Avaya 1616-I User Manual

Avaya 1616/1616-I IP Deskphone User Guide

February 2010

16-601448

Issue 2

2009 Avaya Inc.

Notice

While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document might be incorporated in future releases.

Note:

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

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Warranty

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USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER'S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEB

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License types

Designated System(s) License (DS). End User may install and use each copy of the Software on only one Designated Processor, unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User. Avaya may require the Designated Processor(s) to be identified by type, serial number, feature key, location or other specific designation, or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose.

http://www.avaya.com/support

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http://www.avaya.com/support/ThirdPartyLicense/

Preventing toll fraud

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

Avaya fraud intervention

If you suspect that you are being victimized by toll fraud and you need technical assistance or support, call Technical Service Center Toll Fraud Intervention Hotline at +1-800-643-2353 for the United States and Canada. For additional support telephone numbers, see the Avaya Support Web site:

Suspected security vulnerabilities with Avaya Products should be reported to Avaya by sending mail to: securityalerts@avaya.com.

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Contact Avaya Support

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www.avaya.com/support

http://www.avaya.com/support

http://www.avaya.com/support/

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2 Avaya 1616/1616-I IP Deskphone User Guide February 2010

Chapter 1: Introduction to the 1616/1616-I IP Telephone......................................................5

Overview of phone buttons and features..........................................................................................................5

LEDs................................................................................................................................................................8

Icons in the telephone display..........................................................................................................................9

Scrolling and navigation....................................................................................................................................9

Paper labels....................................................................................................................................................10

Chapter 2: Logging in to and out of your telephone............................................................11

Logging in to your telephone..........................................................................................................................11

Logging out of your telephone........................................................................................................................11

Chapter 3: Making calls..........................................................................................................13

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

Clearing a number..........................................................................................................................................13

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

Calling a person from the contacts list............................................................................................................14

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

Chapter 4: Handling calls......................................................................................................15

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

Sending an incoming call directly to voice mail..............................................................................................16

Ignoring an incoming call................................................................................................................................16

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

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

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

Chapter 5: Conference calls..................................................................................................19

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

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

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

Viewing conference details..............................................................................................................................20

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

Dropping a person from a conference call......................................................................................................21

Silencing a person on a conference call........................................................................................................21

Chapter 6: Getting your messages........................................................................................23

Logging into your voice mail............................................................................................................................23

Chapter 7: Bridged call appearances....................................................................................25

Answering a call on a bridged call appearance..............................................................................................25

Joining a call on a bridged call appearance....................................................................................................25

Making an outgoing call on a bridged call appearance..................................................................................26

Chapter 8: Shared line appearances....................................................................................27

Answering a call on a shared line appearance..............................................................................................27

Joining a call on a shared line appearance....................................................................................................27

Making an outgoing call on a shared line appearance....................................................................................28

Chapter 9: Contacts................................................................................................................29

Viewing contacts details..................................................................................................................................29

Avaya 1616/1616-I IP Deskphone User Guide February 2010 3

Contents

Adding a new contact......................................................................................................................................29

Editing a contact..............................................................................................................................................30

Deleting a contact..........................................................................................................................................30

Chapter 10: Call log................................................................................................................33

Viewing the call log..........................................................................................................................................33

Viewing call log details....................................................................................................................................33

Adding an entry from the call log to your contacts list....................................................................................34

Removing an entry from the call log................................................................................................................34

Clearing all entries from the call log................................................................................................................34

Turning call logging on or off..........................................................................................................................35

Chapter 11: Advanced telephone features............................................................................37

Forwarding a call............................................................................................................................................37

Send all calls..................................................................................................................................................38

Calling a person from the corporate directory................................................................................................38

Activating Extension to Cellular (EC500)........................................................................................................38

Chapter 12: Features menu....................................................................................................41

Accessing the Features menu........................................................................................................................41

Chapter 13: Avaya Menu........................................................................................................43

Adjusting the brightness or contrast of the display..........................................................................................43

Changing the ring pattern................................................................................................................................44

Turning button click sounds on and off............................................................................................................44

Turning error tones on or off............................................................................................................................45

Turning the call timer on or off........................................................................................................................45

Turning visual alerting on or off......................................................................................................................45

Setting redial options......................................................................................................................................46

Setting the audio path....................................................................................................................................46

Turning show incoming call on or off..............................................................................................................47

Setting automatic gain control........................................................................................................................47

Changing the language..................................................................................................................................48

Viewing network information..........................................................................................................................48

Index.........................................................................................................................................49

4 Avaya 1616/1616-I IP Deskphone User Guide February 2010

Chapter 1: Introduction to the 1616/1616-I IP

Telephone

The 1616/1616-I telephone is a multiline IP telephone for use with Avaya Communication Manager or Avaya Distributed Office call processing systems. The 1616/1616-I IP telephone puts convenient features and capabilities at your fingertips, including a phone screen to view and manage your calls, a contacts list, a call log, a menu of options and settings to customize your phone, and access to your voice mail.

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

Overview of phone buttons and features

Avaya 1616/1616-I IP Deskphone User Guide February 2010 5

Introduction to the 1616/1616-I IP Telephone

Name Description

Message Waiting Indicator

An illuminated red light in the upper-right corner of your phone indicates you have voicemail messages waiting. If Visual Alerting is enabled, this light flashes when you receive an incoming call.

Phone Display There are four lines in the phone display. When the phone

is idle, the top line shows the missed call icon with number of calls missed and either the call forwarding icon, the Send All Calls icon, or the EC500 icon when one of those features is enabled. The top line also shows the primary extension and the time and date as well as any system messages. The middle two lines display application-specific information. The bottom line displays the softkey labels.

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

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

Message Press the Message button to connect directly to your

voicemail system.

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

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

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

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

Phone/Exit Press the Phone/Exit button to view and manage your calls.

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

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

menu provides options that allow you to customize phone settings, configure call logging, select the display language, view network information, and log out.

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

list.

Call Log Press the Call Log button to view a list of your outgoing,

incoming, and missed calls. The icon on the Call Log button is illuminated when you have missed calls.

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

dialed or display the redial list from which you can select a number to redial. See Setting redial options on page 46 for more information.

6 Avaya 1616/1616-I IP Deskphone User Guide February 2010

Overview of phone buttons and features

Name Description

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

Conference Press the Conference button to add another party to an

existing call.

Transfer Press the Transfer button to transfer a call to another

number.

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

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

person added from a conference call on page 20 or Dropping a person from a conference call on page 21 for

more information.

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

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

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

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

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

call off mute, press Mute again.

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

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

Feature Buttons and Call/Line Appearance Buttons

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

Features menu on page 41. For more information about

the feature buttons, see Advanced telephone features on page 37.

Avaya 1616/1616-I IP Deskphone User Guide February 2010 7

Introduction to the 1616/1616-I IP Telephone

LEDs

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

Table 1: Call/Line Appearance Button LEDs

LED Description

Steady green Call/line appearance is active.

Slow blinking green Call/line appearance is ringing.

Fast blinking green Call/line appearance is on hold.

Very fast blinking green

Steady red Call/line appearance is selected and will be used when

Off Call/line appearance is available.

Table 2: Feature Button LEDs

LED Description

Steady green Feature is active.

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

Blinking red Feature is shown on the phone display.

Off Feature is not active.

Conference or Transfer is pending.

you go off-hook. It remains steady red while you use the call/line appearance.

immediately available).

Note:

Depending on your call processing system, the feature button LEDs for some features may operate differently.

8 Avaya 1616/1616-I IP Deskphone User Guide February 2010

Icons in the telephone display

Icons are provided in the phone display to indicate the state of a call and navigation choices. The icons that appear in the phone display are described in the following table.

Icon Description

#X Number of calls missed, where # represents the number.

Call forward, Send All Calls, or EC500 is active. (These features are available if they have been administered for your telephone.)

Incoming call is ringing.

Call is active.

Call is on hold.

Call is on soft hold (when using Conference or Transfer feature).

Icons in the telephone display

Conference is active.

Conference is on hold.

Scroll left for other options.

Scroll right for other options.

Scroll up or down for other options.

Scrolling and navigation

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

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

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

Avaya 1616/1616-I IP Deskphone User Guide February 2010 9

Introduction to the 1616/1616-I IP Telephone

Paper labels

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

10 Avaya 1616/1616-I IP Deskphone User Guide February 2010

Chapter 2: Logging in to and out of your

telephone

Logging in and out maintains your contacts and personal options if you share a telephone with other users, or if you want to use the same extension from another phone. Logging out also prevents unauthorized use of your telephone during an absence.

Note:

Call log information is lost after you log out.

Logging in to your telephone

1. Enter your extension.

2. Press the OK button, the OK softkey, or the # button.

3. Enter your password.

4. Press the OK button, the OK softkey, or the # button.

Logging out of your telephone

1. Press the A button.

2. Scroll down to select Log Out.

Note:

Log Out is not available if you are on a call.

3. Press the OK button or the Select softkey.

4. Press the Select softkey again to confirm.

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Logging in to and out of your telephone

12 Avaya 1616/1616-I IP Deskphone User Guide February 2010

Chapter 3: Making calls

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

Making a call

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

1. Lift the handset, press the Speaker button, press the Headset button, or press an available call/line appearance button.

2. Dial the number you want to call.

Clearing a number

Press Clear to erase all dialed digits and enter a new number.

Redialing a number

1. From the Phone screen, press the Redial button.

The last number will be redialed or you will see a list of the most recent numbers that you have dialed, from which you can select one to redial.

2. Press the OK button or the Call softkey.

See Setting redial options on page 46 for information on redial settings.

Avaya 1616/1616-I IP Deskphone User Guide February 2010 13

Making calls

Calling a person from the contacts list

1. Press the Contacts button.

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

3. Press the OK button or the Call softkey.

Calling a person from the call log

1. Press the Call Log button.

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

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

4. Press the Call softkey or the OK button.

14 Avaya 1616/1616-I IP Deskphone User Guide February 2010

Chapter 4: Handling calls

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

Answering a call

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

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

• Lift the handset.

• Press the call/line appearance button whose green LED flashes for the incoming call.

• Press the Answer softkey if one appears.

• Press the Speaker button to answer using the speakerphone.

• Press the Headset button to answer using the headset.

• If you are using a wireless headset, press the ON button.

2. If you are on another call, do one of the following:

• Press the call/line appearance button whose green LED flashes for the incoming call.

• Press the Answer softkey if one appears.

Note:

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

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