Avaya 3902 Quick Reference Guide

Avaya 3902, 3903, 3904 Digital Deskphones Quick Reference Guide

Avaya Communication Server 1000

Document Status: Standard Document Number: NN42370-105 Document Version: 0

December 2010

Date:

3.01

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Avaya 3902, 3903, and 3904 Digital Deskphones 7

Your Telephone Call Features 9

Use Auto Dial 9 Make a Call 10 Make a call while on-hook 12 Redial last number called 12 Use Ring Again (3902) 13 Use Ring Again (3903 and 3904) 14 Use Hot Line 15 Use Speed Call (3902) 15 Use Speed Call (3903 and 3904) 16

Answer a call 18

Place a call on Hold 18 Transfer a call (3902) 19 Transfer a call (3903 and 3904) 20

Handle multiple calls 21

Use Call Waiting 21 Forward calls (3902) 22 Forward calls (3903 and 3904) 23

Additional call features 24

Use Call Pickup 24 Set up a Conference call (3902) 25 Set up a Conference call (3903 and 3904) 25 Join a call 26 Engage Group Listening 27 Use the Voice Messaging control screens (3903 and 3904) 27

Options List 29

Select a language 30 Change a Feature Key label (3902) 30 Change a Feature Key label (3903 and 3904) 32

Contents

Adjust Screen contrast 34 Adjust volume 34 Choose Ring type 35 Select Call Log options 35 Use Live dial pad 36 Select Preferred name match 36 Set up area code 36 Enable Call timer 37 Select Date/time format 37 Enable Key click 37 Use Headset port on call 38 Activate Headset port external alerter 38 Use Call indicator light 38 Set On hook default path 39 Display diagnostics 40 Activate Group Listening 40

Call Log/Personal Directory display and controls 41

Identify specialized keys 41 Use Directory password protection 42

Manage Call Log 44

Access and use the Callers List (3903) 44 Access and use the Callers List (3904) 45 Access and use the Redial List (3903) 47 Access and use the Redial List (3904) 48

Access and use the Personal Directory 49

Access the Personal Directory 49 Add a Personal Directory entry 49 Add an incoming call 51 Delete or edit a Personal Directory entry 52 Delete your Personal Directory 53 Use the Personal Directory to make a call 53 Use Card View 54 Search for an entry 55 Copy a number from the Redial List 55

Set-to-Set Messaging 57

Corporate Directory 60

Virtual Office 63

Secure your telephone 65

Contents

Avaya 3902, 3903, and 3904 Digital Deskphones

There are five models in the Avaya 3900 Series Digital Deskphones portfolio. This document describes the Avaya 3902, 3903, and 3904 Digital Deskphone features and how to use them. For user information on the Avaya 3901 Digital Deskphone, refer to the Avaya 3900 Series Digital Deskphones User Guide. For information on the Avaya 3905 Digital Deskphone, refer to the Avaya 3905 Digital Deskphone User Guide.

The Avaya 3902 Digital Deskphone has one Line (DN) Key and three Programmable Feature Keys (self-labeled).

3902 telephone

LCD Indicator

Message Waiting Light/ Incoming Call Indicator

One Line (DN)

Programmable Soft Keys (self-labeled)

Options

LED

Handsfree Key

Message Transfer Hold

Goodbye

Volume Control Bar

LED

Mute

Navigation Keys

553-8624

Avaya 3902, 3903, and 3904 Digital Deskphones

The Avaya 3903 Digital Deskphone has two Programmable Line (DN)/Feature Keys (self-labeled) with two features or lines (DNs) configured on each key. The

3903 also has four Context Sensitive Soft Keys (self-labeled).

3903 telephone

LCD Display

Goodbye

Hold

LED

Handsfree Key

Message Waiting Light/ Incoming Call Indicator

Programmable Line (DN)/ Feature Keys (self-labeled)

Context Sensitive Soft Keys (self-labeled)

Copy

Fixed Feature Keys

Volume Control Bar

LED

Headset

Mute

Options

Quit

Call Log

Message

Shift

Applications

Navigation Keys

553-8625B

The Avaya 3904 Digital Deskphone has six Programmable Line (DN)/Feature Keys (self-labeled), with two features or lines (DNs) configured on each key. The

3904 also has four Context Sensitive Soft Keys (self-labeled).

3904 telephone

LCD Display

Goodbye

LED

Handsfree Key

Volume Control Bar

Hold

Headset

Options

LED

Mute

Quit

Message

Message Waiting Light/ Incoming Call Indicator

Programmable Line (DN)/ Feature Keys (self-labeled)

Context Sensitive Soft Keys (self-labeled)

Fixed Feature Keys

Copy

Applications

Navigation Keys

Directory/Log

Shift

553-8626B

Your Telephone Call Features

Your Avaya 3900 Series Digital Deskphone provides easy access to a wide range of business features. Your network administrator assigns features to your telephone and provides you with passwords and other codes as required.

This section describes the features available for your telephone and how to use them.

Use Auto Dial

The Auto Dial feature allows the user to press one Feature Key (Auto Dial Key) to dial a specific telephone number automatically. This feature must be enabled by your network administrator.

To use Auto Dial:

1. Lift the handset.

AutoDial

To display the Auto Dial number (3903 and 3904):

Display

AutoDial

To store an Auto Dial number:

AutoDial

2. Press the associated Auto Dial Key.

This automatically dials the number.

1. Press the Display Key.

Note: On the Avaya Meridian SL-100, press the Auto Dial Key to display the number.

2. Press the configured Auto Dial Key.

The number appears on the display.

1. Press the Auto Dial Key, without lifting the handset.

2. Dial the number to be stored on the Auto Dial Key.

Note 1: The number may contain up to 31 digits.

Note 2: If you are storing an external or long distance number, be sure that the appropriate access codes are included.

AutoDial

3. Press the Auto Dial Key again.

Your Telephone Call Features

The number is stored on the key.

Note: To change the key label “AutoDial”, select Change feature key label from the Options List menu. Please see “Change a Feature Key label (3902)” on page 30 for detailed instructions.

Make a Call

To make a call from your telephone, use the following procedure:

1. Lift the handset.

or or

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Headset

Press the Line (DN) Key.

Press the Handsfree Key.

Note: The Handsfree Key must be enabled by the network administrator

Press the Headset Key if you have a headset connected to your telephone’s headset jack (available on the 3903 and 3904). The LED next to the key lights steadily to indicate that you are in headset mode.

Note: See “Set On hook default path” on page 39 for information on headsets and how to configure your telephone for use with a headset.

2. Dial the number.

Note: Whenever you see the message “Lift the handset.” in this guide, you may alternatively press a free Line (DN) Key, the Handsfree Key, or Headset Key (if a

Your Telephone Call Features

headset is connected to the headset jack). You receive a dial tone from each action.

Your Telephone Call Features

Make a call while on-hook

Leave the handset in the cradle while you dial a number.

To dial on-hook:

2637

If the called number is busy:

Goodbye

RingAgn

1. Press a Line (DN) Key.

2. Dial the number when you receive a dial tone.

3. Lift the handset to speak when the called party answers.

Press the Goodbye Key to release the line.

Press the Ring Again Key.

Redial last number called

The Last Number Redial feature allows you to automatically redial the last number you dialed. This feature must be enabled by your network administrator.

To use Last Number Redial:

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To use Last Number Redial on a handsfree call:

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1. Lift the handset.

2. Press a Line (DN) Key.

Press the Line (DN) Key twice.

The last number you dialed is automatically redialed.

Note: On Meridian SL-100, press the Key twice.

Your Telephone Call Features

Use Ring Again (3902)

Use the Ring Again feature when you dial a number and receive a busy tone or no answer. The Ring Again feature lets you know when the person you dialed is available or has used their telephone. The feature notifies you when to redial your party. The Ring Again feature automatically redials the number.

To use Ring Again:

1. Dial a number and receive a busy tone

or no answer.

Note: On the Meridian SL-100, Ring Again is available on busy tone only.

RingAgn

To call a Ring Again party when you receive notification:

RingAgn

To cancel Ring Again before notification:

RingAgn

2. Press the Ring Again Key.

When the number you want to reach is available, or the person has re-used their set, you hear the Ring Again tone.

1. Lift the handset.

2. Press the Ring Again Key.

Press the Ring Again Key a second time.

Your Telephone Call Features

Use Ring Again (3903 and 3904)

To use Ring Again:

1. Dial a number and receive a busy tone or no answer.

Note: On the Meridian SL-100, Ring Again is available on busy tone only.

RingAgn

To call a Ring Again party when you receive notification:

RngCall

To cancel Ring Again before notification:

CanclRA

2. Press the Ring Again Key.

The screen displays Ring again is active.

When the number you want to reach is available, or the person has re-used their set, you hear the Ring Again tone and the screen displays Party free, select line.

1. Lift the handset or press a Line (DN) Key.

2. Press the Ring Call Key.

Press the Cancel Ring Again Key. The screen displays Ring Again is cancelled.

Your Telephone Call Features

Use Hot Line

The network administrator can program a Hot Line Key that allows you to dial a specific number automatically. The network administrator can apply other features to the Hot Line, such as Call Redirection, so that the Hot Line call is answered by a person—not a mail box.

To use Hot Line:

Hotline

Press the Hot Line Key.

The Hot Line Key automatically dials the number.

Note 1: If your main Line (DN) is a Hot Line, lift the handset. The Hot Line Key dials the number automatically.

Note 2: On the Meridian SL-100, the Automatic Line (AUL) feature is the same as the Hot Line feature.

Use Speed Call (3902)

The Speed Call feature allows you to automatically dial frequently called numbers by entering a one, two, or three digit code. Contact your network administrator to determine the capacity of your Speed Call list.

A telephone designated as a Speed Call Controller can program or edit the Speed Call list. This feature must be enabled by your network administrator.

To store or change a Speed Call number:

SpcCtlr

1. Press the Speed Call Controller Key.

The triangular icon flashes, which indicates it is in programming mode.

2. Dial a one, two, or three digit code

and associated telephone number when the phone prompts.

Note 1: Dial the access code (if required) followed by the internal, external, or long-distance telephone number.

Note 2: Press the Pause Key to insert a

1.5 second pause in the dialing string.

Your Telephone Call Features

SpcCtlr

To make a Speed Call:

3. Press the Speed Call Controller Key again to save the code and number.

The flashing icon turns off.

1. Lift the handset.

SpcCtrl SpcUsr

2. Press the Speed Call Controller Key or the Speed Call User Key.

3. Dial the Speed Call code assigned to the telephone number.

Use Speed Call (3903 and 3904)

A telephone designated as a Speed Call Controller can program or edit the Speed Call list. This feature must be enabled by your network administrator.

To store or change a Speed Call number:

SpcCtrl

1. Press the Speed Call Controller Key.

The screen displays Enter Code, then number.

2. Dial a one, two, or three digit code. Use the Delete Key if you make a mistake. Use the Cancel Key to leave the screen without storing a speed call number.

Note: A dash is automatically inserted after the required number of digits have been entered.

3. Dial the associated telephone number. Use the Delete Key if you make a mistake. Use the Cancel Key to leave the screen without storing a speed call number.

Your Telephone Call Features

Note 1: Dial the access code (if required) followed by the internal, external, or long-distance telephone number.

Note 2: Press the Pause Key to insert a

1.5 second pause in the dialing string.

Done

To make a Speed Call:

SpcCtrl SpcUsr

4. Press the Done Key to save the code

and number.

1. Lift the handset.

2. Press the Speed Call Controller Key or

the Speed Call User Key.

The screen displays Enter code.

3. Dial the Speed Call code assigned to

the telephone number.

Answer a call

When you receive an incoming call, your telephone rings and the LCD indicator

flashes.

To answer a call:

Lift the handset.

Press the Handsfree Key.

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Press the flashing Line (DN) Key when using a headset.

Place a call on Hold

Use the Hold feature when you are talking with one party and a second call comes in on a second line. You can answer the second call and retain the original call by putting it on hold.

To place a call on hold:

Press the Hold Key.

Hold

The LCD indicator flashes beside the line on hold.

Note 1: If Automatic Hold feature is configured for your Avaya Meridian 1, the active call is automatically put on hold when you answer the second call.

To retrieve a call on hold:

2637

Note 2: On the Meridian SL-100, Automatic Hold is the default feature.

Note 3: The caller hears music while on hold if the Music On Hold feature is configured for your system.

Press the Line (DN) Key beside the flashing LCD indicator.

Transfer a call (3902)

Use the Transfer feature to direct a call to a third party.

Answer a call

Transfer

To go back to the original call if the transfer is incomplete:

2637

1. Press the Transfer Key.

The other party is on hold and you receive dial tone. The LCD indicator lights steadily.

2. Dial the number of the telephone

where the call is to be transferred.

3. When you hear the ring or a person

answers, press the Tran sfer Key to complete the call transfer.

The LED indicator goes from steady on to off.

If the person you called is not available, press the Line (DN) Key to reconnect to the original call.

The LCD indicator goes from flashing to steady on.

Note: On the Meridian SL-100, press the

Tran sfer Key, dial the number, and press

the Goodbye Key. If you press the Transfer Key a second time, you get a three-way conference.

Answer a call

Transfer a call (3903 and 3904)

Use the Transfer feature to direct a call to a third party.

To use the Transfer feature:

Trans

Swap Connect

To go back to the original call if the transfer is incomplete:

Goodbye

2637

1. Press the Transfer Key.

The other party is on hold and you receive dial tone. The screen displays Call on hold, dial number.

2. Dial the number of the telephone where the call is to be transferred.

3. Press the Swap Key to switch between talking with the original caller and the new caller. Press the Connect Key to complete the transfer.

The two callers are connected and your telephone is ready to make or receive new calls.

1. Press the Goodbye Key.

2. Press the Line (DN) Key with the flashing icon to return to your original

call

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