Avaya 1608, 1616 User Manual

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IP Office

1608/1616 Phone User Guide

15-601040 Issue 11c – (Thursday, April 16, 2020)

Contents

Introduction

..................................................................... 61.1 Important Safety Information

..................................................................... 71.2 '08 Phones

..................................................................... 81.3 '16 Phones

..................................................................... 91.4 Button Modules

..................................................................... 101.5 Phone Keys

..................................................................... 111.6 The Phone Stand

..................................................................... 121.7 Labels

..................................................................... 121.8 IP Phone Features (1608 and 1616)

..................................................................... 131.9 The Main Phone Menus

..................................................................... 151.10 Other Menus

..................................................................... 161.11 Phone Status Letters

..................................................................... 171.12 Appearance Buttons/Menu

............................................................................ 181.12.1 Using the Appearance Menu

............................................................................ 191.12.2 Call Apperance Buttons

............................................................................ 211.12.3 Bridged Appearance Buttons

............................................................................ 231.12.4 Call Coverage Buttons

............................................................................ 251.12.5 Line Appearance Buttons

Making Calls2.

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

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

..................................................................... 302.3 Redialling a Previous Number

..................................................................... 302.4 Making a Page Call

..................................................................... 312.5 Call Soft Key Options

..................................................................... 322.6 Busy Indication

..................................................................... 322.7 En-Bloc Dialing

..................................................................... 332.8 Withholding Your Number

..................................................................... 342.9 Adjust the Call Volume

..................................................................... 342.10 Muting a Call

..................................................................... 342.11 Ending Calls

Answering Calls

..................................................................... 373.1 Answering Another Call

..................................................................... 383.2 Divert a Call to Voicemail

..................................................................... 383.3 Ignore/Silence an Incoming Call

..................................................................... 383.4 Dropping an Incoming Call

..................................................................... 383.5 Answering a Page Call

..................................................................... 393.6 Displaying Other Calls

..................................................................... 393.7 Auto Answer

..................................................................... 403.8 Call Pickup

Redialling

..................................................................... 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

Redirecting Calls5.

..................................................................... 475.1 Follow Me

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

............................................................................ 485.1.2 Follow Me (Status Menu)

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

..................................................................... 505.2 Forwarding Calls

............................................................................ 525.2.1 Forward Unconditional (Status Menu)

............................................................................ 535.2.2 Forward Unconditional (Features Menu)

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

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

5.2.5 Forward On Busy/No Answer (Features Menu)

Holding and Parking Calls

............................................................................ 56

..................................................................... 575.3 Do Not Disturb

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

............................................................................ 585.3.2 DND Off (Status Menu)

............................................................................ 585.3.3 Do Not Disturb Exceptions

..................................................................... 595.4 Twinning

............................................................................ 605.4.1 Mobile Twinning Control

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

............................................................................ 615.4.3 Reclaiming a Twinned Call

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

..................................................................... 656.1 Holding Calls

............................................................................ 656.1.1 Holding a Call

............................................................................ 656.1.2 Taking a Call Off Hold

............................................................................ 666.1.3 Switching Between Calls

............................................................................ 666.1.4 Transfer a Held Call

..................................................................... 676.2 Parking Calls

............................................................................ 686.2.1 Park Using the Menu

............................................................................ 686.2.2 Unpark (Features Menu)

............................................................................ 686.2.3 Unpark (Status Menu)

............................................................................ 696.2.4 Park & Page

Transferring Calls7.

..................................................................... 727.1 Transfer to Voicemail

..................................................................... 737.2 Transferring a Held Call

..................................................................... 737.3 Transfer to Your Mobile Phone

Account Codes8.

..................................................................... 768.1 Forced Account Code Entry

..................................................................... 768.2 Manual Account Code Entry

Conference Calls9.

..................................................................... 789.1 Starting a Conference

..................................................................... 789.2 Adding a Call to a Conference

..................................................................... 799.3 Viewing Conference Details

..................................................................... 799.4 Dropping/Muting Parties

..................................................................... 799.5 Holding a Conference Call

..................................................................... 809.6 Context Sensitive Conferencing

Headset/Handsfree Operation10.

..................................................................... 8210.1 Headset Operation

............................................................................ 8310.1.1 Headset Volume

............................................................................ 8310.1.2 Default Handsfree Audio Path

............................................................................ 8310.1.3 Automatic Gain Control

..................................................................... 8410.2 Handsfree Speaker Operation

............................................................................ 8510.2.1 Speaker Volume

............................................................................ 8510.2.2 Default Handsfree Audio Path

............................................................................ 8510.2.3 Automatic Gain Control

Contacts/Directory11.

..................................................................... 8911.1 How the Directory Search Works

..................................................................... 9011.2 Viewing Contacts Details

..................................................................... 9111.3 Make a Call from the Directory

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..................................................................... 9111.4 Using the Directory for Other Functions

..................................................................... 9211.5 Adding a New Contact

............................................................................ 9311.5.1 Add a Contact from the Call Log

............................................................................ 9311.5.2 Add a Contact from the Redial Lis t

..................................................................... 9411.6 Editing a Contact

..................................................................... 9511.7 Deleting a Contact

12.

Call Log

..................................................................... 9912.1 Using the Call Log

..................................................................... 9912.2 Making a Call from the Call Log

..................................................................... 10012.3 Viewing Call Details

..................................................................... 10112.4 Deleting a Record

..................................................................... 10112.5 Deleting All Records

..................................................................... 10212.6 Adding a Record to Your Contacts

13.

Voicemail

..................................................................... 10413.1 Message Waiting Indication

..................................................................... 10513.2 Checking Messages

..................................................................... 10613.3 Sending a Message

..................................................................... 10713.4 Mailbox Greeting

..................................................................... 10813.5 Mailbox Name

..................................................................... 10913.6 Email Mode

..................................................................... 11013.7 Changing Your Voicemail Code

..................................................................... 11013.8 Voicemail On/Off

..................................................................... 11113.9 Transfer to Voicemail

..................................................................... 11113.10 Send a Call to Voicemail

..................................................................... 11113.11 Visual Voice

14.

Logging In/Out

..................................................................... 11514.1 Logging In

............................................................................ 11514.1.1 Logging In on a Phone Already in Use

............................................................................ 11514.1.2 Logging In on a "Not Logged In" Phone

............................................................................ 11614.1.3 Logging In on an Unregistered Phone

..................................................................... 11614.2 Logout

..................................................................... 11614.3 Changing Your Login Code

..................................................................... 11814.4 Locking the Phone

..................................................................... 11814.5 Unlocking the Phone

..................................................................... 11914.6 Auto Lock

..................................................................... 11914.7 Unregistering

Groups15.

..................................................................... 12315.1 Group Membership

............................................................................ 12315.1.1 Group Membership On/Off (Status Menu)

............................................................................ 12415.1.2 Group Membership On/Off (Features Menu)

..................................................................... 12515.2 Group Service Status and Fallback

15.2.1 Changing the Group Service Status (Features Menu)

15.2.2 Changing the Group Service Status (Status Menu)

............................................................................ 126

............................................................................ 127

............................................................................ 12815.2.3 Changing the Fallback Destinations

Button Features16.

..................................................................... 13016.1 Programming a Button

..................................................................... 13116.2 Features

............................................................................ 13216.2.1 Abbreviated Dial

............................................................................ 13216.2.2 Absence Text

............................................................................ 13216.2.3 Account Code

............................................................................ 13216.2.4 Auto Answer

............................................................................ 13216.2.5 Call Forwarding All

Phone Settings17.

18.

Status Menu

Contents

............................................................................ 13216.2.6 Call Park

............................................................................ 13216.2.7 Call Park to Other

............................................................................ 13316.2.8 Call Pickup

............................................................................ 13316.2.9 Call Pickup Any

............................................................................ 13316.2.10 Conf Meet Me

............................................................................ 13316.2.11 Drop Call

............................................................................ 13316.2.12 Flash Hook

............................................................................ 13316.2.13 Group BLF

............................................................................ 13316.2.14 Page

............................................................................ 13316.2.15 Park and Page

............................................................................ 13316.2.16 Ringer Off

............................................................................ 13316.2.17 Self-Administer

............................................................................ 13416.2.18 Send All Calls

............................................................................ 13416.2.19 Suppress Digits

............................................................................ 13416.2.20 Timer

............................................................................ 13416.2.21 Twinning

............................................................................ 13416.2.22 User BLF

..................................................................... 13917.1 Mobile Twinning

..................................................................... 13917.2 Withhold Number

..................................................................... 14017.3 Redial Mode

..................................................................... 14117.4 En-Bloc Dialing

..................................................................... 14117.5 Auto Lock

..................................................................... 14217.6 Ringer Controls

............................................................................ 14217.6.1 Disabling the Ringer

............................................................................ 14317.6.2 Ring Pattern/Sound

............................................................................ 14517.6.3 Visual Alerting

............................................................................ 14517.6.4 Audible Alerting

............................................................................ 14517.6.5 Coverage Ring

............................................................................ 14617.6.6 Ringer Volume

............................................................................ 14617.6.7 Internal Auto Answer

..................................................................... 14717.7 Display Controls

............................................................................ 14717.7.1 Display Brightness

............................................................................ 14717.7.2 Display Contrast

............................................................................ 14817.7.3 Call Timer Display

............................................................................ 14817.7.4 Last Call Duration Display

............................................................................ 14917.7.5 Display Language

............................................................................ 15017.7.6 Display Name

............................................................................ 15017.7.7 A-Menu Auto Exit

............................................................................ 15117.7.8 Auto Show Call Waiting

............................................................................ 15117.7.9 Inactivity Timer (Auto Return)

..................................................................... 15217.8 Volume and Sound

............................................................................ 15317.8.1 Button Clicks

............................................................................ 15317.8.2 Error Tones

............................................................................ 15317.8.3 Ringer Volume

............................................................................ 15317.8.4 Handset Volume

............................................................................ 15317.8.5 Headset Volume

............................................................................ 15417.8.6 Speaker Volume

............................................................................ 15417.8.7 Automatic Gain Control

............................................................................ 15417.8.8 Default Handsfree Audio Path

..................................................................... 15517.9 Backup/Restore

............................................................................ 15517.9.1 Backup

............................................................................ 15617.9.2 Restore

..................................................................... 15717.10 Viewing Information

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..................................................................... 16018.1 Do Not Disturb

..................................................................... 16018.2 Follow Me To

..................................................................... 16118.3 Follow Me Here

..................................................................... 16118.4 Forward On Busy

..................................................................... 16218.5 Forward On No Answer

..................................................................... 16218.6 Forward Unconditional

..................................................................... 16318.7 Forwarded Here

..................................................................... 16318.8 Group Membership

..................................................................... 16318.9 Group Service Status

..................................................................... 16418.10 Mobile Twinning

..................................................................... 16418.11 Parked Calls

..................................................................... 16418.12 System Alarms

Short Codes19.

20.

System Administration

..................................................................... 17220.1 Checking the System and Software Version

..................................................................... 17320.2 Checking the Time Settings

..................................................................... 17320.3 Setting the Date

..................................................................... 17420.4 Setting the Time

..................................................................... 17420.5 Setting the Time Offset

..................................................................... 17520.6 System Shutdown

..................................................................... 17620.7 Memory Card Management

..................................................................... 17720.8 System Alarms

..................................................................... 20022.18 Idle Line Preference

..................................................................... 20022.19 Internal Twinning

..................................................................... 20022.20 Line Appearance Button

..................................................................... 20022.21 Logged Out

..................................................................... 20022.22 Login Code

..................................................................... 20022.23 Missed Call

..................................................................... 20022.24 Missed Group Call

..................................................................... 20122.25 Mobile Twinning

..................................................................... 20122.26 Park Call

..................................................................... 20122.27 Park Slot Number

..................................................................... 20122.28 Ringing Line Preference

..................................................................... 20122.29 Short Codes

..................................................................... 20122.30 Small Community Network

..................................................................... 20122.31 System Administrator

..................................................................... 20122.32 System Phone User

..................................................................... 20122.33 Twinning

23.

Document History

...............................................................................209Index

The Phone Menus21.

..................................................................... 18121.1 Features Menu

..................................................................... 18321.2 Self-Administer Menu

..................................................................... 18421.3 Visual Voice Menu

..................................................................... 18521.4 Status Menu

..................................................................... 18621.5 Phone A-Menu

..................................................................... 18721.6 Call Log Menu

..................................................................... 18821.7 Contacts Menu

..................................................................... 18921.8 Redial Menu

..................................................................... 19021.9 Phone Locked Menu

..................................................................... 19121.10 System Admin Menu

..................................................................... 19221.11 Error Screens

..................................................................... 19321.12 Menu Access Control

..................................................................... 19421.13 Entering Characters

Glossary22.

..................................................................... 19822.1 Abbreviated Ring

..................................................................... 19822.2 Appearance Button

..................................................................... 19822.3 Attention Ring

..................................................................... 19822.4 Auto Hold

..................................................................... 19822.5 Bridged Appearance Button

..................................................................... 19822.6 Call Appearance Button

..................................................................... 19822.7 Call Coverage Button

..................................................................... 19822.8 Coverage Ring

..................................................................... 19822.9 Do Not Disturb

..................................................................... 19922.10 Do Not Disturb Exceptions

..................................................................... 19922.11 Follow Me

..................................................................... 19922.12 Follow Me Here

..................................................................... 19922.13 Follow Me To

..................................................................... 19922.14 Forward on Busy

..................................................................... 19922.15 Forward on No Answer

..................................................................... 19922.16 Forward Unconditional

..................................................................... 20022.17 Group

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Chapter 1.

Introduction

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1. Introduction

1616 Telephone

1608 Telephone

This guide is for 1608 and 1616 phones when being used on an IP Office telephone system running in any mode other that Basic Edition mode.

1.1 Important Safety Information

! War ning: 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 1608 phone.

Introduction: Important Safety Information

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.

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

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1.3 '16 Phones

The diagram below shows the main features of a 1616 phone.

The display angle can be adjusted for optimal viewing.

This phone has 16 programmable buttons.

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

By default the first 3 buttons are used as appearance buttons for calls you make and receive. Your system administrator can configure additional appearance buttons.

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

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

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

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Introduction: '16 Phones

1.4 Button Modules

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

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

17 130

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.

When used with buttons modules, the telephone needs a separate power supply unit. It cannot use Power over Ethernet (PoE) to drive the phone and the button modules.

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.

Naviga tion Key s - 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. These are settings stored by the phone itself rather than the telephone system.

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:

Appea rance Keys -

These button represent calls that you can make or receive.

Fe ature Buttons - Those key not configured as appearance keys can be used for other

functions.

The following keys are found on the phone:

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Introduction: Phone Keys

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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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 IP Phone Features (1608 and 1616)

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

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

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

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

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Introduction: IP Phone Features (1608 and 1616)

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 Fea tures menu (press the Fea tures soft key and selecting Button Fe ature s). 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.

1.9 The Main Phone Menus

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

The Appearance Menu

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The Status Menu

The Features Menu

The Button Features Menu

185

181

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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 , F e ature s menu and Button Fe ature s 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 C ontact Menu diagram shows a summary of the menu options.

This menu is accessed by pressing the Ca ll 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 C all 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.

1.10 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

187

104

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1.11 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. Multiple letter may be displayed, for example NG or SG, indicating a combination of states.

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

G = Group Membe r (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 Se rvice 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.

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 .

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.

! = Cannot re triev e user settings An ! is shown if the telephone system at which you have logged in could not contact the telephone system that stores your user settings. If this happens it limits the telephone functions, including making and receiving calls, that you can use. C ontact your system administrator.

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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 .

1.12 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 Appear ance 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 Cov e rage 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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1.12.1 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.

Ale rting

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.

Ale rting

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.

Ale rting + Se le cted

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

Red on. Green on.

In Use He re

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

Red off. Green on.

In Use E lsewher e

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

Red off. Green fa st fla sh.

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. C alls 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.

Inac ce ssible

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

1.12.2 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.

Ale rting 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.

Conne cted 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 Appea rance Button State

Red off. Green off.

Idle

The bridged appearance is not in use.

Red off. Green slow flash.

Ale rting

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.

Ale rting + Se le cted

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

Red off. Green on.

In Use E lsewher e

The matching call appearance button is in use.

Red on. Green on.

In Use He re

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

Red off. Green fa st fla sh.

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.

Inac ce ssible

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

1.12.3 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 C ommunity

Network .

If you have any bridged appearance and or call coverage buttons, you can set the type of ringing (coverage

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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 Ca ll 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 Cov e rage Button State

Red off. Green off.

Idle

The button is not in use.

Red off. Green slow flash.

Ale rting

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.

Ale rting + Se le cted

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

Red on. Green on.

In Use He re

The user has answered the call requiring coverage.

Red off. Green fa st fla sh.

On Hold Here

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

1.12.4 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.

If you have any bridged appearance and or call coverage buttons, you can set the type of ringing (coverage

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ring) that should be used when a call alerts on any of those buttons. The options are to use normal ringing, a

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.

Ale rting 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.

Conne cted 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.

Ale rting

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.

Ale rting + Se le cted

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

Red off. Green on.

In Use E lsewher e

The line is in use.

Red on. Green on.

In Use He re

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

Red off. Green fa st fla sh.

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.

Inac ce ssible

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

1.12.5 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.

Priv ate 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 WAIT ING 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 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.

Pressing a key enters all of the characters represented by that key . Pressing another key adds the characters from that button to the previous key press. For example, dialing 527 matches all names starting with JAS (for example "Jason") and with KAR (for example "Karl") plus any other letter combinations from those 3 key presses. See How the Directory Search Works .

To remove all the characters entered so far press Clear.

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

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

3. Continue as for a normally dialed call.

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2.2 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, Misse d, 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. This option is not available if the caller withheld their number.

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2.3 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.

2.4 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

2.5 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 vary according to the type of call and system features available to you.

Note that the soft keys only relate to the call currently displayed. You can use the up and down arrow keys to to display the details of another call and its related soft keys without interrupting your current connected call.

Some of these options are only be available if enabled by your system administrator.

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 Silence 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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2.6 Busy Indication

By default the telephone system does not provide any indication to you if the internal user you call is already on a call or set to do not disturb. Instead the call either just rings or goes to voicemail.

However, your system administrator can enable busy indication for selected users or for the whole system. When this is enabled, calling those users displays "Do Not Disturb" or "On Another Call" on your phone if not diverted to voicemail.

If you need status indication for a user without needing to make a call, you can add a 'user BLF ' button to your phone.

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2.7 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

154

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.

Enabling/Disabling En-Bloc Dialing

You can enable or disable your en-bloc dialing setting through the phone's F eatures 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 Fea tures soft key.

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

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 Dia l.

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

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Making Calls: En-Bloc Dialing

2.8 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 Fea tures soft key.

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

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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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2.9 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.

2.10 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 is lit while mute is active.

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

2.11 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.

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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.

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

To silence 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 path setting.

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 it.

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

If you have answered the call on the speaker or headset, pressing the SPEAKER or HEADSET key again before you select another mode will end the call.

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

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Answering Calls:

3.1 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.

You can configure the phone to automatically display details of an additional call waiting to be answered. See

Auto Show Call Waiting .

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To answer another call:

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

To silence 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.

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.

[1]

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3.2 Divert a Call to Voicemail

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

To divert a call to your mailbox:

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. The call is redirected to voicemail.

3.3 Ignore/Silence an Incoming Call

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

To ignore (silence) an incoming call:

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

3.4 Dropping an Incoming Call

You can attempt to drop an incoming call. Dropping a call has different effects depending on the call type and other options:

If the call is a hunt group call, dropping the incoming call causes it to be presented to the next agent in the group or follow other hunt group settings (which can include presenting the call to you again).

If the call is a direct call to you, dropping it causes it to:

Go to your forward on no answer destination if set and enabled. See Forward On Busy/No Answer .

Else the call goes to your voicemail if available.

Else the call continues to ring (drop has no effect).

If the call is returning from being held or parked for too long you cannot drop it.

To drop an incoming call:

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 Drop key. Depending on your particular phone this may be a soft key on the display or a physical key. You can also assign the drop function to a programmable key .

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3.5 Answering a Page Call

Your phone can be paged if you have no other connected call in progress and your phone is currently idle. You can hear the caller but they cannot hear you.

The page is heard through the phone's speaker following a single beep. A page call is also indicated in the display by the word Page .

To answer a page call:

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

Alternatively, press the >> double-arrow soft key and press the Answer soft key.

2. The call is turned into a normal call.

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Answering Calls: Answering a Page Call

3.6 Displaying Other Calls

The phone can handle multiple calls at the same time. Whilst you can only have one connected call at any time, you can have other calls on hold , parked and further incoming calls alerting. The status of each call (except parked calls) is indicated by a separate call appearance button for each call.

To view the details of another call, use the up and down arrow keys to scroll which appearance button's call details are currently displayed. You can do this even whilst you have a connected call. In addition to showing the call details, the soft key options shown change to match actions that you can apply to the displayed call.

Changing the currently displayed call before starting a conference affects which calls are conferenced. See C ontext

Sensitive Conferencing .

The phone can also be configured to automatically display the details of any new incoming call when you are already on a call. See Auto Show Call Waiting .

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3.7 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 .

To enable auto internal answer:

1. Press the MENU button.

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

3. Press the Select soft key.

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

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

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This function can be assigned to a feature button configured with the Internal Auto Answer action. The button

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lamp will indicate when internal auto answer is on.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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3.8 Call Pickup

Pickup is used to answer a call ringing elsewhere on the phone system.

To pickup a call:

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 Fea tures 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 Pic kup 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 Membe rs 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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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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. However, your system administrator can remove and change the short codes available to you or all users.

Pickup Any Ca ll: *30 Answer a call ringing on the telephone system.

Pickup a Group Ca ll: *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. C ontinue 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. C ontinue in the same way as for a normal dialed call.

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Redialling: Redial a Call (List Mode)

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 Fea tures 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.

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.

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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. See Entering

Characters .

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.

Redirecting Calls

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5. Redirecting Calls

Method

Calls Redirected

Destination

Inter nal

External

Group

Inter nal

External

Voice ma il

Follow Me

Follow Me To

Follow Me Here

Forward

Forward on Busy

Forward on No Answer

Forward Unconditiona l

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 as the 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:

5.1 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 extension's normal user. This allows you to share another person's phone without logging them off their phone.

All calls are redirected and the calls are still subject to all your user settings as if they were ringing at your phone.

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.

Canc el All F orwarding: *00 Switch off any forwarding. Includes forward unconditional, forward on busy, forward on no answer, follow me and do not disturb.

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5.1.1 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 Fea tures soft key.

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

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 .

Sav e 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

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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5.1.2 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 F ollow Me To.

To clear the follow me to setting, press the Cle ar soft key.

To change the destination of the setting, press the Edit soft key.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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Redirecting Calls: Follow Me

5.1.3 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 Fea tures soft key.

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

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 F ollow 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 Cle ar 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 Sav e soft key to set the follow me here.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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5.2 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 your 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.

If you also have forward on no answer set , if the unconditionally forwarded call is still unanswered after having rung for your no answer time (default 15 seconds), the system will redirect the call to your forward on no answer destination. Note that this is not always possible for calls that have been forwarded to an external number.

If you also have voicemail enabled , if the the forwarded call is still unanswered after having rung for your no answer time (default 15 seconds), the system will redirect the call to voicemail. Note that this is not always possible for calls that have been forwarded to an external number.

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

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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.

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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.

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Redirecting Calls: Forwarding Calls

Default Short Codes

Canc el All F orwarding: *00 Switch off any forwarding. Includes forward unconditional, forward on busy, forward on no answer, follow me and do not disturb.

Set the Forward Unconditiona l De stination: *07*N# Set the destination number (N) for forward unconditional when it is switched on.

Switch F or ward Unconditional On: *01 Switch on forward unconditional. A destination must have been set.

Switch F or ward Unconditional Off: *02

Include Hunt Group Calls in Forward Unconditional: *50

Exclude Hunt Group Calls from Forward Unconditiona l: *51

Set the Forward On Busy/No A nswer 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 F or ward On Busy On: *03

Switch F or ward On Busy Off: *04

Switch F or ward on No Answer On: *05

Switch F or ward on No Answer Off: *06

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5.2.1 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 F wd 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 Exter nal Only , Exte rnal and Group, Non Group Calls and All Calls.

Select edit to change the number to which calls are forwarded.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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Redirecting Calls: Forwarding Calls

5.2.2 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 Fea tures soft key.

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

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 F wd 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 Numbe r Set

Number Set but F orward 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 Exter nal Only , Exte rnal 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 Exter nal Only , Exte rnal and Group, Non Group Calls and All Calls.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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5.2.3 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 F wd 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 Exte rnal 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

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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Redirecting Calls: Forwarding Calls

5.2.4 Forward On Busy (Status Menu)

If your phone is set to forward on busy, 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 F wd OnBsy.

To switch off forward on busy, 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 Exte rnal Calls Only.

The forward destination is shown. Press the Change soft key to enter a new destination or clear the destination.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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5.2.5 Forward On Busy/No Answer (Features Menu)

You may be able to use the Features menu to switch forward on no answer, forward on busy on or off.

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 Fea tures soft key.

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

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 F wd Busy /No Answer.

5. Press the Select soft key or the OK button or the right arrow key. The options that appear will depend in whether a valid forwarding destination has already been set:

No Forwarding De stination Set

Forward on busy and forward on no answer cannot be used until either a forward unconditional or forward busy/no answer destination is set.

If no destination has been set, you are prompted to enter a number.

Enter a number or press the Dir soft key to select a number from the directory .

When a number is set, press the Save soft key.

The menu can now be used in the same way as if the number had already been set.

Forwarding Destination Se t

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 Exte rnal Calls Only.

The forward destination is shown. Press the Change soft key to enter a new destination or clear the destination.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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Redirecting Calls: Forwarding Calls

5.3 Do Not Disturb

When you are in 'do not disturb,' your callers are redirected to voicemail if available. Otherwise, the caller hears busy tone.

People calling from numbers in your 'do not disturb' exceptions list can still call you. However, forwarding can still be applied to these calls.

Calls to any hunt group of which you are a member are not presented to you (unless you are the last available member of the group).

Enabling do not disturb will not affect any calls already being presented to your phone.

You can still use the phone to make outgoing calls. When you go off-hook you will hear broken dial tone.

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

Default Short Codes

Switch Do Not Disturb On: *08 Set your phone to do not disturb.

Switch Do Not Disturb Off: *09 Switch off do not disturb.

Add a Do Not Distur b Exception Number : *10*N# Add a number (N) to your list of do not disturb exceptions.

Dele te a Do Not Disturb Exce ption Number: *11*N# Remove a number (N) from your list of do not disturb exceptions.

Canc el All F orwarding: *00 Switch off any forwarding. Includes forward unconditional, forward on busy, forward on no answer, follow me and do not disturb.

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5.3.1 DND On/Off (Features Menu)

You can use the Features menu to switch do not disturb on or off. Enabling DND will not affect any calls already being presented to your phone. Hunt group calls will also still be presented if you are the only available member of the 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 Fea tures 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 left and right arrow keys to change the setting or use the indicated soft key.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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5.3.2 DND Off (Status Menu)

You can use the Sta tus menu to switch off do not disturb.

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 necessary use the up and down arrow keys to scroll the menu to Do Not Disturb.

To clear the do not disturb setting, press the Off soft key.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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5.3.3 Do Not Disturb Exceptions

These numbers are used to indicate callers who you want to be allowed to call you as normal even when you have do not disturb on. This does not include group calls which are not presented when you are in do not disturb.

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 Fea tures 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 DND Exceptions.

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

6. The menu will depend on whether any numbers are already set or not.

No Numbe rs Set

Press the Add soft key.

Enter the number or press the Dir soft key to select a number from the directory .

When the number has been entered, press the Sav e soft key.

Numbers Se t

Use the up and down arrow keys to scroll through the list of numbers. Numbers that contain an N or X are using wildcards for a range of numbers. These are entered by the system administrator.

Use the Add soft key to add a new number in the same way as if no numbers had been entered.

use the Delete soft key to delete the number shown.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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Redirecting Calls: Do Not Disturb

5.4 Twinning

Twinning is a process whereby your calls ring on two phones. Twinning is only available if configured by the system administrator.

There are two methods of twinning supported, internal twinning and mobile twinning .

Internal Twinning

This method of twinning twins your normal phone with another internal phone. Your incoming calls will ring on both phones. You can also make your calls from either extension.

A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building.

Your settings are applied to both phones. Similarly message waiting indication and voicemail access from either phone will be to your mailbox.

If both your twinned phones are use contacts and call log stored on the phone system, the call logs and directory contacts on each will be the same.

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.

Mobile Twinning

Mobile twinning is twinning where your calls ring at both your phone and at another number which can include an external number. If you have been configured as a mobile twinning user, you can switch use of mobile twinning on or off through the phone's menus, transfer calls to a mobile phone and can also change the number to which you are twinned.

Using the phone menus you can switch use of mobile twinning on/off and change the destination number for twinned calls.

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5.4.1 Mobile Twinning Control

This menu option is only available is you have been configured by the system administrator to be able to use mobile twinning.

The addition of a button set to the Twinning function is recommended, contact your system administrator. Such a button allows you to transfer a call to your twinning destination, retrieve a call from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on/off.

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 Fea tures soft key.

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

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 Mobile Twinning.

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

6. If no twinning number has been set, the menu will prompt you to enter a number.

7. When a number has been entered, you can access the Enable and Disable soft keys to turn use of mobile twinning on or off. The Clea r soft key removes the existing twinning number in order to allow entry of a new number.

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Redirecting Calls: Twinning

5.4.2 Transfering a Call to Your Mobile Phone

If you have been configured as a mobile twinning user, you can transfer a call to the mobile device through the feature menu control.

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 Fea tures soft key.

2. If necessary, use the p up and down q arrow keys to highlight Tra nsfer to Mobile. Press Select.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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5.4.3 Reclaiming a Twinned Call

When using mobile twinning, you can use the status menu to take back a call that has been redirected to and answered at your mobile twinning destination.

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 necessary use the up and down arrow keys to scroll the menu to Mobile Twinning.

3. Press Retriev e.

5.4.4 Switching Twinning Off (Status Menu)

If you have been configured as a mobile twinning user, you can use the status menu to switch mobile twinning mode off.

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 necessary use the up and down arrow keys to scroll the menu to Mobile Twinning.

3. To turn twinning off, press the Off soft key. Alternatively, to access the mobile twinning settings, press the Details soft key. See Mobile Twinning Control .

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Chapter 6.

Holding and Parking Calls

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6. Holding and Parking Calls

When used to pa rk or hold a ca ll...

Hold

Park

... the call occupies an appearance button.

Yes

... the caller he ars music on hold if ava ilable.

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.

... ca n be use d with conference calls.

Yes

... ca n be use d to start or a dd ca lls to a confe rence.

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:

6.1 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.

6.1.1 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.

6.1.2 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 Pick up soft key to take the call off hold.

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6.1.3 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.

65 73

6.1.4 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. C onsult your system administrator for details.

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Holding and Parking Calls: Holding Calls

6.2 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 park return to your phone (when idle) if they remain parked for too long. The default return delay is five 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.

A feature button set to the Call Park action can be used to park and unpark calls and to indicate parked calls.

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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6.2.1 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 Fea tures soft key.

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

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 Sele ct soft key or the OK button or the right arrow key.

Park to Other User

With Park to Other displayed, press the Sele ct 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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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6.2.2 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 Fea tures soft key.

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

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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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6.2.3 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 Pa rks 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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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193

Holding and Parking Calls: Parking Calls

6.2.4 Park & Page

This method of parking calls is available only if specifically configured on your telephone system. To use it, you also need to add a Park & Page button on your phone. See Button Features .

Park and page uses a set of park slot numbers, configured by your system administrator, that act like extension numbers. When you parked a call in one of those park slots, you or any other user on the system can dial that park slot number to unpark the call.

Your system administrator can also configure up to 3 hunt groups for paging. When you park a call, after displaying the park slot number used, your phone displays options for paging.

Calls parked using Park & Page are not indicated in your phone's Sta tus menu. However, calls that you park will recall to your phone if left parked for too long.

If your phone has any Call Par k buttons set to match the park slot numbers configured for Park & Page, those buttons can be used to park/unpark calls and indicate when a call is parked in that park slot. However, when used to park a call, the phones does not display the page options.

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To Park a Call Using Park & Page

1. Press the Park & Page button on your phone. The call is parked and the parked slot number needed to unpark the call is displayed.

2. If you want to make a page announcement of the parked call, press Page. Otherwise, press Exit.

3. There are several methods by which you can select the user or hunt group that you want to page:

1. Select one of the pre-configured hunt groups.

2. Dial the extension number of the user or hunt group that you want to page and then press Done.

3. Dial * and then press Dir. Select the required user or hunt group from the directory and press Page.

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To Unpark a Call

1. Dial the park slot number that was assigned to the parked call.

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Chapter 7.

Transferring Calls

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7. 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 Redia l option, if applicable.

To complete the transfer, press the TRANSFER key or press the Comple te 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 Comple te soft key. If the transfer destination does not answer or does not want to accept the call, press the Cancel soft key.

Notes

Calls a nd Button Status Indica tion The status indication for a call on hold pending transfer differs from that used for standard held calls:

On phones with dual lamp buttons, both the green and red lamps fast flash (flutter) when the button represents a call on hold pending transfer.

On phones with single lamp buttons or status icons, Xfer : is shown in front of the caller ID information rather than the button name. For example Xfe r:Extn299 is shown rather than a = Extn299.

The call status information shown when a call on hold pending transfer is highlight is prefixed with OnHold- Xfer rather than On-Hold.

Switching Between Calls Switching from a connected call to an existing call on hold pending transfer puts the connected call on hold pending transfer.

7.1 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 Sele ct 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.

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Transferring Calls: Transfer to Voicemail

7.2 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 Transfe r 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 Transfe r 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 Redia l

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.'

7.3 Transfer to Your Mobile Phone

If you have been configured as a mobile twinning user, you can transfer a call to the mobile device through the feature menu control.

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 Fea tures soft key.

2. If necessary, use the p up and down q arrow keys to highlight Tra nsfer to Mobile. Press Select.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

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Chapter 8.

Account Codes

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8. 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.

8.1 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.

8.2 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 Fea tures 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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access C ontrol .

Feature Button

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

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

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Chapter 9.

Conference Calls

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9. 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.

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

Default Short Codes

Conference Held Ca lls: *47 Start a conference between yourself and any calls that you have on hold.

9.1 Starting a Conference

If you do not already have a held call, you can use the process below to start a conference. For more complex scenarios, see C ontext Sensitive C onferencing .

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.

9.2 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

9.3 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.

9.4 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 Deta ils 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.

Note: If you are the only internal user in the conference, depending on your telephone systems configuration,

dropping yourself might end the conference. C onsult your system administrator for details.

9.5 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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9.6 Context Sensitive Conferencing

Highlighted Call

Other conditions in priority order

Result when Conf or Confer ence is pre ssed:

Calls Confe renced

Current

Call

Held

Calls

Held

Pending

Transfe r

Conne cted call

No call held pending transfer

Conferences the connected call and all held calls.

–

Call held pending transfer

Conferences the connected call and the held pending transfer call. Any other held calls are unaffected.

–

Held ca ll

Conne cted ca ll

Conferences the held call and the connected call. Any other held calls including held pending transfer are unaffected.

–

Held pending transfer call

Conferences the held and held pending transfer call. All other held calls are unaffected.

–

Held ca lls

Conferences with all other held calls.

–

Held pending transfer call

Conne cted ca ll

Conferences the held pending transfer call to a connected call. Any other held calls are unaffected.

–

Held ca lls

Conferences the call held pending transfer with all other held calls.

–

The starting a conference and adding a call to a conference scenarios in this manual cover the simple scenarios where you have no other calls in progress on the phone. In those scenarios, the current call and all held calls are conferenced.

However, in some scenarios where you have multiple calls in progress, you may want to conference just particular calls. This can be done by scrolling the display to change which call is highlighted when you press Conf or Conference.

For example:

To confe rence the current call and a particular held call: Scroll the call display to highlight the required held call. Press Conf or Conference. That held call is conference with your current call without affecting any other held calls.

The table below summarizes which calls are conferenced based on which call is currently highlighted on the telephone's display. A 'held pending transfer' call is one which has been put on hold by pressing either Conference or Tra nsfer.

78 78

Changing which c all is currently highlighted On phones with a set of cursor keys, the up and down cursor keys can be used to select the current highlighted call appearance, even while there is a currently connected call.

Note: The above only applies to conferences initiated from the telephone. The traditional behaviour of conferencing the current and all held calls regardless of hold type still applies if the conference is initiated from elsewhere such as from an application like one-X Portal for IP Office.

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Chapter 10.

Headset/Handsfree Operation

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10. Headset/Handsfree Operation

10.1 Headset Operation

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

If there are no currently connected call, a call answered or made by pressing an appearance button is connected either handsfree or through the headset according to the phone's audio path setting . The same applies to dialing a new call.

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.

Using a Headset

To answer a call using a headset:

1. To answer a call using the headset, press the HEADSET button.

To end a headset call:

1. To end a headset call, press the HEADSET button.

If the other party ends the call, the HEADSET button remains active. Press the button to end the headset usage.

To switch from the headset to the handset:

1. To switch from the headset to the handset, simply lift the handset.

To switch to handsfree from the headset:

1. To switch to handsfree from the headset, press the HEADSET button.

2. Replace the handset.

To switch from the headset to handsfree:

1. Press the SPEAKER button. See Handfree Speaker Operation .

To switch to headset from handsfree:

1. Press the HEADSET button. The button remains lit whilst you have a call connected handsfree.

To mute the call while on the headset:

1. Press the MUTE button. The button remains lit whilst the call is muted. Note that if you switch to the handset or handsfree, the mute is automatically canceled.

Headset Operation Settings

You can adjust the following headset settings:

Headset Volume

Default Audio Path

Headset Automatic Gain Control On/Off

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Headset/Handsfree Operation: Headset Operation

10.1.1 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.

10.1.2 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 Se ttings....

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 Cha nge soft key to change the setting.

6. When completed, press the Done soft key.

7. Press the Ex it soft key to exit the menus.

10.1.3 Automatic Gain Control

When using automatic gain control (AGC), the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet.

1. Press the MENU button.

2. Use the up and down arrow keys to locate the option Adva nced.

3. Press the Select soft key.

4. Use the up and down arrow keys to locate the option Automatic Gain Control.

5. Press the Select soft key.

Use the up and down arrow keys to switch between the Handset, Headse t or Speaker settings for automatic gain control.

To change a setting, use the left and right arrow keys or press the On/Off soft key.

6. When completed, press the Done soft key.

7. Press the Ex it soft key to exit the menus.

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10.2 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.

If there are no currently connected calls 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 answers that call handsfree.

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.

Using Handsfree

To answer a call handsfree:

1. To answer a call handsfree, press the SPEAKER button. The button remains lit whilst you have a call connected handsfree.

To end a handsfree call:

1. To end a handsfree call, press the SPEAKER button.

To switch from handsfree to the handset:

1. To switch from handsfree to the handset, simply lift the handset.

To switch to handsfree from the handset:

1. To switch to handsfree from the handset, press the SPEAKER button. The button remains lit whilst you have a call connected handsfree.

2. Replace the handset.

To switch from handsfree to the headset:

1. Press the HEADSET button. See Headset Operation .

To switch to handsfree from the headset:

1. Press the SPEAKER button. The button remains lit whilst you have a call connected handsfree.

To mute the call while handsfree:

1. Press the MUTE button. The button remains lit whilst the call is muted. Note that if you switch to the handset or headset, the mute is automatically canceled.

Handsfree Operation Settings

You can adjust the following handsfree settings:

Speak er Volume

Default Audio Path

Speak er Automatic Gain Control On/Off

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Headset/Handsfree Operation: Handsfree Speaker Operation

10.2.1 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.

10.2.2 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 Se ttings....

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 Cha nge soft key to change the setting.

6. When completed, press the Done soft key.

7. Press the Ex it soft key to exit the menus.

10.2.3 Automatic Gain Control

When using automatic gain control (AGC), the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet.

1. Press the MENU button.

2. Use the up and down arrow keys to locate the option Adva nced.

3. Press the Select soft key.

4. Use the up and down arrow keys to locate the option Automatic Gain Control.

5. Press the Select soft key.

Use the up and down arrow keys to switch between the Handset, Headse t or Speaker settings for automatic gain control.

To change a setting, use the left and right arrow keys or press the On/Off soft key.

6. When completed, press the Done soft key.

7. Press the Ex it 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 C ontact 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 also stores your contacts on the system, your personal contacts move with you.

You can have up to 250 personal directory entries that you can add, edit and delete through the phone. While you are allowed up to 250 personal directory entries, the total capacity of the system may limit that if it has been reached.

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

The system administrator can apply an Exclude from Dire ctory setting to particular users and hunt groups. They are then not included in the directory seen by other users.

User Contacts These contacts list all the other users on the telephone system. If your system is part of a 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 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.

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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Contacts/Directory:

DialHENR

Matches

4GHI

plus 3DEF

plus 6MNO

plus 7PQRS

plus 9WXYZ

Adam Johns Bob Smith Claire Greggs Gemma Jones Harold Bishop Henrietta Green Henry Jones Henry Smith Ida James IT Helpdesk London Office John Smith Tony George Simon Henricks Sales Support Sales Help

Claire Greggs

Gemma Jones Harold Bishop Henrietta Green Henry Jones Henry Smith Ida James IT Helpdesk

Tony George Simon Henricks Sales Help

Gemma Jones Henrietta Green Henry Jones Henry Smith Ida James

IT Helpdesk Tony George Simon Henricks Sales Help

Gemma Jones Henrietta Green Henry Jones Henry Smith

Tony George Simon Henricks

Henrietta Green Henry Jones Henry Smith

Tony George Simon Henricks

Henry Jones Henry Smith

DialJONE

Matches

5JKL

plus 6MNO

plus 3DEF

plus 7PQRS

Adam Johns Bob Smith Claire Greggs Gemma Jones Harold Bishop Henrietta Green Henry Jones Henry Smith Ida James IT Helpdesk London Office John Smith Peter Johnson Tony George Simon Henricks Sales Support Sales Help

Adam Johns Gemma Jones Henry Jones Ida James

John Smith London Office

Peter Johnson

Adam Johns Gemma Jones Henry Jones

John Smith London Office

Peter Johnson

Gemma Jones Henry Jones London Office

Gemma Jones Henry Jones

11.1 How the Directory Search Works

The phone's directory search works by applying a progressive match as you dial additional keys. For example, to search for "Henry Jones", you can dial HENRY by pressing 43679. As you dial, the possible matches still shown on the display reduces.

Alternatively to search for "Henry Jones" you could dial JONES by pressing 56637.

Dialing Additional and Accented Characters

Though marked with just ABC, the 2 key will also match the accented forms of those characters, for example À, Á, Á, Ã, Ä,Å and Ç. The set of additional unmarked characters matched varies depending on the language settings of your system, see Entering Characters .

Alternate Search Methods

By default, the name matching is applied simultaneously all parts of the contact names, ie. the first, middle and last parts of the displayed names. Your system administrator can change this to a more traditional search if required; for example to match from just the start of the displayed names. However, this will apply to all phones on the system.

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11.2 Viewing Contacts Details

1. Access the contacts directory:

a. Press the CONTACT S 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.

To remove all the characters entered so far press Clear.

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

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

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

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

Call

Make a call to the stored number.

Back Go back to the directory listing.

More 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

Edit the name and number.

Dele te

Delete the name and number.

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Contacts/Directory: Viewing Contacts Details

11.3 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 CONTACT S 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.

To remove all the characters entered so far press Clear.

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

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

3. C ontinue as for a normally dialed call.

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11.4 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 Clea r 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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11.5 Adding a New Contact

So long as the telephone system capacity has not been reached, you can add up to 250 personal directory entries.

1. Access your personal directory contacts:

a. Press the CONTACT S 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. See Entering C haracters . 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 Cance l 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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Contacts/Directory: Adding a New Contact

11.5.1 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, Misse d, 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. See Entering

Characters .

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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11.5.2 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. See Entering

Characters .

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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11.6 Editing a Contact

You can edit the contacts in your own personal directory.

1. Access your personal directory contacts:

a. Press the CONTACT S 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.

To remove all the characters entered so far press Clear.

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

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. See Entering C haracters . 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 Cance l soft key.

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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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Contacts/Directory: Editing a Contact

11.7 Deleting a Contact

You can delete a contact from your own personal directory.

1. Access your personal directory contacts:

matching entries.

To remove all the characters entered so far press Clear.

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

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 Ca ll 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 C all Log menu diagram shows a summary of the menu options.

187

Making a Ca ll

Viewing Ca ll Details

Dele ting a Record

Dele ting All Records

Add a Record to Your Contacts

100

101

102

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 C all 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. C entralized 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 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, Misse d, 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.

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

Call

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

Details

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

personal directory if required.

More Switch between the different sets of available soft key functions.

Dele te

Deletes the current displayed record.

Del All

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

100

102

101

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, Misse d, 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. This option is not available if the caller withheld their number.

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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, Misse d, 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.

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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Avaya 1608, 1616 User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Introduction

Making Calls

Answering Calls

Redialling

Redirecting Calls

Holding and Parking Calls

1. Press the Park & Page button on your phone. The call is parked and the parked slot number needed to unpark the call is displayed.

Transferring Calls

Account Codes

Conference Calls

Headset/Handsfree Operation

4. Use the up and down arrow keys to locate the option Automatic Gain Control.

4. Use the up and down arrow keys to locate the option Automatic Gain Control.

Contacts/Directory

Call Log