Avaya 9641GS User Manual

Using Avaya 9621G/9641G/9641GS IP Deskphones H.323

Release 6.6

November 2014

Avaya - Proprietary. Use pursuant to the terms of your signed agreement or Avaya policy.

DRAFT—November 13, 2014—5:00 AM (UTC)

2014 Avaya Inc.1

Notice3

While reasonable efforts have been made to ensure that the4 information in this document is complete and accurate at the time of5 printing, Avaya assumes no liability for any errors. Avaya reserves6 the right to make changes and corrections to the information in this7 document without the obligation to notify any person or organization8 of such changes.9

Note10

Using a cell, mobile, or GSM phone, or a two-way radio in close11 proximity to an Avaya IP telephone might cause interference.12

Documentation disclaimer13

“Documentation” means information published by Avaya in varying14 mediums which may include product information, operating15 instructions and performance specifications that Avaya may generally16 make available to users of its products and Hosted Services.17 Documentation does not include marketing materials. Avaya shall not18 be responsible for any modifications, additions, or deletions to the19 original published version of documentation unless such20 modifications, additions, or deletions were performed by Avaya. End21 User agrees to indemnify and hold harmless Avaya, Avaya's agents,22 servants and employees against all claims, lawsuits, demands and23 judgments arising out of, or in connection with, subsequent24 modifications, additions or deletions to this documentation, to the25 extent made by End User.26

Link disclaimer27

Avaya is not responsible for the contents or reliability of any linked28 websites referenced within this site or documentation provided by29 Avaya. Avaya is not responsible for the accuracy of any information,30 statement or content provided on these sites and does not31 necessarily endorse the products, services, or information described32 or offered within them. Avaya does not guarantee that these links will33 work all the time and has no control over the availability of the linked34 pages.35

Warranty36

Avaya provides a limited warranty on Avaya hardware and software.37 Refer to your sales agreement to establish the terms of the limited38 warranty. In addition, Avaya’s standard warranty language, as well as39 information regarding support for this product while under warranty is40 available to Avaya customers and other parties through the Avaya41 Support website: designated by Avaya. Please note that if you acquired the product(s)43 from an authorized Avaya Channel Partner outside of the United44 States and Canada, the warranty is provided to you by said Avaya45 Channel Partner and not by Avaya.46

Licenses47

THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA48 WEBSITE,

HTTP://SUPPORT.AVAYA.COM/LICENSEINFO OR49

SUCH SUCCESSOR SITE AS DESIGNATED BY AVAYA, ARE50 APPLICABLE TO ANYONE WHO DOWNLOADS, USES AND/OR51 INSTALLS AVAYA SOFTWARE, PURCHASED FROM AVAYA INC.,52 ANY AVAYA AFFILIATE, OR AN AVAYA CHANNEL PARTNER (AS53 APPLICABLE) UNDER A COMMERCIAL AGREEMENT WITH54 AVAYA OR AN AVAYA CHANNEL PARTNER. UNLESS55 OTHERWISE AGREED TO BY AVAYA IN WRITING, AVAYA DOES56 NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS57 OBTAINED FROM ANYONE OTHER THAN AVAYA, AN AVAYA58 AFFILIATE OR AN AVAYA CHANNEL PARTNER; AVAYA59 RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU60 AND ANYONE ELSE USING OR SELLING THE SOFTWARE61 WITHOUT A LICENSE. BY INSTALLING, DOWNLOADING OR62 USING THE SOFTWARE, OR AUTHORIZING OTHERS TO DO SO,63 YOU, ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM64 YOU ARE INSTALLING, DOWNLOADING OR USING THE65 SOFTWARE (HEREINAFTER REFERRED TO66 INTERCHANGEABLY AS “YOU” AND “END USER”), AGREE TO67 THESE TERMS AND CONDITIONS AND CREATE A BINDING68 CONTRACT BETWEEN YOU AND AVAYA INC. OR THE69 APPLICABLE AVAYA AFFILIATE (“AVAYA”).70

Avaya grants you a license within the scope of the license types described below, with the exception of Heritage Nortel Software, for72 which the scope of the license is detailed below. Where the order73 documentation does not expressly identify a license type, the74 applicable license will be a Designated System License. The75 applicable number of licenses and units of capacity for which the76 license is granted will be one (1), unless a different number of77 licenses or units of capacity is specified in the documentation or other78 materials available to you. “Software” means Avaya’s computer79 programs in object code, provided by Avaya or an Avaya Channel80 Partner, whether as stand-alone products, pre-installed , or remotely81 accessed on hardware products, and any upgrades, updates, bug82 fixes, or modified versions thereto. “Designated Processor” means a83 single stand-alone computing device. “Server” means a Designated84 Processor that hosts a software application to be accessed by85 multiple users. “Instance” means a single copy of the Software86 executing at a particular time: (i) on one physical machine; or (ii) on87 one deployed software virtual machine (“VM”) or similar deployment.88

License types89

Designated System(s) License (DS). End User may install and use90 each copy or an Instance of the Software only on a number of91 Designated Processors up to the number indicated in the order.92 Avaya may require the Designated Processor(s) to be identified in93 the order by type, serial number, feature key, Instance, location or94 other specific designation, or to be provided by End User to Avaya95 through electronic means established by Avaya specifically for this96 purpose.97

Shrinkwrap License (SR). You may install and use the Software in98 accordance with the terms and conditions of the applicable license99 agreements, such as “shrinkwrap” or “clickthrough” license100 accompanying or applicable to the Software (“Shrinkwrap License”).101

Copyright102

Except where expressly stated otherwise, no use should be made of103 materials on this site, the Documentation, Software, Hosted Service,104 or hardware provided by Avaya. All content on this site, the105 documentation, Hosted Service, and the Product provided by Avaya106 including the selection, arrangement and design of the content is107 owned either by Avaya or its licensors and is protected by copyright108 and other intellectual property laws including the sui generis rights109 relating to the protection of databases. You may not modify, copy,110 reproduce, republish, upload, post, transmit or distribute in any way111 any content, in whole or in part, including any code and software112 unless expressly authorized by Avaya. Unauthorized reproduction,113 transmission, dissemination, storage, and or use without the express114

http://support.avaya.com or such successor site as42

written consent of Avaya can be a criminal, as well as a civil offense115 under the applicable law.116

Third Party Components117

“Third Party Components” mean certain software programs or118 portions thereof included in the Software or Hosted Service may119 contain software (including open source software) distributed under120 third party agreements (“Third Party Components”), which contain121 terms regarding the rights to use certain portions of the Software122 (“Third Party Terms”). As required, information regarding distributed123 Linux OS source code (for those Products that have distributed Linux124 OS source code) and identifying the copyright holders of the Third125 Party Components and the Third Party Terms that apply is available126 in the Documentation or on Avaya’s website at:

http://127 support.avaya.com/Copyright or such successor site as designated128

by Avaya. You agree to the Third Party Terms for any such Third129 Party Components130

Preventing Toll Fraud131

“Toll Fraud” is the unauthorized use of your telecommunications132 system by an unauthorized party (for example, a person who is not a133 corporate employee, agent, subcontractor, or is not working on your134 company's behalf). Be aware that there can be a risk of Toll Fraud135 associated with your system and that, if Toll Fraud occurs, it can136 result in substantial additional charges for your telecommunications137 services.138

Avaya Toll Fraud intervention139

If you suspect that you are being victimized by Toll Fraud and you140 need technical assistance or support, call Technical Service Center141 Toll Fraud Intervention Hotline at +1-800-643-2353 for the United142 States and Canada. For additional support telephone numbers, see143

the Avaya Support website: http://support.avaya.com or such1 successor site as designated by Avaya. Suspected security2 vulnerabilities with Avaya products should be reported to Avaya by3 sending mail to: securityalerts@avaya.com.4

Trademarks5

All non-Avaya trademarks are the property of their respective owners.6 Linux® is the registered trademark of Linus Torvalds in the U.S. and7 other countries.8

Downloading Documentation9

For the most current versions of Documentation, see the Avaya10 Support website: http://support.avaya.com, or such successor site as11 designated by Avaya.12

Contact Avaya Support13

See the Avaya Support website: http://support.avaya.com for Product14 or Hosted Service notices and articles, or to report a problem with15 your Avaya Product or Hosted Service. For a list of support telephone16 numbers and contact addresses, go to the Avaya Support website: 17

http://support.avaya.com (or such successor site as designated by18

Avaya), scroll to the bottom of the page, and select Contact Avaya19 Support.20

VCCI-Class B statement:60

This is a Class B product based on the standard of the VCCI Council.61 If this is used near a radio or television receiver in a domestic62 environment, it may cause radio interference. Install and use the63 equipment according to the instruction manual.64

Federal Communications Commission (FCC) Interference21 Statement22

This equipment has been tested and found to comply with the limits23 for a Class B digital device, pursuant to Part 15 of the FCC rules.24 These limits are designed to provide reasonable protection against25 harmful interference in a residential installation. This equipment26 generates, uses, and can radiate radio frequency energy and, if not27 installed and used in accordance with the instructions, may cause28 harmful interference to radio communications. However, there is no29 guarantee that interference will not occur in a particular installation. If30 this equipment does cause harmful interference to radio or television31 reception, which can be determined by turning the equipment off and32 on, the user is encouraged to try to correct the interference by one of33 the following measures:34

• Reorient or relocate the receiving antenna.35

• Increase the separation between the equipment and receiver.36

• Connect the equipment into an outlet on a circuit different from37 that to which the receiver is connected.38

• Consult the dealer or an experienced radio/TV technician for39 help.40

This device complies with Part 15 of the FCC Rules. Operation is41 subject to the following two conditions: (1) This device may not cause42 harmful interference, and (2) this device must accept any interference43 received, including interference that may cause undesired operation.44

FCC Caution: Any changes or modifications not expressly approved45 by the party responsible for compliance could void the user's46 authority to operate this equipment.47

FCC/Industry Canada Radiation Exposure Statement48

This device complies with the FCC's and Industry Canada's RF49 radiation exposure limits set forth for the general population50 (uncontrolled environment) and must not be co-located or operated in51 conjunction with any other antenna or transmitter.52

Warning53

The handset receiver contains magnetic devices that can attract54 small metallic objects. Care should be taken to avoid personal injury.55

Power over Ethernet (PoE) warning56

This equipment must be connected to PoE networks without routing57 to the outside plant.58

Chapter 1: Introduction............................................................................................................ 8

Purpose.................................................................................................................................. 8

Intended audience................................................................................................................... 8

Related resources................................................................................................................... 8

Documentation.................................................................................................................. 8

Training............................................................................................................................ 9

Avaya Mentor videos......................................................................................................... 9

Support................................................................................................................................ 10

Chapter 2: Setting up the deskphone................................................................................... 11

Introduction to 9621G/9641G/9641GS deskphones.................................................................. 11

Physical layout................................................................................................................ 12

Adjustable stand and display screen................................................................................. 14

Ringing on wireless headsets........................................................................................... 14

About logging in and logging out....................................................................................... 15

Chapter 3: Navigating the phone........................................................................................... 17

Scrolling and navigation......................................................................................................... 17

Icons.................................................................................................................................... 17

The Home Screen................................................................................................................. 21

Menu options........................................................................................................................ 22

Using the On-screen keyboard............................................................................................... 23

About Features .................................................................................................................... 24

Using the Features menu....................................................................................................... 25

CM administrable features..................................................................................................... 25

Chapter 4: Administered options.......................................................................................... 27

Administrative messages ...................................................................................................... 27

Browser................................................................................................................................ 27

Call Recording...................................................................................................................... 27

Using USB flash drives with your phone.................................................................................. 28

Adding contacts from an external file to your contacts list................................................... 28

Overwriting contacts list with an external file...................................................................... 29

Copying your contacts list to a USB flash drive.................................................................. 29

Temporarily using a USB contacts list............................................................................... 30

Using pictures from your USB device as a screensaver...................................................... 30

Chapter 5: Call Handling........................................................................................................ 32

Answering a call.................................................................................................................... 32

Making a call......................................................................................................................... 33

Making an emergency call................................................................................................ 33

Clearing a number........................................................................................................... 33

Redialing a number......................................................................................................... 33

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Contents

Making a call using edit dialing......................................................................................... 34

Calling a person from the contacts list............................................................................... 34

Calling a person from the call history................................................................................. 35

Calling a person from the directory.................................................................................... 35

Making a call using a Click to dial link............................................................................... 35

Muting a call......................................................................................................................... 36

About forwarding calls........................................................................................................... 36

Activating Send All Calls.................................................................................................. 36

Activating call forwarding................................................................................................. 37

Putting a call on hold............................................................................................................. 37

Transferring a call.................................................................................................................. 38

Chapter 6: Call History........................................................................................................... 39

Call History........................................................................................................................... 39

Viewing the call history.................................................................................................... 39

Viewing call history details............................................................................................... 40

Adding an entry from the call history to your contacts list.................................................... 40

Removing an entry from call history.................................................................................. 40

Clearing all call history entries.......................................................................................... 41

Turning off call history...................................................................................................... 41

Chapter 7: Contacts................................................................................................................ 42

Using the contacts feature...................................................................................................... 42

Searching for a contact.................................................................................................... 42

Viewing contact details.................................................................................................... 43

Adding a new contact...................................................................................................... 43

Editing a contact.............................................................................................................. 44

Setting up favorite contacts.............................................................................................. 45

Changing the primary contact number............................................................................... 45

Deleting a contact............................................................................................................ 46

Chapter 8: Conferences......................................................................................................... 47

Using the conference feature.................................................................................................. 47

Setting up a conference call............................................................................................. 47

Adding a person on hold to a conference call..................................................................... 47

Putting a conference call on hold...................................................................................... 48

Muting a person on a conference call................................................................................ 48

Dropping a person from a conference call......................................................................... 48

Chapter 9: Using bridged call appearances......................................................................... 49

Using bridged call appearances.............................................................................................. 49

Answering a call on a bridged line..................................................................................... 49

Joining a call on a bridged line.......................................................................................... 49

Making an outgoing call on a bridged line.......................................................................... 50

Chapter 10: Using Voicemail................................................................................................. 51

Receiving your messages...................................................................................................... 51

Logging into your voice mail............................................................................................. 51

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Contents

Chapter 11: Customizing your phone................................................................................... 52

Settings menu....................................................................................................................... 52

Call Settings......................................................................................................................... 53

Displaying the Phone screen on dialing............................................................................. 53

Displaying the Phone screen on receiving a call................................................................. 53

Setting Go To Phone Screen on Answer........................................................................... 54

Setting dialing options...................................................................................................... 54

Displaying call timers....................................................................................................... 55

Setting redial options....................................................................................................... 55

Configuring visual alerts................................................................................................... 56

Setting the audio path...................................................................................................... 56

Setting Headset Signaling ............................................................................................... 57

Setting contact names to display during calls..................................................................... 57

Application Settings............................................................................................................... 58

Activating call log history.................................................................................................. 58

Activating call log for bridged calls.................................................................................... 58

Personalizing labels......................................................................................................... 59

Restoring default button labels......................................................................................... 59

Screen & Sound Options........................................................................................................ 60

Adjusting the brightness or contrast ofthe display............................................................... 60

Setting the text size......................................................................................................... 60

Turning button click sounds on and off.............................................................................. 61

Setting the Home screen to display when the phone is idle................................................. 61

Turning error tones on or off............................................................................................. 62

Setting a ring tone for your deskphone.............................................................................. 62

Setting the Quick Touch panel.......................................................................................... 62

Advanced Options................................................................................................................. 63

Turning automatic gain control on or off............................................................................. 63

Enabling Bluetooth.......................................................................................................... 63

Selecting handset audio equalization................................................................................ 64

Avaya Home Screen Applications........................................................................................... 64

Adding World Clock locations........................................................................................... 65

Viewing World Clock details............................................................................................. 66

Using the Weather application.......................................................................................... 66

Using the Calculator........................................................................................................ 68

Activating EC500 for simultaneous ringing on multiple phones.................................................. 68

Setting up a Bluetooth® headset............................................................................................. 69

Pairing a Bluetooth® headset with your phone................................................................... 69

Operating a Bluetooth® headset....................................................................................... 70

Enabling and disabling the call timer....................................................................................... 71

Chapter 12: Carrying out maintenance tasks....................................................................... 72

Backing up and restoring your data files.................................................................................. 72

Cleaning the screen............................................................................................................... 72

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Contents

Network information............................................................................................................... 73

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Chapter 1: Introduction1

Purpose2

This document describes how to use product features and capabilities.3

Intended audience4

This document is intended for people who want to learn how to use product features and5 capabilities.6

Related resources7

Documentation9

See the following related documents at http://support.avaya.com.10

Document11 number12

Implementing16

16–60360317 Installing and Maintaining18

Using25

16–60359426 Using Avaya IP Deskphone27

16-60359333 Using Avaya IP Deskphone34

16-60361340 Using Avaya IP Deskphone41

Title13 Use this document to:14 Audience15

Refer to tasks related to installing22

Avaya IP Deskphones19 9608/9608G/9611G/9621G/20 9641G/9641GS H.32321

9621G/9641G/9641GS H.32328

9608/9608G/9611G H.32335

9608/9608G/9611G/9621G/42

and upgrading the deskphone.23

Refer to tasks related to using the29 deskphone.30

Refer to tasks related to using the36 deskphone.37

Refer to tasks related to using the45 deskphone in a call center.46

Administrators24

End users and31 administrators32

End users and38 administrators39

Call center agents47

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Related resources

9641G/9641GS in the Call1 Center H.3232

Administering3

16-3006984 Administering Avaya IP5

Deskphone 9608/9608G/6 9611G/9621G/9641G/9641GS7 H.3238

Refer to performing administrative9 tasks related to the deskphone.10

Administrators11

Training13

The following courses are available on the Avaya Learning website at After logging in to the website, enter the course code or the course title in the Search field and click15

Go to search for the course.16

Course code17 Course title18

ACIS-600619 ACIS - Avaya Communication Manager (5.2.1)20

APSS-130021 APSS - Avaya Networking22

Avaya Mentor videos24

Avaya Mentor videos provide technical content on how to install, configure, and troubleshoot Avaya25 products.26

About this task27

Videos are available on the Avaya Support website, listed under the video document type, and on28 the Avaya-run channel on YouTube.29

Procedure30

• To find videos on the Avaya Support website, go to http://support.avaya.com, select the31 product name, and select the videos checkbox to see a list of available videos.32

• To find the Avaya Mentor videos on YouTube, go to http://www.youtube.com/AvayaMentor and33 perform one of the following actions:34

www.avaya-learning.com.14

- Enter a key word or key words in the Search Channel to search for a specific product or35 topic.36

- Scroll down Playlists, and click the name of a topic to see the available list of videos posted37 on the site.38

Note:40

Videos are not available for all products.41

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Introduction

Support1

Visit the Avaya Support website at http://support.avaya.com for the most up-to-date documentation,2 product notices, and knowledge articles. You can also search for release notes, downloads, and3 resolutions to issues. Use the online service request system to create a service request. Chat with4 live agents to get answers to questions, or request an agent to connect you to a support team if an5 issue requires additional expertise.6

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Chapter 2: Setting up the deskphone1

Introduction to 9621G/9641G/9641GS deskphones2

Your deskphone provides many features that include:3

• Viewing and managing your calls, call logs, and contacts list4

• Customizing your deskphone5

• Accessing your voice mail6

• Using integrated WML browser7

You can also attach up to three button modules to your deskphone to expand the available number8 of call appearances and features. Multiple button modules must all be the same type and same9 model. The 9621G model does not provide a port for button module attachment.10

The letter G in a deskphone model name indicates the presence of a built-in Gigabit Ethernet11 adapter that increases the transmission speed of data.12

The 9621G, 9641G, and 9641GS deskphones provide a color LCD display. 9621G deskphones13 have a smaller display area than 9641G deskphones, and do not have a USB interface. 9641GS14 deskphones have a slightly larger display area than the 9641G, and use capacitive touch screen.15 Unless specifically stated in this guide, the three models are essentially the same in terms of16 features and functionality.17

Your administrator might not have configured all functions and features described in this user guide.18

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Setting up the deskphone

Physical layout2

The following table provides descriptions of the deskphone buttons and features.4

Callout5 Number6

111 USB port12 N/A13 You can use a USB device such as a memory stick, thumb14

224 Message25

335 Phone36

Name7 Icon if8

applicable9

N/A28 An illuminated red light in the upper-right corner of your29 waiting26 indicator27

N/A38 The first line shows status information such as the time39 display37

Description10

drive, or flash drive to transfer contacts between your15 phone and an external data source. The USB option is16 available only if the administrator has configured the17 feature for your extension. See Importing and Exporting18

Contacts using USB Devices on page 28 for more19

information. You can use the USB port for login and as a20 picture source for screensaver.You can also recharge21 some battery-powered devices by connecting the device to22 the USB port.The 9621G does not have a USB port.23

deskphone indicates that you have a voice mail. If you30 enabled Visual Alerting on your phone, this light flashes31 when you receive an incoming call. In addition to the32 message waiting indicator, the deskphone lights the33 Message button when you have voice mail.34

and date, primary extension, error indications, and missed40

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Introduction to 9621G/9641G/9641GS deskphones

Callout4 Number5

424 Features and25

535

642 Phone43

Name6 Icon if7

call26 appearance27 lines28

Quick Touch36 Panel (QTP)37

applicable8

N/A29 On touchscreen deskphones, call-related icons on the lines30

N/A38

Description9

calls. The second line, called the Status Line, provides1 information, such as when you can use the right or left2 navigation arrows to view other screens or menus. The3 Status Line also provides messages related to the current10 application or the actions that you must perform on a11 screen. Call appearances appear below the Status Line.12 The number of call appearances available to make or13 receive calls depend on how your administrator14 administers the system. The number of lines available on15 touchscreen deskphones depend on how your16 administrator administers the Quick Touch Panel (QTP).17 For more information, see Setting the Quick Touch18

panel on page 62. Touch the line to start or answer a19

call. The last display line shows the QTP that displays the20 options that your administrator has administered for the21 extension such as EC500, Call Forwarding, or Extended22 Call Forwarding.23

show the lines that are in use or available for calls. Touch31 the line that you want to use. Lines also indicate if the32 system has enabled or disabled a feature in the Feature33 view.34

The QTP displays the options that your administrator39 administers for the extension such as EC500, Call40 Forwarding, or Extended Call Forwarding.41

The Phone button displays the Phone screen when you45 press the button. During a call, you can gain access to the46 following options from the Phone screen:47

• Hold48

• Conference49

• Transfer50

• Drop call51

752 Message53

When you press Message, you are connected directly to55 your voice mail system. The deskphone lights this button56 when you have voice mail messages waiting.57

858 Contacts59

963 Home64

When you press Contacts, the Phone screen displays the61 entries in your contact list.62

When you press Home, you gain access to the Home66 screen to configure options and settings, access the67 browser and or any applications available to you, log out,68 or view network information.69

1070 History71

When you press History, the Phone screen displays the73 history of your outgoing, incoming, and missed calls. The74 icon on the History the deskphone lights the button when75

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Setting up the deskphone

Callout3 Number4

119 Volume10

1217 Mute18

1322 Speaker23

1428 Headset29

1532 Forward33

Name5 Icon if6

Description8

applicable7

you have missed calls. The top line shows the Missed Call1 icon and the number of calls that you have missed.2

If you press + or - on the Volume button on an active call,12

the phone increases or decreases the volume of your13 handset, headset, or speaker accordingly. When you are14 not on an active call, pressing these buttons adjusts the15 ringer volume.16

Press the Mute button to mute a call in progress. To take a20 call off mute, press Mute again.21

Press the Speaker button to use the speakerphone. To25 take a call off speakerphone, lift the handset or press the26 Headset button.27

Press the Headset button to use the headset if connected.31

Press Forward to display the Forwarding menu.35

Adjustable stand and display screen37

You can adjust the display screen as required. To move the display screen, gently pull from the top38 of the display screen towards you even as you hear clicking sound. Each click indicates a locking39 position. You can push the screen back to return to the original flat position. Gently pull the display40 screen towards you and push to return the display screen to the original flat position.41

You can place the phone on the stand in a flat position or at an angle. To place the phone vertically42 for wall mounting, reverse the tab located under the switchhook in the top ear piece pocket and43 ensure that the handset is in the correct position. You need a small screwdriver to lift the tab and44 reinsert back the reversed tab.45

Ringing on wireless headsets47

For an incoming call, you can set the ringing tone on the wireless headset instead of the speaker of48 the deskphone.49

Note:51

This feature is available only if your administrator has configured the feature for your deskphone.52

When you go off-hook with the headset or change from a non-headset device to the headset, phone53 activates the wireless headset. When you go on-hook with an activated headset or change from54 wireless headset device to non-headset, the phone deactivates the wireless headset.55

When an incoming call arrives:56

• If the deskphone is in an idle mode, you hear a ringing tone in the wireless headset.57

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Introduction to 9621G/9641G/9641GS deskphones

• If the phone is already in a headset call, you hear a short beep in the wireless headset.1

About logging in and logging out3

If you share a deskphone with other users, you must log in and log out to maintain your preferences,4 call information, and options. Log out to prevent unauthorized use of your deskphone during your5 absence.6

Note:8

Depending on how the administrator has configured your phone, for example, whether History9 backup is enabled or disabled, the phone might lose some information when you log your10 extension out.11

Your administrator might provide you with a USB device with a preprogrammed extension and12 password, or may provide you with a PC-based tool for transferring this information on a USB13 device. This device enables you to use the USB device to log in to the administered extension and14 password automatically, from any deskphone in your system. Contact your administrator for more15 information. If you log in with the USB Login option, the only way to log out is by removing the USB16 device from the phone connection.17

Note:19

When you use the USB Login, the only Contacts you can see are the Contacts on the USB20 device. See

Note:23

Using USB Flash Drives with your phone on page 28 for more information.21

Depending on how the administrator has configured your deskphone, your deskphone might24 display a Log-Off softkey in an idle state. You can use the Log-Off softkey to log out of the25 deskphone.26

Logging in to your deskphone27

About this task28

When you log in to the deskphone, the deskphone downloads the call log database. The database30 contains all the calls that you received when you were logged out. The deskphone adds these call31 logs in the Call History list as missed calls.32

Procedure33

1. Enter your extension.34

2. Tap Enter.35

3. Enter your password.36

4. Tap Enter.37

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Setting up the deskphone

5. If your administrator configured the system to allow visiting user privileges the deskphone1 prompts for Login Mode. Tap the Login Mode that indicates whether you are a visiting user2 (Visiting User) or not (Default).3

6. Tap Enter.4

Logging out of your deskphone5

About this task6

Even if you are logged out, the system still logs all calls to a database. The deskphone downloads7 the database when you log in to the deskphone again.8

Procedure9

1. Press Home.10

2. Tap Settings.11

3. Press Log Out to choose Log Out.12

Logging in as a guest user13

About this task14

Log in to another touch-based phone as a guest to retain the features and functionality of your own15 phone. For example, if you are temporarily using the office telephone of a visitor and want to use16 your Contacts list. If you want to use this feature, the deskphone must be on-hook. The phone must17 be on-hook for you to be able to select this feature.18

Note:20

The guest user login option is available on your deskphone only if the administrator has21 configured the feature.22

Procedure23

1. Press Home24

2. Tap Settings.25

3. Select Guest Login.26

4. Enter your extension number.27

5. Tap Enter.28

6. Tap Password.29

7. Enter your password.30

8. Tap Enter.31

9. Tap the left or right arrow to select the duration from 1 to 12 hours for using this phone.32

You can log out as a guest at any time despite the duration you select.33

10. Tap Enter.34

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Chapter 3: Navigating the phone1

Scrolling and navigation2

Use the up and down arrow buttons on the right side of the screen to scroll up or down the list.3

Tap and hold the appropriate scroll icons on the touchscreen to scroll through a page at a time in4 the direction you choose. Repeat the same action to activate the scrolling auto repeat feature.5

To change between call appearances and features, tap Features or Calls on the touchscreen.6

When you tap the details button, a blue, right-facing arrow, you can view more information about the7 item. For example, if you tap the arrow to the right of a contact name, the deskphone displays a8 screen with the numbers that you have stored for that person.9

You can tap a line or softkey or tap the on-screen softkey labels. Softkey labels change according to10 the context. For example, you can tap a contact to make a call to that person and tap a line on the11 Phone screen to answer an incoming call, to go off hook, to make a call, or to resume a call on hold.12

You can also gain access to the Phone screen or the Home screen anytime by pressing the13 appropriate buttons on the deskphone.14

Icons15

The icons in the following table indicate the state of a call, navigation choices, Call History types,16 Contact phone types, feature status, or the status of an attached or paired device.17

Depending on their purpose, some icons appear on the top line, for example, to notify you that a18 headset is active or that you have missed calls in the Call History. Other icons display on call19 appearance lines to show call states. Icons also appear on application screens like the Contacts or20 Call History listsIcons also appear on application screens like the Contacts or Call History lists, or21 World Clock and Weather. Home screen icons are touch-based to let you initiate actions like22 changing phone settings, accessing the Web browser, or accessing Avaya applications like the23 Calculator, World Clock, and Weather. Your administrator might make other, optional Home screen24 icons available to you that do not appear in this table. Such icons represent optional applications for25 which your administrator can provide information.26

Icon

27 Description28

Indicates an incoming call.30

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Navigating the phone

Icon2 Description3

Indicates a call appearance line that is not currently in use.4

Indicates that a call is active.6

Indicates that you have placed this call on hold.8

Indicates that your calls are being forwarded.10

Indicates that a bridged call appearance is in use.12

Indicates that the EC500 feature is activated.14

Indicates that a conference call is active.16

Indicates that you have placed a conference call on hold.18

Indicates that the speakerphone volume is being adjusted.20

Indicates that the headset volume is being adjusted.22

Indicates that more related information is available or additional24 screens can be accessed.25

Indicates that the call in progress is muted.27

Indicates that the ringer volume is off. To reinstate volume, press29 + on the Volume button.30

To turn off the ringer press the Volume button until the volume31 turns off.32

Indicates that the call is using a wideband codec for quality voice34 calls.35

Indicates a low network performance or presence of local network37 issues that might result in lower call quality.38

Indicates an energy-saving measure. This icon may also appears40

on the Settings menu. Pressing this softkey turns the display41 backlight off. When the backlight is off, any activity on your42 telephone turns it back on. This icon is configured by your43 administrator on one of the softkeys.44

Indicates that your phone is in an “Unnamed Registration” state,46 caused by not entering an extension within 60 seconds of being47 prompted for one or not entering a password. In this situation,48 your phone may register with its call server but will show only one49 call appearance, no features, and will allow only outgoing calls. To50

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Icon3 Description4

Icons

switch from the unnamed registration state, login with a valid1 extension and password.2

Indicates that this team member is available. Your system6 administrator sets up teams as applicable.7

This Team icon indicates that this team member is having calls9 forwarded.10

This Team icon indicates that this team member is busy on a call12 and not available.13

This Team icon indicates that this team member is busy and is15 forwarding all calls.16

This Team icon indicates that the team member is busy and a has18 an incoming call ringing.19

This Team icon indicates that the team member is busy and is21 having more incoming calls ringing.22

This Team icon indicates that a team member is calling.24

The Home screen icon that indicates the general phone number26 for a favorite Contact.27

The Home screen icon that indicates the home phone number for29 a favorite Contact.30

The Home screen icon that indicates the work phone number for a32 favorite Contact.33

The Home screen icon that indicates the mobile phone number for35 a favorite Contact.36

Indicates Call History for all calls.38

Indicates Call History for Missed calls.40

Indicates Call History for Outgoing calls.42

Indicates the Call History for Answered calls.44

Indicates the General telephone number for a contact.46

Indicates the Home telephone number for a contact.48

Indicates the Mobile telephone number for a contact.50

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Navigating the phone

Icon2 Description3

Indicates the Work telephone number for a contact.4

Indicates the Favorite contact.6

Indicates that the Contact-Favorite Feature is on.8

Indicates that the Contact-Favorite Feature is off.10

Indicates that the phone is paired with and able to communicate12 with a Bluetooth® headset.13

Indicates the Home screen WML Browser application if available.15

Indicates the Home screen (telephone) Settings menu.17

Indicates the My Pictures application where you can display19 pictures from the USB folder.20

Indicates the VPN settings menu.22

Indicates the icon for viewing the About Avaya IP Deskphone24 screen.25

Indicates the Home screen Calculator application.27

Indicates the Home screen World Clock application.29

Indicates the Home screen Weather application.31

Indicates that the weather is clear and fair.33

Indicates that the weather is partly cloudy.35

Indicates that the weather is cloudy.37

Indicates that the weather is a light rain.39

Indicates that the weather is rainy.41

Indicates that the weather is snowy.43

Indicates that the weather is icy.45

Indicates that there is an ongoing thunderstorm.47

Indicates that the weather is windy.49

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Icon2 Description3

The Home Screen

Indicates that there are severe storms.4

Indicates the main menu Touch Screen Cleaning option.6

Indicates the main menu Guest Login option.8

Indicates the main menu Log out option.10

Indicates the main menu Network info options.12

Indicates the Options & Settings Screen and Sounds Options14 menu.15

Indicates the Options & Settings Call Settings menu.17

Indicates the Options & Settings Application Settings menu.19

Indicates the Options & Settings Advanced Settings menu.21

The Home Screen22

The Home screen provides several user-friendly features. Using the icons on the Home screen, you23 can customize your phone, view settings, obtain information about the time and weather through24 Web-based applications, use a calculator, and use Favorite speed dial buttons. The options25 available on the Home screen depends on how the administrator has set up the system. You must26 press the Home button under display to gain access to the Home screen. The Home screen27 includes the following standard Avaya features:28

• Settings: Displays a menu that you can use to change your call settings, the language on the29 phone, the screen layout, or pair your phone with a Bluetooth headset, log in to the phone as a30 guest, clean your screen, log out your phone, and more.31

• World Clock: Shows the time and weather in different parts of the world.32

• Weather: Shows the current weather conditions in an area you choose and provides a weather33 forecast.34

• Calculator: Provides a simple, four-function calculator.35

• My Pictures: Using this feature you can use pictures from a USB device as the phone36 screensaver.Note: This feature is applicable only to the 9641 deskphone.37

• Web application: You can set up shortcuts to view 9 web applications or information pages38 using this feature.39

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Settings

Pictures

Weather

World Clock

Favorites

Help

Browser

Options

Settings

Bluetooth

Setup

Network

Information

VPN

Settings

Logout

Light

Off

Touch

Screen

Cleaning

About

Avaya IP

Deskphone

Call

Settings

Application

Settings

Screen &

Sound

Options

Advanced

Options

Home Page

Automatic

Gain

Control

Headset

Equalization

Brightness

Contrast

Personalized

Ringing

Button Clicks

Error

Tones

Phone

Screen

Width

History

Log

Bridged

Calls

Personalized

Button Labels

Restore

Default Labels

Go to Phone

Screen On

Calling

Go To Phone

Screen On

Ringing

Go To Phone

Screen On

Answer

Display

Call Timer

Redial

Visual

Alerting

Audio

Path

Pair Contacts

To Calls

Navigating the phone

• Favorites Help: Using the help outlined here, you can add a person in your contacts list to1 your display as a quick dial number. Tap the number to make a call to that person.2

You can also use Contacts to setup speed dial icons for up to 16 Favorite numbers on your Home3 screen. Your administrator might make available other Web-based applications such as a corporate4 directory or support page. To invoke an application you see on the Home screen, tap the icon. If the5 number of lines in the list is greater than the number of lines in the Application area of the Home6 screen, You can scroll to view the next line. Tap the scroll bar on the right side of the Home screen7 to view the next page.8

You can also administer up to 9 WML applications on home screen.9

Note:11

The Settings options that appear depend on how the administrator configured your extension.12 Some options described in this guide might not be available to you.13

Menu options

The following image shows the menu options that are available to you to view the current settings15 and configure the required parameters on the Avaya 9621 and 9641 IP deskphones.16

Note:19

Bluetooth setup option is available only on the Avaya 9641 IP deskphone. Your deskphone20 might not display some options on your deskphone if your administrator has not configured the21 options for your extension.22

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Move cursor to right

Move cursor to left Backspace

Save/Done/Next

Cancel

Next field

Accent the next character you press. Press this key, then the character you want to accent and select from a mini-keyboard

Shift key

Switch to Numeric Text Entry Screen

Using the On-screen keyboard

Using the On-screen keyboard1

A keyboard appears on the screen when you add or edit a contact name or number, or when you2 personalize labels for your call appearances or features. You can switch between alphabetic and3 numeric keyboards, and you can use the keyboard to enter symbols and accented letters.4

The following diagrams help you to understand how to add or change names, telephone numbers,5 or labels. Tapping and holding the backspace button produces an automatic repeat action where the6 letters are cleared one by one moving backwards as long as you keep pressing the Backspace7 button. Tap the Done check mark when you finish editing. Use the Cancel mark to discard any edits8 and return to the previous screen.9

Figure 1: Text Entry Keyboard10

Figure 2: Numeric Entry Keyboard12

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