Avaya 6400, 4400 User Manual
IP Office 3.2
4400 and 6400 Series User Guide
15-601074 Issue 11a (30th June 2006)
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Table Of Contents
4400 and 6400 Telephones........................................................................................................1
About this Guide ......................................................................................................................................... 1
4400 and 6400 Telephones........................................................................................................................ 1
TransTalk MDW 9040................................................................................................................................. 2
Call Appearance Keys ................................................................................................................................ 2
Phone Key Symbols ................................................................................................................................... 3
The Display................................................................................................................................................. 4
Making Calls ............................................................................................................................... 5
Making a Call.............................................................................................................................................. 5
Using the Directory ..................................................................................................................................... 6
Redial ......................................................................................................................................................... 7
Making a Page Call .................................................................................................................................... 7
Leaving a Message .................................................................................................................................... 7
Arranging a Callback .................................................................................................................................. 8
Leaving a Message in Voicemail ................................................................................................................ 8
Answering Calls ......................................................................................................................... 9
Answering a Call......................................................................................................................................... 9
Internal Auto-Answer .................................................................................................................................. 9
Direct Pickup .............................................................................................................................................. 9
Answering a Message Indicator ............................................................................................................... 10
Answering a Page Call ............................................................................................................................. 10
Hold, Park & Transfer .............................................................................................................. 11
Holding Calls ............................................................................................................................................ 11
Parking Calls ............................................................................................................................................ 11
Transferring a Call .................................................................................................................................... 12
Other Call Controls .................................................................................................................. 13
Conference Calls ...................................................................................................................................... 13
Account Codes ......................................................................................................................................... 14
Recording a Call ....................................................................................................................................... 14
Speakerphone .......................................................................................................................................... 15
Dropping a Call......................................................................................................................................... 15
Muting a Call............................................................................................................................................. 16
Displaying the Call History........................................................................................................................ 16
Diverting/Forwarding Calls .....................................................................................................17
Switching Divert/Forwarding On ............................................................................................................... 17
Call Forwarding ........................................................................................................................................ 18
Send All Calls (Do Not Disturb) ................................................................................................................ 18
Setting Absence Text ............................................................................................................................... 19
Phone Controls ........................................................................................................................ 21
Displaying the Date and Time .................................................................................................................. 21
Call Timer ................................................................................................................................................. 21
Changing the Volume ............................................................................................................................... 21
Changing the Ringer Sound ..................................................................................................................... 22
Hot Desking .............................................................................................................................................. 22
Group Enable/Disable .............................................................................................................................. 23
Locking/Unlocking the Phone ................................................................................................................... 23
Changing the Login Code......................................................................................................................... 23
Changing the Extension Name................................................................................................................. 24
Changing the Phone Language................................................................................................................ 24
Changing the System Date and Time....................................................................................................... 25
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4400 and 6400 Series User Guide
DSS Key Functions.................................................................................................................. 27
DSS Key Overview ................................................................................................................................... 27
Programming Functions Against DSS Keys ............................................................................................. 27
Programming Using the Admin Menu....................................................................................................... 28
Admin Functions....................................................................................................................................... 29
Acct ...................................................................................................................................................... 29
AD ........................................................................................................................................................ 29
Admin................................................................................................................................................... 29
Apear ................................................................................................................................................... 29
AutoCB................................................................................................................................................. 29
CFrwd .................................................................................................................................................. 30
CPark ................................................................................................................................................... 30
CPkup .................................................................................................................................................. 30
Dir ........................................................................................................................................................ 30
DPkup .................................................................................................................................................. 30
Drop ..................................................................................................................................................... 30
GrpPg................................................................................................................................................... 31
HdSet ................................................................................................................................................... 31
Hfans.................................................................................................................................................... 31
HGNS+ ................................................................................................................................................ 31
Park...................................................................................................................................................... 31
Prog ..................................................................................................................................................... 31
RngOf................................................................................................................................................... 31
SAC...................................................................................................................................................... 32
Spres.................................................................................................................................................... 32
Timer.................................................................................................................................................... 32
TmDay ................................................................................................................................................. 32
Programming Using The ProgA Menu...................................................................................................... 33
Storing Abbreviated Dialling Under a DSS Key........................................................................................ 34
System Features ...................................................................................................................... 35
Introduction............................................................................................................................................... 35
Making Calls ............................................................................................................................................. 35
Answering Calls........................................................................................................................................ 36
Call Waiting .............................................................................................................................................. 36
Call Forwarding ........................................................................................................................................ 37
Diverting Calls .......................................................................................................................................... 37
Do Not Disturb .......................................................................................................................................... 38
Voicemail .................................................................................................................................................. 38
The System Administrator ........................................................................................................................ 39
Default Speed Dial and Feature Codes.................................................................................................... 39
Index.......................................................................................................................................... 41
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4400 and 6400 Telephones
About this Guide
This guide describes how to use all the features on your Avaya IP Office 4400 and 6400 series phone.
For basic phone settings and functionality, refer to the relevant Quick Reference Guide for your IP Office
phone.
Further information about IP Office is available from www.avaya.com/support and also from
www.avaya.com/ipoffice/knowledgebase.
4400 and 6400 Telephones
This guide covers the use of most 4400 and 6400 series phone, running in Key and Lamp mode, on IP
Office phone systems.
Note
• The following phones have their own separate IP Office user guides: 2402, 2410, 2420, 4601,
4602, 4610, 4620, 4621, 5402, 5410, 5601, 5602, 5610, 5620, 5621 and 5625.
This guide assumes that the phone you are using has its default settings. Be aware that the system
administrator can reprogram the system and/or individual extensions to offer different sets of features. If
in doubt, contact your system administrator.
• Default Buttons
Each phone is configured by default with 3 Call Appearance buttons. These buttons are located
on the top 3 buttons of the leftmost column. They are used to make and receive calls. See Call
Appearance Keys.
• DSS Keys
This guide details accessing many functions by pressing
be assigned to the DSS keys on your phone. See DSS Key Functions.
Note
• The 4406D+ sets do not have Menu. For those phones, you can either have a button
programmed through the manager (contact your system administrator) or by using the
short codes. When using these phones, use short codes. This operation is described in
System Features.
• 4450 DSS Module
Some phones have a DSS port for the connection of a DSS module, which increase the number
of DSS keys available. The 4450 DSS module is available for use with both the 4412D+ and
4424D+ phones. When using the 4450, ensure that the power supply is connected to the phone.
The 4450 DSS module enhances functionality by providing an array of buttons that can be used
to track extensions, users or Park fields, or be programmed for other functions that help you to
handle calls more efficiently.
• System and User Short Codes
The system has a wide range of features that are triggered by dialling a particular sequence.
These short codes can be system-wide or specific to an individual user. For details of the short
codes available to you, contact your system administrator. For details of the normal default short
codes, see Default Speed Dial and Feature Codes.
Menu. Many of these functions can
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IP Office 3.2 15-601074 Issue 11a (30th June 2006)
4400 and 6400 Series User Guide
TransTalk MDW 9040
The TransTalk MDW 9040 set is a wireless phone that can be used with the system. It is plugged in to a
DS port on either the base Control Unit or a DS expansion module. When using the set, it must be
configured to work with the system, by defining the button map to be used. This can be done by pressing
Menu on the phone and then using the arrow button to select Configuration, then Button Map and
then selecting Merlin Magix.
Although the TransTalk MDW 9040 has
local to the set. For this reason, when using this set, a system administrator must program the buttons
for you. See DSS Key Functions.
Features can also be accessed on these sets via short codes. For details of the normal default short
codes, see Default Speed Dial and Feature Codes.
Menu, this button is local to the set and is used for features
Call Appearance Keys
By default, each phone is configured with 3 call appearance keys.
Your system administrator can change a call appearance key with:
• A Bridged Appearance
A bridged appearance key matches the status and operation of the Call Appearance Key on a predefined colleague’s phone. Hence, you can pick-up, make and receive calls on behalf of your
colleague.
• A Line Appearance
An IP Office exchange line (but not IP lines) can be allocated to you such that the status of that
line is displayed and you can use the line appearance key to make and receive calls.
• Call Coverage Appearance
A call coverage appearance key alerts you when a pre-defined colleague is receiving a call. The
covered user does not need to be using call appearance keys. Hence, you can pick-up calls on
behalf of your colleague.
All of the above can only be allocated to you by your system administrator.
For details of Bridged, Line and Call Coverage Appearance Keys set-up and their operation, refer the IP
Office Key and Lamp Operation manual.
CAUTIONS
• Having more than two Call Appearance keys is very useful. When holding a call you can
answer/make another call and then switch between calls or transfer or conference. If you are set
to receive a call waiting indication, the waiting call is shown against the next call appearance key.
• Although the system administrator can replace the Call Appearance Keys with:
• A Bridged Appearance
• A Line Appearance
• Call Coverage Appearance
• System Features
This would severely restrict the use of features such as conference and transfer.
It is for these reasons that it is strongly recommended that all Call Appearance keys remain at their
default settings.
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Phone Key Symbols
Your phone may use either text or icon markings for some keys.
• Spkr:
The light above the key is lit when on speakerphone. See Speakerphone.
• Mute:
The light above the key is lit or blinking when using mute. See Muting a Call.
• Hold:
See Holding Calls.
• Redial:
See Redial.
• Trnsfr:
See Transferring a Call.
• Conf:
See Conference Calls.
• Message Indicator:
See Answering a Message Indicator.
4400 and 6400 Telephones
• Menu:
Used to access features and functions. (Not available on the 4406D+ and TransTalk MDW 9040).
• Next/Prev:
Used to make display selections and data entry. (Not available on the 4406D+ and TransTalk
MDW 9040).
• Exit:
Use this key to exit the administration menus and return to normal phone operation. (Not
available on the 4406D+ and TransTalk MDW 9040).
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4400 and 6400 Series User Guide
The Display
B Phone Locked:
Internal calls only. See Locking/Unlocking the Phone.
D Call Forwarding On:
See Call Forwarding.
G In Group:
See Group Enable/Disable.
H Held Call:
Shows the number of held calls. See Holding Calls.
N Do Not Disturb On:
See Send All Calls (Do Not Disturb).
P Parked Calls:
Shows the number of parked calls. See Parking Calls.
01 Calls in Call History:
See Displaying the Call History.
DISC Disconnected:
To end the call, press
Spkr.
CONN Connected:
You are on a call.
CONF Conference Call:
You are part of a conference call, displayed on the left hand side of the display. See
Conference Calls.
PAGE Page Call:
See Answering a Page Call.
• To view up to 12 softkey functions, press Menu. To show the functions, press and
• To view additional functions, press Menu twice.
See DSS Key Functions.
Time & Date:
See Displaying the Date and Time.
Timer:
See Call Timer.
Indicates that the displayed item is the currently selected item.
Next/Prev and then press the display key beneath an option to select it.
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Making Calls
Making a Call
All phones in 4400 and 6400 series have speakerphone, so that you can dial and hear the call progress
without having to pickup the handset.
To make a call:
1. Pickup the handset or, if your phone supports it, press
2. Dial the number you require.
If ENTER ACCOUNT appears, then you are required to enter an account code before making
calls (see Account Codes).
3. To end the call either put down the handset or, if using speakerphone, press
To make a call via the headset:
• Dial the number you require.
• To end the call, press the programmed Drop DSS key (see Programming Functions Against DSS
Keys) or press
To make a call using a dial pad key (0-9):
1. Pick up the handset or press
2. Press a programmed AD button and then press the programmed dial pad key (see Storing
Abbreviated dialling Under a DSS Key).
3. To end the call either put down the handset or press
Menu and then press Drop.
Spkr.
Spkr (see Speakerphone).
Spkr.
Spkr.
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4400 and 6400 Series User Guide
Using the Directory
The phone can display a directory of group names, extension names or directory names from which you
can select and then dial. If Menu is supported,
Note
• This feature can work in two modes, Classic or Dial Name mode (the default). Contact your
system administrator, if you are unsure which mode your phone system uses.
To use the directory:
Menu is displayed.
1. Press
press Dir.
2. Press either; Index (internal extensions), Group (hunt groups) or Extn (numbers in the IP Office
Directory).
3. If your system is using Dial Name Mode:
a. Use the letter keys to dial the name that you want. For example; for names starting with
b. The display will show the first match to the letters entered so far. Either, enter further
c. When the name you want is shown, press Call.
d. If you cannot find the name you want, press
OR, if your system is using Classic Mode:
a. Press the dialpad button that matches the first letter of the name you want. For example;
b. To move through the matching entries, press
Menu and then press Dir. Alternatively, press Menu twice. Press Next and then
John, dial 5646. Ignore any spaces in the name.
letters, or:
• To move through the matching entries, press and Next/Prev on either side of
the current name to display the other matches found so far.
• If NO MATCH displays, press Prev to go back to the previous step.
Exit twice.
To select L, press 5, three times.
and Next/Prev. You can press another
key on the dialling pad to select a different first letter.
c. When the name you want is shown, press Call. If you cannot find the name you want,
press
Exit twice.
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Making Calls
Redial
The phone stores a record of the numbers that you have dialed. You can display and select a number
from that record.
4406D+ and TransTalk MDW 9040 sets can use redial. When the button is pressed, the last number that
was dialed is re-dialed.
To redial a number dialed:
1. Press
2. To move through the stored numbers, press
3. Press the key below a number to redial it or press
call.
Redial. Numbers that you have recently dialed are displayed.
and Next/Prev.
Exit to leave the display without making a
Making a Page Call
You can make page calls to any extension or group of extensions that have suitable speakerphones.
You call is only heard by those extension that are free.
4406D+ users can make a page call via the short codes. Contact your system administrator for the
appropriate code.
TransTalk MDW 9040 users can make Page Calls, but cannot receive them.
To make a page call:
1. Press
2. Press Call. Enter the extension or group number (use the top-left display key to backspace).
3. Press Page.
Menu twice.
Leaving a Message
When you call another extension that does not answer, you can leave message indication. If their phone
has a message indicator lamp, it will light. If their phone has a display, it may also display your name and
number for a return call.
The
To send a message indication:
lamp on your phone lights when you have messages, see Answering a Message Indicator.
1. Press
2. Press Call and enter the extension number (use the top-left display key to backspace).
3. Press Messa.
4. Press
Menu twice.
Exit .
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4400 and 6400 Series User Guide
Arranging a Callback
If an extension is busy, or does not answer when you call you can arrange a callback rather than leave a
message. With a callback set, after that extension is next used, your phone will ring and when you
answer, the extension is rung.
To set a callback during a call:
• If, when you make a call, you are not answered or the station is busy, press the programmed
AutCB DSS key and end your call attempt.
Alternatively:
1. Press
2. Press
After the extension you were calling is next used, your phone will ring and when you answer the
other extension is rung. Your phone rings the number of times that has been specified in the No
Answer Time (either for the system, or if there has been an individual one set for your user id).
The default is three rings.
3. Press
To arrange a callback without making a call:
1. Press
2. Press Call and enter the extension number (use the top-left display key to backspace).
3. Press
4. Press
When that extension becomes free, your phone is rung and if you answer, the other extension
then rings. Your phone rings the number of times that has been specified in the No Answer Time
(either for the system, or if there has been an individual one set for your user id). The default is
three rings.
Menu.
and Next/Prev to search and then select AutCB. End your call attempt.
Exit.
Menu twice.
Next and then press CallB.
Exit.
Leaving a Message in Voicemail
You can leave a message directly in voicemail for an extension without ringing the extension. This will
light that extension message indicator if they have one.
4406D+ and TransTalk MDW 9040 users can leave a message for an extension via the short codes.
Contact your system administrator for the appropriate code.
To leave a message directly in voicemail:
1. Press
2. Press Call and enter the extension or group number (use the top-left display key to backspace).
3. Press
You will hear the mailbox greeting and then be prompted to leave a message.
Menu twice.
Next and then press Vmail.
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Answering Calls
Answering a Call
Your display will show whatever information the system has about the calling party.
To answer a call:
• Pickup the handset. If active on a call, place the other call on hold.
To answer a call using the speakerphone:
• Press Spkr.
To answer a call using the headset:
• Press the call appearance button associated with the call.
Internal Auto-Answer
Internal auto-answer connects your internal calls after just one ring. This feature also applies when you
are in Headset Mode.
Note
• TransTalk MDW 9040 does not have Internal Auto Answer.
To set/cancel internal auto-answer:
• Press the programmed HfAns DSS key.
Alternatively:
1. Press
2. Press HfAns
3. Press
Menu.
Exit.
Direct Pickup
If you know the extension number, you can pickup a call ringing at another extension.
4406D+ and TransTalk MDW 9040 users can pickup a call for an extension via the short codes. Contact
your system administrator for the appropriate code or see Default Speed Dial and Feature Codes.
To do a direct pickup:
• Press the programmed DpkUp DSS key.
Alternatively:
1. When you hear the extension ringing, press
2. To search, press
3. Enter the extension number and then press Done.
Note
• DSS keys cannot be used to enter the extension number.
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and Next/Prev and then press DpkUp.
Menu.
4400 and 6400 Series User Guide
Answering a Message Indicator
If another extension has left you a message or you have voicemail, is lit.
Note
• If you have voicemail ringback switched on, then whenever you have new messages the
voicemail system will ring you after you use the phone.
4406D+ and TransTalk MDW 9040 phones can access their voicemail messages by using the short
code for Voicemail Collect. Contact your system administrator for the appropriate code or if using the
default codes, see Voicemail.
To answer a message indication:
• Press the programmed Voice DSS key.
• The display shows you how many voicemail messages you have in your mailbox. It you
are a member of a hunt group that has messages, the hunt group name is also shown. To
check the mailbox, press the display key.
• Follow the prompt to check your messages.
Alternatively:
1. Press
2. Press Msgs.
• A above Voice indicates that you have voicemail messages.
• A above Recvs indicates that another extension has lit you message indicator. See
3. Select the type of message you want to answer.
4. To check message indicators and text messages, press Recvs.
• The display will show the time, date and caller's extension number. It also shows the
• To move through the stored messages, press and Next/Prev.
• To delete the displayed messages, press the top-right display key.
5. To check voicemail messages, press Voice.
Menu twice.
Leaving a Message. It can also indicate that an IP Office SoftConsole operator has sent
you a text message.
message number and total number of messages.
Answering a Page Call
Other users may page you or a group to which you belong. You will hear the page through your
speakerphone and Page is displayed. See Making a Page Call.
To answer a page call:
• Press Conf.
Note
• TransTalk MDW 9040 users can make Page Calls but cannot receive them.
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