Avaya 46xx, 46 User Manual

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage

Telephone System

46xx Model IP-Telephones

By Joseph T. Massey, Jr.

JTM Associates, Inc.

Revised 05-13-06

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

TABLE OF CONTENTS

Page Section

4 Extension Format and Inter-Office Dialing Local Calling Long Distance Calling 5 Telephones and Use Set ID

Three Buttons 6 Caller ID 7 Screen – Multiple Pages Left/Right Arrow Keys Exit Key

Speaker Button Mute Button Up/Down Arrow Keys Transfer Button Conference Button Drop Button Redial Button 8 Telephone Features Summary Send All Calls Intercom Auto Intercom Dial Intercom EC500 9 Call Log 10 Speed Dial (SD) Buttons 11 Speed Dial Phone List 12 Label Button 14 Directory Next Make Call Stored Number Options

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

TABLE OF CONTENTS

Page Section

Telephone Features Summary (concluded)

15 In-Use/Feature Activated Indicator Busy Indicator 17 Line Status Indicators 18 Call Transfer/Conference 20 Call Forward (Activate/Cancel) Forwarding to a Long Distance Number 21 Telecommuting Features Remote EC500 (Activate/Cancel) 22 Remote Forwarding (Activate/Cancel) 23 Remote Send All Calls (Activate/Cancel) 24 Voice Mail Access and Password

Messages Button Default Password for initial login 25 Transferring to the Operator or Extension from Voice Mail 26 Voice Mail Message Playback 28 Configuring Speakers vs. Telephone 37 Interchanging between Speaker/Telephone Playback 40 Scrolling the messages on the Player 41 Voice Mail Telephone User Interface (TUI) Summary Voice Mail Assistant Procedures 42 IP-Softphone 43 Call History LDAP Directory Access

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Extension Format and Inter-office Dialing:

Office extensions remain 4-digits. However, additional numbers have been obtained to support growth.

• You must dial 4-digits when calling extensions.

• To call FGCU offices, dial as follows:

o Numbers in the 239-590-1xxx and 590-7xxx (dial 1xxx or 7xxx) o New Numbers in the 239-745-3xxx and 745-4xxx (dial 3xxx or 4xxx)

Local Calling:

There are no changes for local calls except that you do not have to wait for a second Dial Tone after dialing (9). Dial as follows:

• Ft. Myers o 9 + 7-digits for Local and Extended Local calls

Long Distance Calling:

To ensure authorized use of the phone system, a 5-digit Authorization Code will be entered immediately after dialing an International Long Distance number when 3-beeps

and dial tone is received. Please see the Multivantage Dialing Instructions card for

details.

• Routine Long Distance: o Dial (9) + 1 + Area Code and Number

• International: o Dial (9) + 011 + Country Code + Route Code + Number: Receive 3-beeps

followed by Dial Tone: Dial 5-digit Authorization Code

• Suncom: o Suncom has been changed. Dialing (8) and the 7-dgit number is no longer

provided by Suncom. All calls are processed by dialing as instructed above.

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephones and Use:

• Please use the Dialing Instructions Card until you become familiar with the

processes detailed on the card. This will provide Step-by-Step procedures for Transferring calls and programming functions.

• When the phone is not in use, the display provides the Set ID on the left side and

the Time /Date on the right side of the display.

• The first three buttons on the left side of the first Page/Screen on your phone are

the extension assigned to the phone. These allow for three calls.

o One extension button is automatically reserved by the system for outgoing

and/or incoming Intercom calls. The actual button selected by the system for outgoing calls varies depending on which buttons you actually have calls.

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephones and Use: (continued)

• The Telephone Screen provides caller ID for incoming calls in the display area at

the top of the phone.

• When a call is received, the button ID associated with the call is displayed, e.g., a,

b, c along with the Caller ID.

o Caller Name and Number are displayed when provided by the calling

party as shown below, e.g., Bell, Bryan calling from extension 6-2903.

o A bell symbol appears by the ringing line button.

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephones and Use: (concluded)

• The Telephone Instrument has a screen with multiple pages (4-pages 4610 model

and 2-pages 462x model) of information and uses for the buttons down each side of the screen.

o Use the large left/right arrows to navigate to different pages o Use the PHONE/EXIT button to return to the HOME/1

-page and to exit

menu functions.

o If your phone display is not on the HOME/1

-page, you can answer a call

and process it (place on hold, transfer, etc.) however, you must return to

the Home/1st-page to return to a call that is on hold or to abort a transfer process.

• The Speaker button activates the Speakerphone Operation. The Mute button

turns off the Speakerphone microphone and/or the Receiver microphone.

• The Up/Down Arrow keys on the lower left of the dial pad adjust:

o The ringer volume - when the phone is not in use. o The receiver/listen volume - when talking on the phone. o The speaker volume - when using the Speakerphone.

• The Transfer button places an existing call on temporary hold, e.g., the call on

the (a) button, and provides a Dial Tone, e.g., on the (b) button, for call transfer. A subsequent depression of Transfer completes the call transfer.

o When attempting to transfer a call and you make a dialing error, wish to

try another number, or return to the original party, depress the line button of the original party, e.g., button (a).

• The Conference button sets up a conference between two parties and yourself as

follows:

o With a party on the line, depress either Transfer or Conference to call a

second party. When the party answers, depress Conference.

• The Drop button drops the 3

/last party from a Conference.

• The Redial button redials the most recently dialed number.

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephone Features Summary:

• Send All Calls – The Send All Calls (SendAllCalls) feature button activates the

Coverage Feature and sends all of your calls to a Receptionist, Assistant, or Voice Mail depending on individual telephone parameters.

o This button can be toggled on/off to send a call to Coverage after

incoming caller ID inspection while the line is ringing.

o When a call covers to an Assistant, the call is bridged on both your phone

and Assistant’s phone. Either of you may pick up the call.

• Intercom – Depending on how the Telephone Administrator for your area setup

the Intercom, there are two ways to use the Intercom when it is provided:

o Auto-Intercom (AutoIc) – Depression of this button places a call on the

intercom to one telephone (usually the Assistant).

o Dial-Intercom (Dial Icom) – Depression of this button provides a Dial

Tone. A 2-digit code is then dialed for the telephone desired.

o Your Telephone Administrator can have the Intercom configured for

hands-free answer on the Intercom.

• EC500 – For Business Continuity/Disaster Recovery and enhanced ability to

receive calls, the Extension-to-Cellular (EC500) feature is available. When requested by your Telephone Administrator, this feature provides the ability to have incoming calls to your desk phone, ring at the same time on your Cell Phone. The feature is activated by depressing the (EC500) feature button on your phone.

o To Activate:

 Be sure that your (SendAllCalls) button/feature is not activated.  Depress the (EC500) Feature button.  This feature can be activated/cancelled remotely as detailed later in

this document under Telecommuting Features.

o If you answer a call on the cell phone, you may pickup the call on the desk

phone and hang up the cell phone.

o Using the (Extend Call) feature button, a call in progress on the desk

phone can be extended to the cell phone, so that the desk phone can be hung up and the call continued on the cell phone.

o When calling an office location from the cell phone, the called party sees

your Name and Extension number rather than your cell phone number. This occurs regardless of whether or not your EC500 feature button is active for incoming calls. However, this will only work for Offices that are part of the Avaya system.

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephone Features Summary: (continued)

• EC500 – concluded

o If your Cell Phone voice mail is programmed to answer in fewer rings

than your office phone, or if your cell phone is turned-off or out of range, your office Voice Mail will not be able to answer a call when EC500 is active. Your Telephone Administrator can assist in having the ringing intervals for the office/cell phone adjusted, as needed, to minimize calls to the cell phone voicemail. Another option is to have the cell phone voicemail removed so that all unanswered EC500 calls route only to the office voice mail.

o You cannot call your office extension from the phone administered as

your EC500 phone.

o If you have your home phone administered as your EC500 phone, people

calling you from the home phone will first have to dial the “Privacy” feature code provided by the Telephone Company. Having your Home Phone administered as your EC500 destination is not recommended.

• Call Log - provides access to a log of telephone calls using the Screen Labeled

Key (SLK) designated as (Log) found at the bottom of the screen.

o To Use the Log:

 Depress (Log).  Select a call using the buttons on the left side of the screen or

follow the instructions provided on the screen.

 Depress the SLK (Call) to call the selected entry.  Depress (PHONE/EXIT).

o The (Log) button and feature provides call information including the

duration of the call.

o This information is not available when using IP-Softphone (detailed later

herein) but can be replicated in Softphone.

o There is no indication that calls have been logged other than checking the

log.

o Calls are logged by the following types:

 Missed  Incoming Answered  Outgoing

o A call that is logged can be automatically placed in the Speed Dial list as

described herein under Speed Dial Phone List.

o Each Call Log (Missed, Incoming Answered, Outgoing) can store a a

maximum number of entries as follows:

 15 (4610)  30 (462x)

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephone Features Summary: (continued)

• Speed Dial Buttons – Speed Dial (SD) buttons (shown below) are those which

you can program to dial numbers.

o The number that is programmed is stored in the telephone system

independent of the telephone instrument.

o This information is also available when using IP-Softphone (detailed later

herein).

o These buttons can be labeled with a name if you like using the (Label)

button found on the lower right side of the screen. Instructions for labeling are provided later in this document.

o Programming Summary:

 Get Dial Tone and dial (#80) – the # sign must be dialed.  Depress the SD button to be programmed.  Dial (9 for calls outside the system) and the number to be called as

you would normally dial it. A maximum of 16-digits may be entered.

 Re-Depress the SD button being programmed.  Hang up. The button has been programmed.  Depress (PHONE/EXIT)  It may take a few moments for the display to refresh after

programming a button.

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephone Features Summary: (continued)

• Speed Dial Phone List – The Telephone Instruments also provide Speed Dial that

is programmed into the telephone instrument.

o While this information is backed up to a server, it is possible that it could

be lost.

o This information is not available when using IP-Softphone (detailed later

herein) but can be replicated in Softphone.

o Up to 48 Speed Dial entries (4610 Model) and 108 entries (462x Models)

can be made

o The (SpDial) button found on the lower left of the screen is used to access

the list for adding entries or making calls.

o Adding a Speed Dial entry:

 Depress the (SpDial) button.  Depress the SLK (Add).  Spell the Name using the Dial pad using SLKs for special

characters (Apostrophe, Hyphen, Comma, and Space).

 Select the button for the Number and enter the number. An entry

cannot be saved until a number has been provided.

 Depress the SLK (Save). Entries are stored in Alphabetical order.  Depress (PHONE/EXIT).

• Depress the selected Dial pad buttons multiple times to

scroll through the associated letters and numbers.

• Depress the SLK arrow Key (→) when the same button is

used twice in a row, e.g. AB for the name Abbott).

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephone Features Summary: (continued)

• Speed Dial Phone List – The Telephone Instruments also provide Speed Dial that

is programmed into the telephone instrument (concluded).

o To add a Log entry to the Speed Dial Phone List:

 Depress (Log).  Select a call using the buttons on the left side of the screen or

follow the instructions provided on the screen.

 Depress the SLK (AddToSD).  Modify the Name/Number, as necessary, by depressing the button

on the left side of the screen by the Name/Number field.

 Depress (Save).  Depress (PHONE/EXIT).

• Label – provides the ability to customize the label (13 Characters Maximum) for

Busy and Speed Dial buttons, e.g., David, HOME, using the (Label) button. To use:

o Depress (Options) found above and to the left of the (Hold) button. o Depress (Right Page Arrow Button →).

o Depress (Feature Button Labeling). o Depress (Relabel feature buttons). o Scroll to the Busy or SD button desired using the Left/Right Page arrow

keys.

o Depress the Busy/SD button to be relabeled.

 Be sure you only label buttons designated as “Busy” or “SD” as

the default value. Relabeling other buttons can inhibit the maintenance support of your phone.

 Spell the Name using the Dial pad using SLKs for special

characters (Apostrophe, Hyphen, Comma, and Space).

• Depress the selected Dial pad buttons multiple times to

scroll through the associated letters and numbers.

 Depress the SLK arrow Key (

→) when the same button is used

twice in a row, e.g. AB for the name Abbott).

• Change to Upper/Lower Case characters using the SLK

(Case) button.

 Depress (Save) when finished.  Depress (Return) to label another button.  Depress (PHONE/EXIT) when finished.

o To see numbers programmed on buttons after labeling them, see Stored

Number later in this document.

TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage Telephone System

46xx Model IP-Telephones

Telephone Features Summary: (continued)

• Label – provides the ability to customize the label (concluded)

o Busy 62925 is shown below before Labeling.

o Busy 62925 is shown below after Labeling (David Douglass)

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