Avaya 15-601040 User Manual

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IP Office

1400 Series Phone User Guide

Intended solely for use with Mid-Market IP Office Release 8.1+

15-601040 Issue 06d - (Monday, March 19, 2012)

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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 Avaya shall not be responsible for any modifications, additions, or deletions to the original published version of this documentation unless such modifications, additions, or deletions were performed by Avaya.

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

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 +1-800-643-2353 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: securityalerts@avaya.com.

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

Introduction1.

..................................................................... 91.1 Important Safety Information

..................................................................... 101.2 '08 Phones

..................................................................... 111.3 '16 Phones

..................................................................... 121.4 Button Modules

..................................................................... 131.5 Phone Keys

..................................................................... 141.6 The Phone Stand

..................................................................... 151.7 Labels

..................................................................... 151.8 The Main Phone Menus

..................................................................... 171.9 Other Menus

..................................................................... 181.10 Phone Status Letters

..................................................................... 191.11 Appearance Buttons/Menu

............................................................................ 201.11.1 Using the Appearance Menu

............................................................................ 211.11.2 Call Apperance Buttons

............................................................................ 231.11.3 Bridged Appearance Buttons

............................................................................ 251.11.4 Call Coverage Buttons

............................................................................ 271.11.5 Line Appearance Buttons

Making Calls2.

..................................................................... 312.1 En-Bloc Dialing

..................................................................... 322.2 Call Soft Key Options

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

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

..................................................................... 342.5 Redialling a Previous Number

..................................................................... 342.6 Making a Page Call

..................................................................... 352.7 Withholding Your Number

..................................................................... 362.8 Adjust the Call Volume

..................................................................... 362.9 Muting a Call

..................................................................... 362.10 Ending Calls

Transferring Calls6.

..................................................................... 526.1 Transfer to Voicemail

..................................................................... 526.2 Transferring a Held Call

Account Codes7.

..................................................................... 547.1 Forced Account Code Entry

..................................................................... 547.2 Manual Account Code Entry

Conference Calls8.

..................................................................... 568.1 Starting a Conference

..................................................................... 568.2 Adding a Call to a Conference

..................................................................... 578.3 Viewing Conference Details

..................................................................... 578.4 Dropping/Muting Parties

..................................................................... 578.5 Holding a Conference Call

Headset Operation9.

..................................................................... 609.1 Headset Volume

..................................................................... 609.2 Default Handsfree Audio Path

Handsfree Speaker Operation10.

..................................................................... 6210.1 Speaker Volume

..................................................................... 6210.2 Default Handsfree Audio Path

Contacts/Directory11.

..................................................................... 6511.1 Viewing Contacts Details

..................................................................... 6611.2 Make a Call from the Directory

..................................................................... 6611.3 Using the Directory for Other Functions

..................................................................... 6711.4 Adding a New Contact

............................................................................ 6811.4.1 Add a Contact from the Call Log

............................................................................ 6811.4.2 Add a Contact from the Redial List

..................................................................... 6911.5 Editing a Contact

..................................................................... 7011.6 Deleting a Contact

Answering Calls3.

..................................................................... 393.1 Divert a Call to Voicemail

..................................................................... 393.2 Ignore an Incoming Call

..................................................................... 393.3 Answering a Page Call

..................................................................... 393.4 Auto Answer

..................................................................... 403.5 Call Pickup

Redialling4.

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

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

..................................................................... 434.3 Selecting Your Redial Mode

..................................................................... 444.4 View Call Details

..................................................................... 444.5 Add a Call to Your Contacts

Holding and Parking Calls5.

..................................................................... 475.1 Holding Calls

............................................................................ 475.1.1 Holding a Call

............................................................................ 475.1.2 Taking a Call Off Hold

............................................................................ 485.1.3 Switching Between Calls

............................................................................ 485.1.4 Transfer a Held Call

..................................................................... 495.2 Parking Calls

............................................................................ 505.2.1 Park Using the Menu

............................................................................ 505.2.2 Unpark (Features Menu)

............................................................................ 505.2.3 Unpark (Status Menu)

Call Log12.

..................................................................... 7312.1 Using the Call Log

..................................................................... 7312.2 Making a Call from the Call Log

..................................................................... 7412.3 Viewing Call Details

..................................................................... 7512.4 Deleting a Record

..................................................................... 7512.5 Deleting All Records

..................................................................... 7612.6 Adding a Record to Your Contacts

Voicemail13.

..................................................................... 7813.1 Message Waiting Indication

..................................................................... 7913.2 Checking Messages

..................................................................... 8013.3 Sending a Message

..................................................................... 8113.4 Mailbox Greeting

..................................................................... 8213.5 Email Mode

..................................................................... 8313.6 Changing Your Voicemail Code

..................................................................... 8313.7 Voicemail On/Off

..................................................................... 8413.8 Transfer to Voicemail

..................................................................... 8413.9 Send a Call to Voicemail

..................................................................... 8413.10 Visual Voice

Logging In/Out14.

..................................................................... 8714.1 Logging In

............................................................................ 8714.1.1 Logging In on a Phone Already in Use

............................................................................ 8714.1.2 Logging In on a Not Logged In Phone

..................................................................... 8714.2 Logout

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..................................................................... 8814.3 Lock

..................................................................... 8914.4 Auto Lock

..................................................................... 8914.5 Unlock

..................................................................... 9014.6 Changing Your Login Code

..................................................................... 9014.7 Unregistering

Redirecting Calls15.

..................................................................... 9315.1 Follow Me

............................................................................ 9415.1.1 Follow Me To (Features Menu)

............................................................................ 9415.1.2 Follow Me (Status Menu)

............................................................................ 9515.1.3 Follow Me Here (Features Menu)

..................................................................... 9615.2 Forwarding Calls

............................................................................ 9815.2.1 Forward Unconditional (Status Menu)

............................................................................ 9915.2.2 Forward Unconditional (Features Menu)

............................................................................ 10015.2.3 Forward On No Answer (Status Menu)

............................................................................ 10115.2.4 Forward On Busy (Status Menu)

15.2.5 Forward On Busy/No Answer (Features

............................................................................ 102

Menu)

..................................................................... 10315.3 Do Not Disturb

............................................................................ 10415.3.1 DND On/Off (Features Menu)

............................................................................ 10415.3.2 DND Off (Status Menu)

............................................................................ 10415.3.3 Do Not Disturb Exceptions

..................................................................... 10515.4 Twinning

............................................................................ 10515.4.1 Mobile Twinning Control

Groups16.

..................................................................... 10816.1 Group Membership

............................................................................ 10816.1.1 Group Membership On/Off (Status Menu)

............................................................................ 10916.1.2 Group Membership On/Off (Features Menu)

..................................................................... 11016.2 Group Service Status and Fallback

16.2.1 Changing the Group Service Status

............................................................................ 111

(Features Menu)

16.2.2 Changing the Group Service Status (Status

............................................................................ 112

Menu)

............................................................................ 11316.2.3 Changing the Group Fallback

Button Features17.

..................................................................... 11617.1 Programming a Button

..................................................................... 11717.2 Features

............................................................................ 11817.2.1 Abbreviated Dial

............................................................................ 11817.2.2 Abbreviated Dial Program

............................................................................ 11817.2.3 Account Code Entry

............................................................................ 11817.2.4 AD Suppress

............................................................................ 11817.2.5 Automatic Callback

............................................................................ 11817.2.6 Breakout

............................................................................ 11817.2.7 Call Forwarding All

............................................................................ 11917.2.8 Call Park

............................................................................ 11917.2.9 Call Park to Other Ext

............................................................................ 11917.2.10 Call Pickup

............................................................................ 11917.2.11 Directed Call Pickup

............................................................................ 11917.2.12 Directory

............................................................................ 11917.2.13 Drop

............................................................................ 11917.2.14 Flash Hook

............................................................................ 12017.2.15 Group

............................................................................ 12017.2.16 Group Paging

............................................................................ 12017.2.17 Headset Toggle

............................................................................ 12017.2.18 Internal Auto Answer

............................................................................ 12017.2.19 Ringer Off

............................................................................ 12117.2.20 Self-Administer

............................................................................ 12117.2.21 Send All Calls

............................................................................ 12117.2.22 Set Hunt Group Night Service

............................................................................ 12217.2.23 Time of Day

............................................................................ 12217.2.24 Timer

............................................................................ 12317.2.25 User

Phone Settings18.

..................................................................... 12718.1 Mobile Twinning

..................................................................... 12718.2 Withhold Number

..................................................................... 12818.3 Redial Mode

..................................................................... 12918.4 En-Bloc Dialing

..................................................................... 12918.5 Erase Options

..................................................................... 13018.6 Auto Lock

..................................................................... 13118.7 Ringer Controls

............................................................................ 13118.7.1 Disabling the Ringer

............................................................................ 13218.7.2 Visual Alerting

............................................................................ 13218.7.3 Audible Alerting

............................................................................ 13218.7.4 Coverage Ring

............................................................................ 13318.7.5 Ring Sound

............................................................................ 13418.7.6 Ringer Volume

............................................................................ 13418.7.7 Internal Auto Answer

..................................................................... 13518.8 Display Controls

............................................................................ 13518.8.1 Display Brightness

............................................................................ 13518.8.2 Display Contrast

............................................................................ 13618.8.3 Call Timer Display

............................................................................ 13618.8.4 Last Call Duration Display

............................................................................ 13718.8.5 Display Language

............................................................................ 13818.8.6 Display Name

............................................................................ 13818.8.7 A-Menu Auto Exit

............................................................................ 13918.8.8 Show Call Waiting

............................................................................ 13918.8.9 Inactivity Timer (Auto Return)

..................................................................... 14018.9 Volume and Sound

............................................................................ 14118.9.1 Button Clicks

............................................................................ 14118.9.2 Error Tones

............................................................................ 14118.9.3 Ringer Volume

............................................................................ 14118.9.4 Handset Volume

............................................................................ 14118.9.5 Headset Volume

............................................................................ 14218.9.6 Speaker Volume

............................................................................ 14218.9.7 Automatic Gain Control

............................................................................ 14218.9.8 Default Handsfree Audio Path

Status Menu19.

..................................................................... 14619.1 Do Not Disturb

..................................................................... 14619.2 Follow Me To

..................................................................... 14719.3 Follow Me Here

..................................................................... 14719.4 Forward On Busy

..................................................................... 14819.5 Forward On No Answer

..................................................................... 14819.6 Forward Unconditional

..................................................................... 14919.7 Forwarded Here

..................................................................... 14919.8 Group Membership

..................................................................... 14919.9 Group Service Status

..................................................................... 15019.10 Mobile Twinning

..................................................................... 15019.11 Parked Calls

..................................................................... 15019.12 System Alarms

Short Codes20.

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Contents

System Administration21.

..................................................................... 15621.1 Checking the System and Software Version

..................................................................... 15721.2 Checking the Time Settings

..................................................................... 15721.3 Setting the Date

..................................................................... 15821.4 Setting the Time

..................................................................... 15821.5 Setting the Time Offset

..................................................................... 15921.6 System Shutdown

..................................................................... 16021.7 Memory Card Management

..................................................................... 16121.8 System Alarms

..................................................................... 16121.9 Configuring SSL VPN Service

..................................................................... 18123.33 Twinning

...............................................................................183Index

The Phone Menus22.

..................................................................... 16522.1 Features Menu

..................................................................... 16722.2 Self-Administer Menu

..................................................................... 16822.3 Visual Voice Menu

..................................................................... 16922.4 Status Menu

..................................................................... 17022.5 Phone A-Menu

..................................................................... 17122.6 Call Log Menu

..................................................................... 17222.7 Contacts Menu

..................................................................... 17322.8 Redial Menu

..................................................................... 17422.9 Phone Locked Menu

..................................................................... 17522.10 System Admin Menu

..................................................................... 17622.11 Error Screens

Glossary23.

..................................................................... 17823.1 Abbreviated Ring

..................................................................... 17823.2 Appearance Button

..................................................................... 17823.3 Attention Ring

..................................................................... 17823.4 Auto Hold

..................................................................... 17823.5 Bridged Appearance Button

..................................................................... 17823.6 Call Appearance Button

..................................................................... 17823.7 Call Coverage Button

..................................................................... 17823.8 Coverage Ring

..................................................................... 17823.9 Do Not Disturb

..................................................................... 17923.10 Do Not Disturb Exceptions

..................................................................... 17923.11 Follow Me

..................................................................... 17923.12 Follow Me Here

..................................................................... 17923.13 Follow Me To

..................................................................... 17923.14 Forward on Busy

..................................................................... 17923.15 Forward on No Answer

..................................................................... 17923.16 Forward Unconditional

..................................................................... 18023.17 Group

..................................................................... 18023.18 Idle Line Preference

..................................................................... 18023.19 Internal Twinning

..................................................................... 18023.20 Line Appearance Button

..................................................................... 18023.21 Logged Out

..................................................................... 18023.22 Login Code

..................................................................... 18023.23 Missed Call

..................................................................... 18023.24 Missed Group Call

..................................................................... 18123.25 Mobile Twinning

..................................................................... 18123.26 Park Call

..................................................................... 18123.27 Park Slot Number

..................................................................... 18123.28 Ringing Line Preference

..................................................................... 18123.29 Short Codes

..................................................................... 18123.30 Small Community Network

..................................................................... 18123.31 System Administrator

..................................................................... 18123.32 System Phone User

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Chapter 1.

Introduction

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1. Introduction

1416 Telephone

1408 Telephone

This guide is for 1408 and 1416 phones when being used on an Avaya <%TARGET2%> telephone system.

Introduction:

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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1.3 '16 Phones

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

Introduction: '08 Phones

· 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 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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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 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.

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· 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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1.5 Phone Keys

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.

The following keys are found on the phone:

Introduction: Button Modules

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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

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 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 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 .

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.

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

The Status Menu

The Features Menu

The Button Features Menu

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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

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.

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.

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.

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.

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.

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

- The A Menu

- The Contacts/Directory Menu

- The Call Log Menu

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- The Visual Voice Menu

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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.

· 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 system is currently providing temporary 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 , an S in the phone's display indicates a system alarm .

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Introduction: Phone Status Letters

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 .

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

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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

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.

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.

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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

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.

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

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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.

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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

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.

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

Call Coverage Button Lamps

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

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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

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.

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.

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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 .

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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Making Calls:

2.1 En-Bloc Dialing

By default, when you start dialing a number on your phone, the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system. You cannot correct the digits you have already dialed except by ending the call and starting again. Also if you pause dialing for too long the phone system may think that you have finished dialing and will attempt to connect the call using only the digits you have completed dialing so far.

En-bloc dialing allows you to compose and edit the number to dial on your phone's display before it is sent to the phone system to be dialed.

Through the phone's menus you can select whether you want to use traditional or en-bloc dialing when making calls. Your chosen setting is then applied whenever you are using a phone that supports en-bloc dialing.

Dialing a Number Using En-Bloc Mode

1.With no connected call on the phone, start dialing. Do not lift the handset or select headset or speaker before dialing.

2.You can use the right arrow key to delete the previous digit dialed if you need to correct the number.

3.When you have completed the number as required, you can select how you want to make the call.

· Lift the handset to start a call using the handset.

· Pressing the Call soft key or OK button to start the call using the phone's default handsfree audio path

(speaker or headset). You can also press one of your idle call appearance to make the call using that appearance.

· Press the Headset button to start the call on a headset connected to your phone.

· Press the Speaker button to start the call on your phone's handsfree speaker.

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Enabling/Disabling En-Bloc Dialing

You can enable or disable your en-bloc dialing setting through the phone's Features menu.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Call Settings.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the display to the option En-Bloc Dial.

5.Use the left and right arrow keys to change the setting or use the indicated soft key.

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2.2 Call Soft Key Options

When making, answering and during a call, a >> double-arrow soft key appears on the display, it indicates that there are additional options that you can access. The options will vary according to the type of call and system features available to you.

· Account

Enter an account code to associate with the call.

· Answer

Answer a page call, turning it into a normal call.

· AutCB

Set an automatic callback on the user that you have called but who has not answered. When they next end a call, the telephone system will call you and when answered, will automatically make a call to the user.

· Complete

Complete the transfer of a held call. A Cancel option is also shown which will end the transfer attempt.

· Dir

Access the directory in order to select a number by name.

· Drop

End the call.

· Ignore

Quiet the ringer for the current alerting call. The call will continue alerting until either answered or it goes to voicemail.

· Pickup

Answer the call that is held or alerting another user.

· ToVM

Send an alerting call to your voicemail.

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Making Calls: Call Soft Key Options

2.3 Calling a Person from the Contacts List

You can use any directory contacts to make a call. You can also use the directory in almost any telephone function where you need to select the number for a destination, for example during transfers.

1.Access the contacts directory:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select which type of directory entries you want displayed.

· All

All directory entries.

· External

Directory entries stored by the telephony system for all users to use.

· Groups

The names and numbers of hunt groups on the telephone system.

· Users

The names and numbers of other users on the telephone system.

· Personal

Your own personal directory entries.

c. Either press the List soft key to display all the directory entries or start dialing the name to display only

matching entries.

d.Use the up and down arrow keys to scroll through the matching entries. To return to the start to match a

different directory selection, press the Clear soft key.

2.When the required entry is displayed, press Call.

3.Continue as for a normally dialed call.

2.4 Calling a Person from the Call Log

You can use the call log to make calls to the number included in the currently selected call record.

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Press the Call soft key or OK to call the number displayed in the call record.

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2.5 Redialling a Previous Number

Your phone's REDIAL key can work in one of two ways, set by its redial mode setting .

List Mode

This redial method is used when your phone's redial mode is set to List.

1.Access the redial list.

a. Press the Redial key. The list of outgoing calls is displayed.

b.Use the up and down arrow keys to scroll through the 10 most recent outgoing calls.

2.Press the Call soft key or OK to call the number displayed in the call record.

3.Continue in the same way as for a normal dialed call.

One Number Mode

This redial method is used when your phone's redial mode is set to One.

1.Press the REDIAL key.

2.The number for the most recent outgoing call in your personal call log is redialed.

3.Continue in the same way as for a normal dialed call.

2.6 Making a Page Call

In order to make page calls you must have access to a paging short code provided by the system administrator or to a

paging feature button .

If the dialing short code or the paging button have been pre-configured with a number, the user or group at that number will be paged if available.

The dialing short code can be configured to accept the number of the user or group to page when dialed. Similarly a paging button can be set to allow number entry when pressed as follows:

1.Press the paging button.

2.Dial the number of the user or group you want to page.

3.When the dialing is completed, the page call is made.

· If the destination is a user and they already have a call connected, they cannot be paged. If the destination is

a group which is not in service or has no available members, it cannot be paged.

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Feature Button

The self-administer function can be used to assign a feature button as a page button using the Group Paging action.

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Making Calls: Making a Page Call

2.7 Withholding Your Number

You can select to withhold your number on external calls. Note that this option may not be supported in all situations. It may depend on the configuration of your phone system and options supported by your telephone line provider.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Call Settings.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down menu keys to scroll the menu to Withhold Number.

5.Use the left or right arrow keys to change the current setting or press the indicated soft key.

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2.8 Adjust the Call Volume

While talking, you can adjust the volume of the incoming call. The volume is separately adjusted for which every device you are currently using (handset, headset or speaker).

1.With the call connected, press the key.

2.Use the + plus and – minus keys to adjust the volume.

3.The display will return to normal after a few seconds.

2.9 Muting a Call

Muting a call stops the caller from hearing you. However you can still hear them.

· The mute setting remains active even if you switch between calls using hold and or appearance buttons.

· If you change how you are listening to the call, for example switching from the handset to the speaker, the mute

setting is canceled.

1.To activate mute, press the MUTE key. The button will be lit while mute is active.

2.To switch mute off, press the key again.

2.10 Ending Calls

· The DROP key can be used to end the current call to which you are talking. If the call is a conference call, it

displays a menu to allow selection of which conference party to drop .

· If the call is connected on the phone's speaker, the SPEAKER key is lit. Pressing the key again will end the call.

· If the call is connected on the phone's headset, the HEADSET key is lit. Pressing the key again will end the

call.

· If the call is connected on the phone's handset, replacing the handset will end the call.

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Chapter 3.

Answering Calls

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3. Answering Calls

A slow flashing green lamp on an appearance button indicates an alerting call. This may also be accompanied by

ringing and by the message lamp flashing.

Selected Button

If the button also has a red lamp ( ) that indicates that it is already the selected button that will be used if you lift the handset or go off hook in any other way. If that in the case you can answer the call in the following ways:

To answer a call on the selected button: = Red on, Slow green flash.

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1.Select the method which you want to use to talk to the caller:

· To quiet the ringing, press the >> double-arrow soft key and then press the Ignore soft key. The call will still

continue alerting visually and can be answered or ignored.

· To redirect the call to voicemail, press the >> double-arrow soft key and then press the To VM soft key.

· To answer the call using the handset, lift the handset.

· To answer the call handsfree, press the SPEAKER key.

· To answer the call on a headset, press the HEADSET key.

· Just pressing the key will answer the call either on the speaker or headset depending on the phones audio

2.The green lamp will stop its slow flash. Once you have answered the call, you can switch between talk modes:

· To switch to using the handset, lift the handset.

· To switch to handsfree, press the SPEAKER key. If you were using the handset you can now safely replace

· To switch to headset mode, press the HEADSET key. If you were using the handset you can now safely

· If you have answered the call on the speaker or headset, pressing the SPEAKER or HEADSET key again

· Just pressing the key or any other appearance button will put the call on hold.

path setting.

it.

replace it.

before you select another mode will end the call.

Answering Another Call

If the button that with a slow green flash does not have a red light, it is not the currently selected button. That may be because you are already on a call on another button. If that is the case, answering the new call will automatically put the existing call on hold.

1.Using the up and down arrow keys, you can scroll the display to see details of the waiting call.

· To quiet the ringing, press the >> double-arrow soft key and then press the Ignore soft key. The call will still

continue alerting and can be answered or ignored.

· To redirect the call to voicemail, press the >> double-arrow soft key and then press the To VM soft key.

[1]

2.Press the flashing green appearance button to answer the new call and put the existing call on hold. The call will be answered using which ever talk mode you were already using for the existing call.

Notes

1.This guide assumed that auto hold is enabled (the default). The system administrator can disable auto hold for the system, in which case calls are automatically disconnected rather than held.

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Answering Calls:

3.1 Divert a Call to Voicemail

You can transfer a call targeted at you directly to voicemail.

1.If the call is not the current call on the display, use the up and down arrow keys to scroll the display to the alerting call.

2.Press the >> double-arrow soft key.

3.Press the To VM soft key.

4.The call is redirected to voicemail.

3.2 Ignore an Incoming Call

You can quiet the ringer of a currently alerting call. The call will continue alerting but with no audible ring.

1.If the call is not the current call on the display, use the up and down arrow keys to scroll the display to the alerting call.

2.Press the >> double-arrow soft key.

3.Press the Ignore soft key.

4.The call will continue alerting but with no audible ring.

3.3 Answering a Page Call

Your phone can be paged if you have no other connected call in progress. The page is heard through the phone's speaker.

1.A page call is indicated in the display by the word Page.

· To answer the page call, press the CONFERENCE key.

· Alternatively, press the >> double-arrow soft key.

· Press the Answer soft key.

2.The call is turned into a normal call.

3.4 Auto Answer

You can select to have internal calls automatically connected if you are not already on a call. The call will be connected, after the phone gives a brief tone, using either the phone's speaker or the headset as set by the phone's audio path

setting .

This function can be assigned to a feature button configured with the Internal Auto Answer action. The button lamp will indicate when internal auto answer is on.

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1.Press the MENU button.

2.Use the up and down arrow keys to locate the option Call Settings....

3.Press the Select soft key.

4.Use the up and down arrow keys to locate the option Internal Auto-Answer.

5.Press the Change soft key to change the setting.

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3.5 Call Pickup

Pickup is used to answer a call ringing elsewhere on the phone system. There are a number of pickup options:

· Answer any ringing call on the telephone system.

· Answer a call ringing a particular user.

· Answer a call ringing a particular group.

· Answer a call, not necessarily a group call, ringing the members of a group.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Press the Select soft key or the OK button or the right arrow key.

· To answer a ringing call, press the Any soft key.

· To answer a call ringing against a particular target, dial the targets number. Alternatively, press the Dir soft

key to select the target from the directory .

3.The following menus will depend on the type of number entered:

· User Number

· To answer a call ringing against the user, press the Pickup soft key.

· To return to entering a number, press the Clear key.

· Hunt Group Number

· To answer a call ringing against the members of the group, press the Members soft key. The call does

not have to be a call to the hunt group.

· To answer a call ringing for the hunt group, press the Group soft key.

· To return to entering a number, press the Clear key.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. The following are default short codes that may be available. Your system administrator will confirm any additional short codes that they may have configured for your use.

· Pickup Any Call: *30

Answer a call ringing on the telephone system.

· Pickup a Group Call: *31

Answer a call ringing a group of which you are a member.

· Pickup a Users Call: *32*N#

Pickup a call ringing a user's extension number (N).

· Pickup a Group Members Call: *53*N#

Pickup a call ringing the members of a group (N). This does not necessarily have to be a group call.

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Chapter 4.

Redialling

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4. Redialling

The phones redial operation can work in either of the following modes:

· List

If this mode is selected, pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log. You can select the call that you want to redial and perform a number of other functions.

· One

If this mode is selecting, pressing Redial will immediately repeat the most recent outgoing call in your call log. None of the other redial function will be accessible.

You can select the redial mode that the phone uses. In either case, the redial function uses the outgoing call records in your personal call log . If you delete the records in your call log, redial will not work until new outgoing call records exist in your personal call log.

Notes

1.Use of centralized call log can be switched off by the system administrator. In that case the numbers used for the redial function are stored by the phone. This guide only covers redial using outgoing call records in the users centralized call log.

4.1 Redial a Call (One Mode)

This redial method is used when your phone's redial mode is set to One.

1.Press the REDIAL key.

2.The number for the most recent outgoing call in your personal call log is redialed.

3.Continue in the same way as for a normal dialed call.

4.2 Redial a Call (List Mode)

This redial method is used when your phone's redial mode is set to List.

1.Access the redial list.

a. Press the Redial key. The list of outgoing calls is displayed.

b.Use the up and down arrow keys to scroll through the 10 most recent outgoing calls.

2.Press the Call soft key or OK to call the number displayed in the call record.

3.Continue in the same way as for a normal dialed call.

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4.3 Selecting Your Redial Mode

You can select whether your phone uses the redial list or last call redial mode.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Call Settings.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the menu to Redial Action.

5.The current mode, List or One is displayed.

· List

· One

If this mode is selecting, pressing Redial will immediately repeat the most recent outgoing call in your call log. None of the other redial function will be accessible.

6.Use either the Change soft key or the left or right arrow keys to change the mode.

7.When the required mode is displayed, press the Done soft key.

Redialling: Redial a Call (List Mode)

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4.4 View Call Details

You can view additional details about the currently shown call.

1.Access the redial list.

a. Press the Redial key. The list of outgoing calls is displayed.

b.Use the up and down arrow keys to scroll through the 10 most recent outgoing calls.

2.Press the Details soft key. The individual details of the currently selected call record are displayed.

3.Use the up and down arrow keys to scroll through the details. The possible values are:

· Time

The time of the call.

· Ring Time

How long the call rang.

· Name

The name of the caller if known.

· Number

The number of the caller if available.

· Reason

The type of call record, ie. Answered, Outgoing or Missed.

· Count

How many time a call of the same type, name and number has occurred. Only the details of the most recent call are kept in your call log. However the count will indicate if the caller has rung or has been rung several times.

4.While you are in the details of a call record, the soft key functions available are:

· Call

Call the number shown in the call record. You can also do this by pressing the OK button.

· +Contact

Add the name and number to your personal directory. You can edit the details before they are added.

· Back

Go back to the normal call screen to select another call record.

4.5 Add a Call to Your Contacts

You can add the details of a call in your redial list to your personal contacts.

1.Access the redial list.

a. Press the Redial key. The list of outgoing calls is displayed.

b.Use the up and down arrow keys to scroll through the 10 most recent outgoing calls.

2.Press the Details soft key. The individual details of the currently selected call record are displayed.

3.Press the +Contact soft key.

4.Use the up and down arrow keys to switch between the name and number details for the new contact.

5.Using the telephone keypad and the Bksp soft key you can edit the name and the number.

6.When the name and number are set as required, press the Save soft key. To return without saving the name and number, press the Cancel soft key.

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Chapter 5.

Holding and Parking Calls

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5. Holding and Parking Calls

When used to park or hold a call...

Hold

Park

... the call occupies an appearance button.

Yes

... the caller hears music on hold if available.

Yes

... the calls can be retrieved by other users dialing a short code.

Yes

... the calls recalls you automatically if your phone is idle.

Yes

Default 15

seconds

Yes Default 5 minutes.

... can be used with conference calls.

Yes

... can be used to start or add calls to a conference.

Yes

... the call is assigned a unique ID.

Yes

Holding a call and parking a call are two similar actions. The current caller is placed on hold and hears music on hold if available. The table below summarizes the main differences between parking a call or holding a call.

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Holding and Parking Calls:

5.1 Holding Calls

You can hold a call or several calls.

· The held call will still occupy the appearance button on which it was made or answered.

· While held the caller will hear music on hold. If your system does not have music on hold available, the caller will

hear double beep tones every few seconds.

· If you have more than one held call, or one held call and a connected call, pressing the CONFERENCE key

will start a conference between yourself and the calls.

Important - Holding Conference Calls

You can hold a conference call in the same way as holding a normal call. Holding the conference call does not affect the other conference parties who can continue talking. You will also still be listed as a member of the conference call in the conference details.

Warning: This only applies to conference calls hosted by your own telephone system. Holding your call to a conference hosted on another telephone system may cause that conference to hear your system's music on hold.

5.1.1 Holding a Call

1.To you current call on hold, press the HOLD key or the call's appearance button.

2.The held call will be indicated by its appearance key using a fast flashing green lamp .

3.While held the caller will music on hold. If your system does not have music on hold available, the caller will hear double beep tones every few seconds.

4.You can scroll the display using the up and down arrow keys, the held call will appear with a icon.

Important - Holding Conference Calls

5.1.2 Taking a Call Off Hold

Either of the following methods can be used to retrieve a call from hold. If you have a currently connected call, that call will be automatically put on hold.

1.Press the appearance button with the fast flashing green lamp .

2.Scroll the display using the up and down arrow keys, the held call will appear with a icon.

· You can press the >> double-arrow soft key.

· Press the Pickup soft key to take the call off hold.

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5.1.3 Switching Between Calls

With a call on hold (fast-flashing green appearance button) and another call connected (red and green appearance button), you can switch between calls by pressing the appearance button of the held call. The current call is automatically put on hold and the previously held call connected.

When you place a call on hold in order to make a transfer , the call is considered 'on hold pending transfer' and is indicated by fast-flashing red and green appearance buttons. On phones with only a single appearance button (or icon), the phone displays "On-Hold-Xfer" before the call information on the call's application line.

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5.1.4 Transfer a Held Call

When you already have a call on hold and a call connected, you can connect them by starting a conference. Press the

CONFERENCE key. Your current call and the held call will be connected. You can now drop yourself from the

conference.

Note: If you are the only internal user in the conference, depending on your telephone systems configuration, dropping yourself might end the conference. Consult your system administrator for details.

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Holding and Parking Calls: Holding Calls

5.2 Parking Calls

Parking a call is similar to holding a call. However parked calls can be unparked by other users on the phone system.

Each parked call is given a number. By default the number is your extension number plus a digit.

Calls that you have parked will return to your phone if they remain parked for too long. The default return delay is 5 minutes. This is a system delay that is applied to all users and can be changed by the system administrator. Returning calls ignore any forwarding or do not disturb settings.

If you park a call without specifying a park slot number, the system will assign a number based on your extension number plus a single digit. For example for extension 201, the first parked call will use park slot number 2010 if available. If you already have one parked call, the next parked call will use park slot 2011 if available.

Call park buttons can be configured with a specific park slot numbers. A calls parked using that button will be given that park slot number. Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using their button.

A feature button set to the Call Park action can be used to park and unpark calls. If configured to a specific park number, the button will indicate when another user has parked a call using that park slot number.

Default Short Codes

· Park Call: *37*N#

Parks the held call using the park number dialed in place of N.

· Unpark Call: *38*N#

Unpark the call parked using the park number N.

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5.2.1 Park Using the Menu

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the menu to Park.

3.Press the Select soft key or the OK button or the right arrow key.

4.You can park the call and have the parked call indication sent to your phone or another phone. Use the up and down arrow keys to select either the method of parking your want:

· Park Here

With Park Here displayed, press the Select soft key or the OK button or the right arrow key.

· Park to Other User

· With Park to Other displayed, press the Select soft key or the OK button or the right arrow key.

· Enter the target user extension number. Alternatively, press the Dir soft key to use the directory .

· Press Done.

5.2.2 Unpark (Features Menu)

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the menu to Park.

3.Press the Select soft key or the OK button or the right arrow key.

4.Press the Select soft key or the OK button or the right arrow key. If you have any parked calls, they are listed.

5.Use the up and down arrow keys to scroll through the parked calls.

6.To unpark a particular call, press the CPkUp soft key.

5.2.3 Unpark (Status Menu)

While parked calls are parked on the telephone system and can be unparked by any other user, the parked call indication is sent to a particular extension. If there are any calls parked against your phone, you can view and unpark them using the Status menu.

1.Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

2.If you have any parked calls, the Parks option is displayed. The option is not present if you do not have calls parked against your extension.

3.Press the Details soft key.

4.Use the up and down arrow keys to scroll through the parked calls.

5.To unpark a particular call, press the CPkUp soft key.

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Chapter 6.

Transferring Calls

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6. Transferring Calls

You are able to transfer calls even if all your current call appearance buttons are in use.

1.Press the TRANSFER key. The current call is automatically put on hold.

2.Dial the number for the transfer. Alternatively, press Dir to select a destination from the directory or use the Redial option, if applicable.

· To complete the transfer, press the TRANSFER key or press the Complete soft key. You can do this

while the call is still ringing.

· Transferring a call while it is still ringing is called an unsupervised transfer.

· Transferring a call after ringing finishes is called a supervised transfer.

· If the transfer destination does not answer or, after answering the call, does not want to accept the call, press

the Cancel soft key.

3.Press the TRANSFER key to complete the transfer or press the Complete soft key. If the transfer destination does not answer or does not want to accept the call, press the Cancel soft key.

6.1 Transfer to Voicemail

When set to visual voice mode, the key can be used to transfer your current call to the voicemail mailbox of another user or group.

1.With the call connected, press the key. You are still connected to the call and can continue talking.

2.Dial the extension number of the user or group to which you want to transfer the call.

3.When the number matches a user or group, their name is displayed.

· To transfer the call to the user or group's mailbox, press the Select soft key. The caller will hear a few

seconds of ringing and then the mailbox greeting.

· To exit the transfer menu, press the Exit soft key.

6.2 Transferring a Held Call

There are various call transfer scenarios to consider:

1. If you have multiple calls on hold and you want to transfer a connected call to one of the held calls:

· Press the Transfer soft key and use the up and down arrow keys to select the desired call appearance.

When you are satisfied, press Complete to transfer the call while the other held call(s) remain on hold.

2. If you have calls on hold but you want to connect your current call with a new destination:

· Press the Transfer soft key and enter the destination manually using the numerical keypad and press

Complete. Alternatively, press Dir to select a destination from the directory or use the Redial option, if

applicable.

3. If you have a destination call connected but you wish to refer back to the originating call before completing the transfer:

· Do NOT press Complete to transfer the destination call as in scenario #2. Select the originating call ('on hold

pending transfer') by pressing its call appearance button. This will place the destination call 'on hold pending transfer' so that you can notify the originating caller. With the originating call connected, you can now press Complete to connect the two calls. Held calls that are not pending transfer will not be affected. Moreover, it is not possible to have more than one call 'on hold pending transfer.'

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Chapter 7.

Account Codes

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7. Account Codes

The telephone system can store a number of account codes. Account codes may be used to keep track of calls in relation to particular activities or clients. They can also be used to keep track of calls by particular users or sets of users.

· When an account code is entered while making a call or during a call, that account code is included in the call

records output by the system.

· Accounts entered are checked against those stored by the telephone system. If an invalid code is entered, the

account code is requested again.

· The system administrator can configure certain numbers or types of numbers to require entry of an account code

before you can continue making a call to such a number.

· The system administrator can also configure you to have to enter an account code before making any external

call.

7.1 Forced Account Code Entry

The system administrator can configure certain numbers or types of numbers to require entry of an account code before you can continue making a call to such a number.

1.ENTER ACCOUNT is displayed when you are required to enter an account code.

2.Enter the account code that you want to use.

3.Press the Done soft key.

4.If the account code was not a valid account code, the REENTER ACCOUNT menu is displayed.

7.2 Manual Account Code Entry

You can enter account codes during a call or before making a call. The account code that you enter must match an account code set on the telephone system.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Call Settings.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the menu to Account Code.

5.Press the Select soft key or the OK button or the right arrow key.

6.Enter the account code that you want to use.

7.Press the Done soft key.

8.If the account code was not a valid account code, the REENTER ACCOUNT menu is displayed.

Feature Button

Access to the enter account code menu can be assigned to a feature button configured with the Account Code Entry

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action. The button can also be preset with a specific account code.

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Chapter 8.

Conference Calls

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8. Conference Calls

Multiple conference calls are supported, with parties addable to each conference call until the system's conference capacity, up to 128, is reached. However, a maximum of 64 parties is supported in any particular conference call.

Conference resources are also used for call recording and other features, reducing the available conference capacity for ordinary conference calls.

Default Short Codes

· Conference Held Calls: *47

Start a conference between yourself and any calls that you have on hold.

8.1 Starting a Conference

If you have more than one held call, or one held call and a connected call, pressing the CONFERENCE key will start a conference between yourself and the calls.

If you do not already have a held call, you can use the process below to start a conference.

1.Make a call to the first party or answer a call.

2.Press the CONFERENCE key. The current call is automatically put on hold.

3.Dial the party that you want to add to the conference.

4.If they answer and want to join the call, press the CONFERENCE key again or press the Join soft key.

5.If they do not want to join the call or do not answer, press DROP and then press the appearance key of the held call (fast green flash).

Notes About Conference Calls

· You can use the Conf key as an alternative method for transferring calls; this is particularly useful for internal

users. However, if you are the only internal user in a conference, bear in mind that you are the conference host and dropping yourself from the call would end the conference for all participants.

· If you already have calls on hold, pressing the Conf key will create a conference containing the connected call and

the call on hold. You can add more calls if you like.

· If you have a call 'on hold pending transfer ' and you wish to conference yourself, your current call, and the call

'on hold pending transfer,' pressing the Conf key will start a conference that includes all three of you. Other held calls will not be included, but you can add more calls or drop yourself if necessary.

· Pressing the Conf key against a held call will add that call to the extension's current call (alerting or connected).

Any calls 'on hold pending transfer' will also be added to the call.

8.2 Adding a Call to a Conference

You can add additional parties to an existing conference.

1.Press the HOLD key to put the conference on hold. This does not affect the other conference parties who can continue talking to each other.

2.Press an available appearance key on which to make a call.

3.Dial the party that you want to add to the conference.

4.If they answer and want to join the call, press the CONFERENCE key again or press the Join soft key.

5.If they do not want to join the call or do not answer, press DROP and then press the appearance key of the held call (fast green flash).

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Conference Calls: Adding a Call to a Conference

8.3 Viewing Conference Details

You can display a list of the parties involved in a conference call.

1.If not already displayed, press the up or down arrow key to display the conference call.

2.Press the Details soft key.

· To scroll through the list of callers in the conference, use the up and down arrow keys.

· To drop the caller displayed from the conference, press the Drop soft key. Pressing the DROP button

will also drop the displayed party.

· To mute a caller, highlight them and press Mute. Repeat this to unmute them.

· To return to the call display, press the Exit soft key.

8.4 Dropping/Muting Parties

You can drop parties from a conference call, including yourself. You can also mute other parties.

1.While connected to a conference call, if you press the Details key, the conference details menu is displayed.

2.You can then perform the following actions:

· To scroll through the list of callers in the conference, use the up and down arrow keys.

· To drop the caller displayed from the conference, press the Drop soft key. Pressing the DROP button

will also drop the displayed party.

· To mute a caller, highlight them and press Mute. Repeat this to unmute them.

· To return to the call display, press the Exit soft key.

8.5 Holding a Conference Call

Using the HOLD key you can put a conference call on hold in the same way as you can for a normal call. The appearance key for the conference call will show a fast flashing green lamp.

To take the conference call off hold, press the appearance key.

Important - Holding Conference Calls

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Chapter 9.

Headset Operation

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9. Headset Operation

Your phone has a headset socket located under the phone. This is suitable for the connection of phone headsets that connect via a HIS headset cable.

· Pressing the HEADSET key can be used to answer a call through the headset. It can also be pressed to end a

headset call.

· The key is lit when there is a call connected through the headset.

· The key can also pressed to turn a call already answered using the handset or handsfree into a headset call.

· If there are no currently connected call to which you are talking, a call answered by pressing its appearance button

is connected either handsfree or through the headset according to the phone's audio path setting .

· If there is already a connected call to which you are talking through the headset, answering another call by

pressing the appearance button will answer that call using the headset.

You can adjust the following handsfree settings:

· Headset Volume

· Headset Automatic Gain Control On/Off

· Default Audio Path

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9.1 Headset Volume

While talking via the headset, you can adjust the volume of the incoming call.

1.With the call connected on the headset, press the key.

2.Use the + plus and – minus keys to adjust the volume.

3.The display will return to normal after a few seconds.

9.2 Default Handsfree Audio Path

By default, when you make a call or answer a call without lifting the handset, the audio is played through the phone's speaker while you speak via the phone's microphone.

If you have a headset attached, you can change the phone's behavior so the audio is played through the headset by default rather than the speaker.

1.Press the MENU button.

2.Use the up and down arrow keys to locate the option Call Settings....

3.Press the Select soft key.

4.Use the up and down arrow keys to locate the option Audio Path.

5.Use the left and right arrow keys or press the Change soft key to change the setting.

6.When completed, press the Done soft key.

7.Press the Exit soft key to exit the menus.

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Chapter 10.

Handsfree Speaker Operation

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10. Handsfree Speaker Operation

Your phone has a speaker and microphone that allows you make and answer calls handsfree. The speaker is located under the handset. The microphone is located near the bottom right of the phone's keypad.

· Pressing the SPEAKER key can be used to answer a call handsfree. It can also be pressed to end a handsfree

call.

· The key is lit when there is a call connected handsfree.

· The key can also pressed to turn a call already answered using the handset or headset into a handsfree call.

· If there are no currently connected call to which you are talking, a call answered by pressing its appearance button

is connected either handsfree or through the headset according to the phone's audio path setting .

· If there is already a connected call to which you are talking handsfree, answering another call by pressing the

appearance button will answer that call handsfree.

You can adjust the following handsfree settings:

· Speaker Volume

· Speaker Automatic Gain Control On/Off

· Default Audio Path

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Conference Phones

Your phone is not designed as a conference room speakerphone. It is designed for use by a speaker located directly in front of the phone with no obstructions between themselves and the microphone. Phones designed to be used as conference speakerphones typically have multiple microphones and are able to handle sounds coming from multiple directions. For details of conference speakerphones supported by your phone system contact your system administrator.

10.1 Speaker Volume

While talking handsfree via the phone's speaker, you can adjust the volume of the incoming call.

1.With the call connected on the speaker, press the key.

2.Use the + plus and – minus keys to adjust the volume.

3.The display will return to normal after a few seconds.

10.2 Default Handsfree Audio Path

By default, when you make a call or answer a call without lifting the handset, the audio is played through the phone's speaker while you speak via the phone's microphone.

If you have a headset attached, you can change the phone's behavior so the audio is played through the headset by default rather than the speaker.

1.Press the MENU button.

2.Use the up and down arrow keys to locate the option Call Settings....

3.Press the Select soft key.

4.Use the up and down arrow keys to locate the option Audio Path.

5.Use the left and right arrow keys or press the Change soft key to change the setting.

6.When completed, press the Done soft key.

7.Press the Exit soft key to exit the menus.

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Chapter 11.

Contacts/Directory

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11. Contacts/Directory

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.

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The contacts shown in the directory come from a number of sources.

· Personal Directory Contacts

These contacts are stored by the telephone system as part of your user settings.

· They are displayed on the phone while you are using it. If you hot desk to another phone that stores contacts

on the phone system, your personal contacts move with you.

· You can have up to 100 personal directory entries

phone.

· The system administrator can also add, edit and delete your personal directory entries.

· User Contacts

These contacts list all Network of IP Office telephone systems, it includes users on the other systems.

· Group Contacts

These contacts list all the hunt groups on the telephone system. If your system is part of a Small Community Network of IP Office telephone systems, it includes those hunt groups that the system administrator has configured to be advertised across the network.

· External Contacts

These contacts are viewable and useable by all phone users. These are two types of external contacts:

· Some external contacts are entered into the telephone system configuration by the system administrator.

· Other external contacts are those imported by the telephone system from other directory sources.

[3]

the other users on the telephone system. If your system is part of a Small Community

[2]

which you can add, edit and delete these through the

[1]

Notes

1.If you have been configured as a system phone user by the system administrator, then you can also add, edit, and delete some external directory contacts.

· This only applies to external directory contacts entered locally into configuration of the system at which you

are logged in.

· External directory contacts imported by the system cannot be edited.

· However, if a local entry is created with the same name or number as an imported entry, the imported entry

is discarded in favor of the local one.

2.While each user is allowed up to 100 personal directory entries, the total capacity of the system may limit the addition of further personal directory entries for any users.

3.The system administrator can set other users as Ex Directory. Those users are then not included in the user directory.

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11.1 Viewing Contacts Details

1.Access the contacts directory:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select which type of directory entries you want displayed.

· All

All directory entries.

· External

Directory entries stored by the telephony system for all users to use.

· Groups

The names and numbers of hunt groups on the telephone system.

· Users

The names and numbers of other users on the telephone system.

· Personal

Your own personal directory entries.

c. Either press the List soft key to display all the directory entries or start dialing the name to display only

matching entries.

d.Use the up and down arrow keys to scroll through the matching entries. To return to the start to match a

different directory selection, press the Clear soft key.

2.When the required entry is displayed, press Details to display the name and number.

3.Use the up and down arrow key to switch between the name and the number.

4.The range of soft keys available will depend on the type of directory entry:

· Call

· Back

· More

· Edit

· Delete

Make a call to the stored number.

Go back to the directory listing.

If the contact is one of your personal directory entries, the More soft key will be present to allow you to access the options below. It is also present for external directory entries if you have been setup as a system phone user by the system administrator.

Edit the name and number.

Delete the name and number.

Contacts/Directory:

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11.2 Make a Call from the Directory

You can use any directory contacts to make a call. You can also use the directory in almost any telephone function where you need to select the number for a destination, for example during transfers.

1.Access the contacts directory:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select which type of directory entries you want displayed.

· All

All directory entries.

· External

Directory entries stored by the telephony system for all users to use.

· Groups

The names and numbers of hunt groups on the telephone system.

· Users

The names and numbers of other users on the telephone system.

· Personal

Your own personal directory entries.

c. Either press the List soft key to display all the directory entries or start dialing the name to display only

matching entries.

d.Use the up and down arrow keys to scroll through the matching entries. To return to the start to match a

different directory selection, press the Clear soft key.

2.When the required entry is displayed, press Call.

3.Continue as for a normally dialed call.

11.3 Using the Directory for Other Functions

Within other menus where entry of a number is required, it may be possible to use the the directory to select an existing number by name. If this option is available, it will be indicated by the presence of a Dir soft key in the menu.

When using the directory in this way, the names made available will depend on the type of function that is being setup. For example, for some functions only group names will be displayed, for others only user names.

1.Press the Dir soft key.

2.Either dial the name to see a list of matches or press the List soft key to list all names.

· To clear the list of names and start entry again, press the Clear soft key.

· To view additional details about the currently displayed name, press the Details key.

· When the required entry is displayed, press Select.

3.You will be returned to the menu in which you selected the Dir soft key.

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Contacts/Directory: Using the Directory for Other Functions

11.4 Adding a New Contact

So long as the telephone system capacity has not been reached, you can add up to 100 personal directory entries.

1.Access your personal directory contacts:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select your Personal directory.

2.Press the New soft key.

· The menu now allows editing of the name and number. Use the up and down arrow keys to switch

between number and name entry.

· When the name has been entered as required, press the OK soft key.

· When the number has been are required, press the Save soft key.

· To exit without making any changes, press the Cancel soft key.

Notes

1.If you have been configured as a system phone user by the system administrator, then you can also add, edit, and delete some external directory contacts.

· This only applies to external directory contacts entered locally into configuration of the system at which you

are logged in.

· External directory contacts imported by the system cannot be edited.

· However, if a local entry is created with the same name or number as an imported entry, the imported entry

is discarded in favor of the local one.

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11.4.1 Add a Contact from the Call Log

You can add a name and number shown in your call log to your personal contacts.

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Press the Details soft key. The individual details of the currently selected call record are displayed.

3.Press the +Contact soft key.

4.Use the up and down arrow keys to switch between the name and number details for the new contact.

5.Using the telephone keypad and the Bksp soft key you can edit the name and the number.

6.When the name and number are set as required, press the Save soft key. To return without saving the name and number, press the Cancel soft key.

11.4.2 Add a Contact from the Redial List

You can add the details of a call in your redial list to your personal contacts.

1.Access the redial list.

a. Press the Redial key. The list of outgoing calls is displayed.

b.Use the up and down arrow keys to scroll through the 10 most recent outgoing calls.

2.Press the Details soft key. The individual details of the currently selected call record are displayed.

3.Press the +Contact soft key.

4.Use the up and down arrow keys to switch between the name and number details for the new contact.

5.Using the telephone keypad and the Bksp soft key you can edit the name and the number.

6.When the name and number are set as required, press the Save soft key. To return without saving the name and number, press the Cancel soft key.

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11.5 Editing a Contact

You can edit the contacts in your own personal directory.

1.Access your personal directory contacts:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select your Personal directory.

c. Either press the List soft key to display all the directory entries or start dialing the name to display only

matching entries.

d.Use the up and down arrow keys to scroll through the matching entries. To return to the start to match a

different directory selection, press the Clear soft key.

2.Locate the required entry.

3.Press the Details soft key.

4.Press the More soft key and then the Edit soft key.

· The menu now allows editing of the name and number. Use the up and down arrow keys to switch

between number and name entry.

· When the name has been entered as required, press the OK soft key.

· When the number has been are required, press the Save soft key.

· To exit without making any changes, press the Cancel soft key.

Contacts/Directory: Adding a New Contact

Notes

1.If you have been configured as a system phone user by the system administrator, then you can also add, edit, and delete some external directory contacts.

· This only applies to external directory contacts entered locally into configuration of the system at which you

are logged in.

· External directory contacts imported by the system cannot be edited.

· However, if a local entry is created with the same name or number as an imported entry, the imported entry

is discarded in favor of the local one.

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11.6 Deleting a Contact

You can delete a contact from your own personal directory.

1.Access your personal directory contacts:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select your Personal directory.

c. Either press the List soft key to display all the directory entries or start dialing the name to display only

matching entries.

d.Use the up and down arrow keys to scroll through the matching entries. To return to the start to match a

different directory selection, press the Clear soft key.

2.Locate the required entry.

3.Press the Details soft key.

4.Press the More soft key and then the Delete soft key.

Notes

1.If you have been configured as a system phone user by the system administrator, then you can also add, edit, and delete some external directory contacts.

· This only applies to external directory contacts entered locally into configuration of the system at which you

are logged in.

· External directory contacts imported by the system cannot be edited.

· However, if a local entry is created with the same name or number as an imported entry, the imported entry

is discarded in favor of the local one.

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Chapter 12.

Call Log

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12. Call Log

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.

171

· Making a Call

· Viewing Call Details

· Deleting a Record

· Deleting All Records

· Add a Record to Your Contacts

Missed Calls

Missed calls are calls to you that you did not answer. Your system administrator can also configure if the log includes calls presented to you but answered by someone else or by voicemail.

The Call Log button is illuminated when you have any new missed calls in your call log. The lamp is extinguished when you have viewed the missed call in the call log or the record of that call is no longer in your call log.

Missed Group Call

If you are a member of any hunt groups, the system administrator can configure whether your missed calls log should also include missed hunt groups calls. The hunt group does not necessarily have to have rung your phone. It will be recorded as missed if it was presented to the hunt group and not answered by any of the members including you.

Notes

1.Centralized call log can be turned off by the system administrator . In that case the call log is one stored by the phone and is lost if the phone is reset. This guide only covers the centralized call log stored by the IP Office telephone system.

2.The call log on other types of phones is a local call log maintained by that phone. It will not move with you when you hot desk and it will be lost if the phone is restarted.

3.The redial function uses the outgoing call records stored in the call log.

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12.1 Using the Call Log

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Pressing OK will make a call to the number stored with the currently displayed record.

3.You can use the functions listed at the bottom of the display by pressing the soft key below the function name.

· Call

· Details

· More

· Delete

· Del All

4.To exit the call log, press the PHONE/EXIT button.

Make a call to the number stored in the currently displayed call log record.

Display more details about the current call log record. You can then also add the caller details to your personal

directory if required.

Switch between the different sets of available soft key functions.

Deletes the current displayed record.

Delete all the call log records, not just the current types of records being shown.

Call Log:

12.2 Making a Call from the Call Log

You can use the call log to make calls to the number included in the currently selected call record.

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Press the Call soft key or OK to call the number displayed in the call record.

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12.3 Viewing Call Details

You can view additional details about the currently shown call.

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Press the Details soft key. The individual details of the currently selected call record are displayed.

3.Use the up and down arrow keys to scroll through the details. The possible values are:

· Time

The time of the call.

· Ring Time

How long the call rang.

· Name

The name of the caller if known.

· Number

The number of the caller if available.

· Reason

The type of call record, ie. Answered, Outgoing or Missed.

· Count

4.While you are in the details of a call record, the soft key functions available are:

· Call

Call the number shown in the call record. You can also do this by pressing the OK button.

· +Contact

Add the name and number to your personal directory. You can edit the details before they are added.

· Back

Go back to the normal call screen to select another call record.

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Call Log: Viewing Call Details

12.4 Deleting a Record

You can delete the currently displayed call record. If the record is a missed hunt group call, the record is also deleted from the call log of other users configured to see the same hunt group's missed calls.

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Press the More soft key.

3.Press the Delete soft key to delete the currently displayed call log record.

12.5 Deleting All Records

You can delete all call records from your call log. This action deletes all call log record types (Answered, Missed and Outgoing), not just the type you are currently viewing. This action deletes your personal call records and any hunt

group call records.

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Press the More soft key.

3.Press the Del All soft key to delete all your call log records.

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12.6 Adding a Record to Your Contacts

You can add a name and number shown in your call log to your personal contacts.

1.Access the call log.

a. Press the CALL LOG button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Missed, Answered and Outgoing.

· If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

open showing your missed calls.

d.Use the up and down arrow keys to scroll through the records.

2.Press the Details soft key. The individual details of the currently selected call record are displayed.

3.Press the +Contact soft key.

4.Use the up and down arrow keys to switch between the name and number details for the new contact.

5.Using the telephone keypad and the Bksp soft key you can edit the name and the number.

6.When the name and number are set as required, press the Save soft key. To return without saving the name and number, press the Cancel soft key.

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Chapter 13.

Voicemail

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13. Voicemail

If your telephone system includes a voicemail server, pressing the MESSAGES button accesses a series of menus referred to as "visual voice".

[1]

You can use these menus to playback messages and change various voicemail settings.

· Checking Messages

· Record and Send a Message

· Change Your Mailbox Greeting

· Select a Voicemail Email Mode

· Change Your Voicemail Code

· Turn Use of Voicemail On/Off

· Transfer to Voicemail

· Send a Call to Voicemail

By default voicemail is used to answer calls to you that have rung unanswered for your no answer time. It is also used to answer calls when you have do not disturb enabled.

Default Short Codes

· Check Messages: *17

Access mailboxes to check for messages.

· Voicemail On: *18

Allow voicemail to be used to answer calls.

· Voicemail Off: *19

Stop voicemail being used to answer calls.

· Voicemail Ringback On: *48

Have voicemail ring your phone when you have any new messages. It will call when you use the phone.

· Voicemail Ringback Off: *49

Switch off ringback.

Notes

1.The system administrator can change the default operation of the MESSAGES button to access either visual voice or a spoken voice prompts. That is a system wide setting that will affect all users. This guide assumes the default operation of using visual voice.

13.1 Message Waiting Indication

The message lamp on your phone is used to indicate when you have new messages in your voicemail mailbox. The lamp will remain lit until you have played each of the new messages.

The system administrator can also configure it so that you receive new message waiting indication for a hunt group or hunt groups.

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Voicemail: Message Waiting Indication

13.2 Checking Messages

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The visual voice menu is displayed. The numbers shown against the Listen option indicate the number of new, old and saved messages in your mailbox.

· If the system administrator has configured you to receive message waiting indication for any hunt group

mailboxes, you can also use the up and down arrow keys to display the hunt group names and the number of messages in those mailboxes.

3.Press the Select soft key.

4.Use the up and down arrow keys to select which messages (New, Old or Saved) that you want to listen to and press Select. The details of the first message of that type are displayed.

5.You can use the up and down arrow keys to scroll through the messages.

6.Use the soft keys to control the playback actions:

· Listen / Pause

Start/stop playback of the currently displayed message.

· Delete

Delete the message.

· More

Switch between the different sets of available soft key functions.

· Save

Mark the message as saved. Saved messages are not normally automatically deleted.

· Copy

Copy the message to another mailbox. The menu will prompt you to enter the destination number.

· Call

Call the person who left the message.

[1]

Notes

1.Automatic Message Deletion By default, messages are automatically deleted a set time after being played. The delay depends on the particular voicemail server (24 hours for embedded voicemail, 30 days for Voicemail Pro). For voicemail messages on a Voicemail Pro system, the system administrator can customize the delay and can also apply automatic deletion times to new and saved messages.

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13.3 Sending a Message

You can use visual voice to record and send a voicemail message to other users' mailboxes.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The visual voice menu is displayed.

3.Use the up and down arrow keys to scroll to the option Message.

4.Press the Select soft key or OK.

5.Enter the user to which you want to send the message.

6.Press the Message soft key.

7.When you are ready to start recording, press the Record soft key.

8.To stop recording, press the Stop soft key.

9.You can now use the following soft keys:

· Listen

Listen to the recording. You can use the Record option to record the message again.

· Submit

Send the message.

· More

Switch between the different sets of available soft key functions.

· Others

Add other extension numbers to which you want to send the message.

· Record

Record the message again.

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Voicemail: Sending a Message

13.4 Mailbox Greeting

While the voicemail system will play a generic greeting to caller, prompting them to leave a message, you can record your own greeting.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The visual voice menu is displayed.

3.Use the up and down arrow keys to scroll to the option Greeting.

4.Press the Select soft key or OK.

5.Use the soft keys to listen to and record your mailbox greeting.

· Listen

Listen to the current greeting or the new greeting just recorded.

· Record

Record a new greeting. Note that the greeting must be at least 3 seconds long or the voicemail system will discard it.

· More

Switch between the different sets of available soft key functions.

· Submit

Submit the new recording as your mailbox greeting.

· Delete

Delete your current mailbox greeting. The voicemail will use its default greeting.

Personal Greetings

Intuity voicemail allows a number of greeting to be recorded and then used for different call types (internal, external, etc). These greetings are setup and recorded through the mailbox voice prompt interface or using the one-X Portal for IP Office application.

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13.5 Email Mode

Voicemail email is a feature where emails are sent to your email address when your voicemail mailbox receives a new voicemail message. The email can include the voicemail message as an attachment or it can be just an alert.

This option is only available if configured by your system administrator.

Through the visual voice menu you can change the mode of voicemail email operation.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The visual voice menu is displayed.

3.Use the up and down arrow keys to scroll to the option Email. This option is only available if your email address has been set in your voicemail settings by the system administrator.

4.Press the Select soft key or OK.

5.The menu displays your current voicemail email mode setting. Use the up and down arrow keys to scroll through the possible settings:

· Email Mode Off

Do not send any emails.

· Email Mode Copy

Send an email with a copy of the new voicemail message attached.

· Email Mode Fwd

Send an email with the new voicemail message attached and delete the message from the voicemail mailbox.

· Email Mode Alert

Send an email telling you there is a new message but do not attach a copy of the message.

6.When the required setting is displayed, press the Select soft key. To exit without changing the setting, press the Exit soft key.

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Voicemail: Email Mode

13.6 Changing Your Voicemail Code

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The visual voice menu is displayed.

3.Use the up and down arrow keys to scroll to the option Password.

4.Press the Select soft key or OK.

5.Enter your current password and press Done.

6.Enter the new password that you want to use.

· The new password must be at least 4 digits long.

· A series of numbers (for example 1234) or repeated numbers are not allowed.

7.Press Done.

13.7 Voicemail On/Off

You can control whether the telephone system uses voicemail to answer your unanswered calls. This does not switch off your mailbox which you can still access to play existing messages and use other functions.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The visual voice menu is displayed.

3.Use the up and down arrow keys to scroll the display to the option Voicemail.

4.Press the Select soft key.

5.Press the On or Off soft key to change the setting.

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13.8 Transfer to Voicemail

When set to visual voice mode, the key can be used to transfer your current call to the voicemail mailbox of another user or group.

1.With the call connected, press the key. You are still connected to the call and can continue talking.

2.Dial the extension number of the user or group to which you want to transfer the call.

3.When the number matches a user or group, their name is displayed.

· To transfer the call to the user or group's mailbox, press the Select soft key. The caller will hear a few

seconds of ringing and then the mailbox greeting.

· To exit the transfer menu, press the Exit soft key.

13.9 Send a Call to Voicemail

You can transfer a call targeted at you directly to voicemail.

1.If the call is not the current call on the display, use the up and down arrow keys to scroll the display to the alerting call.

2.Press the >> double-arrow soft key.

3.Press the To VM soft key.

4.The call is redirected to voicemail.

13.10 Visual Voice

This menu option provides a route into visual voice if the MESSAGES key has not been setup to do that.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Visual Voice.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the menu to Visual Voice.

5.Press the Select soft key.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

6.You will now see the visual voice menu .

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Chapter 14.

Logging In/Out

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14. Logging In/Out

You may always use the same phone in the same location. However the telephone system provides a number of features that allow you to use any phone on the system to make and receive your calls.

· Log In

You can login at any phone that you want to use. All your calls are then directed to that phone and your user settings are applied to calls made and received. Your contacts and call log stored by the telephone system are displayed by the phone.

· Log Out

When you log out from a phone (or are logged out by another user logging in), the telephone system may apply several actions:

· Lock/Unlock

Separately from logging in and out, you can lock your phone settings. While locked, the phone can still be used to answer your calls and can be used to make internal and emergency calls. However it cannot be used to make external calls and your user settings cannot be accessed through the phones menus.

· Default Extension

Each extension can be configured with a default user. If you are logged off from an extension, if you have a default extension the system will automatically log you in at your default extension if it is not in use by another user.

· Login Idle Period

Your system administrator can configure a timeout which will automatically log you out if you do not use the phone in that time to make or answer a call.

· Any existing user of the phone is logged out while you are logged in.

· If you were logged in on another phone, you are logged out from that phone.

· If your phone system is in a Small Community Network of phone systems, it may be possible to login at

extensions located on other phone systems in the network. Your system administrator will advise you if you can remote hot desk and what features will still be available to you when you do.

· If you have a normal default extension and no one else is logged in there, you return to being logged in on

that phone.

· If you remain logged out, you are treated the same as being on do not disturb except that all calls to you go

to voicemail if available.

· If you have a mobile twinned number, the system administrator can configure the system so that calls are still

presented to your mobile twin while you are logged out.

· You can set your phone to automatically lock itself after a period of inactivity.

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Default Short Codes

· Login: *35*N*P#

· Log Out: *36

Log yourself out from the phone where you are currently logged in.

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Logging In/Out:

14.1 Logging In

When you login to a phone, you take control of that phone. Incoming calls for you are redirected to it phone and your user information and settings are available. Any existing user on the phone is logged off when you login.

The method for logging in depends on the current state of the phone:

· Phone In Use

If the phone is already in use you can still login. The existing user will be logged out.

· Logged Out

If the phone has no current user,it displays NOT LOGGED IN.

· Unregistered Phone

If the phone is not registered with the phone system, the Enter Extension menu is displayed.

14.1.1 Logging In on a Phone Already in Use

You can login at a phone that is already in use by another user. The existing user is logged out.

1.If the phone is already in use:

· Press the Features soft key.

· Use the up and down arrow keys to scroll the display to the option Phone User.

· Press the Select soft key or the OK button or the right arrow key.

· Use the up and down arrow keys to scroll the display to the option Login....

· Press the Select soft key or the OK button or the right arrow key.

2.The login menu is displayed. Enter your extension number.

3.Press the Next soft key. Enter your login code.

4.Press the Done soft key.

14.1.2 Logging In on a Not Logged In Phone

This method is used to login at an extension where the previous user has logged out and the phone has no current user. You can recognize a phone in this state as it displays NOT LOGGED IN.

1.Press the Select soft key or the OK button.

2.The login menu is displayed. Enter your extension number.

3.Press the Next soft key. Enter your login code.

4.Press the Done soft key.

14.2 Logout

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Phone User.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the display to the option Logout.

5.Press the Select soft key or the OK button or the right arrow key.

6.You will be logged out of the phone. The follow action will depend on several factors:

· If the phone does not have a default user, or the default user is currently logged on elsewhere, it displays

NOT LOGGED IN.

· If the phone has a default user and they are not current logged on elsewhere, they are automatically logged

back in.

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14.3 Lock

Rather than logging out, you can lock your phone. You can either lock your phone manually using the steps below or have it automatically locked after a period of phone inactivity.

When your phone is locked:

· It can only be used to make internal and emergency calls.

· None of the menus for your user settings can be accessed.

· To unlock the phone requires your login code if you have configured a login code .

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Phone User.

3.Press the Select soft key or the OK button or the right arrow key.

4.Press the Select soft key or the OK button or the right arrow key.

5.The phone is now locked as indicated by the display.

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Logging In/Out: Lock

14.4 Auto Lock

Rather than logging out, you can lock your phone. You can either lock your phone manually using the steps below or have it automatically locked after a period of phone inactivity.

When your phone is locked:

· It can only be used to make internal and emergency calls.

· None of the menus for your user settings can be accessed.

· To unlock the phone requires your login code if you have configured a login code .

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Phone User.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the display to the option Phone Screen Settings.

5.Press the Select soft key or the OK button or the right arrow key.

6.Use the up and down arrow keys to scroll the display to the option Auto Lock. The (m) indicates that the setting is in minutes.

7.Press the Change soft key to change the setting or use the left or right arrow keys.

· Off

Do not use the inactivity timer.

· 1 / 5 / 30 / 60

Lock the phone after the indicated number of minutes.

8.Press the Done soft key.

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14.5 Unlock

The message PHONE LOCKED indicates that the phone has been locked . While locked, the phone can only be used to make internal calls to other extensions and none of the phone and user menus can be accessed.

1.Press the Unlock soft key.

2.Enter your login code.

3.Press the Done soft key.

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14.6 Changing Your Login Code

You can change your own login code.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the display to the option Phone User.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the display to the option Set Password.

5.Press the Select soft key or the OK button or the right arrow key.

6.Enter your current login code if you already have one.

7.Press the Done soft key.

8.Enter your new password.

9.The password changed message will appear for a few moments.

14.7 Unregistering

This method of logging out will unregister the phone from the telephone system.

· WARNING

· In this state the phone cannot be used to make or answer any calls including emergency calls.

· It is strongly recommended that you do not use this option unless directly advised to do so by your system

administrator. To log out it is recommended that you use the preferred log out method provided.

1.Press the MENU button.

2.Use the up and down arrow keys to locate the option Log Out....

3.Press the Select soft key.

4.Press the Log Out soft key.

5.The phone now displays the menu for unregistered phone log in.

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Chapter 15.

Redirecting Calls

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15. Redirecting Calls

Method

Calls Redirected

Destination

Internal

External

Group

Internal

External

Voicemail

Follow Me Follow Me To

Follow Me Here

Forward

Forward on Busy

Forward on No Answer

Forward Unconditional

Do Not Disturb

Twinning

This section looks at the different ways that you can redirect your calls to another phone.

· Follow Me

Temporarily redirect all your calls to another phone that you will be sharing with that phone's normal user. This function can be used in two ways:

· Follow Me To

Set the follow me destination from your own phone.

· Follow Me Here

Set the follow me destination from the phone that you want to use.

· Forward

Forward calls to an internal or external number.

· Forward on Busy

Forward calls when you have reached the limit of the number of calls that the phone can present to you.

· Forward on No Answer

Forward calls if they have rung unanswered at your phone.

· Forward Unconditional

Immediately forward calls. Forwarding to voicemail can be selected as an option.

· Do Not Disturb

Redirect all calls to voicemail if available or otherwise to busy tone.

· Do not disturb exception numbers can be used to allow calls from specific numbers to ignore do not disturb.

· Twinning

Twinning is a process whereby you can have your calls ring at two different phones. You can answer calls at either phone. There are two variants of twinning, internal twinning which uses two internal extensions and mobile twinning which twins your internal extension with an external number.

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Redirecting Calls:

15.1 Follow Me

Follow me to is used to redirect your calls to another extension where you will be working.

The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user. This allows you to share another person's phone without logging them off their phone.

The calls are still subject to all your user settings as if they were ringing at your phone.

All calls are redirected.

Follow Me To

Follow me to is the function used to enable follow me from your own phone.

Follow Me Here

Follow here the function used to enable follow me at the extension to which you want your calls redirected.

Default Short Codes

· Follow Me Here: *12*N#

Dialed at the extension to which you want you calls redirected. Use your own extension number (N) when dialing the short code.

· Follow Me Here Cancel: *13*N#

Dialed at the extension to which you want your calls were redirected. Use your own extension number (N) when dialing the short code.

· Follow Me To: *14*N#

Dialed at your phone. Dial the extension number (N) to which you want your calls redirected. You can dial just *14# to cancel follow me.

· Cancel All Forwarding: *00

Switch off any forwarding. Includes forward unconditional, forward on busy, forward on no answer, follow me and do not disturb.

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

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15.1.1 Follow Me To (Features Menu)

Using the user menu you can set and clear follow me to settings.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the menu to Forward.

3.Press the Select soft key or the right arrow key.

4.Press the Select soft key or the right arrow key. If you already has a follow me to number set, the display below is skipped.

5.Dial the number of another user. When it matches a user their name is displayed. Alternatively use the Dir soft key to select a user from the directory .

· Save

Save the selected number as your follow me to destination. All calls to your extension number will be redirected to that destination.

· Clear

Clear the currently selected or set number.

· Back

Go back to the previous menu.

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

15.1.2 Follow Me (Status Menu)

If you have set a follow me destination for calls to your phone, you can clear or change the setting through the Status menu.

1.Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

2.Use the up and down arrow keys to scroll the menu to Follow Me To.

· To clear the follow me to setting, press the Clear soft key.

· To change the destination of the setting, press the Edit soft key.

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

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Redirecting Calls: Follow Me

15.1.3 Follow Me Here (Features Menu)

You may be able to change follow me here using the Features menu.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the menu to Forward.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the menu to Follow Me Here.

5.Press the Select soft key or the OK button or the right arrow key.

· Use the menu to add or remove users.

· Use the up and down arrow keys to scroll through the names.

· To remove a user, press the Clear soft key.

· To add a user, press the Add soft key.

· Dial the number of another user. When it matches a user their name is displayed. Alternatively, use

the Dir soft key to select a user from the directory .

· Press the Save soft key to set the follow me here.

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

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15.2 Forwarding Calls

Forwarding is used to redirect calls to another extension or an external number.

Forward Unconditional

Forward unconditional can be used to immediately redirect your calls.

· By default this function is only applied to incoming external calls to you. However, if required internal calls and or

hunt group calls can also be selected.

· When enabled, all calls matching the settings are forwarded to the number set as the forward unconditional

destination. That number can be internal or external.

· You can still use the phone to make outgoing calls. When you go off-hook you will hear broken dial tone.

· The forward on busy and forward on no answer options use the same forwarding destination number. If no

number is set, they use the same destination as set for forward unconditional.

· If you have voicemail enabled , the telephone system will attempt to redirect forwarded calls to voicemail if

they are still unanswered after having rung for your no answer time (default 15 seconds). This is not always possible for calls that have been forwarded to an external number.

· D = Diverting (Forwarding) Calls

A D is shown on your phone's display when you have forward unconditional enabled.

Forward on Busy

Forward on busy redirects your calls when your phone is not able to present you with any more alerting calls.

· By default this function is only applied to incoming external calls to you. However, if required internal calls can also

be selected.

· When enabled, all calls matching the settings are forwarded to the number set as the forward on busy/no answer

destination. That number can be internal or external.

· Busy is defined has having no available call appearance buttons on which further calls can be presented.

· Hunt group calls are not presented when you are busy and so are not forwarded by this setting.

· The forward on busy and forward on no answer options use the same forwarding destination number. If no

number is set, they use the same destination as set for forward unconditional.

· If you have voicemail enabled , the telephone system will attempt to redirect forwarded calls to voicemail if

they are still unanswered after having rung for your no answer time (default 15 seconds). This is not always possible for calls that have been forwarded to an external number.

Forward on No Answer

Forward on no answer redirect calls that have alerted your phone but have not been answered for some reason.

· By default this function is only applied to incoming external calls to you. However if required internal calls can also

be selected.

· When enabled, all calls matching the settings are forwarded to the number set as the forward on busy/no answer

destination. That number can be internal or external.

· No answer is defined as having been presented to your phone for your no answer time (default 15 seconds).

· Hunt group calls are not forwarded.

· The forward on busy and forward on no answer options use the same forwarding destination number. If no

number is set, they use the same destination as set for forward unconditional.

· If you have voicemail enabled , the telephone system will attempt to redirect forwarded calls to voicemail if

they are still unanswered after having rung for your no answer time (default 15 seconds). This is not always possible for calls that have been forwarded to an external number.

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Redirecting Calls: Forwarding Calls

Default Short Codes

· Cancel All Forwarding: *00

Switch off any forwarding. Includes forward unconditional, forward on busy, forward on no answer, follow me and do not disturb.

· Set the Forward Unconditional Destination: *07*N#

Set the destination number (N) for forward unconditional when it is switched on.

· Switch Forward Unconditional On: *01

Switch on forward unconditional. A destination must have been set.

· Switch Forward Unconditional Off: *02

· Include Hunt Group Calls in Forward Unconditional: *50

· Exclude Hunt Group Calls from Forward Unconditional: *51

· Set the Forward On Busy/No Answer Destination: *57*N#

Set the destination number (N) for forward on busy and forward on no answer. If no number has been set, those functions will use the forward unconditional number if set.

· Switch Forward On Busy On: *03

· Switch Forward On Busy Off: *04

· Switch Forward on No Answer On: *05

· Switch Forward on No Answer Off: *06

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

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15.2.1 Forward Unconditional (Status Menu)

You can clear or change your forward unconditional settings through the Status menu.

1.Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

2.Use the up and down arrow keys to scroll the menu to Fwd Uncon.

· To switch off forward unconditional, press the Off soft key.

· To change the forwarding settings, press the Edit soft key.

· Use the up and down arrow keys to scroll through the editing options.

· Use the left and right arrow keys to switch the forwarding on or off.

· Use the left and right arrow keys to select which calls should be forwarded. The options are

External Only, External and Group, Non Group Calls and All Calls.

· Select edit to change the number to which calls are forwarded.

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

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Redirecting Calls: Forwarding Calls

15.2.2 Forward Unconditional (Features Menu)

You may be able to change your forward unconditional settings using the Features menu.

1.Press the Features soft key if shown.

· To access the menu during a call, press the right arrow key or press the PHONE key and then press

the Features soft key.

2.Use the up and down arrow keys to scroll the menu to Forward.

3.Press the Select soft key or the OK button or the right arrow key.

4.Use the up and down arrow keys to scroll the menu to Fwd Unconditional.

5.Press the Select soft key or the OK button or the right arrow key. The screen displayed will vary depending on whether you already have a destination set or are forwarding your calls to voicemail.

· No Number Set

· Number Set but Forward Unconditional Off

This menu appears if you already have set a destination number but have turned off forwarding.

· Press the On soft key to switch forward unconditional to the set number on. You can then continue as

below.

· Press the ToVMail soft key to switch forward unconditional to voicemail on. Your can then continue as

below.

· Number Set and Forward Unconditional On

Use the up and down arrow keys to scroll through the forwarding settings.

· Use the up and down arrow keys to scroll through the editing options.

· Use the left and right arrow keys to switch the forwarding on or off.

· Use the left and right arrow keys to select which calls should be forwarded. The options are

External Only, External and Group, Non Group Calls and All Calls.

· Select edit to change the number to which calls are forwarded.

· To Voicemail Set and On

Use the up and down arrow keys to scroll through the forwarding settings.

· Select Off to disable forwarding.

· Use the left and right arrow keys to select which calls should be forwarded. The options are External

Only, External and Group, Non Group Calls and All Calls.

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

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15.2.3 Forward On No Answer (Status Menu)

If your phone is set to forward on no answer , you can clear or change the forward settings through the Status menu.

1.Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

2.Use the up and down arrow keys to scroll the menu to Fwd NoAns.

· To switch off forward on no answer, press the Off soft key.

· To change the destination of the setting, press the Edit soft key.

· Use the up and down arrow keys to scroll through the following menu options:

· Use the left and right arrow keys to switch forward on busy as on or off.

· Use the left and right arrow keys to switch forward on no answer on or off.

· Use the left and right arrow keys to select which calls should be forwarded. The options are All

Calls or External Calls Only.

· The forward destination is shown. Press the Change soft key to enter a new destination or clear the

destination.

· If the current destination is shown in ( ) brackets, that indicates that the forward unconditional

destination is being used as no specific forward on busy/no answer destination has been set. Selecting Change will set a forward on busy/no answer destination, it will not change the forward unconditional destination.

Access Control

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.

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Avaya 15-601040 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

· Headset Volume

· Speaker Volume

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

2.Use the up and down arrow keys to scroll the display to the option Visual Voice.

4.Use the up and down arrow keys to scroll the display to the option Logout.

6.Use the up and down arrow keys to scroll the display to the option Auto Lock. The (m) indicates that the setting is in minutes.

1.Press the Unlock soft key.

The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options.