensors and is protected by copyright and other intellectual property laws including the sui generis rights relating to the protection of databases. You may not modify, copy, reproduce, republish, upload, post, transmit or distribute in any way any content, in whole or in part, including any code and software. Unauthorized reproduction, transmission, dissemination, storage, and or use without the express written consent of Avaya can be a criminal, as well as a civil, offense under the applicable law.

Third Party Components

Certain software programs or portions thereof included in the Product may contain software distributed under third party agreements ("Third Party Components"), which may contain terms that expand or limit rights to use certain portions of the Product ("Third Party Terms"). Information regarding distributed Linux OS source code (for those Products that have distributed the Linux OS source code), and identifying the copyright holders of the Third Party Components and the Third Party Terms that apply to them is available on the Avaya Support Web site: http://support.avaya.com/Copyright.

Preventing toll fraud

"Toll fraud" is the unauthorized use of your telecommunications system by an unauthorized party (for example, a person who is not a corporate employee, agent, subcontractor, or is not working on your company's behalf). Be aware that there can be a risk of toll fraud associated with your system and that, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services.

Avaya fraud intervention

If you suspect that you are being victimized by toll fraud and you need technical assistance or support, call Technical Service Center Toll Fraud Intervention Hotline at [phone] for the United States and Canada. For additional support telephone numbers, see the Avaya Support Web site: http://support.avaya.com

Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to: [e-mail].

Trademarks

Avaya and Aura are trademarks of Avaya, Inc.

The trademarks, logos and service marks (“Marks”) displayed in this site, the documentation(s) and product(s) provided by Avaya are the registered or unregistered Marks of Avaya, its affiliates, or other third parties. Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark. Nothing contained in this site, the documentation(s) and product(s) should be construed as granting, by implication, estoppel, or otherwise, any license or right in and to the Marks without the express written permission of Avaya or the applicable third party. Avaya is a registered trademark of Avaya Inc. All non-Avaya trademarks are the property of their respective owners.

Downloading documents

For the most current versions of documentation, see the Avaya Support Web site: http://www.avaya.com/support

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://www.avaya.com/support

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Contents

Contents
1.	Introduction
1.1	Important Safety.....................................................................Information	9
1.2	1408 and 1608.....................................................................Phones	10
1.3	1416 and 1616.....................................................................Phones	11
1.4	Button Modules.....................................................................	12
1.5 Phone Keys.....................................................................		13
1.6	The Phone.....................................................................Stand	14
1.7	Labels .....................................................................	15
1.8	IP Phone Features.....................................................................(1608 and 1616)	15
1.9 The Main Phone.....................................................................Menus		16
1.10 Other Menus.....................................................................		18
1.11 Appearance.....................................................................Buttons/Menu		19
	1.11.1............................................................................Using the Appearance Menu	20
	1.11.2............................................................................Phone Status Letters	20
	1.11.3............................................................................Call Apperance Buttons	21
	1.11.4............................................................................Bridged Appearance Buttons	23
	1.11.5............................................................................Call Coverage Buttons	25
	1.11.6............................................................................Line Appearance Buttons	27
2.	Making Calls
2.1	En-Bloc Dialing.....................................................................	31
2.2	Call Soft Key.....................................................................Options	32
2.3	Calling a Person.....................................................................from the Contacts List	33
2.4	Calling a Person.....................................................................from the Call Log	34
2.5	Redialling a.....................................................................Previous Number	35
2.6	Making a Page.....................................................................Call	36
2.7	Withholding.....................................................................Your Number	37
2.8	Adjust the Call.....................................................................Volume	38
2.9	Muting a Call.....................................................................	38
2.10 Ending Calls.....................................................................		38

6.	Transferring Calls
6.1	Transfer to.....................................................................Voicemail	61
6.2	Transferring.....................................................................a Held Call	61
7. Account Codes
7.1	Forced Account.....................................................................Code Entry	64
7.2	Manual Account.....................................................................Code Entry	65

8.	Conference Calls
8.1	Starting a Conference.....................................................................	68
8.2	Adding a Call.....................................................................to a Conference	68
8.3 Viewing Conference.....................................................................Details		69
8.4	Dropping Parties.....................................................................from a Conference	69
8.5	Holding a Conference.....................................................................Call	70
8.6	Transferring.....................................................................Calls Using Conference	70

9.	Headset Operation
9.1	Headset Volume.....................................................................	72
9.2	Default Handsfree.....................................................................Audio Path	73

10.Handsfree Speaker Operation

10.1	Speaker Volume.....................................................................	76
10.2	Default Handsfree.....................................................................Audio Path	77

11.Contacts/Directory

11.1	Viewing Contacts.....................................................................Details	81
11.2	Make a Call.....................................................................from the Directory	82
11.3	Using the.....................................................................Directory for Other Functions	83
11.4	Adding a New.....................................................................Contact	84
11.4.1............................................................................Add a Contact from the Call Log		85
11.4.2............................................................................Add a Contact from the Redial List		86
11.5	Editing a Contact.....................................................................	87
11.6	Deleting a.....................................................................Contact	88

3.	Answering Calls
3.1	Divert a Call.....................................................................to Voicemail	41
3.2	Ignore an Incoming.....................................................................Call	41
3.3	Answering .....................................................................a Page Call	42
3.4 Auto Answer.....................................................................		43
3.5	Call Pickup.....................................................................	44
4.	Redialling
4.1	Redial a Call.....................................................................(One Mode)	46
4.2	Redial a Call.....................................................................(List Mode)	46
4.3	Selecting Your.....................................................................Redial Mode	47
4.4	View Call Details.....................................................................	48
4.5	Add a Call .....................................................................to Your Contacts	49
5. Holding and Parking Calls
5.1	Holding Calls.....................................................................	53
	5.1.1 Holding............................................................................a Call	53
	5.1.2 Taking............................................................................a Call Off Hold	53
	5.1.3 Switching............................................................................Between Calls	54
	5.1.4 Transfer............................................................................a Held Call	54
5.2	Parking Calls.....................................................................	55
	5.2.1 Park............................................................................Using the Menu	56
	5.2.2 Unpark............................................................................(Features Menu)	57
	5.2.3 Unpark............................................................................(Status Menu)	57

12.Call Log
12.1	Using the.....................................................................Call Log	91
12.2	Making a .....................................................................Call from the Call Log	91
12.3	Viewing Call.....................................................................Details	92
12.4	Deleting a.....................................................................Record	93
12.5	Deleting All.....................................................................Records	93
12.6	Adding a Record.....................................................................to Your Contacts	94
13.Voicemail
13.1	Message .....................................................................Waiting Indication	96
13.2 Checking .....................................................................Messages		97
13.3	Sending a.....................................................................Message	98
13.4	Mailbox Greeting.....................................................................	99
13.5	Email Mode.....................................................................	100
13.6	Changing.....................................................................Your Voicemail Code	101
13.7	Voicemail.....................................................................On/Off	102
13.8	Transfer.....................................................................to Voicemail	103
13.9	Send a Call.....................................................................to Voicemail	103
13.10 Visual Voice.....................................................................		104
14.Logging In/Out
14.1	Logging .....................................................................In	107
14.1.............................................................................1 Logging In on a Phone Already in Use		108
14.1.............................................................................2 Logging In on a Not Logged In Phone		109
14.1.............................................................................3 Logging In on an Unregistered Phone		110

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14.2	Logout .....................................................................	111	17.2.............................................................................	20 Self-Administer		153
14.3	Lock .....................................................................	112	17.2.............................................................................	21	Send All Calls	153
14.4	Auto Lock.....................................................................	113	17.2.............................................................................	22	Set Hunt Group Night Service	154
14.5	Unlock .....................................................................	114	17.2.............................................................................	23	Time of Day	154
14.6	Changing.....................................................................Your Login Code	115	17.2.............................................................................	24	Timer	154
14.7 Unregistering.....................................................................		116	17.2.............................................................................	25	User	155

15.Redirecting Calls					18.Phone Settings
15.1 Follow Me.....................................................................				119	18.1	Mobile Twinning.....................................................................			159
15.1.............................................................................		1	Follow Me To (Features Menu)	120	18.2	Withhold.....................................................................Number			160
15.1.............................................................................		2	Follow Me (Status Menu)	121	18.3	Redial Mode.....................................................................			161
15.1.............................................................................		3	Follow Me Here (Features Menu)	122	18.4	En-Bloc .....................................................................Dialing			162
15.2 Forwarding.....................................................................Calls				123	18.5	Erase Options.....................................................................			163
15.2.............................................................................		1	Forward Unconditional (Status Menu)	125	18.6	Auto Lock.....................................................................			164
15.2.............................................................................		2	Forward Unconditional (Features Menu)	126	18.7	Ringer Controls.....................................................................			165
15.2.............................................................................		3	Forward On No Answer (Status Menu)	128	18.7.............................................................................		1	Disabling the Ringer	166
15.2.............................................................................		4	Forward On Busy (Status Menu)	129	18.7.............................................................................		2	Visual Alerting	167
	15.2.5 Forward On Busy/No Answer (Features				18.7.............................................................................		3	Audible Alerting	168
	Menu)............................................................................			130	18.7.............................................................................		4 Coverage Ring		169
15.3 Do Not Disturb.....................................................................				132	18.7.............................................................................		5	Ring Sound	170
15.3.............................................................................		1	DND On/Off (Features Menu)	133	18.7.............................................................................		6	Ringer Volume	171
15.3.............................................................................		2	DND Off (Status Menu)	133	18.7.............................................................................		7	Internal Auto Answer	171
15.3.............................................................................		3	Do Not Disturb Exceptions	134	18.8	Display Controls.....................................................................			172
15.4 Twinning.....................................................................				135	18.8.............................................................................		1	Display Brightness	172
15.4.............................................................................		1	Mobile Twinning Control	136	18.8.............................................................................		2	Display Contrast	173
16.Groups					18.8.............................................................................		3	Call Timer Display	174
					18.8		4 Display Language		176
16.1 Group Membership				139
					18.8		5 Display Name		177
16.1		1	Group Membership On/Off (Status Menu)	139
					18.8		6	A-Menu Auto Exit	178
16.1		2	Group Membership On/Off (Features Menu)	140
					18.8		7	Show Call Waiting	179
16.2 Group Service Status and Fallback				141
					18.8		8	Inactivity Timer (Auto Return)	180
	16.2.1 Changing the Group Service Status
					18.9 Volume and Sound				181
	(Features Menu)			142
					18.9		1	Button Clicks	182
	16.2.2 Changing the Group Service Status (Status
					18.9		2	Error Tones	182
	Menu)............................................................................			144
16.2.............................................................................		3	Changing the Group Fallback	145	18.9.............................................................................		3	Ringer Volume	183
17.Button Features					18.9.............................................................................		4 Handset Volume		183
					18.9.............................................................................		5 Headset Volume		183
17.1 Programming.....................................................................a Button				148	18.9.............................................................................		6 Speaker Volume		183
17.2 Features.....................................................................				150	18.9.............................................................................		7	Automatic Gain Control	184
17.2.............................................................................		1	Abbreviated Dial	151	18.9.............................................................................		8	Default Handsfree Audio Path	185
17.2.............................................................................		2	Abbreviated Dial Program	151	18.10 Backup/Restore.....................................................................				186
17.2.............................................................................		3	Account Code Entry	151	18.10............................................................................1 Backup				186
17.2.............................................................................		4	AD Suppress	151	18.10............................................................................2 Restore				187
17.2.............................................................................		5	Automatic Callback	151	18.11 Viewing.....................................................................Information				188
17.2.............................................................................		6	Breakout	151	19.Status Menu
17.2.............................................................................		7	Call Forwarding All	151
17.2.............................................................................		8	Call Park	152	19.1	Do Not Disturb.....................................................................			193
17.2.............................................................................		9	Call Park to Other Ext	152	19.2	Follow Me.....................................................................To			193
17.2.............................................................................		10 Call Pickup		152	19.3	Follow Me.....................................................................Here			194
17.2.............................................................................		11 Directed Call Pickup		152	19.4	Forward.....................................................................On Busy			195
17.2.............................................................................		12 Directory		152	19.5	Forward.....................................................................On No Answer			196
17.2.............................................................................		13 Drop		152	19.6 Forward.....................................................................Unconditional				197
17.2.............................................................................		14 Flash Hook		152	19.7 Forwarded.....................................................................Here				198
17.2.............................................................................		15 Group		153	19.8 Group Membership.....................................................................				199
17.2.............................................................................		16 Group Paging		153	19.9	Group Service.....................................................................Status			199
17.2.............................................................................		17 Headset Toggle		153	19.10 Mobile .....................................................................Twinning				200
17.2.............................................................................		18 Internal Auto Answer		153	19.11 Parked.....................................................................Calls				200
17.2.............................................................................		19 Ringer Off		153	19.12 System.....................................................................Alarms				201
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Contents

23.33 Twinning.....................................................................

243

20.Short Codes

21.System Administration

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

245

21.1	Checking.....................................................................the System and Software Version	209
21.2	Setting the.....................................................................Date	210
21.3	Setting the.....................................................................Time	212
21.4	Setting the.....................................................................Time Offset	214
21.5	Checking.....................................................................the Time Server Status	216
21.6 System Shutdown.....................................................................		217
21.7 Memory .....................................................................Card Management		219
21.8	System Alarms.....................................................................	221

22.The Phone Menus

22.1	Features.....................................................................Menu	225
22.2	Self-Administer.....................................................................Menu	227
22.3	Visual Voice.....................................................................Menu	228
22.4	Status Menu.....................................................................	229
22.5 Phone A.....................................................................-Menu		230
22.6	Call Log.....................................................................Menu	232
22.7	Contacts.....................................................................Menu	233
22.8	Redial Menu.....................................................................	234
22.9 Phone Locked.....................................................................Menu		235
22.10 System.....................................................................Admin Menu		236
22.11 Error Screens.....................................................................		237

23.Glossary

23.1		Abbreviated.....................................................................Ring		240
23.2		Appearance.....................................................................Button		240
23.3		Attention.....................................................................Ring		240
23.4		Auto Hold.....................................................................		240
23.5		Bridged Appearance.....................................................................Button		240
23.6		Call Appearance.....................................................................Button		240
23.7		Call Coverage.....................................................................Button		240
23.8		Coverage.....................................................................Ring		240
23.9		Do Not Disturb.....................................................................		240
23.10			Do Not.....................................................................Disturb Exceptions	241
23.11 Follow Me.....................................................................				241
23.12 Follow Me.....................................................................Here				241
23.13			Follow Me.....................................................................To	241
23.14 Forward.....................................................................on Busy				241
23.15 Forward.....................................................................on No Answer				241
23.16			Forward.....................................................................Unconditional	241
23.17 Group .....................................................................				242
23.18			Idle Line.....................................................................Preference	242
23.19			Internal.....................................................................Twinning	242
23.20			Line Appearance.....................................................................Button	242
23.21 Logged.....................................................................Out				242
23.22 Login Code.....................................................................				242
23.23			Missed.....................................................................Call	242
23.24			Missed.....................................................................Group Call	242
23.25			Mobile .....................................................................Twinning	242
23.26			Park Call.....................................................................	243
23.27			Park Slot.....................................................................Number	243
23.28			Ringing.....................................................................Line Preference	243
23.29			Short Codes.....................................................................	243
23.30 Small Community.....................................................................Network				243
23.31			System.....................................................................Administrator	243
23.32 System.....................................................................Phone User				243
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Chapter 1.

Introduction

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IP Office Release 6.0	15-601040 Issue 03g (19 November 2010)

Introduction:

1. Introduction

This guide is for 1408, 1608, 1416 and 1616 phones when being used on an IP Office telephone system running IP Office

Release 6.0 software.

1416, 1616 Telephone

1408, 1608 Telephone

1.1Important 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 1408 and 1608 Phones

The diagram below shows the main features of a 1408 or 1608 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 148 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.

∙The 1608 and 1616 phones are connect to the telephone system via the IP data network and so have some additional options, see IP Phone Features 15 .

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Introduction: 1408 and 1608 Phones

1.3 1416 and 1616 Phones

The diagram below shows the main features of a 1416 or 1616 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.

∙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 148 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.

∙The 1608 and 1616 phones are connect to the telephone system via the IP data network and so have some additional options, see IP Phone Features 15 .

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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 19 and or feature buttons 148 .

Up to 3 button modules can be attached to a 1416 or 1616 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 80 - This key is used to display the various directories (personal and shared) of names and telephone numbers to which you have access.

CALL LOG 90 - 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 46 - 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 53 - This key is used to put the call you are currently talking to on hold.

CONFERENCE 68 - This key is used to start a conference call and to add callers to an existing

conference.

TRANSFER 60 - This key is used to transfer calls to another number.

DROP 38 - 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 182 - 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 72 - 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 38 - This key can be used to mute your speech to the currently connected call. The button is lit while mute is active.

SPEAKER 76 - 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 19 -

These button represent calls that you can make or receive.

∙Feature Buttons 148 - 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/line appearance button and feature button is a paper label. The label identifies the call/line 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.

1.8 IP Phone Features (1608 and 1616)

The 1608 and 1616 phones connect to the phone system using an IP connection and support a number of additional features:

∙The phone uses a 10/100 Ethernet connection to connect to the telephone system via the IP network.

∙The phone includes a PC pass through 10/100 Ethernet port that can be used to also connect a computer to the network through the same connection as the phone. Use of this port can be disabled by the system administrator if not supported.

∙The phone may be powered from the network if Power over Ethernet (PoE) is available. Otherwise the phone needs its own power supply unit.

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1.9 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

The Status Menu

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 148 .

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 229 .

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 IP Office Features menu diagram 225 .

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 148 to select and assign actions to the buttons.

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Introduction: The Main Phone Menus

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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1.10 Other Menus

In addition to the main phone menus 16 , there are a number of additional menus which are accessed by pressing specific

keys.

- The Redial Menu 46

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 47 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 230 shows a summary of the menu options.

- The Contacts/Directory Menu 80

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 233 diagram shows a summary of the menu options.

- The Call Log Menu 90

This menu is accessed by pressing the key. The call log you see is a call log stored on the telephone system. If you login at another 1408, 1416, 1608 or 1616 phone, 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 232 menu diagram shows a summary of the menu options.

- The Visual Voice Menu 96

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 228 shows a summary of the menu options.

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Introduction: Other Menus

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 21

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 23

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 25

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 27

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

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 148 .

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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 32 available that could be applied to the call. To access these, press the >> double-arrow soft key and select the required function.

1.11.2 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.

∙R = Resilience

An R is shown on your phone's display your phone is working in resilience mode. This is used when there may have been a problem with the telephone system to which your phone was registered and another IP Office system is currently providing support for your phone. In this mode, some features may not be available and calls may be routed differently.

∙S = System Alarm

If you are configured as a system administrator 208 , an S in the phone's display indicates a system alarm 221 .

(IP500 V2 only)

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1.11.3 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.	Idle
		Green off.	The call appearance is not in use and is not currently selected.
		Red on.	Idle + Selected
		Green off.	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.	Alerting
		Green slow flash.	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.	Alerting + Selected
		Green slow flash.	As above but Ringing Line Preference has made this the user's current selected button.
		Red on.	In Use Here
		Green on.	The user has a call connected on the call appearance or is dialing.
		Red off.	In Use Elsewhere
		Green on.	The call appearance button is in use on a bridged appearance.
		Red off.	On Hold Here
		Green fast flash.	The call has been put on hold by this user.
		Red off.	On Hold Elsewhere
		Green flash.	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.	Inaccessible
		Green broken	The button pressed is not accessible. The call is still dialing, ringing or cannot be bridged into.
		flash.

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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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1.11.4 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

243 .

If you have any bridged appearance and or call coverage buttons, you can set the type of ringing (coverage ring) 169 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.	Idle
		Green off.	The bridged appearance is not in use.
		Red off.	Alerting
		Green slow flash.	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.	Alerting + Selected
		Green slow flash.	As above but Ringing Line Preference has made this the user's current selected button.
		Red off.	In Use Elsewhere
		Green on.	The matching call appearance button is in use.
		Red on.	In Use Here
		Green on.	The user has made a call or answered a call on the bridged appearance, or bridged into it.
		Red off.	On Hold Here
		Green fast flash.	The call has been put on hold by this user.
		Red off.	On Hold Elsewhere
		Green flash.	The call on that call appearance has been put on hold by another user.
		Red off.	Inaccessible
		Green broken	The button pressed is not useable. The call is still dialing, ringing or cannot be bridged into.
		flash.

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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

1.11.5 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 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) 169 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.

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.	Idle
		Green off.	The button is not in use.
		Red off.	Alerting
		Green slow flash.	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.	Alerting + Selected
		Green slow flash.	As above but Ringing Line Preference has made this the user's current selected button.
		Red on.	In Use Here
		Green on.	The user has answered the call requiring coverage.
		Red off.	On Hold Here
		Green fast flash.	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

1.11.6 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.	Idle
		Green off.	The associated line is not in use.
		Red on.	Idle + Selected
		Green off.	The associated line is not in use but the button is the user currently selected button.
		Red off.	Alerting
		Green slow flash.	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.	Alerting + Selected
		Green slow flash.	As above but Ringing Line Preference has made this the user's current selected button.
		Red off.	In Use Elsewhere
		Green on.	The line is in use.
		Red on.	In Use Here
		Green on.	The user has answered the line, made a call on it or bridged into the call on the line.
		Red off.	On Hold Here
		Green fast flash.	The call on the line has been put on hold by this user.
		Red off.	On Hold Elsewhere
		Green flash.	The call on the line has been put on hold by another appearance button user.
		Red off.	Inaccessible
		Green broken	The button pressed is not accessible. The call is still dialing, ringing, routing or cannot be
		flash.	bridged into.

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Chapter 2.

Making Calls

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2. Making Calls

If you are not already on a call, then you can just dial the number. The currently selected appearance button, shown by a red lamp, will be used for the call.

Alternatively, you can press a specific appearance button in order to make a call using that button. Using this method you can press the Dir soft key to select a number from the directory 83 .

If the number you dial matches a user or group on the telephone system, the directory name of the user or group is shown and the call starts altering the target.

If the call is to a user, and they do not answer, press the >> double-arrow soft key to access additional options. For example, to set a callback, press the AutCB soft key.

If the call is external and no external line is currently available, the message WAITING FOR LINE is displayed.

The display will indicate when the call is connected to the destination or to an outgoing line.

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