Avaya 9640 IP Telephone User Manual
Avaya 9640 IP Telephone
End User Guide
9640 IP Telephone End User Guide | 1 | Page
TableofContents
About Your Telephone ........................................................................................................................................... 3
9640 IP Telephone Button/Feature Descriptions ..................................................................................... 3
Scrolling and Navigation ........................................................................................................................................ 4
Telephone Stand ...................................................................................................................................................... 4
Avaya Menu ............................................................................................................................................................ 4
Options & Settings .................................................................................................................................................. 4
Features Menu ......................................................................................................................................................... 5
Conventions ............................................................................................................................................................ 5
Feature Finder ......................................................................................................................................................... 5
Answer a Call .......................................................................................................................................................... 7
Make a Call ............................................................................................................................................................. 7
Browser ................................................................................................................................................................... 8
Hold......................................................................................................................................................................... 8
Transfer ................................................................................................................................................................... 8
Bridged Calls .......................................................................................................................................................... 8
Conference .............................................................................................................................................................. 9
Call Forwarding All Calls ..................................................................................................................................... 10
Send All Calls ....................................................................................................................................................... 10
Directory ............................................................................................................................................................... 10
Contacts................................................................................................................................................................. 10
Call Log ................................................................................................................................................................ 12
Telephone Settings ................................................................................................................................................ 13
Log In/Out Telephone ........................................................................................................................................... 15
Message................................................................................................................................................................. 16
Mute ...................................................................................................................................................................... 16
Redial .................................................................................................................................................................... 16
Simultaneous Ringing ........................................................................................................................................... 16
Tones and Their Meanings.................................................................................................................................... 16
Ringing Tones ................................................................................................................................... 16
Handset Tones ................................................................................................................................... 16
Troubleshooting .................................................................................................................................................... 17
Glossary ................................................................................................................................................................ 17
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About Your Telephone
Your telephone provides many features, including a Phone screen for viewing and managing your calls, a Call Log, a Contacts
list, an integrated WML browser, a menu of options and settings, and access to your voicemail. The 9640 IP Telephone
provides this information in color.
Not all functions and features described in this user guide may be available on your telephone. If you find that a function or
feature is not available, please contact your system administrator.
9640 IP Telephone Button/Feature Descriptions
Name Description
USB Port
Message Waiting
Indicator
Missed Call
Indicator
Prompt Line View the prompt line to see when you can use the right or left navigation arrows to view alternate screens or menus.
Line Buttons
Softkeys
Message Press the Message button to connect directly to your voicemail system.
Navigation Arrows
OK Press the OK button for a shortcut to an action. For example, when you select a call log entry, pressing OK dials the number.
Phone Press Phone to view and manage your calls.
Contacts Press Contacts to view the entries in your contact list.
Call Log Press Call Log to view a list of your outgoing, incoming, and missed calls.
Avaya Menu Press Avaya Menu to configure options and settings, access the browser, log out, or view network information.
Volume Press volume to adjust the volume of the handset, headset, speaker, and ringer.
Headset Press Headset to use the headset if it is connected. Only HIS headset cords are compatible with your phone.
Mute Press Mute to mute a call in progress. To take a call off mute, press Mute again.
Speaker Press Speaker to use the speakerphone. To take a call off speakerphone, lift the handset and press Speaker.
Forward Press Forward to display the Forwarding menu.
If your phone gets its power from a local AC power adapter (and not directly from the voice/data network connection), you can
battery-powered device using your phone's USB port. Connect the device to your phone with a USB cable to recharge it.
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.
The icon on the Call Log button is illuminated when you have missed calls. The top line shows the Missed Call icon and the number of
calls missed.
The six line buttons with integrated LEDs show which lines are in use and correspond to the lines on the display. Press the line button to
select that line. Line buttons also indicate if a feature is enabled or disabled in the Feature view.
Use the softkeys to act on objects displayed on the screen. The softkey labels show you the action that each key produces. The labels and
the actions vary depending on the object that is selected.
Use the up and down navigation arrows to scroll through lists. Use the right and left navigation arrows to navigate between menus or to
move the cursor during text input.
recharge a
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Scrolling and Navigation
When navigating through the options and features on your telephone display, use the navigation arrows to scroll and buttons to
select lines or options.
Use the up and down navigation arrows to scroll up or down through lists. Use the right and left navigation arrows to go to
other screens when indicated by the Prompt Line 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 selected line is highlighted in black with white letters. The
softkey labels will change according to the options available for the highlighted line. The OK button is a shortcut for the default
action. For example, when you select an entry in your Contacts list, pressing OK places a call to that person.
Telephone Stand
Your telephone can be placed in two positions, a lower position and an upright position. You can adjust the display screen to
different angles. To move the display screen, gently pull from the top of the display screen towards you. As you pull the screen
towards you, you will hear a clicking sound. Each of these clicks is a locking position for the display screen. Gently push on the
display screen to adjust the screen to a previous position.
If your phone is in the upright position, reverse the tab located below the switchhook in the top ear piece pocket (on the front of
the phone). This will keep the handset seated in the correct position. You will need a small screwdriver to lift this tab out.
Avaya Menu
You can use the Avaya Menu to adjust and customize options and settings for your telephone, access additional Web-based
applications, get information about your phone and network settings, and log out. When you press the Avaya Menu button,
you see the following menus, depending on how your administrator has set up your system and on the applications available to
you:
Sample Menu 1 Sample Menu 2
> Options & Settings
> Browser
> Network Information
>About Avaya one-X
> Your 1st Web Application
> Phone Settings
> Log Out
> About Avaya one-X
Note: On menus with WML applications, select Phone Settings to access the standard telephone Options & Settings menu.
Options & Settings or Phone Settings, if your menu is customized, lets you change your call settings, personalize button labels,
adjust brightness, select your ringing pattern, and more.
The Browser menu contains additional web-based applications. (If no web applications are available for your phone, the
Browser menu is not shown.)
Network Information shows a summary of network-related parameters for your phone.
About Avaya one-X provides the release number of your telephone software.
Sample Menu 3
> Call Settings
> Application Settings
> Screen & Sound
> Advanced Options
> Network Information
> Log Out
Options & Settings
The Options & Settings menu contains choices for:
• Call Settings
• Application Settings
• Screen & Sound Options
• Advanced Options
•
Call Settings includes choices for automatically displaying the Phone screen when you get an incoming call or when you place a
call, turning call timers on or off, controlling how Redial works, turning Visual Alerting on or off, and more.
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Application Settings includes choices for personalizing button labels, turning call logging on or off and including bridged calls
in your call log.
Screen & Sound Options includes choices for adjusting your phone's brightness and contrast, ring pattern, language selection,
and button clicks and tones.
Advanced Options includes choices for backing up and restoring your settings, options, and button labels. You can also set
AGC for your handset, headset, and/or speaker audio.
Features Menu
The Features menu gives you access to advanced telephony features, such as Directory, Call Forwarding, Speed Dial, and
Abbreviated Dial buttons. Directory allows you to dial other users on your system by name. You can use Send All Calls and
Call Forward to have your incoming calls sent to other numbers. EC500 allows you to answer your incoming calls from your
desk phone or another phone. Forwarding features are also listed in the Forward menu. The particular features available to you
depend on what your administrator has assigned to your phone. The LED next to the feature name on the Feature menu
indicates whether the feature is currently on or off. If the light is on and a check mark displays to the left of the feature label, the
feature is on.
For more information about what features and options are available for your extension, contact your system administrator. To
access the Features menu from the Phone screen, scroll right to access the Features menu. When you want to return to the main
Phone screen, press Phone or scroll to the left.
Conventions
Conventions Used in the Procedure Descriptions
Feature and Feature xxxxx
LWC CnLWC AutCB Timer Information that is offset represents the display screen. The second
{handset tones} The tone that appears in curly quotes after a step, such as {dial tone},
Special Instructions
Use the following special instructions for operating your telephone.
• The first time you use these procedures, you will need to customize them for yourself by obtaining the relevant
information from your system manager.
• To operate a feature, you must have the handset off-hook or the speaker or speakerphone on unless otherwise noted.
• If you receive anintercept tone (high-pitched, alternating high and low tone) while attempting to operate any feature,
you have taken too much time to complete a procedural step or have made a dialing error. Hang up, get dial tone, and
return to Step 1.
Each of these represents a button that has a feature assigned to it. The
button is labeled with the feature name, sometimes followed by an
extension number (shown as xxxxx ) or a person's name.
line appearing on the display will most likely list the features you can
access with the softkeys.
indicates what you should hear from your handset (or speakerphone)
after successfully performing that step.
Feature Finder
Answer a Call
Provides the procedures for answering a call. When you receive an incoming call, 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. If you do not have the Go to Phone Screen on Ringing option enabled, you must
press Phone to choose a line or view call options.
Make a Call
Provides procedures for making a call.
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Browser
Provides a web browser capability that can be used to present additional applications. The items available through the web
browser vary depending upon how your telephone was administered. If no web applications are available for your phone, the
Browser menu is not presented. Contact your system administrator with any questions.
Hold
Puts a call on hold until you can return to it. While a call is on hold, you can place another call, activate another feature,
answer a waiting call, or leave your telephone to perform another task. Use when you have a call you do not wish to drop, but
which you have to interrupt briefly to do something else.
Transfer
Transfers a call from your telephone to another extension or outside number. Use when your caller needs to speak further with
someone else.
Bridged Calls
Your phone may show one or more bridged lines on the display screen in addition to your own lines. A bridged line typically
belongs to someone else, but bridging allows you to see if that line is in use, answer calls on that line, or join a call in progress
on that line from your telephone. You can also make outgoing calls on a bridged line when it is not in use.
Conference
Lets you speak with up to five people in different locations on the same call. Additional conferencing options may be available
through Expanded Meet-Me Conferencing. Contact your system administrator for more information about this feature.
Call Forwarding All Calls
Allows you to set a number to which your calls will be forwarded, or turn off call forwarding if it is already on. You must enter
the telephone number where the calls will be forwarded each time you use this feature. If call forwarding is turned on, a
Forwarding icon
the options your system administrator has set. For more information about the options available to you, contact your system
administrator.
Send All Calls
Sends your incoming calls directly to a predefined coverage number, typically your voicemail. Incoming calls ring once at your
extension and then go directly to a number which is set by your system administrator. If the SAC feature is administered on
your phone, a SendAll softkey appears on the Phone screen. Pressing SendAll turns Send All Calls on. If it is already on,
pressing SendAll turns it off. You can also turn Send All Calls on or off by using the telephone Features list. The forwarding
features available on your phone depend on the options your system administrator has set. For more information about the
options available to you, contact your system administrator.
Directory
Searches for the extension of another user in your location by allowing you to key in the user's name with the dial pad. Use as a
handy quick reference source for extension number information.
Contacts
Permits you to use your contact list as an address book. You can save up to 250 names and telephone numbers.
Call Log
When you have one or more missed calls, the Call Log button lights and the Missed Calls icon and the number of missed calls
display on the top line.
Telephone Settings
Allows you to configure various settings to utilize advanced featuers of your telephone.
Log In/Out Telephone
Allows you to log in and out of your telephone, while maintaining your preferences, call information, and options if you share a
telephone with other users. Log out to prevent unauthorized use of your telephone during an absence.
appears on the top line of your display screen. The forwarding features available on your phone depend on
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