Avaya 9040, 4400, 6400 User Manual

IP Office

4400, 4600, 6400 & TransTalk MDW 9040 Telephones

40DHB0002USAL - Issue 7 (2

October 2003)

Introduction Page ii

Contents

Introduction.............................. 3

4400, 4600 and 6400 Telephones ...............3

TransTalk® MDW 9040 ................................4

Phone Key Symbols..................................... 5

The Display .................................................. 6

Making Calls............................. 7

Make a Call .................................................. 7

Using the Directory ......................................7

Redial...........................................................8

Make a Page Call......................................... 8

Leave a Message......................................... 8

Arrange a Callback ......................................9

Leave a Message in Voicemail ....................9

Answering Calls..................... 10

Answer a Call.............................................10

Internal Auto-Answer .................................10

Direct Pickup..............................................10

Answering a Message Indicator ................. 11

Answering a Page Call...............................11

Other Call Controls................ 12

Account Codes........................................... 12

Recording a Call ........................................12

Handsfree Operation..................................12

Drop a Call ................................................. 13

Mute a Call.................................................13

Display the Call History .............................. 13

Conferencing Calls..................................... 14

Lock/Unlock the Phone.............................. 21

Change the Login Code............................. 22

Change the Extension Name..................... 22

Change the Phone Language.................... 22

Changing the System Date and Time........ 23

DSS Key Functions ................24

Overview.................................................... 24

Storing Abbreviated Dialing Under a DSS

Key ............................................................ 24

Storing User, Park Slot and Queue

Numbers.................................................... 25

Programming Functions Against DSS

Keys .......................................................... 26

Admin Functions........................................ 27

System Features.....................31

Introduction................................................ 31

Making Calls .............................................. 31

Answering Calls......................................... 31

Call Waiting ............................................... 32

Call Forwarding ......................................... 32

Diverting Calls ........................................... 32

Do Not Disturb ........................................... 33

Voicemail................................................... 33

The System Administrator ......................... 34

Default Speed Dial and Feature Codes ..... 34

Index ........................................35

Diverting Calls........................ 15

Switch Divert On ........................................ 15

Call Forwarding.......................................... 15

Send All Calls (Do Not Disturb)..................16

Setting Absence Text................................. 16

Hold, Park & Transfer ............ 17

Parking Calls.............................................. 17

Holding Calls.............................................. 18

Transfer a Call ...........................................18

Phone Controls ...................... 19

Labeling Softkey Functions ........................ 19

Display the Date and Time.........................19

Call Timer................................................... 19

Display Call Information ............................. 20

Changing the Volume................................. 20

Changing the Ringer Sound.......................20

Using Headsets.......................................... 20

Hot Desking ...............................................21

Group Enable/Disable ................................ 21

4400, 4600, 6400 & TransTalk MDW 9040 Telephones Page ii IP Office 40DHB0002USAL - Issue 7 (2nd October 2003)

Introduction Page 3

Introduction

4400, 4600 and 6400 Telephones

This guide covers the use of most 4400, 4600 and 6400 series telephones on IP Office telephone systems.

Note that 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 please 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.

• DSS Keys

This guide details accessing many functions by pressing Menu Many of those functions can be assigned to the DSS keys on your phone. See "DSS Key Functions" on page 24. Note that the 4406D+,

4606D+ sets do not have the Menu can either have a button programmed through the manager (contact your system administrator) or by using the shortcodes. When using these sets, use shortcodes. This operation is described beginning in the System Features section on page 31.

• 4450 DSS Module

Some phones have a DSS port which allows the number of DSS keys available to can be increased by the addition of a DSS module. The 4450 DSS module is available for use with both the 4412D+ and 4424D+ sets. When using the 4450, ensure that the power supply must be 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 the user to handle calls more efficiently.

• System & User Short Codes

The system has a wide range of features that are triggered by dialing a particular sequence. These shortcodes can be system-wide or specific to an individual user. For details of the shortcodes available to you contact your System Administrator. For details of the normal default shortcodes see "System Features" on page 31.

button. For those sets, a user

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Introduction Page 4

TransTalk® MDW 9040

The TransTalk® MDW 9040 set is a wireless set that can be used with the system. It is plugged into a DS port on either the base Control Unit or a DS expansion module. When using the set, the user must configure it to work with the system, by defining the button map to be used. This can be done by going to the set and pressing the Menu button, then using the arrow button to select Configuration, then Button Map and then selecting Merlin Magix.

Although the TransTalk local to the set and is used for features local to the set. For this reason, when using this set, an administrator must program the buttons for the user. Features can also be accessed on these sets via shortcodes.

MDW 9040 has a Menu button, this button is

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Introduction Page 5

Phone Key Symbols

Your phone may use either text or icon markings for some keys.

• Spkr:

The light above the key is lit when working handsfree. See "Handsfree Operation" on page 12.

• Mute:

The light above the key is lit or blinking when using mute. See "Mute a Call" on page 13.

• Hold:

See "Holding Calls" on page 18.

• Redial:

See "Redial" on page 8.

• Trnsfr:

See "Transfer a Call" on page 18.

• Conf:

See "Conferencing Calls" on page 14.

• Message Indicator:

See "Answering a Message Indicator" on page 11.

• Menu:

Used to access features and functions (Not available on the 4406D+, 4606D+ and TransTalk

MDW 9040).

• The two keys are used to make display selections and data entry (Not available on the 4406D+, 4606D+ and TransTalk MDW 9040).

• Exit: Use this key to exit the administration menus and return to normal phone operation (Not available on the 4406D+, 4606D+ and TransTalk

MDW 9040).

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Introduction Page 6

The Display

• Phone locked:

Internal calls only, see "Lock/Unlock the Phone" on page 21.

• Call Forwarding On:

See "Call " on page 15.

• In Group:

• Held Call:

Shows the number of held calls, see "Holding Calls" on page

18.

• Do Not Disturb On: See "Send All Calls (Do Not Disturb)" on

page 16.

• Parked Calls:

Shows the number of parked calls, see Parking Calls on page

17.

• Unavailable:

This is displayed on the calling station when the called station has Do Not Disturb activated, but is not being covered by Voicemail.

• Voicemail:

This is displayed on the calling station when the called station has Do Not Disturb activated, but is being covered by Voicemail.

• Calls in Call History:

See "Display the Call History" on page 13.

DISC

CONN

CONF

PAGE

• Pressing Menu

and to select it.

• Pressing Menu

• Disconnected:

Press Spkr

• Connected:

You are on a call.

• Conference Call:

You are part of a conference call, see "Conferencing Calls" on page 14. This is displayed on the left hand side of the display

• Page Call:

See "Answering a Page Call" on page 11.

• Time & Date:

See "Display the Date and Time" on page 19.

• Timer:

See "Call Timer" on page 19.

• Indicates that the displayed item is either the currently selected value or has selectable sub-options.

to show the functions and press the display key beneath an option

to end the call.

gives access to up to 12 softkey functions. Use

twice gives access to additional functions.

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Making Calls Page 7

Making Calls

Make a Call

All phones in these series have a handsfree speaker so that you can dial and hear the call progress without having to pickup the handset.

On some models this facility is only one-way so you must use the handset to be heard once the call is connected

To make a call

1. Dial the number you require.

• If ENTER ACCOUNT appears then you are required to enter an

account code before making calls, see page 12.

2. When answered either pickup the handset or, if your phone supports it, continue handsfree, see "Handsfree Operation" on page 12.

3. To end the call either put down the handset or if working handsfree press Spkr

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. This feature is not supported on phones without Menu

Note: This feature can work in two modes, Classic or Dial Name mode (the default). Contact your System Administrator if unsure which mode your telephone system uses.

To use the directory

1. Press Menu DSS key, see page 24).

• Alternatively, press Menu

2. Select from INDeX (internal extensions), Group (hunt groups) or Extrn (numbers in the IP Office Directory).

3. The next steps depend on which mode of working your system is using:

• Dial Name Mode

a. Using the letter keys, start dialing the name that you want, eg. for

names starting with John dial 5646. Ignore any spaces in the name.

b. The display will show the first match to the letters entered so far.

Either enter further letters or:

• Press the

the other matches found so far.

• If NO MATCH is displayed press c. When the name you want is shown select Call.

d. If you cannot find the name you want press Exit

• Classic Mode

a. Press the dialpad button that matches the first letter of the name you

want. For example, to select L press the 5 key three times.

b. Use the

press another key on the dialing pad to select a different first letter.

c. When the name you want is shown select Call.

d. If you cannot find the name you want press Exit

and keys.

and select Dir (this feature can also be set under a

twice. Press and then select Dir.

and keys on either side of the current name to display

to go back to the previous step.

twice.

and keys to move through the matching entries. You can

twice.

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Making Calls Page 8

Redial

The phone stores a record of the numbers that you have dialed. You can display and select a number from that record.

4406D+, 4606D+ and TransTalk the button is pressed, the last number that was dialed is used.

To redial a number dialed

1. Press Redial

2. The display shows numbers that you have recently dialed.

3. Use the

4. Press the key below a number to redial it or press Exit display without making a call.

and keys to move through the stored numbers.

MDW 9040 sets can use redial. When

to leave the

Make a Page Call

You can make page calls to any extension or group of extensions that have suitable handsfree speakers. You call is only heard by those extension that are free.

4406D+ users can make a page call via the shortcodes. Contact your system administrator for the appropriate code.

TransTalk them. 4600 Series phones cannot make or receive page calls.

To make a page call:

1. Press Menu

2. Select Call.

3. Enter the extension or group number (use the top-left display key to backspace).

4. Select Page.

MDW 9040 users can make Page Calls, but cannot receive

twice.

Leave a Message

When you call another extension that doesn't answer you can leave them a message indication. Depending on the type of their phone, they may have a message indicator lamp, which lights (stations that do not have the Menu

also display your name and number for a return call.

On your phone the Answering a Message Indicator on page 11.

To send a message indication

1. Press Menu

2. Select Call.

3. Enter the extension number (use the top-left display key to backspace).

4. Select Messa.

5. Press Exit

button and softkeys do not light). If their phone has a display it may

lamp indicates when you have messages, see

twice.

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Making Calls Page 9

Arrange 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 you phone will ring and when you answer the extension is rung.

To set a callback during a call

1. If when you make a call you are not answered or the station is busy, press Menu

2. Using the be set under a DSS key, see page 24).

3. End your call attempt.

4. 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 Allocated Answer Interval (either for the system, or if there has been an individual one set for your user id). The default is three rings.

5. Press Exit

To arrange a callback without making a call

1. Press Menu

2. Select Call.

3. Enter the extension number (use the top-left display key to backspace).

4. Press

5. Press Exit

6. When that extension becomes free, you 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 Allocated Answer Interval (either for the system, or if there has been an individual one set for your user id). The default is three rings.

and select CallB.

and keys, display and select AutCB (This feature can also

if you desire.

twice.

Leave a Message in Voicemail

You can leave a message for directly in voicemail for an extension without ringing the extension. This will light that extension message indicator if they have one.

4406D+, 4606D+ and TransTalk for an extension via the shortcodes. Contact your system administrator for the appropriate code.

To leave a message directly in voicemail

1. Press Menu

2. Select Call.

3. Enter the extension or group number (use the top-left display key to backspace).

4. Press

5. You should hear the mailbox greeting and then be prompted to leave a message.

and select Vmail.

twice.

MDW 9040 users can leave a message

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Answering Calls Page 10

Answering Calls

Answer a Call

To answer a call:

1. Your display will show whatever information the system has about the calling party.

2. Press Spkr

Internal Auto-Answer

Internal auto-answer connects your internal calls after just one ring. This feature also applies when a user is in Headset Mode (See Using Headsets on Page 20).

TransTalk

To set/cancel internal auto-answer

1. Press Menu

2. Select HfAns (This feature can also be set under a DSS key, see page

24).

3. Press Exit

to answer handsfree or pickup the handset.

MDW 9040 users do not have access to Internal Auto Answer.

Direct Pickup

You can pickup a call ringing at another extension if you know the extension number.

4406D+, 4606D+ and TransTalk extension via the shortcodes. Contact your system administrator for the appropriate code or if using the default shortcodes see Answering Calls on page 31.

To do a direct pickup

1. When you here the extension ringing, press Menu

2. Using the can also be set under a DSS key, see page 24).

3. Enter the extension number and then select Done. Note that a DSS key cannot be used to enter the extension number.

and keys, display and then select DpkUp (This feature

MDW 9040 users can pickup a call for an

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Answering Calls Page 11

Answering a Message Indicator

If another extension has left you a message or you have voicemail, then your

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+, 4606D+ and TransTalk Voicemail Messages by using the shortcode for Voicemail Collect. Contact your system administrator for the appropriate code or if using the default codes see Voicemail on page 33.

To answer a message indication

1. Press Menu

2. Select Msgs.

3. Select the type of message you want to answer.

4. To check message indicators, select Recvs.

5. To check voicemail messages, select Voice.

lamp is lit.

MDW 9040 sets can access their

twice.

• A

• The display will show the time, date and caller's extension number. It

• Use the

• Press the top-right display key to delete the displayed messages.

• The display will show you how many voicemail messages you have

• Follow the prompt to check your messages.

• For further details see "Voicemail" on page 33.

above Voice indicates that you have voicemail messages. above Recvs indicates that another extension has lit you

message indicator.

also shows the message number and total number of messages.

and keys to move through the stored messages.

in your mailbox. It you are a member of a hunt group that has messages, the hunt group name is also shown. Select the display key for the mailbox you want to check.

Answering a Page Call

Other users may page you or a group to which you belong. You will hear the page through your phone handsfree speaker and Page is displayed. See "Make a Page Call" on page 8.

To answer a page and turn it into a normal call between you and the person doing the paging, press the Conf

TransTalk them. 4600 Series phones cannot make or receive page calls.

key.

MDW 9040 users can make Page Calls, but cannot receive

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