Avaya B5800 User Guide

B5800 Branch Gateway

9600 Series User Guide

Issue 05d - (Wednesday, March 07, 2012)

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

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Licenses THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE, HTTP://SUPPORT.AVAYA.COM/LICENSEINFO/ ARE APPLICABLE TO ANYONE WHO DOWNLOADS, USES AND/OR INSTALLS AVAYA SOFTWARE, PURCHASED FROM AVAYA INC., ANY AVAYA AFFILIATE, OR AN AUTHORIZED AVAYA RESELLER (AS APPLICABLE) UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA RESELLER. UNLESS OTHERWISE AGREED TO BY AVAYA IN WRITING, AVAYA DOES NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED FROM ANYONE OTHER THAN AVAYA, AN AVAYA AFFILIATE OR AN AVAYA AUTHORIZED RESELLER, AND AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE. BY INSTALLING, DOWNLOADING OR USING THE SOFTWARE, OR AUTHORIZING OTHERS TO DO SO, YOU, ON BEHALF OF YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING, DOWNLOADING OR USING THE SOFTWARE (HEREINAFTER REFERRED TO INTERCHANGEABLY AS “YOU” AND “END USER”), AGREE TO THESE TERMS AND CONDITIONS AND CREATE A BINDING CONTRACT BETWEEN YOU AND AVAYA INC. OR THE APPLICABLE AVAYA AFFILIATE (“AVAYA”).

Avaya grants End User a license within the scope of the license types described below. The applicable number of licenses and units of capacity for which the license is granted will be one (1), unless a different number of licenses or units of capacity is specified in the Documentation or other materials available to End User. "Designated Processor" means a single stand-alone computing device. "Server" means a Designated Processor that hosts a software application to be accessed by multiple users. "Software" means the computer programs in object code, originally licensed by Avaya and ultimately utilized by End User, whether as stand-alone products or pre-installed on Hardware. "Hardware" means the standard hardware originally sold by Avaya and ultimately utilized by End User.

License types Designated System(s) License (DS). End User may install and use each copy of the Software on only one Designated Processor, unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User. Avaya may require the Designated Processor(s) to be identified by type, serial number, feature key, location or other specific designation, or to be provided by End User to Avaya through electronic means established by Avaya specifically for this purpose.

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Preventing toll fraud "Toll fraud" is the unauthorized use of your telecommunications system by an unauthorized party (for example, a person who is not a corporate employee, agent, subcontractor, or is not working on your company's behalf). Be aware that there can be a risk of toll fraud associated with your system and that, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services.

Avaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support, call Technical Service Center Toll Fraud Intervention Hotline at +1-800-643-2353 for the United States and Canada. For additional support telephone numbers, see the Avaya Support Web site: http://support.avaya.com Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to: securityalerts@avaya.com.

Trademarks Avaya and Aura are trademarks of Avaya, Inc. The trademarks, logos and service marks (“Marks”) displayed in this site, the documentation(s) and product(s) provided by Avaya are the registered or unregistered Marks of Avaya, its affiliates, or other third parties. Users are not permitted to use such Marks without prior written consent from Avaya or such third party which may own the Mark. Nothing contained in this site, the documentation(s) and product(s) should be construed as granting, by implication, estoppel, or otherwise, any license or right in and to the Marks without the express written permission of Avaya or the applicable third party. Avaya is a registered trademark of Avaya Inc. All non-Avaya trademarks are the property of their respective owners.

Downloading documents For the most current versions of documentation, see the Avaya Support Web site: http://www.avaya.com/support

Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product. The support telephone number is 1-800-242-2121 in the United States. For additional support telephone numbers, see the Avaya Web site: http://www.avaya.com/support

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Contents

Introduction1.

..................................................................... 91.1 Important Safety Information

..................................................................... 101.2 9608 Telephone

..................................................................... 111.3 9611 Telephone

..................................................................... 121.4 9620 Telephone

..................................................................... 131.5 9621 Telephone

..................................................................... 141.6 9630 Telephone

..................................................................... 151.7 9640 Telephone

..................................................................... 161.8 9641 Telephone

..................................................................... 171.9 9650 Telephone

..................................................................... 181.10 Button Modules

..................................................................... 181.11 Phone Keys

..................................................................... 201.12 Status Letters

..................................................................... 201.13 Touch Screen Operation

..................................................................... 201.14 The Phone Stand

Making Calls2.

..................................................................... 242.1 En-Bloc Dialing

..................................................................... 252.2 Call Soft Key Options

..................................................................... 262.3 Calling from the Contacts List

..................................................................... 262.4 Calling from the Call Log/History

..................................................................... 272.5 Redialling a Previous Number

..................................................................... 272.6 Making a Page Call

..................................................................... 272.7 Withholding Your Number

..................................................................... 282.8 Adjusting the Call Volume

..................................................................... 282.9 Muting a Call

..................................................................... 282.10 Ending Calls

Answering Calls3.

..................................................................... 323.1 Diverting a Call to Voicemail

..................................................................... 323.2 Ignoring an Incoming Call

..................................................................... 323.3 Answering a Page Call

..................................................................... 323.4 Using Call Pickup

Redialling4.

..................................................................... 364.1 Open Call Log Mode

..................................................................... 364.2 Last Dialed Mode

..................................................................... 364.3 Selecting Your Redial Mode

Holding and Parking Calls5.

..................................................................... 395.1 Holding Calls

............................................................................ 395.1.1 Holding a Call

............................................................................ 395.1.2 Taking a Call Off Hold

............................................................................ 395.1.3 Switching Between Calls

............................................................................ 405.1.4 Transferring a Held Call

..................................................................... 405.2 Parking Calls

............................................................................ 405.2.1 Parking Calls Using the Menu

............................................................................ 405.2.2 Unparking Calls (Status Menu)

Transferring Calls6.

..................................................................... 426.1 Transferring to Voicemail

..................................................................... 426.2 Transferring a Held Call

Account Codes7.

..................................................................... 447.1 Forced Account Code Entry

Contents

..................................................................... 447.2 Manual Account Code Entry

Conference Calls8.

..................................................................... 468.1 Starting a Conference

..................................................................... 468.2 Adding a Call to a Conference

..................................................................... 468.3 Viewing Conference Details

..................................................................... 478.4 Dropping/Muting Parties

..................................................................... 478.5 Holding a Conference Call

Headset/Handsfree Operation9.

..................................................................... 509.1 Headset Operation

............................................................................ 509.1.1 Headset Volume

............................................................................ 509.1.2 Default Handsfree Audio Path

..................................................................... 519.2 Handsfree Speaker Operation

............................................................................ 519.2.1 Speaker Volume

............................................................................ 519.2.2 Default Handsfree Audio Path

Contacts/Directory10.

..................................................................... 5610.1 Managing External Contacts

..................................................................... 5710.2 Viewing Contacts Details

..................................................................... 5810.3 Making a Call from the Directory

..................................................................... 5810.4 Using the Directory for Other Functions

..................................................................... 5910.5 Adding a New Contact

............................................................................ 5910.5.1 Adding a Contact from the Call Log/History

..................................................................... 6010.6 Editing a Contact

..................................................................... 6010.7 Deleting a Contact

Call History11.

..................................................................... 6311.1 Accessing the Call Log/History

..................................................................... 6311.2 Making a Call

..................................................................... 6411.3 Viewing Call Details

..................................................................... 6511.4 Deleting a Record

..................................................................... 6511.5 Deleting All Records

..................................................................... 6511.6 Adding a Record to Your Contacts

Voicemail12.

..................................................................... 6812.1 Message Waiting Indication

..................................................................... 6912.2 Visual Voice

..................................................................... 6912.3 Checking Messages

..................................................................... 7012.4 Sending a Message

..................................................................... 7012.5 Email Mode

..................................................................... 7112.6 Mailbox Greeting

..................................................................... 7212.7 Changing Your Voicemail Code

..................................................................... 7312.8 Switching Voicemail On/Off

..................................................................... 7312.9 Transferring to Voicemail

..................................................................... 7312.10 Sending a Call to Voicemail

Logging In/Out13.

..................................................................... 7713.1 Logging In

............................................................................ 7713.1.1 Logging In on a Phone Already in Use

............................................................................ 7713.1.2 Logging In on a Not Logged In Phone

............................................................................ 7713.1.3 Logging In on an Unregistered Phone

..................................................................... 7813.2 Logging Out

..................................................................... 7813.3 Locking/Auto Locking

..................................................................... 7813.4 Unlocking

..................................................................... 7913.5 Changing Your Security PIN

Redirecting Calls14.

..................................................................... 8314.1 Follow Me

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............................................................................ 8414.1.1 Follow Me To (Features Menu)

............................................................................ 8414.1.2 Follow Me (Status Menu)

............................................................................ 8414.1.3 Follow Me Here (Features Menu)

..................................................................... 8514.2 Forwarding Calls

............................................................................ 8714.2.1 Forward Unconditional (Status Menu)

............................................................................ 8714.2.2 Forward Unconditional (Features Menu)

14.2.3 Forward On Busy/No Answer (Features

............................................................................ 88

Menu)

............................................................................ 8814.2.4 Forward On No Answer (Status Menu)

............................................................................ 8914.2.5 Forward On Busy (Status Menu)

..................................................................... 9014.3 Do Not Disturb

............................................................................ 9114.3.1 DND On/Off (Features Menu)

............................................................................ 9114.3.2 DND Off (Status Menu)

............................................................................ 9114.3.3 Do Not Disturb Exceptions

..................................................................... 9214.4 Twinning

............................................................................ 9214.4.1 Mobile Twinning Control

Groups15.

..................................................................... 9515.1 Group Membership

............................................................................ 9515.1.1 Group Membership On/Off (Status Menu)

............................................................................ 9515.1.2 Group Membership On/Off (Features Menu)

..................................................................... 9615.2 Group Service Status and Fallback

15.2.1 Changing the Group Service Status

............................................................................ 97

(Features Menu)

15.2.2 Changing the Group Service Status (Status

............................................................................ 97

Menu)

............................................................................ 9815.2.3 Changing the Group Fallback

Button Features16.

..................................................................... 10116.1 Editing Your Programmable Buttons

..................................................................... 10116.2 Abbreviated Dial

..................................................................... 10116.3 Absence Text

..................................................................... 10116.4 Account Code

..................................................................... 10116.5 Automatic Callback

..................................................................... 10116.6 Breakout

..................................................................... 10216.7 Call Park

............................................................................ 10216.7.1 Call Forward All

..................................................................... 10216.8 Call Park to Other

..................................................................... 10216.9 Call Pickup

..................................................................... 10216.10 Call Pickup Any

..................................................................... 10216.11 Drop Call

..................................................................... 10216.12 Flash Hook

..................................................................... 10216.13 Group BLF

..................................................................... 10316.14 Hunt Group Night Service

..................................................................... 10316.15 Internal Auto Answer

..................................................................... 10316.16 Paging

..................................................................... 10316.17 Ringer Off

..................................................................... 10316.18 Self Administer

..................................................................... 10316.19 Send All Calls

..................................................................... 10316.20 Suppress Digits

..................................................................... 10316.21 User BLF

Home Screen17.

..................................................................... 10717.1 Editing Your Home Screen

..................................................................... 10817.2 Abbreviated Dial

..................................................................... 10817.3 Absence Text

..................................................................... 10817.4 Auto Intercom

..................................................................... 10817.5 Call Forward All

..................................................................... 10817.6 Call Pickup

..................................................................... 10817.7 Call Pickup Any

..................................................................... 10817.8 Page

..................................................................... 10817.9 Self Administer

..................................................................... 10817.10 Send All Calls

Phone Settings18.

..................................................................... 11118.1 Mobile Twinning

..................................................................... 11118.2 Withhold Number

..................................................................... 11118.3 Redial Mode

..................................................................... 11218.4 En-Bloc Dialing

..................................................................... 11218.5 Ringer Controls

............................................................................ 11318.5.1 Disabling the Ringer

............................................................................ 11318.5.2 Visual Alerting

............................................................................ 11318.5.3 Coverage Ring

............................................................................ 11418.5.4 Ring Sound

............................................................................ 11518.5.5 Ringer Volume

............................................................................ 11518.5.6 Internal Auto Answer

..................................................................... 11618.6 Display Controls

............................................................................ 11718.6.1 Display Brightness

............................................................................ 11718.6.2 Last Call Duration Display

............................................................................ 11818.6.3 Home Screen Display

............................................................................ 11818.6.4 Call Timer Display

............................................................................ 11918.6.5 Display Language

............................................................................ 11918.6.6 Show Call Waiting

............................................................................ 11918.6.7 Inactivity Timer (Auto Return)

............................................................................ 12018.6.8 Quick Touch Lines

..................................................................... 12118.7 Volume and Sound

............................................................................ 12118.7.1 Button Clicks

............................................................................ 12118.7.2 Error Tones

............................................................................ 12118.7.3 Ringer Volume

............................................................................ 12218.7.4 Handset Volume

............................................................................ 12218.7.5 Headset Volume

............................................................................ 12218.7.6 Speaker Volume

............................................................................ 12218.7.7 Automatic Gain Control

............................................................................ 12218.7.8 Default Handsfree Audio Path

..................................................................... 12318.8 Backup/Restore

............................................................................ 12318.8.1 Backup

............................................................................ 12318.8.2 Restore

..................................................................... 12418.9 Debug Mode

..................................................................... 12418.10 Viewing Information

Status Menu19.

..................................................................... 12819.1 Do Not Disturb

..................................................................... 12819.2 Follow Me To

..................................................................... 12919.3 Follow Me Here

..................................................................... 12919.4 Forward On Busy

..................................................................... 13019.5 Forward On No Answer

..................................................................... 13019.6 Forward Unconditional

..................................................................... 13019.7 Forwarded Here

..................................................................... 13119.8 Group Membership

..................................................................... 13119.9 Group Service Status

..................................................................... 13119.10 Mobile Twinning

..................................................................... 13219.11 Parked Calls

..................................................................... 13219.12 System Alarms

Short Codes20.

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Contents

System Administration21.

..................................................................... 13821.1 Checking the System Information

..................................................................... 13821.2 Setting the Date

..................................................................... 13921.3 Checking the Time Server Status

..................................................................... 14021.4 Setting the Time

..................................................................... 14021.5 Setting the Time Offset

..................................................................... 14121.6 Shutting Down the System

..................................................................... 14221.7 Managing Memory Cards

..................................................................... 14321.8 Reporting System Alarms

Menus22.

..................................................................... 14622.1 Features Menu

..................................................................... 14822.2 Status Menu

..................................................................... 14922.3 A Menu

Glossary23.

..................................................................... 15223.1 Abbreviated Ring

..................................................................... 15223.2 Appearance Button

..................................................................... 15223.3 Attention Ring

..................................................................... 15223.4 Auto Hold

..................................................................... 15223.5 Bridged Appearance Button

..................................................................... 15223.6 Call Appearance Button

..................................................................... 15223.7 Call Coverage Button

..................................................................... 15223.8 Coverage Ring

..................................................................... 15223.9 Do Not Disturb

..................................................................... 15223.10 Do Not Disturb Exceptions

..................................................................... 15323.11 Follow Me

..................................................................... 15323.12 Follow Me Here

..................................................................... 15323.13 Follow Me To

..................................................................... 15323.14 Forward on Busy

..................................................................... 15323.15 Forward on No Answer

..................................................................... 15323.16 Forward Unconditional

..................................................................... 15423.17 Group

..................................................................... 15423.18 Idle Line Preference

..................................................................... 15423.19 Internal Twinning

..................................................................... 15423.20 Line Appearance Button

..................................................................... 15423.21 Logged Out

..................................................................... 15423.22 Missed Call

..................................................................... 15423.23 Missed Group Call

..................................................................... 15423.24 Login Code

..................................................................... 15423.25 Mobile Twinning

..................................................................... 15523.26 Park Call

..................................................................... 15523.27 Park Slot Number

..................................................................... 15523.28 Ringing Line Preference

..................................................................... 15523.29 Short Codes

..................................................................... 15523.30 System Administrator

..................................................................... 15523.31 System Phone User

..................................................................... 15523.32 Twinning

...............................................................................157Index

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Chapter 1.

Introduction

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Introduction:

Phone

Programmable

Buttons

Colour

Screen

Touch

Screen

Gigabit*

Headset

Speaker

Phone

Button

Module

Support

960824NoNoNo

Yes

BM12 x 3

9611G24NoNoNo

Yes

BM12 x 3

9620L24NoNoNo

Yes

–

9620C24YesNoNo

Yes

–

9621G24Yes

Yes

–

9630G24NoNoYes

Yes

SBM24 x 3

964024YesNoNo

Yes

SBM24 x 3

9640G24YesNoYes

Yes

SBM24 x 3

9641G24Yes

Yes

BM12 x 3

965024NoNoNo

Yes

SBM24 x 3

9650C24YesNoNo

Yes

SBM24 x 3

1. Introduction

This guide is for 9600 Series telephones supported by IP Office Release 8.0 running on an Avaya IP Office telephone system.

· 9600 Series Phones

These IP phones are supported by IP Office and other Avaya telephone systems. Running H.323 firmware, the supported phones are:

· Gigabit Support

This column indicates that the phone natively supports Gigabit Ethernet. Other phones can support Gigabit through the use of a suitable Gigabit adapter.

· Unsupported Features

The 9600 Series phones are supported on a number of Avaya telephone systems and support different features depending on the telephone system. This guide covers only the features supported on an Avaya IP Office telephone system.

1.1 Important Safety Information

! Warning: This handset may pick up small metal objects such as metal pins or staples.

· During a power surge, EFT (Electronically Fast Transients), or ESD (Electrostatic Discharge), calls may be dropped.

After a power surge, EFT or ESD, it is normal for the phone to restart.

· Using a cell phone, mobile phone, GSM phone or two-way radio in close proximity to an Avaya telephone might

cause interference.

· The phone should not be connected directly to the outdoor telecommunication network.

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1.2 9608 Telephone

The IP Office supports the 9608 telephone.

This phone supports 24 programmable call appearance/feature buttons. The labels for these buttons are visible on the main display and can be controlled by the adjacent buttons.

Functions can be assigned to the phone's feature buttons by your system administrator or by yourself using selfadministration. Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features. Note also that there are features that the system administrator can assign that are not available for you to assign. This guide includes only the features that are available for you to assign if required.

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1.3 9611 Telephone

The IP Office supports the 9611G telephone.

Introduction: 9608 Telephone

This phone supports 24 programmable call appearance/feature buttons. The labels for these buttons are visible on the main display and can be controlled by the adjacent buttons.

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1.4 9620 Telephone

The IP Office supports the 9620L and 9620C versions of the 9620 telephone.

This phone supports 12 programmable call appearance/feature buttons. The labels for 3 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll the display. You can also use the left and right arrow keys to move through the button features in pages of 3.

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1.5 9621 Telephone

The IP Office supports the 9621 telephone.

Introduction: 9620 Telephone

This phone supports 24 programmable call appearance/feature buttons. The labels for 6 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll the display. You can also use the left and right arrow keys to move through the button features in pages of 6.

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1.6 9630 Telephone

The IP Office supports the 9630G version of the 9630 telephone.

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1.7 9640 Telephone

The IP Office supports the 9640 and 9640G versions of the 9640 telephone.

Introduction: 9630 Telephone

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1.8 9641 Telephone

The IP Office supports the 9641 telephone.

This phone supports 24 programmable call appearance/feature buttons. The labels for these are displayed in the scrollable main display along with icons for the status of the buttons.

In addition, some features can be accessed using the fixed buttons displayed at the bottom of the screen. Through the phone's own menus you can select whether to display one row of four, two rows of two, or no fixed buttons at the bottom of the display.

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1.9 9650 Telephone

The IP Office supports the 9650 and 9650C versions of the 9650 telephone.

Introduction: 9641 Telephone

This phone supports 24 programmable call appearance/feature buttons. The labels for 3 of these buttons are visible on the main display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll the display. You can also use the left and right arrow keys to move through the button features in pages of three.

In addition, the features for 16 of the 24 buttons (buttons 04 to 11 and 12 to 19) can be accessed as using the auxiliary feature buttons below the display. They are shown in two pages of eight with the SHIFT key next to the display used to switch between which page is being displayed at any time.

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1.10 Button Modules

Key

Description

Soft Keys - The keys below the display have variable functions. When the key is active, its function is

indicated by the text label above it. On touch screen phones the labels on the screen can be pressed.

Message - This key is used to access your voicemail system. By default this uses a series of menus on your phone's display.

Navigation Keys - Press the up and down arrow keys to scroll through lists. In some menus, you can also use the left and right arrow keys to enter and exit different levels of the menu. A menu option that accesses a sub-menu is indicated by the ... dots (ellipsis) icon after its name.

OK - The OK key normally matches the function offered by the leftmost soft key below the screen. PHONE - This key is used to exit any menu you are in and return to the appearance buttons menu.

During a call it can also be used to toggle the options displayed on the appearance menu.

MENU/HOME - This key is used to access a menu for phone settings and information.

CONTACTS - This key is used to display the various directories (personal and shared) of names and

telephone numbers to which you have access.

CALL LOG / HISTORY - This key displays a record of your most recent calls (answered, missed,

and outgoing). The button is illuminated when you have new missed calls.

VOLUME - Press + plus or – minus on the Volume key to adjust the volume of the incoming call.

Separate volumes can be adjusted for the ringer, handset, headset, and speaker.

HEADSET - This key is used to answer and end calls using a headset connected to the phone's

headset socket. The button is lit when you are connected to a call using the headset.

MUTE - This key can be used to mute your speech to the currently connected call. The button is lit

while mute is active.

SPEAKER - This key is used to answer and end calls using the phone's handsfree speaker and

microphone. The button is lit when you are connected to a call handsfree.

FORWARD - This button provides direct access to the forwarding menu options. This button is not

present on the 9620 and 9650 models.

These keys have two roles:

· Appearance Keys - These buttons represent calls that you can make or receive.

· Feature Buttons - Those keys not configured as appearance keys can be used for other functions.

· On touch screen phones, these buttons are replaced by their text labels on the screen.

The addition of a button module allows the phone to support additional programmable buttons.

· Do not connect or disconnect a button module yourself. Your system administrator will arrange this if necessary.

Failure to connect and restart the equipment in the correct order may cause the phone and or the button module to function incorrectly.

9608 and 9641 Phones

These phones support BM12 button modules. Each button module provides the phone with an additional 24 buttons (2 pages of 12) which can be used as appearance buttons and or feature buttons .

Up to three button modules can be attached to each phone. However the number of button modules supported by the telephone system may be limited by the total number of button modules attached to other phones on the telephone system.

152 100

9630, 9640 and 9650 Phones

All variants of these phones supports SBM24 button modules. Each button module provides the phone with an additional 24 buttons which can be used as appearance buttons and or feature buttons .

152 100

9620 Phones and 9621 Phones

These phones do not support any additional button modules.

1.11 Phone Keys

The following keys are found on the phone:

62 65

121

82 82

100

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Introduction: Phone Keys

· The CONFERENCE, DROP, HOLD, REDIAL and TRANSFER keys found on other Avaya phones are presented as

soft key functions relative to the current call.

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Status Indication Icons

Key

Description

The speaker icon is visible when you adjust the volume while using the handsfree speaker.

The handset icon is visible when you adjust the volume while using the handset.

The headset icon is visible when you adjust the volume while using the headset.

The bell icon is visible when you adjust the ringer volume . A red 'x' appears over the bell icon when you mute the ringer volume.

This icon is visible anytime you press the button.

This icon indicates missed calls and is prefixed with the number of missed calls (the icon appears slightly different on 9608 series phones).

The status indication line displays the following icons:

121

154

1.12 Status Letters

When your own extension name is shown on the second line of the display, for example when the phone is idle, the name may be followed by a series of letters. These letters are used to indicate your current status.

· B = Barred

A B is shown on your phone's display when the system administrator has prohibited you from making outgoing calls. You will only be able to make internal calls when your status is set to Barred.

· D = Diverting (Forwarding) Calls

A D is shown after your extension name on the phone's idle display when you have 'forward unconditional' enabled.

· G = Group Member (In Group)

A G is shown after your extension name on the phone's idle display when you have been configured as a member of a hunt group and your membership is enabled. With this status active, you may receive calls targeted to the hunt group.

· N = No Calls (Do Not Disturb)

An N is shown after your extension name on the phone's idle display when you have 'do not disturb' enabled.

· O = Out of Service

When a group is set to night service mode, all members of that group retain an 'out of service' status indicated by an O on the idle display. Calls are diverted to the group's fallback, if set. Otherwise, the calls are sent to voicemail (if available).

· R = Resilience

An R is shown after your extension name on the phone's idle display to indicate that your phone is working in resilience mode. This is used when there may have been a problem with the telephone system to which your phone was registered and another system is currently providing support for your phone. In this mode, some features may not be available and calls may be routed differently.

· S = System Alarm

If you are configured as a system administrator , an S in the phone's display indicates a system alarm .

· T = Twinned

A T is shown after your extension name on the phone's idle display if it is internally twinned with your phone. Calls to you will alert on both phones and can be answered by you at either phone.

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1.13 Touch Screen Operation

The 9621 and 9641 phones use touch sensitive screens to replace many of the buttons required on other phones. These are pressure sensitive and can be operated with either your finger(s) or a stylus. However, you must take care not to use any device that may scratch or cause wear to the screen.

Unlike other phones in the range (where you need to highlight an option on the screen using the arrow keys and then select that option using the Select soft key), on a touch screen you can simply press the required option directly.

1.14 The Phone Stand

The phones all include a stand that clips to the base of the phone. The stand allows the phone to be used in either of two different angles.

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Introduction: The Phone Stand

When changing the position of the stand, be sure to check that the stand has locked into the chosen position. A small plastic peg is located just under the phone's handset. This peg can be reversed to more securely anchor the handset when the stand places the phone in an upright position.

9608 Phones

The stand cannot be flipped to another position except by removing it to change the position. The angle of the display is not adjustable on these phones.

Other 9600 Phones

Once attached, the stand can be used in either position to change the angle of the phone. The angle of the phone can also be adjusted as shown below. The angle of the display can also be adjusted.

Other Stands

If the phone needs to be used in a situation other than on a desk, for example wall-mounted, a number of other stand designs are available from Avaya. Contact your system administrator.

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Chapter 2.

Making Calls

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2. Making Calls

If you are not already on a call, then you can just dial the number. The first available appearance button will be used for the call. Alternatively, you can press a specific appearance button in order to make a call using that button.

If the number you dial matches a user or group on the telephone system, the directory name of the user or group is shown and the call starts altering the target.

If the call is to a user, and they do not answer, you can set a callback by pressing CallBack and then ending the call by pressing Drop. When a callback is set, the next time a user uses their phone or ends their current call, the system will call you and when you answer, automatically make another call to the user.

2.1 En-Bloc Dialing

By default, when you start dialing a number on your phone, the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system. You cannot correct the digits you have already dialed except by ending the call and starting over. Also, if you pause dialing for too long the phone system may think that you have finished dialing and will attempt to connect the call using only the digits you had dialed up to that point.

En-bloc dialing allows you to compose and edit the number to dial on your phone's display before it is sent to the phone system to be dialed.

Through the phone's menus you can select whether you want to use traditional or en-bloc dialing when making calls. Your chosen setting is then applied whenever you use a phone that supports en-bloc dialing.

Dialing a Number Using En-Bloc Mode

1.With no connected call on the phone, start dialing. Do not lift the handset or select headset or speaker before dialing.

2.You can use the left arrow key or the Bksp key to delete the previous digit dialed if you need to correct the number or press Clear to erase the whole number.

3.When you have completed the number, you can select how you want to make the call:

· Lift the handset to make a call using the handset.

· Press the Call soft key or OK button to start the call using the phone's default handsfree audio path

(speaker or headset). You can also press one of your idle call appearance buttons to make the call using that appearance.

· Press the Headset button to start the call on a headset connected to your phone.

· Press the Speaker button to start the call on your phone's handsfree speaker.

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Enabling/Disabling En-Bloc Dialing

You can enable or disable your en-bloc dialing setting through the phone's Features menu.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Call Settings. Press Select.

4.Use the up and down arrow keys to highlight En-Bloc Dial.

5.Use Change button to select On or Off.

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Making Calls: En-Bloc Dialing

2.2 Call Soft Key Options

The options displayed for the buttons at the bottom of the display will change dynamically to reflect actions that you can perform during calls or while the phone is idle.

· Account

Enter an account code to associate with the call.

· Answer

Answer a page call, turning it into a normal call.

· CallBack

Set an automatic callback on the user that you have called but who has not answered. When they next end a call, the telephone system will call you and when answered, will automatically make a call to the user.

· Complete

Complete the transfer of a held call. A Cancel option is also shown which will end the transfer attempt.

· Conference

Put your current call on hold and present dial tone for you to dial the number you want to add to a conference with the held caller.

· Connect

Take a call off hold.

· Dir

Access the directory in order to select a number by name rather than dialing it. The type of names available in the directory is adjusted to match those suitable for use by the feature.

· Drop

End the call.

· Ignore

Quiet the ringer for the current alerting call. The call will continue alerting until either answered, it goes to voicemail, or the caller abandons the call.

· Pickup

Answer the call that is held or alerting another user.

· Redial

If there are outgoing numbers in your call log, display the list of those numbers.

· Transfer

Put your current call on hold and present dial tone for you to dial the number to which you want to transfer the call.

· ToVM

Send an alerting call to your voicemail.

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2.3 Calling from the Contacts List

You can use any directory contact to make a call. You can also use the directory in almost any telephone function where you need to select the number for a destination, for example during a transfer.

1.Access the contacts directory:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select which type of directory entries you want to display.

· All

All directory entries.

· External

Directory entries stored by the telephone system for all users to use.

· Groups

The names and numbers of hunt groups on the telephone system.

· Users

The names and numbers of other users on the telephone system.

· Personal

Your own personal directory entries.

c. Use the up and down arrow keys to scroll through the list or start dialing the name you want to find to

display only matching entries. If you dial a name to return to the full list press the Clear soft key.

d.To view more details of the highlighted name, press Details. To return to the directory press List.

2.When the required entry is highlighted, press Call or press the button next to the name.

3.Proceed as you would with a normally dialed call.

2.4 Calling from the Call Log/History

You can use the call log to make calls to the number included in the currently selected call record.

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.Press Call to call the number displayed in the call record.

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Making Calls: Calling from the Call Log/History

2.5 Redialling a Previous Number

When Redial is displayed it can be used in one of two ways, set by the phone's redial mode setting .

List Mode

This redial method is used when your phone's redial mode is set to List.

1.Access the redial list.

a. Press Redial. The list of outgoing calls is displayed.

b.Use the up and down arrow keys to scroll through the 10 most recent outgoing calls.

2.Press Call to call the number displayed in the call record.

3.Continue in the same way as for a normal dialed call.

One Number Mode

This redial method is used when your phone's redial mode is set to One.

1.Press Redial.

2.The number for the most recent outgoing call in your personal call log is redialed.

3.Continue in the same way as for a normal dialed call.

2.6 Making a Page Call

In order to make page calls you must have access to a paging short code provided by the system administrator or to a paging feature button.

If the dialing short code or the paging button have been pre-configured with a number, the user or group at that number will be paged if available.

The dialing short code can be configured to accept the number of the user or group to page when dialed. Similarly a paging button can be set to allow number entry when pressed as follows:

1.Press the paging button.

2.Dial the number of the user or group you want to page.

3.When the dialing is completed, the page call is made.

· If the destination is a user and they already have a call connected, they cannot be paged. If the destination is

a group which is not in service or has no available members, it cannot be paged.

Feature Button

The self-administer function can be used to assign a feature button as a page button using the Group Paging action.

2.7 Withholding Your Number

You can select to withhold your number on external calls. Note that this option may not be supported in all situations. It may depend on the configuration of your phone system and options supported by your telephone line provider.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Call Settings. Press Select.

3.Use the up and down menu keys to highlight Withhold Number.

4.Press Change to switch the option On or Off.

5.Press Save.

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2.8 Adjusting the Call Volume

While talking, you can adjust the volume of the incoming call. The volume is adjusted separately for whichever device is in use (handset , headset or speaker ).

1.With the call connected, press the VOLUME key.

2.Use the + plus and – minus keys to adjust the volume.

3.The display will return to normal after a few seconds.

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2.9 Muting a Call

Muting a call stops the caller from hearing you. However you can still hear them. The status indication line indicates a

mute setting via the icon.

· The mute setting remains active even if you switch between calls using hold and or appearance buttons.

· If you change how you are listening to the call, for example switching from the handset to the speaker, the mute

setting is canceled.

1.To activate mute, press the MUTE key. The button will be lit while mute is active.

2.To switch mute off, press the MUTE key again.

2.10 Ending Calls

The Drop option can be used to end the currently highlighted call on the display.

· If the call is connected on the phone's speaker, the SPEAKER key is lit. Pressing the key again will end the call.

· If the call is connected on the phone's headset, the HEADSET key is lit. Pressing the key again will end the

call.

· If the call is connected on the phone's handset, replacing the handset will end the call.

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Chapter 3.

Answering Calls

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3. Answering Calls

A slow flashing red lamp on an appearance button indicates an alerting call. This may also be accompanied by ringing and by the message lamp flashing .

Selected Button

If you are currently not on a call, you can answer the alerting call in the following ways:

1.Select the method which you want to use to talk to the caller:

· To quiet the ringing, press the Ignore soft key. The call will still continue alerting visually and can be

answered or ignored.

· To redirect the call to voicemail, press the To VM soft key.

· To answer the call using the handset, lift the handset.

· To answer the call handsfree, press the SPEAKER key.

· To answer the call on a headset, press the HEADSET key.

· Just pressing the call appearance key will answer the call either on the speaker or headset depending on the

phone's audio path setting.

2.Once you have answered the call, you can switch between different talk modes:

· To switch to using the handset, lift the handset.

· To switch to handsfree, press the SPEAKER key. If you were using the handset you can now safely replace

it.

113

112

· To switch to headset mode, press the HEADSET key. If you were using the handset you can now safely

replace it.

· If you have answered the call on the speaker or headset, pressing the SPEAKER or HEADSET key again

before you select another mode will end the call.

· Just pressing the call appearance key or any other appearance button will put the current call on hold.

Answering Another Call

If you are already on a call, answering a new call will automatically put the existing call on hold Drop.

1.Using the up and down arrow keys, scroll the display highlight the waiting call.

· To quiet the ringing, press the Ignore soft key. The call will still continue alerting and can be answered or

ignored.

· To redirect the call to voicemail, press the To VM soft key.

2.To answer the call, press the call appearance button. Your existing call will be put on hold.

[1]

, unless your first press

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Answering Calls:

Note: This guide assumes that auto hold is enabled (the default). The system administrator can disable auto hold for the system, in which case calls are automatically disconnected rather than held.

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3.1 Diverting a Call to Voicemail

You can transfer a call targeted at you directly to your voicemail mailbox.

1.If the call is not the currently highlighted call on the display, use the up and down arrow keys to highlight it.

2.Press the To VM soft key. The call is redirected to your mailbox.

3.2 Ignoring an Incoming Call

You can quiet the ringer of a currently alerting call. The call will continue alerting visually but with no audible ring.

1.If the call is not the currently highlighted call on the display, use the up and down arrow keys to highlight it.

2.Press the Ignore soft key.

3.The call will continue alerting but with no audible ring.

3.3 Answering a Page Call

Your phone can be paged if you have no other connected call in progress. The page is heard through the phone's speaker.

1.A page call is indicated in the display by the word Page.

· To answer the page call, press the Answer soft key. The call is turned into a normal call.

· To ignore the page call, press the Drop soft key.

3.4 Using Call Pickup

Pickup is used to answer a call ringing elsewhere on the phone system. There are a number of pickup options:

· Answer any ringing call on the telephone system.

· Answer a call ringing a particular user.

· Answer a call ringing a particular group.

· Answer a call, not necessarily a group call, ringing the members of a group.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Pickup. Press Select.

· To answer a ringing call, press the Any soft key.

· To answer a call ringing against a particular target, dial the target's number. Alternatively, press the Dir soft

key to select the target from the directory .

3.The following menus will appear depending on the type of number entered:

· User Number

· To answer a call ringing against the user, press the Pickup soft key.

· To return to entering a number, press the Clear key.

· Hunt Group Number

· To answer a call ringing against the members of the group, press the Members soft key. The call does

not have to be a call to the hunt group.

· To answer a call ringing for the hunt group, press the Group soft key.

· To return to entering a number, press the Clear key.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Pickup Any Call: *30

Answer a call ringing on the telephone system.

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Answering Calls: Using Call Pickup

· Pickup a Group Call: *31

Answer a call ringing a group of which you are a member. You can use this even if your group membership is currently set to disabled.

· Pickup a Users Call: *32*N#

Pickup a call ringing a user's extension number (N).

· Pickup a Group Members Call: *53*N#

Pickup a call ringing the members of a group (N). This does not necessarily have to be a group call.

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Chapter 4.

Redialling

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4. Redialling

The phone's redial operation can work in either of the following modes:

· Open Call Log

If this mode is selected, pressing Redial will display a menu of the most recent outgoing calls in your call log. You can select the call that you want to redial and perform a number of other functions.

· Last Dialed

If this mode is selected, pressing Redial will immediately repeat the most recent outgoing call in your call log. None of the other redial functions will be accessible.

You can select the redial mode that the phone uses. In either case, the redial function uses the outgoing call records in your personal call log . If you delete the records in your call log, redial will not work until new outgoing call records exist in your personal call log.

Note: Use of a centralized call log can be switched off by the system administrator. In that case the numbers used for the redial function are stored by the phone. This guide only covers redial using outgoing call records in the user's centralized call log.

4.1 Open Call Log Mode

This redial method is used when your phone's redial mode is set to List.

1.Access the redial list.

a. Press Redial. The list of outgoing calls is displayed.

b.Use the up and down arrow keys to scroll through the 10 most recent outgoing calls.

2.Press Call to call the number displayed in the call record.

3.Continue in the same way as for a normal dialed call.

4.2 Last Dialed Mode

This redial method is used when your phone's redial mode is set to One.

1.Press Redial.

2.The number for the most recent outgoing call in your personal call log is redialed.

3.Continue in the same way as for a normal dialed call.

4.3 Selecting Your Redial Mode

You can select whether your phone uses the redial list or last call redial mode.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Call Settings. Press Select.

4.Use the up and down arrow keys to highlight Redial Action.

5.The current mode, Open Call Log or Last Dialed is displayed.

· Open Call Log

· Last Dialed

If this mode is selected, pressing Redial will immediately repeat the most recent outgoing call in your call log. None of the other redial functions will be accessible.

6.Press Change to change the mode.

7.When the desired mode is displayed, press Save.

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Chapter 5.

Holding and Parking Calls

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5. Holding and Parking Calls

When used to park or hold a call...

Hold

Park

... the call occupies an appearance button.

Yes

... the caller hears music on hold if available.

Yes

... the call can be retrieved by other users dialing a short code.

Yes

... the call recalls you automatically if your phone is idle.

Yes

Default 15

seconds

Yes Default 5 minutes.

... can be used with conference calls.

Yes

... can be used to start or add calls to a conference.

Yes

... the call is assigned a unique ID.

Yes

Holding a call and parking a call are two similar actions. The current caller is placed on hold and hears music if available. The table below summarizes the main differences between parking a call and holding a call.

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Holding and Parking Calls:

5.1 Holding Calls

You can hold one or more calls.

· The held call will still occupy the appearance button on which it was made or answered.

· The caller will hear music on hold. If your system does not have music on hold available, the caller will hear double

beep tones every few seconds.

· If you have more than one held call, or one held call and a connected call, pressing the Conference soft key will

start a conference between yourself and the calls.

Calls that you have held will return to your phone (when idle) if they remain on hold for too long. The default return delay is 15 seconds. Your hold recall can be changed by the system administrator. Returning calls ignore any forwarding or do not disturb settings.

Important - Holding Conference Calls

You can hold a conference call in the same way as holding a normal call. Holding the conference call does not affect the other conference parties who can continue talking. You will also still be listed as a member of the conference call in the conference details.

Warning: This only applies to conference calls hosted by your own telephone system. Holding your call to a conference hosted on another telephone system may cause that conference to hear your system's music on hold.

5.1.1 Holding a Call

1.To put your current call on hold, press the Hold soft key or the call's appearance button.

2.The held call will be indicated by its call appearance button with a fast-flashing green lamp. On phones with only a single call appearance button (or icon), the phone displays "On-Hold" before the call information on the call's application line.

3.While held, the caller will hear music on hold. If your system does not have music on hold available, the caller will hear double beep tones every few seconds.

4.You can scroll the display using the up and down arrow keys. The held call will appear with a icon.

Important - Holding Conference Calls

5.1.2 Taking a Call Off Hold

Either of the following methods can be used to retrieve a call from hold. If you have a currently connected call, that call will be automatically put on hold.

1.Press the appearance button with the fast-flashing red lamp call appearance.

2.Scroll the display using the up and down arrow keys, the held call will appear with a icon. Press the Connect soft key to take the call off hold.

5.1.3 Switching Between Calls

With a call on hold (fast-flashing appearance button) and another call connected (red call appearance button), you can switch between calls by pressing the appearance button of the held call. The current call is automatically put on hold and the previously held call is connected.

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5.1.4 Transferring a Held Call

When you already have a call on hold and a call connected, you can connect them by starting a conference. Press the

Conf soft key. Your current call and the held call will be connected. You can now drop yourself from the conference.

Note: If you are the only internal user in the conference, depending on your telephone system's configuration, dropping

yourself might end the conference. Consult your system administrator for details.

5.2 Parking Calls

Parking a call is similar to holding a call. However, parked calls can be unparked by other users on the phone system. Each parked call is given a number. By default, the number is your extension number plus a digit.

Calls that you have parked will return to your phone (when idle) if they remain parked for too long. The default return delay is five minutes. This is a system delay that is applied to all users and can be changed by the system administrator. Returning calls ignore any forwarding or do not disturb settings.

If you park a call without specifying a park slot number, the system will assign a number based on your extension number plus a single digit. For example for extension 201, the first parked call will use park slot number 2010 if available. If you already have one parked call, the next parked call will use park slot 2011 if available, and so on.

Call park buttons can be configured with specific park slot numbers. A call parked using that button will be given that park slot number. Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using their button.

A feature button set to the Call Park action can be used to park and unpark calls. If configured to a specific park number, the button will indicate when another user has parked a call using that park slot number.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Park Call: *37*N#

Parks the held call using the park number dialed in place of N.

· Unpark Call: *38*N#

Unpark the call parked using the park number N.

100

5.2.1 Parking Calls Using the Menu

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Call Park or Call Park To Other.

· Call Park

Park the call on the system with parked call indication on your extension.

· Call Park To Other

Park the call on the system with parked call indication on the selected extension.

5.2.2 Unparking Calls (Status Menu)

While parked calls are parked on the telephone system and can be unparked by any other user, the parked call indication is sent to a particular extension. If there are any calls parked against your phone, you can view and unpark them via the Status menu.

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.If you have any parked calls, the Parks option is displayed. The option is not present if you do not have calls parked against your extension.

3.Press the Details soft key.

4.Use the up and down arrow keys to scroll through the parked calls.

5.To unpark a particular call, press the Connect soft key.

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Chapter 6.

Transferring Calls

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6. Transferring Calls

You are able to transfer calls even if all your current call appearance buttons are in use.

1.Press Transfer. The current call is automatically put on hold.

2.Dial the number for the transfer. Alternatively, press Dir to select a destination from the directory or use the Redial option, if applicable.

· To complete the transfer, press Complete. You can do this while the call is still ringing.

· Transferring a call while it is still ringing is called an unsupervised transfer.

· Transferring a call after ringing finishes is called a supervised transfer.

· If the transfer destination does not answer or, after answering the call, does not want to accept the call, press

the Cancel soft key.

3.Press Complete to complete the transfer. If the transfer destination does not answer or does not want to accept the call, press the Cancel soft key.

6.1 Transferring to Voicemail

When set to visual voice mode, the key can be used to transfer your current call to the voicemail mailbox of another user or group.

1.With the call connected, press the key. You are still connected to the call and can continue talking.

2.Dial the extension number of the user or group to which you want to transfer the call.

3.When the number matches a user or group, their name is displayed.

· To transfer the call to the user or group's mailbox, press Select. The caller will hear a few seconds of ringing

and then the mailbox greeting.

· To exit the transfer menu, press Cancel.

6.2 Transferring a Held Call

When you already have a call on hold and a call connected, you can connect them by starting a conference. Press the

Conf soft key. Your current call and the held call will be connected. You can now drop yourself from the conference.

Note: If you are the only internal user in the conference, depending on your telephone system's configuration, dropping

yourself might end the conference. Consult your system administrator for details.

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Chapter 7.

Account Codes

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7. Account Codes

The telephone system can store a number of account codes. Account codes may be used to keep track of calls in relation to particular activities or clients. They can also be used to keep track of calls by particular users or sets of users.

· When an account code is entered while making a call or during a call, that account code is included in the call

records output by the system.

· Accounts entered are checked against those stored by the telephone system. If an invalid code is entered, the

account code is requested again.

· The system administrator can configure certain numbers or types of numbers to require entry of an account code

before you can continue making a call to such a number.

· The system administrator can also configure a requirement for you to enter an account code before making any

external call.

7.1 Forced Account Code Entry

The system administrator can configure certain numbers or types of numbers to require entry of an account code before you can continue making a call to such a number.

1.The Account Code menu is displayed when you are required to enter an account code.

2.Enter the account code that you want to use.

3.Press the Done soft key.

4.If the account code was not a valid account code, the REENTER ACCOUNT menu is displayed.

7.2 Manual Account Code Entry

You can enter account codes during a call or before making a call. The account code that you enter must match an account code set on the telephone system.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Call Settings. Press Select.

4.Use the up and down arrow keys to highlight Account Code.

5.Press the Set soft key or the OK button or the right arrow key.

6.Enter the account code that you want to use.

7.Press the Done soft key.

8.If the account code was not a valid account code, the Failed menu is displayed.

Feature Button

Access to the enter account code menu can be assigned to a feature button configured with the Account Code Entry action. The button can also be preset with a specific account code.

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Chapter 8.

Conference Calls

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8. Conference Calls

The telephone system supports multiple conference calls, with additional parties addable to any conference call until the system's conference capacity is reached. A maximum of 64 parties in any particular conference call is supported. Conference resources are also used for call recording and other features, reducing the available conference capacity for ordinary conference calls.

Some conference controls, for example dropping other parties, only apply to conferences started on the same phone system as your extension.

Note: If you are the only internal user in the conference, depending on your telephone system's configuration, dropping yourself might end the conference. Consult your system administrator for details.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Conference Held Calls: *47

Start a conference between yourself and any calls that you have on hold.

8.1 Starting a Conference

If you have a connected call and any held calls, pressing the Conf soft key will start a conference between you and those calls.

If you do not already have a held call, you can use the process below to start a conference.

1.Make a call to the first party or answer a call.

2.Press the Conf soft key. The current call is automatically put on hold.

3.Dial the party that you want to add to the conference.

4.If they answer and want to join the call, press Conf again.

5.If they do not want to join the call or do not answer, press Drop and then press the appearance key of the held call.

8.2 Adding a Call to a Conference

You can add parties to an existing conference.

1.Press HOLD to put the conference on hold. This does not affect the other conference parties who can continue talking to each other.

2.Press an available appearance key on which to make a call.

3.Dial the party that you want to add to the conference.

4.If they answer and want to join the call, press Conf again.

5.If they do not want to join the call or do not answer, press Drop and then press the appearance key of the held call.

8.3 Viewing Conference Details

You can display a list of the parties involved in a conference call.

1.If not already displayed, press the up or down arrow key to display the conference call.

2.Press the Details soft key.

· To scroll through the list of callers in the conference, use the up and down arrow keys.

· To drop a caller from the conference, highlight them and press Drop.

· To mute a caller, highlight them and press Mute. Repeat this to unmute them.

· To return to the call display, press the Back soft key.

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Conference Calls: Dropping/Muting Parties

8.4 Dropping/Muting Parties

You can drop parties from a conference call, including yourself. You can also mute other parties.

1.While connected to a conference call, if you press the Details key, the conference details menu is displayed.

2.You can then perform the following actions:

· To scroll through the list of callers in the conference, use the up and down arrow keys.

· To drop a caller from the conference, highlight them and press Drop.

· To mute a caller, highlight them and press Mute. Repeat this to unmute them.

· To return to the call display, press the Back soft key.

8.5 Holding a Conference Call

Using the Hold soft key you can put a conference call on hold in the same way as you can for a normal call. The appearance key for the conference call will show a fast-flashing red lamp.

To take the conference call off hold, press the appearance key.

Important - Holding Conference Calls

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Chapter 9.

Headset/Handsfree Operation

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9. Headset/Handsfree Operation

9.1 Headset Operation

Your phone has a headset socket located under the phone. This is suitable for the connection of phone headsets that connect via an HIS headset cable.

· Pressing the HEADSET key can be used to answer a call through the headset. It can also be pressed to end a

headset call.

· The key is lit when there is a call connected through the headset.

· The key can also be pressed to turn a call that has already been answered using the handset or handsfree into a

headset call.

· If there are no currently connected calls to which you are talking, a call answered by pressing its appearance

button is connected either handsfree or through the headset according to the phone's audio path setting .

· If there is already a connected call to which you are talking through the headset, answering another call by

pressing the appearance button will answer that call using the headset.

You can adjust the following handsfree settings:

· Headset Volume

· Headset Automatic Gain Control On/Off

· Default Audio Path

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9.1.1 Headset Volume

While talking via the headset, you can adjust the volume of the incoming call. The status indication line displays a icon followed by eight bubbles that represent the volume level.

1.With the call connected on the headset, press the key.

2.Use the + plus and – minus keys to adjust the volume.

3.The display returns to normal after a few seconds.

9.1.2 Default Handsfree Audio Path

By default, when you make a call or answer a call without lifting the handset, the audio is played through the phone's speaker while you speak via the phone's microphone.

If you have a headset attached, you can change the phone's behavior so that the audio is played through the headset by default rather than the speaker.

1.Press the MENU/HOME button and select Settings.

2.Use the up and down arrow keys to highlight Options & Settings. Press Select.

3.Use the up and down arrow keys to highlight Call Settings. Press Select.

4.Use the up and down arrow keys to highlight Audio Path.

5.Press Change to change the setting between Headset and Speaker.

6.When completed, press the Save soft key.

7.Press the Back / Exit soft keys to exit the menus.

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Headset/Handsfree Operation: Headset Operation

9.2 Handsfree Speaker Operation

Your phone has a speaker and microphone that allows you make and answer calls handsfree. The speaker is located under the handset. The microphone is located near the bottom right of the phone's keypad.

· Pressing the SPEAKER key can be used to answer a call handsfree. It can also be pressed to end a handsfree

call.

· The key is lit when there is a call connected handsfree.

· The key can also be pressed to turn a call that has already been answered using the handset or headset into a

handsfree call.

· If there are no currently connected calls to which you are talking, a call answered by pressing its appearance

button is connected either handsfree or through the headset according to the phone's audio path setting .

· If there is already a connected call to which you are talking handsfree, answering another call by pressing the

appearance button will answer that call handsfree.

You can adjust the following handsfree settings:

· Speaker Volume

· Speaker Automatic Gain Control On/Off

· Default Audio Path

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Conference Phones

Your phone is not designed as a conference room speakerphone. It is designed for use by a speaker located directly in front of the phone with no obstructions between themselves and the microphone. Phones designed to be used as conference speakerphones typically have multiple microphones and are able to handle sounds coming from multiple directions. For details of conference speakerphones supported by your phone system contact your system administrator.

9.2.1 Speaker Volume

While talking handsfree via the phone's speaker, you can adjust the volume of the incoming call. The status indication line will display a icon followed by eight bubbles that represent the volume level.

1.With the call connected on the speaker, press the key.

2.Use the + plus and – minus keys to adjust the volume.

3.The display returns to normal after a few seconds.

9.2.2 Default Handsfree Audio Path

By default, when you make a call or answer a call without lifting the handset, the audio is played through the phone's speaker while you speak via the phone's microphone.

If you have a headset attached, you can change the phone's behavior so that the audio is played through the headset by default rather than the speaker.

1.Press the MENU/HOME button and select Settings.

2.Use the up and down arrow keys to highlight Options & Settings. Press Select.

3.Use the up and down arrow keys to highlight Call Settings. Press Select.

4.Use the up and down arrow keys to highlight Audio Path.

5.Press Change to change the setting between Headset and Speaker.

6.When completed, press the Save soft key.

7.Press the Back / Exit soft keys to exit the menus.

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Chapter 10.

Contacts/Directory

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10. Contacts/Directory

This menu is accessed by pressing the CONTACTS key. It is used to display names and numbers that you can then use for making calls.

The directory includes names stored for use by all users, names stored for use by just you and the name and numbers of all the other users and groups on the phone system.

The contacts shown in the directory come from a number of sources.

· Personal Directory Contacts

These contacts are stored by the telephone system as part of your user settings.

· They are displayed on the phone while you are using it. If you hot desk to another phone that also stores your

contacts on the system, your personal contacts move with you.

· You can have up to 100 personal directory entries

Note: While each user is allowed up to 100 personal directory entries, the total capacity of the system may limit the addition of further personal directory entries for all users.

· The system administrator can add, edit and delete your personal directory entries.

· The system administrator can also set other users as Ex Directory. Those users are then not included in the

user directory.

· User Contacts

These contacts list all

· Group Contacts

These contacts list all the hunt groups on the telephone system.

· External Contacts

These contacts are viewable and useable by all phone users. These are two types of external contacts:

· Some external contacts are entered into the telephone system configuration by the system administrator.

· Other external contacts are those imported by the telephone system from other directory sources.

[3]

the other users on the telephone system.

[2]

that you can add, edit and delete through the phone.

[1]

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Contacts/Directory:

Note: If you have been configured as a system phone user by the system administrator, then you can also add, edit and delete some external directory contacts.

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10.1 Managing External Contacts

If you have been configured as a system phone user by the system administrator, then you can also add, edit and delete some external directory contacts.

· This only applies to external directory contacts entered locally into configuration of the telephone system to which

you are logged in.

· External directory contacts imported by the system from other sources cannot be edited. However, if a local entry

is created with the same name or number as an imported entry, the imported entry is discarded in favour of the local one.

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Contacts/Directory: Managing External Contacts

10.2 Viewing Contacts Details

1.Access the contacts directory:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select which type of directory entries you want to display.

· All

All directory entries.

· External

Directory entries stored by the telephone system for all users to use.

· Groups

The names and numbers of hunt groups on the telephone system.

· Users

The names and numbers of other users on the telephone system.

· Personal

Your own personal directory entries.

c. Use the up and down arrow keys to scroll through the list or start dialing the name you want to find to

display only matching entries. If you dial a name to return to the full list press the Clear soft key.

d.To view more details of the highlighted name, press Details. To return to the directory press List.

2.When the required entry is highlighted, press Details to display the name, number and type of contact.

3.Use the up and down arrow key to scroll through the contacts.

4.The range of soft keys available will depend on the type of directory entry:

· Call

· List

· More

· Edit

· Delete

· New

Make a call to the stored number.

Return to the list of contacts.

If the contact is one of your personal directory entries, the More soft key will be present to allow you to access the options below. It is also present for external directory entries if you have been set as a system phone user by the system administrator.

Edit the name and number.

Delete the name and number.

Add a new personal directory contact.

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10.3 Making a Call from the Directory

You can use any directory contact to make a call. You can also use the directory in almost any telephone function where you need to select the number for a destination, for example during a transfer.

1.Access the contacts directory:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select which type of directory entries you want to display.

· All

All directory entries.

· External

Directory entries stored by the telephone system for all users to use.

· Groups

The names and numbers of hunt groups on the telephone system.

· Users

The names and numbers of other users on the telephone system.

· Personal

Your own personal directory entries.

c. Use the up and down arrow keys to scroll through the list or start dialing the name you want to find to

display only matching entries. If you dial a name to return to the full list press the Clear soft key.

d.To view more details of the highlighted name, press Details. To return to the directory press List.

2.When the required entry is highlighted, press Call or press the button next to the name.

3.Proceed as you would with a normally dialed call.

10.4 Using the Directory for Other Functions

Within other menus where entry of a number is required, it may be possible to use the directory to select an existing number by name. If this option is available, it will be indicated by the presence of a Dir soft key in the menu.

When using the directory in this way, the names made available will depend on the type of function that is being set. For example, for some functions only group names will be displayed, for others only user names.

1.Press the Dir soft key.

2.Either dial the name to see a list of matches or press the List soft key to list all names.

a. Use the up and down arrow keys to scroll through the list or start dialing the name you want to find to

display only matching entries. If you dial a name to return to the full list press the Clear soft key.

b.To view more details of the highlighted name press Details. To return to the directory press List.

3.When the required entry is highlighted, press Select.

4.You will be returned to the menu in which you selected the Dir soft key.

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Contacts/Directory: Using the Directory for Other Functions

10.5 Adding a New Contact

So long as the telephone system capacity has not been reached, you can add up to 100 personal directory entries.

1.Access your personal directory contacts:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select your Personal directory.

2.Press the New soft key.

· The menu now allows editing of the name and number.

· Use the up and down arrow keys to switch between number and name entry.

· When the name and number have been entered as required, press the Save soft key.

· To exit without making any changes, press the Cancel soft key.

Note: If you have been configured as a system phone user by the system administrator, then you can also add, edit and delete some external directory contacts.

10.5.1 Adding a Contact from the Call Log/History

You can add a name and number shown in your call log to your personal contacts.

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.Press More and then press the +Contact soft key.

3.Use the up and down arrow keys to switch between the name and number details for the new contact.

4.Using the telephone keypad and the Bksp soft key you can edit the name and the number. When editing the number, use the Pause soft key to enter a comma (,) for a 1 second pause in the number dialing.

5.When the name and number are set as required, press the Save soft key. To return without saving the name and number, press the Cancel soft key.

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10.6 Editing a Contact

You can edit the contacts in your own personal directory.

1.Access your personal directory contacts:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select your Personal directory.

c. Use the up and down arrow keys to scroll through the list or start dialing the name you want to find to

display only matching entries. If you dial a name to return to the full list press the Clear soft key.

d.To view more details of the highlighted name, press Details. To return to the directory press List.

2.Locate the required entry.

3.Press the Details soft key.

4.Press the More soft key and then the Edit soft key.

· The menu now allows editing of the name and number.

· Use the up and down arrow keys to switch between number and name entry.

· When the name and number have been entered as required, press the Save soft key.

· To exit without making any changes, press the Cancel soft key.

Note: If you have been configured as a system phone user by the system administrator, then you can also add, edit and delete some external directory contacts.

10.7 Deleting a Contact

You can delete a contact from your own personal directory.

1.Access your personal directory contacts:

a. Press the CONTACTS key. The directory menu is displayed.

b.Use the left and right arrow keys to select your Personal directory.

c. Use the up and down arrow keys to scroll through the list or start dialing the name you want to find to

display only matching entries. If you dial a name to return to the full list press the Clear soft key.

d.To view more details of the highlighted name, press Details. To return to the directory press List.

2.Locate the required entry.

3.Press the Details soft key.

4.Press the More soft key and then the Delete soft key.

5.Press the Delete soft key again to confirm the action.

Note: If you have been configured as a system phone user by the system administrator, then you can also add, edit and delete some external directory contacts.

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Chapter 11.

Call History

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11. Call History

This menu is accessed by pressing the HISTORY key. The call log you see is a call log stored on the telephone system. If you log in at another phone that also stores a call log, your call history moves with you.

Your call history contains your most recent answered calls, the most recent calls you made and the most recent missed calls. If configured by the system administrator, it can also include the most recent calls missed by each hunt group of which you are a member.

· Making a Call

· Viewing Call Details

· Deleting a Record

· Deleting All Records

· Add a Record to Your Contacts

Missed Calls

Missed calls are calls to you that you did not answer. Your system administrator can also configure whether or not the log includes calls presented to you but are answered by someone else or by voicemail.

The History button is illuminated when you have any new missed calls in your call log. The lamp is extinguished when you have viewed the missed call in the call log or the record of that call is no longer in your call log.

The icon is also used at the top left of the phone display to indicate missed calls and is prefixed with the number of missed calls.

Missed Group Call

If you are a member of any hunt groups, the system administrator can configure whether your missed calls log should also include missed hunt groups calls. The hunt group does not necessarily have to have rung at your phone. It will be recorded as missed if it was presented to the hunt group and not answered by any of the members including you.

Notes

1.Centralized call log can be turned off by the system administrator . In that case the call log is stored by the phone and is lost if the phone is reset. This guide only covers the centralized call log stored by the telephone system.

2.The call log on other types of phones is a local call log maintained by that phone. It will not move with you when you hot desk and it will be lost if the phone is restarted.

3.The redial function uses the outgoing call records stored in the call log.

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11.1 Accessing the Call Log/History

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.Pressing OK will make a call to the number stored with the currently displayed record.

3.You can use the functions listed at the bottom of the display by pressing the soft key below the function name.

· Call

· Details

· Delete

· More

· Del All

· +Contact

4.To exit the call log, press the PHONE/EXIT button.

Make a call to the number stored in the currently displayed call log record.

Display more details about the current call log record. You can also add the caller details to your personal

directory if required.

Deletes the currently displayed record.

Switch between the different sets of available soft key functions.

Delete all the call log records, not just the current types of records being shown.

Add the currently highlighted call log record to your personal contacts.

Call History:

11.2 Making a Call

You can use the call log to make calls to the number included in the currently selected call record.

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.Press Call to call the number displayed in the call record.

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11.3 Viewing Call Details

Name

Call Type Icon

Number

Count

Time and Date

Duration

You can view additional details about the currently shown call.

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.Press the Details soft key. The individual details of the currently selected call record are displayed.

3.The possible values are:

· Name - The name of the caller if known.

· Number - The number of the caller if available.

· Time and Date - The time of the call.

· Call Type Icon - The type of call record, ie. = Incoming, = Outgoing or = Missed.

· Count - How many time a call of the same type, name and number has occurred. Only the details of the most

recent call are kept in your call log. However the count will indicate if the caller has rung or has been rung several times.

· Duration - The length of the call.

4.While you are in the details of a call record, the soft key functions available are:

· Call

Call the number shown in the call record. You can also do this by pressing the OK button.

· List

Go back to the normal call screen to select another call record. You can also use the up and down arrow keys to view the previous or next record.

· Delete

Delete the currently displayed record.

· More

Switch between the different sets of available soft key functions.

· +Contact

Add the name and number to your personal directory. You can edit the details before they are added.

· Delete All

Delete all the records.

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Call History: Viewing Call Details

11.4 Deleting a Record

You can delete the currently displayed call record. If the record is a missed hunt group call, the record is also deleted from the call log of other users configured to see the same hunt group's missed calls.

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.When the required record is highlight, press More and then press Delete.

11.5 Deleting All Records

You can delete all call records from your call log. This action deletes all call log record types (Incoming, Missed and Outgoing), not just the type you are currently viewing. This action deletes your personal call records and any hunt

group call records.

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.Press the More soft key.

3.Press the Del All soft key to delete all your call log records.

11.6 Adding a Record to Your Contacts

You can add a name and number shown in your call log to your personal contacts.

1.Access the call log.

a. Press the HISTORY button.

b.The display will change to show your call log records. The caller's name is shown if known, otherwise the

number. If you have any new missed call records, the button is illuminated and the call log will open showing your missed calls.

c. Use the left and right arrow keys to select which call log records you are viewing. The options are All,

Outgoing , Incoming and Missed . On touch screen phones, press the icon for the type of call log records you want to display.

d.Use the up and down arrow keys to scroll through the records.

2.Press More and then press the +Contact soft key.

3.Use the up and down arrow keys to switch between the name and number details for the new contact.

5.When the name and number are set as required, press the Save soft key. To return without saving the name and number, press the Cancel soft key.

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Chapter 12.

Voicemail

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12. Voicemail

If your telephone system includes a voicemail server, pressing the MESSAGES button accesses a series of menus referred to as "visual voice".

[1]

You can use these menus to playback messages and change various voicemail settings.

· Checking Messages

· Record and Send a Message

· Change Your Mailbox Greeting

· Select a Voicemail Email Mode

· Change Your Voicemail Code

· Turn Use of Voicemail On/Off

· Transfer to Voicemail

· Send a Call to Voicemail

By default, voicemail is used to answer calls to you that have rung unanswered for your 'no answer' time. It is also used to answer calls when you have 'do not disturb' enabled.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Check Messages: *17

Access mailboxes to check for messages.

· Voicemail On: *18

Allow voicemail to be used to answer calls.

· Voicemail Off: *19

Stop voicemail being used to answer calls.

· Voicemail Ringback On: *48

Have voicemail ring your phone when you have any new messages. It will call when you use the phone.

· Voicemail Ringback Off: *49

Switch off ringback.

Note: The system administrator can change the default operation of the MESSAGES button to access either visual voice or a spoken voice prompts. That is a system wide setting that will affect all users. This guide assumes the default operation of using visual voice.

12.1 Message Waiting Indication

Both the MESSAGES button and the message lamp on your phone are used to indicate when you have new messages in your voicemail mailbox. They remain lit until you have played each of the new messages.

The system administrator can also configure it so that you receive new message waiting indications for hunt groups.

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Voicemail: Message Waiting Indication

12.2 Visual Voice

This menu option provides a route into visual voice if the MESSAGES key has not been configured to do so.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Visual Voice. Press Select.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

3.The Visual Voice menu is displayed.

12.3 Checking Messages

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press Done.

2.The Visual Voice menu is displayed. The numbers shown against the Listen option indicate the number of new, old, and saved messages in your mailbox.

· If the system administrator has configured you to receive message waiting indication for any hunt group

mailboxes, you can also use the up and down arrow keys to highlight hunt group names and the number of messages in those mailboxes.

3.Highlight Listen and press Select.

4.Use the up and down arrow keys to highlight which messages (New, Old or Saved) that you want to listen to and press Select. The details of the first message of that type are displayed.

5.You can use the up and down arrow keys to scroll through the messages.

6.Use the soft keys to control the playback actions for the currently highlighted message:

· Play / Pause

Start/stop playback of the currently displayed message.

· Call

Call the person who left the message.

· Back

Return to the previous menu.

· More

Switch between the different sets of available soft key functions.

· Delete

Delete the message.

· Save

Mark the message as saved. Saved messages are not normally automatically deleted.

· Copy

Copy the message to another mailbox. The menu will prompt you to enter the destination number.

[1]

Automatic Message Deletion

By default, messages are automatically deleted a set time after being played. The delay depends on the particular voicemail server (24 hours for embedded voicemail, 30 days for Voicemail Pro). For voicemail messages on a Voicemail Pro system, the system administrator can customize the delay and can also apply automatic deletion times to new and saved messages.

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12.4 Sending a Message

You can use visual voice to record and send a voicemail message to other users' mailboxes.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The Visual Voice menu is displayed.

3.Use the up and down arrow keys to scroll to the option Message and press Select.

4.Press Record to start recording a messages.

5.To stop recording, press Stop.

6.You can now use the following soft keys:

· New

Record the message again.

· Send To

Enter the number to which you want to send the message and press Add. You can add several numbers. When the list of numbers to which the message should be sent is complete press Send.

· Play

Listen to the recording.

· Cancel

Abandon the message.

12.5 Email Mode

Voicemail email is a feature where emails are sent to your email address when your voicemail mailbox receives a new voicemail message. The email can include the voicemail message as an attachment or it can be just an alert.

This option is only available if configured by your system administrator.

Through the Visual Voice menu you can change the mode of voicemail email operation.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The Visual Voice menu is displayed.

3.Use the up and down arrow keys to scroll to the option Email. This option is only available if your email address has been set in your voicemail settings by the system administrator.

4.The menu displays your current voicemail email mode setting. Press Change to scroll through the possible settings:

· Off

Do not send any emails.

· Copy

Send an email with a copy of the new voicemail message attached.

· Forward

Send an email with the new voicemail message attached and delete the message from the voicemail mailbox.

· Alert

Send an email telling you there is a new message but do not attach a copy of the message.

6.When the required setting is displayed, press Save. To exit without changing the setting, press Cancel.

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Voicemail: Mailbox Greeting

12.6 Mailbox Greeting

While the voicemail system will play a generic greeting to a caller, prompting them to leave a message, you can record your own greeting.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The Visual Voice menu is displayed.

3.Use the up and down arrow keys to scroll to the Greeting option and press Select.

4.Use the soft keys to listen to and record your mailbox greeting.

· Record

Record a new greeting. Note that the greeting must be at least three seconds long or the voicemail system will discard it.

· Listen

Listen to the current greeting or the new greeting just recorded.

· Submit

Submit the new recording as your mailbox greeting.

· More

Switch between the different sets of available soft key functions.

· Delete

Delete your current mailbox greeting. The greeting will return to its default mailbox greeting.

· Cancel

Return to the main Visual Voice menu.

Personal Greetings

Intuity voicemail allows a number of greetings to be recorded and then used for different call types (internal, external, etc). These greetings are set up and recorded through the mailbox voice prompt interface..

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12.7 Changing Your Voicemail Code

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The Visual Voice menu is displayed.

3.Use the up and down arrow keys to scroll to the Password option and press Select.

4.Enter your current password and press Save.

5.Enter the new password that you want to use.

· The new password must be at least four digits long.

· A series of numbers (for example 1234) or repeated numbers are not allowed.

6.When the desired password is complete, press Save.

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Voicemail: Changing Your Voicemail Code

12.8 Switching Voicemail On/Off

You can control whether the telephone system uses voicemail to answer your unanswered calls. This does not switch off your mailbox which you can still access to play existing messages and use other functions.

1.Press the MESSAGES button.

· Depending on how your system is configured, you may be required to enter your voicemail password and then

press the Done soft key.

2.The Visual Voice menu is displayed.

3.Use the up and down arrow keys to highlight Voicemail.

4.Press the Change to switch between On or Off.

5.Press Save to save the change.

12.9 Transferring to Voicemail

When set to visual voice mode, the key can be used to transfer your current call to the voicemail mailbox of another user or group.

1.With the call connected, press the key. You are still connected to the call and can continue talking.

2.Dial the extension number of the user or group to which you want to transfer the call.

3.When the number matches a user or group, their name is displayed.

· To transfer the call to the user or group's mailbox, press Select. The caller will hear a few seconds of ringing

and then the mailbox greeting.

· To exit the transfer menu, press Cancel.

12.10 Sending a Call to Voicemail

You can transfer a call targeted at you directly to your voicemail mailbox.

1.If the call is not the currently highlighted call on the display, use the up and down arrow keys to highlight it.

2.Press the To VM soft key. The call is redirected to your mailbox.

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Chapter 13.

Logging In/Out

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13. Logging In/Out

You may always use the same phone in the same location. However, the telephone system provides a number of features that allow you to use any phone on the system to make and receive calls.

· Log In

You can log in at any phone that you want to use. All your calls are then redirected to that phone and your user settings are applied to calls made and received. If it is a phone that stores your contacts and call history on the system, your contacts and call log are displayed by the phone.

· Log Out

When you log out from a phone (or are logged out by another user logging in), the telephone system may apply several actions:

· Lock/Unlock

Separately from logging in and out, you can lock your phone settings. While locked, the phone can still be used to answer your calls and can be used to make internal and emergency calls. However it cannot be used to make external calls and your user settings cannot be accessed through the phones menus.

· Default Extension

Each extension can be configured with a default user. If you are logged off from an extension, the system will automatically log you in at your default extension if it is not in use by another user.

· Login Idle Period

Your system administrator can configure a timeout which will automatically log you out if you do not use the phone in that time to make or answer a call.

· Any other existing user of that phone is logged out while you are logged in.

· If you were logged in on another phone, you are logged out from it.

· If you have a normal default extension and no one else is logged in there, you return to being logged in on

that phone.

· If you remain logged out, you are treated the same as being on 'do not disturb' except that all calls to you go

to voicemail instead, if available.

· If you have a mobile twinned number, the system administrator can configure the system so that calls are still

presented to your mobile twin while you are logged out.

· You can set your phone to automatically lock itself after a period of inactivity.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Log In: *35*N*P#

· Log Out: *36

Log yourself out from the phone where you are currently logged in.

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Logging In/Out:

13.1 Logging In

When you log in to a phone, you take control of that phone. Incoming calls for you are redirected to that phone and your user information and settings are available. Any existing user on the phone is logged off when you log in.

The method for logging in depends on the current state of the phone:

· Phone In Use

If the phone is already in use you can still login. The existing user will be logged out.

· Logged Out

If the phone has no current user, the basic menu with just the login option is displayed.

· Unregistered Phone

If the phone is not registered with the phone system, the Enter Extension menu is displayed.

13.1.1 Logging In on a Phone Already in Use

You can login at a phone that is already in use by another user. The existing user is logged out.

1.If the phone is already in use:

· Press the Features soft key.

· Use the up and down arrow keys to highlight Phone User. Press Select.

· Use the up and down arrow keys to highlight Login.... Press Select.

2.The login menu is displayed.

3.Enter your extension number and press Next .

4.Enter your security PIN (login code).

5.Press Done.

13.1.2 Logging In on a Not Logged In Phone

This method is used to login at an extension where the previous user has logged out and the phone has no current user. You can recognize a phone in this state by NOT LOGGED IN on the display.

1.Press Select.

2.The login menu is displayed.

3.Enter your extension number and press Next .

4.Enter your security PIN (login code).

5.Press Done.

13.1.3 Logging In on an Unregistered Phone

This method is used to login at an unregistered phone. You can recognize an unregistered phone by Enter Extension on the display. This method is not supported for hot desking on the system; you can only log in using the base extension number originally used to install the phone.

1.Enter your extension number. As you enter it, you can use the Bksp and Clear soft keys to make corrections.

2.When your number is displayed, press the OK soft key.

3.Enter your security PIN (login code). As you enter it, you can use the Bksp and Clear soft keys to make corrections.

4.When you have entered your security PIN, press Done. If the details are correct, you user details will be loaded into the phone.

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13.2 Logging Out

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Phone User. Press Select.

3.Use the up and down arrow keys to highlight Logout. Press Select.

4.You will be logged out of the phone. The follow action will depend on several factors:

· If the phone does not have a default user, or the default user is currently logged on elsewhere, the 'no user'

display is shown:

· If the phone has a default user and they are not current logged on elsewhere, they are automatically logged

back in.

13.3 Locking/Auto Locking

Rather than logging out, you can lock your phone. You can either lock your phone manually using the steps below or have it automatically locked after a period of phone inactivity.

To use the lock feature you need to set a security PIN .

When your phone is locked:

· It can only be used to make internal and emergency calls.

· None of the menus for your user settings can be accessed.

· Unlocking the phone requires your login code, if you have configured a login code .

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1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Phone User. Press Select.

3.Use the up and down arrow keys to highlight Lock. Press the Select.

4.The phone is now locked as indicated by the display.

To set your phone to automatically lock after a period of inactivity:

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Phone User. Press Select.

3.Use the up and down arrow keys to highlight Phone Screen Settings. Press Select.

4.Highlight Auto Lock (minutes) and press Select.

· Press the Change soft key to change the setting or use the left or right arrow keys.

· Do not use the inactivity timer.

1 / 5 / 30 / 60 Lock the phone after the indicated number of minutes.

5.Press the Save soft key.

13.4 Unlocking

The message PHONE LOCKED indicates that the phone has been locked . While locked, the phone can only be used to make internal calls to other extensions and none of the phone and user menus can be accessed.

1.Press the Unlock soft key.

2.Enter your security PIN (login code).

3.Press the Done soft key.

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Logging In/Out: Unlocking

13.5 Changing Your Security PIN

You can change your own security PIN (login code). If set, this PIN is used for logging in at other phones, locking your

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phone , and accessing system administration features . This is not your voicemail code used for voicemail

access.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Phone User. Press Select.

3.Use the up and down arrow keys to highlight Set Security PIN. Press Select.

4.Enter your current security PIN if you already have one and press Done.

5.Enter your new password.

6.Press Save.

7.The 'Security PIN changed' message will appear for a few moments.

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Chapter 14.

Redirecting Calls

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14. Redirecting Calls

Method

Calls Redirected

Destination

Internal

External

Group

Internal

External

Voicemail

Follow Me Follow Me To

Follow Me Here

Forward

Forward on Busy

Forward on No Answer

Forward Unconditional

Do Not Disturb

Twinning

This section looks at the different ways that you can redirect your calls to another phone.

· Follow Me

Temporarily redirect all your calls to another phone that you will be sharing with that phone's normal user. This function can be used in two ways:

· Follow Me To

Set the follow me destination from your own phone.

· Follow Me Here

Set the follow me destination from the phone that you want to use.

· Forward

Forward calls to an internal or external number.

· Forward on Busy

Forward calls when you have reached the limit of the number of calls that the phone can present to you.

· Forward on No Answer

Forward calls if they have rung unanswered at your phone.

· Forward Unconditional

Immediately forward calls. Forwarding to voicemail can be selected as an option.

· Do Not Disturb

Redirect all calls to voicemail, if available. Otherwise, calls are redirected to a busy tone.

· Do not disturb exception numbers can be used to allow calls from specific numbers to ignore do not disturb.

· Twinning

Twinning is a process whereby you can have your calls ring at two different phones. You can answer calls at either phone. There are two variants of twinning, internal twinning which uses two internal extensions and mobile twinning which twins your internal extension with an external number.

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Redirecting Calls:

14.1 Follow Me

'Follow me to' is used to redirect your calls to another extension where you will be working.

The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user. This allows you to share another person's phone without logging them off their phone.

The calls are still subject to all your user settings as if they were ringing at your phone.

All calls are redirected.

Follow Me To

'Follow me to' is the function used to enable 'follow me' from your own phone.

Follow Me Here

'Follow me here' is the function used to enable 'follow me' at the extension to which you want your calls redirected.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Follow Me Here: *12*N#

Dialed at the extension to which you want your calls redirected. Use your own extension number (N) when dialing the short code.

· Follow Me Here Cancel: *13*N#

Dialed at the extension from which you had redirected calls. Use your own extension number (N) when dialing the short code.

· Follow Me To: *14*N#

Dialed at your phone. Dial the extension number (N) to which you want your calls redirected. You can dial just *14# to cancel follow me.

· Cancel All Forwarding: *00

Switch off any forwarding (includes 'forward unconditional,' 'forward on busy,' 'forward on no answer,' 'follow me,' and 'do not disturb').

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

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14.1.1 Follow Me To (Features Menu)

Using the user menu you can set and clear follow me to settings.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Forward. Press Select.

3.Use the up and down arrow keys to highlight Follow Me To. Press Select.

4.Dial the number of another user. When it matches a user, their name is displayed. Alternatively, use the Dir soft key to select a user from the directory .

· Save

Save the selected number as your 'follow me to' destination. All calls to your extension number will be redirected to that destination.

· Clear

Clear the currently selected or set number.

· Back

Go back to the previous menu.

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

14.1.2 Follow Me (Status Menu)

If you have set a 'follow me to' destination for calls to your phone, you can clear or change the setting through the Status menu.

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.Use the up and down arrow keys to highlight Follow Me To.

· To clear the 'follow me to' setting, press the Clear soft key.

· To change the destination of the setting, press the Details soft key.

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

14.1.3 Follow Me Here (Features Menu)

You may be able to change 'follow me here' using the Features menu.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Forward. Press Select.

3.Use the up and down arrow keys to highlight Follow Me Here. Press Select.

· Use the menu to add or remove users.

· Use the up and down arrow keys to scroll through the names.

· To remove a user, press the Clear soft key.

· To add a user, press the Add soft key.

· Dial the number of another user. When it matches a user, their name is displayed. Alternatively, use

the Dir soft key to select a user from the directory .

· Press the Save soft key to set the 'follow me here.'

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

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Redirecting Calls: Follow Me

14.2 Forwarding Calls

Forwarding is used to redirect calls to another extension or an external number.

Forward Unconditional

Forward unconditional can be used to immediately redirect your calls.

· By default this function is only applied to incoming external calls made to you. However, if required, internal calls

and or hunt group calls can also be selected.

· When enabled, all calls matching the settings are forwarded to the number set as the 'forward unconditional'

destination. That number can be internal or external.

· You can still use the phone to make outgoing calls. When you go off-hook you will hear broken dial tone.

· The 'forward on busy' and 'forward on no answer' options use the same forwarding destination number. If no

number is set, they use the same destination as set for 'forward unconditional.'

· If you have voicemail enabled , the telephone system will attempt to redirect forwarded calls to voicemail if

they are still unanswered after having rung for your 'no answer' time (default 15 seconds). This is not always possible for calls that have been forwarded to an external number.

· D = Diverting (Forwarding) Calls

A D is shown after your extension name on the phone's idle display when you have 'forward unconditional' enabled.

Forward on Busy

'Forward on busy' redirects your calls when your phone is not able to present you with any more alerting calls.

· By default, this function is only applied to incoming external calls made to you. However, if required, internal calls

can also be selected.

· When enabled, all calls matching the settings are forwarded to the number set as the 'forward on busy'/'no

answer' destination. That number can be internal or external.

· 'Busy' is defined has having no available call appearance buttons on which further calls can be presented.

· Hunt group calls are not presented when you are busy and so are not forwarded by this setting.

· The 'forward on busy' and 'forward on no answer' options use the same forwarding destination number. If no

number is set, they use the same destination as set for 'forward unconditional.'

· If you have voicemail enabled , the telephone system will attempt to redirect forwarded calls to voicemail if

they are still unanswered after having rung for your 'no answer' time (default 15 seconds). This is not always possible for calls that have been forwarded to an external number.

Forward on No Answer

Forward on no answer redirects calls that have alerted your phone but have not been answered.

· By default this function is only applied to incoming external calls to you. However, if required, internal calls can

also be selected.

· When enabled, all calls matching the settings are forwarded to the number set as the 'forward on busy'/'no

answer' destination. That number can be internal or external.

· No answer is defined as having been presented to your phone for your 'no answer' time (default 15 seconds).

· Hunt group calls are not forwarded.

· The 'forward on busy' and 'forward on no answer' options use the same forwarding destination number. If no

number is set, they use the same destination as set for 'forward unconditional.'

· If you have voicemail enabled , the telephone system will attempt to redirect forwarded calls to voicemail if

they are still unanswered after having rung for your 'no answer' time (default 15 seconds). This is not always possible for calls that have been forwarded to an external number.

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Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Cancel All Forwarding: *00

Switch off any forwarding (includes 'forward unconditional,' 'forward on busy,' 'forward on no answer,' 'follow me,' and 'do not disturb').

· Set the Forward Unconditional Destination: *07*N#

Set the destination number (N) for 'forward unconditional' when it is switched on.

· Switch Forward Unconditional On: *01

Switch on 'forward unconditional.' A destination must have been set.

· Switch Forward Unconditional Off: *02

· Include Hunt Group Calls in Forward Unconditional: *50

· Exclude Hunt Group Calls from Forward Unconditional: *51

· Set the Forward On Busy/No Answer Destination: *57*N#

Set the destination number (N) for 'forward on busy' and 'forward on no answer.' If no number has been set, those functions will use the 'forward unconditional' number if set.

· Switch Forward On Busy On: *03

· Switch Forward On Busy Off: *04

· Switch Forward on No Answer On: *05

· Switch Forward on No Answer Off: *06

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

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Redirecting Calls: Forwarding Calls

14.2.1 Forward Unconditional (Status Menu)

You can clear or change your 'forward unconditional' settings through the Status menu.

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.Use the up and down arrow keys to highlight Fwd Uncon.

· To switch off 'forward unconditional,' press the Off soft key.

· To change the forwarding settings, press the Details soft key.

· Use the up and down arrow keys to scroll through the editing options.

· Use the left and right arrow keys to switch the forwarding on or off.

· Use the left and right arrow keys to select which calls should be forwarded. The options are

External Only, External and Group, Non Group Calls, and All Calls.

· Select edit to change the number to which calls are forwarded.

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

14.2.2 Forward Unconditional (Features Menu)

You may be able to change your 'forward unconditional' settings using the Features menu.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Forward. Press Select.

3.Use the up and down arrow keys to highlight Forward Unconditional. Press Select.

4.The screen will display your current 'forward unconditional' settings.

· To Switch Forward Unconditional On/Off

Highlight Fwd Unconditional. Press On or Off to change the current setting. If no destination is currently set when you switch 'forward unconditional' on, the display will jump to the destination field.

· To Select Which Calls as Forwarded

Highlight Call Type. Press Change to see the different options. When the required option is displayed press Save. The options are External Only, External and Group, Non Group Calls and All Calls.

· To Set the Forward Destination

Highlight Destination. Either press Edit and enter the number required or press To VM for the 'forward to voicemail' option.

· If you select Voicemail as the destination, you will need to switch 'forward unconditional' off in order to

cancel it and enter a new destination.

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

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14.2.3 Forward On Busy/No Answer (Features Menu)

You may be able to use the Features menu to switch 'forward on no answer' and 'forward on busy' on or off.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Forward. Press Select.

3.Use the up and down arrow keys to highlight Fwd Busy/No Answer. Press Select.

· Use the up and down arrow keys to scroll through the menu options.

· To switch 'forward on busy' on or off, highlight Fwd Busy and press On or Off.

· To switch 'forward on no answer' on or off, highlight Fwd No Answer and press On or Off.

· To select which calls are forwarded highlight Call Type. Press Change to change the option between

All Calls or External Calls Only.

· To change the destination highlight Destination and press Edit. Enter the number and press Select.

· Press Save to save any changes.

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

14.2.4 Forward On No Answer (Status Menu)

If your phone is set to 'forward on no answer ' you can clear or change the forward settings through the Status menu.

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.Use the up and down arrow keys to highlight Fwd No Answer.

3.To switch the forward off press Off.

4.To change the forward setting press Details.

· Use the up and down arrow keys to scroll through the menu options.

· To switch 'forward on busy' on or off, highlight Fwd Busy and press On or Off.

· To switch 'forward on no answer' on or off, highlight Fwd No Answer and press On or Off.

· To select which calls are forwarded highlight Call Type. Press Change to change the option between

All Calls or External Calls Only.

· To change the destination highlight Destination and press Edit. Enter the number and press Select.

· Press Save to save any changes.

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· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

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Redirecting Calls: Forwarding Calls

14.2.5 Forward On Busy (Status Menu)

If your phone is set to 'forward on busy,' you can clear or change the forward settings through the Status menu.

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.Use the up and down arrow keys to highlight Fwd Busy.

3.To switch the forward off press Off.

4.To change the forward setting press Details.

· Use the up and down arrow keys to scroll through the menu options.

· To switch 'forward on busy' on or off, highlight Fwd Busy and press On or Off.

· To switch 'forward on no answer' on or off, highlight Fwd No Answer and press On or Off.

· To select which calls are forwarded highlight Call Type. Press Change to change the option between

All Calls or External Calls Only.

· To change the destination highlight Destination and press Edit. Enter the number and press Select.

· Press Save to save any changes.

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and

status options.

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14.3 Do Not Disturb

· When you are in 'do not disturb,' your callers are redirected to voicemail if available. Otherwise, you hear a busy

tone.

· The only people who can call you are those calling from numbers in your 'do not disturb' exceptions list.

Forwarding can still be applied to these calls.

· Calls to any hunt group of which you are a member are not presented to you (unless you are the last available

member of the group).

· Enabling 'do not disturb' will not affect any calls already being presented to your phone.

· You can still use the phone to make outgoing calls. When you go off-hook you will hear broken dial tone.

· N = No Calls (Do Not Disturb)

An N is shown after your extension name on the phone's idle display when you have 'do not disturb' enabled.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Switch Do Not Disturb On: *08

Set your phone to 'do not disturb.'

· Switch Do Not Disturb Off: *09

Switch off 'do not disturb.'

· Add a Do Not Disturb Exception Number: *10*N#

Add a number (N) to your list of 'do not disturb' exceptions.

· Delete a Do Not Disturb Exception Number: *11*N#

Remove a number (N) from your list of 'do not disturb' exceptions.

· Cancel All Forwarding: *00

Switch off any forwarding (includes 'forward unconditional,' 'forward on busy,' 'forward on no answer,' 'follow me,' and 'do not disturb').

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14.3.1 DND On/Off (Features Menu)

You can use the Features menu to switch 'do not disturb' (DND) on or off. Enabling DND will not affect any calls already being presented to your phone. Hunt group calls will also still be presented if you are the only available member of the group.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Call Settings. Press Select.

3.Press Change to change the setting.

4.Press Save to save the setting.

14.3.2 DND Off (Status Menu)

You can use the Status menu to switch off 'do not disturb.'

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.If necessary use the up and down arrow keys to highlight Do Not Disturb.

· To clear the 'do not disturb' setting, press the Off soft key.

14.3.3 Do Not Disturb Exceptions

These numbers are used to indicate callers who you want to be allowed to call you as normal even when you have 'do not disturb' on. This does not include group calls which are not presented when you are in 'do not disturb.'

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Call Settings. Press Select.

3.Use the up and down arrow keys to highlight DND Exceptions. Press Select.

4.To add a number, highlight Add Another. Dial the number and press Add.

5.To remove an existing number, highlight it and press Remove.

6.Press Done when completed.

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14.4 Twinning

Twinning is a process whereby your calls ring on two phones. Twinning is only available if configured by your system administrator.

The system supports two twinning methods: internal twinning and mobile twinning .

Internal Twinning

This method of twinning twins your normal phone with another internal phone. Your incoming calls will ring on both phones. You can also make your calls from either extension.

A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building.

Your settings are applied to both phones. Similarly, message waiting indication and voicemail access from either phone will be to your mailbox.

If both phones are phones that store your contacts and call history on the system, the contacts and call history on each will be the same.

· T = Twinned

A T is shown after your extension name on the phone's idle display if it is internally twinned with your phone. Calls to you will alert on both phones and can be answered by you at either phone.

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Mobile Twinning

Mobile twinning allows your calls to ring at both your phone's and at another phone's number, which can include an external number. If you have been configured as a mobile twinning user, you can switch the use of mobile twinning on or off through the phone's menus and can also change the number to which you are twinned.

Using the phone menus, you can switch use of mobile twinning on/off and change the destination number for twinned calls.

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14.4.1 Mobile Twinning Control

This menu option is only available if you have been configured by the system administrator to be able to use mobile twinning.

· Setting a button to the Twinning function is recommended—contact your system administrator. Such a button

allows you to transfer calls to your twinning destination, retrieve calls from the twinning destination, and access the menu options below to set the twinning destination number and switch twinning on/off.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Forward. Press Select.

3.Use the up and down arrow keys to highlight Mobile Twinning. Press Select.

4.If no twinning number has been set, the menu will prompt you to enter a number.

5.When a number has been entered, you can access the Enable and Disable soft keys to turn use of mobile twinning on or off. The Clear soft key removes the existing twinning number in order to allow entry of a new number.

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Chapter 15.

Groups

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15. Groups

Your system administrator can include you as a member of a group along with other users. Each group has its own extension number which can be used as the destination for a call.

When a call is made to a group, it is presented to the available group members, either one at a time or all at the same time, until answered by one of the members.

How long a group call will ring at each group member before being presented to the next member is controlled by the group's own settings. Hunt groups also use voicemail and have their own settings for when an unanswered call should go to the group's mailbox. For group calls, the hunt group's voicemail settings are used rather than your settings.

The system administrator can enable a number of hunt group menu options on your phone. Each option is enabled for a selected hunt group or hunt groups of which you are a member:

· Enable/Disable Your Group Membership

When your membership of a hunt group is disabled, you no longer receive hunt group calls for that group. You are still a member of the group and can re-enable your membership.

· Change the Hunt Group Service Status

Each hunt group can either be in service, in night service, or out of service. When in night service or out of service, the groups calls are redirected to an alternate group, or to voicemail if available.

· Change the Hunt Group Fallback Destination

These menus allow you to change the alternate groups used for the group's calls when it is in night service or out of service status.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. Your system administrator will confirm any additional short codes that may have been configured for your use.

· Night Service Status On: *20*N#

Set a hunt group into night service status by entering its extension number (N).

· Night Service Status Off: *21*N#

Take a hunt group out of night service status by entering its extension number (N).

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Groups:

15.1 Group Membership

Only the system administrator can change a group, the group members, or group settings. However, you can be provided with options to enable or disable your group membership. While membership to a group is disabled, you will not receive any group calls for that group.

15.1.1 Group Membership On/Off (Status Menu)

Your system administrator can grant you the ability to enable/disable your membership to a group through the Status menu. When your membership to a group is disabled, you do not receive group calls for that group.

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.Use the up and down arrow keys to highlight the hunt group name and your current membership status ( Enabled or Disabled).

3.Press the Enable or Disable soft key to change the status of your membership to that group.

4.Press Exit.

· ! The system administrator is able to configure whether you have access to the Membership, State and

Fallback options of a group. If you are not configured for any groups then the Group menu is not shown.

15.1.2 Group Membership On/Off (Features Menu)

You may be able to enable or disable your group membership for some of the groups to which you belong.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Group. Press Select.

3.Use the up and down arrow keys to highlight Membership. Press Select.

4.Use the up and down arrow keys to scroll through the list of hunt groups you can configure.

5.To change your membership to the highlighted group press Change.

· To change your membership to all groups, press More and then press either All Ena or All Dis.

· ! The system administrator is able to configure whether you have access to the Membership, State and

Fallback options of a group. If you are not configured for any groups then the Group menu is not shown.

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15.2 Group Service Status and Fallback

· Group Service Status

A hunt group can be in one of the following service modes:

· In Service

The groups operates as normal, distributing calls to available members of the group.

· Night Service

The group is in 'night service' mode. Calls are redirected to its night service fallback group if set , otherwise to voicemail if available.

· A hunt group can also be put into and out of night service automatically by the telephone system using a

time profile. If that is the case, the night service state cannot be overridden using manual controls.

· Out of Service

The group is out of service. Calls are redirected to its out of service fallback group if set , otherwise to voicemail if available.

· Fallback Group

For the night service and out of service states, the hunt group can be configured with a fallback destination to which its group calls are redirected. This destination is another hunt group. If no fallback destination is set, the group's voicemail is used (if available). Separate night service and out of service fallback destinations can be set for the group.

Display Icon

· O = Out of Service

· ! The system administrator is able to configure whether you have access to the Membership, State and

Fallback options of a group. If you are not configured for any groups then the Group menu is not shown.

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Groups: Group Service Status and Fallback

15.2.1 Changing the Group Service Status (Features Menu)

Using the Features menu you may be able to change the service status of some groups to which you belong.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Group. Press Select.

3.Use the up and down arrow keys to highlight State. Press Select.

4.Use the up and down arrow keys to scroll through the list of hunt groups you can configure. Use All Groups for all the groups you can configure. The soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection.

· All Groups

· In Service

The groups operates as normal, distributing calls to available members of the group.

· Night Service

The group is in 'night service' mode. Calls are redirected to its night service fallback group if set , otherwise to voicemail if available.

· A hunt group can also be put into and out of night service automatically by the telephone system using a

time profile. If that is the case, the night service state cannot be overridden using manual controls.

· Out of Service

The group is out of service. Calls are redirected to its out of service fallback group if set , otherwise to voicemail if available.

· Particular Group

· Change

Change the status of the selected group.

· Save

Exit the menus.

· ! The system administrator is able to configure whether you have access to the Membership, State and

Fallback options of a group. If you are not configured for any groups then the Group menu is not shown.

15.2.2 Changing the Group Service Status (Status Menu)

If the system administrator has allowed you, you can change the service state of a group through the Status menu.

1.Press the Status soft key if shown.

· To access the Status menu during a call, press the PHONE key and then press the Status soft key if

shown.

2.Use the up and down arrow keys to highlight the hunt group name and your current membership status.

3.Select the required state using the soft keys:

· In Service

The groups operates as normal, distributing calls to available members of the group.

· Night Service

The group is in 'night service' mode. Calls are redirected to its night service fallback group if set , otherwise to voicemail if available.

· A hunt group can also be put into and out of night service automatically by the telephone system using a

time profile. If that is the case, the night service state cannot be overridden using manual controls.

· Out of Service

The group is out of service. Calls are redirected to its out of service fallback group if set , otherwise to voicemail if available.

· ! The system administrator is able to configure whether you have access to the Membership, State and

Fallback options of a group. If you are not configured for any groups then the Group menu is not shown.

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15.2.3 Changing the Group Fallback

You may be able to use the Features menu to change the fallback group destination for some of the hunt groups of which you are a member.

1.Press the Features soft key if shown. To do this during a call, press the PHONE key and then press the Features soft key.

2.Use the up and down arrow keys to highlight Group. Press Select.

3.Use the up and down arrow keys to highlight Fallback. Press Select.

· Use the left and right arrow keys to switch between altering night service (NS) or out of service (OOS)

settings.

· Use the up and down arrow keys to scroll through the list of hunt groups you can configure in the

current mode.

· To change the setting of the currently highlighted hunt group press Edit.

· To change the setting of all the hunt groups press More and then press Edit All.

· ! The system administrator is able to configure whether you have access to the Membership, State and

Fallback options of a group. If you are not configured for any groups then the Group menu is not shown.

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Chapter 16.

Button Features

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16. Button Features

· Abbreviated Dial*

· Absence Text*

· Account Code

· Auto Callback

· Break Out

· Call Forward All*

· Call Park

· Call Park To Other

· Call Pickup*

· Call Pickup Any *

· Drop Call

· Flash Hook

· Group BLF

· HG Night Service

· Internal Auto Answer

· Page*

· Ringer Off

· Self Administer*

· Send All Calls*

· Suppress Digits

· User BLF

Button Actions

There are a wide range of features that can be assigned to the buttons. This guide only includes details of those that you can assign to a button using the self-administer menu. Functions that can only be assigned by your system administrator will be explained by the system administrator.

Some actions are not supported on all phones. However, they may be set for users who hot desk between different types of phone. On 9621 and 9641 phones, those functions marked by a * can be assigned to a quick touch line button on the phone's home screen .

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Button Lamps

The use of the button lamp or icon will depend on the action associated with the button.

Fixed Buttons

On all the phones, the programmable button features appear below the call appearance buttons. The screen can be scrolled to display further buttons. For the 9650 phones, some of the programmable buttons remain permanently visible even if the display is scrolled. On the 9641 phone, you can select to have some of the programmable buttons

permanently visible .

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Avaya B5800 User Guide

Specifications and Main Features

Frequently Asked Questions

User Manual

· Headset Volume

· Speaker Volume

3.The Visual Voice menu is displayed.

· ! The system administrator is able to configure whether you can access the Forward and Follow Me menu and