Avaya ETR 6D, ETR 18D, ETR 34D, PARTNER Version, ETR 6 User Manual
...
- Issue 1b - (22 February 2010)
PARTNER Version Phone User Guide
IP Office PARTNER Version
PARTNER User Guide Page 2
- Issue 1b (22 February 2010)IP Office PARTNER Version
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Contents
Contents
ETR Telephones1.
..................................................................... 91.1 Fixed Buttons
..................................................................... 91.2 Ringing Patterns
..................................................................... 91.3 Dial Tones
..................................................................... 101.4 Light Patterns
..................................................................... 101.5 Adjusting the Telephone Display
1400 Series Phones2.
Basic Call Handling3.
..................................................................... 163.1 Making Calls
..................................................................... 173.2 Answering Calls
..................................................................... 183.3 Using Handsfree
..................................................................... 183.4 Hands-Free Answer on Intercom
..................................................................... 193.5 Adjusting the Volume
..................................................................... 193.6 Holding Calls
..................................................................... 193.7 Transferring Calls
..................................................................... 203.8 Conferencing Calls
..................................................................... 203.9 Joining Calls
Advanced Features4.
..................................................................... 224.1 Feature and Intercom Codes
..................................................................... 244.2 Naming Your Extension
..................................................................... 254.3 Absent Text Messages
..................................................................... 264.4 Forwarding Calls
..................................................................... 274.5 Call Coverage
..................................................................... 294.6 Auto Dialing
..................................................................... 304.7 Locking Your Extension
..................................................................... 304.8 System Speed Dials
..................................................................... 314.9 Personal Speed Dials
..................................................................... 324.10 Account Codes
..................................................................... 334.11 Parking Calls
..................................................................... 334.12 Call Pickup
..................................................................... 344.13 Do Not Disturb
..................................................................... 354.14 Voice Mailbox Transfer
Using Voicemail5.
..................................................................... 395.1 Accessing Your Mailbox
..................................................................... 405.2 Listening to Your Messages
..................................................................... 415.3 Record Your Name
..................................................................... 425.4 Changing Your Access Code
..................................................................... 435.5 Changing Your Greeting
..................................................................... 445.6 Voicemail Coverage On/Off
..................................................................... 455.7 Forwarding a Message
..................................................................... 455.8 Calling a Message Sender
..................................................................... 465.9 Voicemail Email
..................................................................... 475.10 Visual Voice
Contacts (1408/1416)6.
..................................................................... 506.1 Viewing Contacts Details
..................................................................... 516.2 Make a Call from the Directory
..................................................................... 516.3 Editing a Contact
..................................................................... 526.4 Adding a New Contact
............................................................................ 526.4.1 Add a Contact from the Call Log
..................................................................... 526.5 Deleting a Contact
Call Log (1408/1416)7.
..................................................................... 547.1 Using the Call Log
..................................................................... 547.2 Making a Call from the Call Log
..................................................................... 557.3 Viewing Call Details
..................................................................... 567.4 Deleting a Record
..................................................................... 567.5 Deleting All Records
..................................................................... 567.6 Adding a Record to Your Contacts
Phone Settings (1408/1416)8.
..................................................................... 588.1 A-Menu Auto Exit
..................................................................... 598.2 Visual Alerting
..................................................................... 598.3 Audible Alerting
..................................................................... 598.4 Ring Sound
..................................................................... 608.5 Display Brightness
..................................................................... 608.6 Display Contrast
..................................................................... 608.7 Display Language
..................................................................... 618.8 Error Tones
..................................................................... 618.9 Button Clicks
..................................................................... 618.10 Default Handsfree Audio Path
...............................................................................63Index
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ETR Telephones
Chapter 1.
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ETR Telephones:
1. ETR Telephones
The IP Office PARTNER Version supports the ETR Series of Avaya phones. The models supported are the ETR 6D, ETR
18D and ETR 34D phones.
Feature
ETR 6
ETR 6D
ETR 18
ETR 18D
ETR 34D
Programmable buttons with lights
44161632
Programmable buttons without lights
00444
Intercom Buttons with light
22222
DisplayNoYesNoYes
Yes
Speakerphone
Yes
Yes
Yes
Yes
Yes
ETR 6/ETR 6D
The ETR 6 does not include a display. The ETR 6D includes the display.
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ETR 18/ETR 18D
The ETR 18 does not include a display. The ETR 18D includes the display.
ETR 34D
The number of ETR 34D phones supported is limited to a maximum of 4 (with a maximum of 2 per ETR6 base card).
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ETR Telephones:
1.1 Fixed Buttons
In addition to the line buttons, the telephones have some or all of the following fixed buttons, which are already
imprinted:
· INTERCOM (not labeled)
Press to make or answer a call to or from another extension. If you receive a call on a T1 line with Direct Inward
Dialing (DID), and you cannot access that line from a line button, the call will appear on your Intercom button.
· FEATURE
Press to change programmed settings or use system features.
· CONF
Press to add other parties to your call.
· TRANSFER
Press to pass a call to another extension.
· HOLD
Press to put a call on hold.
· SPKR
Press to turn on and off the speaker and microphone (if available), so you can dial and have a conversation
without lifting the handset. The light next to this button shows when the speaker is turned on.
· MIC/HFAI
Press to turn the microphone on and off. The light next to this button shows when the microphone is turned on.
Leave on to use Hands-Free Answer on Intercom (HFAI) feature.
· Volume Control Buttons
Press to decrease or to increase the volume as follows:
· To adjust ringer volume, press while the telephone is idle or ringing and the handset is in the cradle.
· To adjust speaker volume, press while listening to a call through the speaker.
· To adjust handset volume, press while listening through the handset.
1.2 Ringing Patterns
ETR phones use the following ring patterns:
Call Type
Ring Pattern
Outside Call
ring... ring... ring
Intercom Call
ring BEEP... ring
BEEP... ring BEEP
· If you have a system display telephone, the caller’s extension number (and
name if programmed) appears on the display.
Recalling Call
ring BEEP BEEP...
ring BEEP BEEP...
ring BEEP BEEP.
· A transferred call, or an unanswered transferred or parked call that is ringing
back at your extension
1.3 Dial Tones
There are two different dial tones when you call with a system telephone:
· Outside dial tone is generated by your local telephone company to indicate that you are connected with an outside
line.
· Intercom dial tone is generated by the system to indicate that you are connected with an inside line. You hear this
dial tone when you are making an inside or intercom call.
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1.4 Light Patterns
Some buttons have a green light and a red light. The meaning of these lights varies depending on whether the button is
used to access an outside line or pool, is programmed with a system feature, or is programmed for Auto Dialing an
extension number (Intercom Auto Dial button).
The meanings of the various light patterns for each possible button assignment are:
Light Pattern
Line Button
Programmable Button
Intercom / Auto Dial Intercom Button
On
Green - You are using the line.
Red - Line in use by another
extension.
Green - Feature is on.
Red - Extension is busy.
Off
Line is idle
Feature is off.
Extension is idle.
Flash
(long on, long off)
Green Flash - A call is ringing
at your extension.
Red Flash - A call is ringing on
the line but not at your
extension.
A user is entering a a four-digit
code to lock or unlock their
extension.
–
Alternating
Red/Green
Alternating green and red flash
appears at both extensions in a
joined call.
–
–
Wink
(long on, short off)
Green Wink - The call is on
hold or parked at your
extension.
Red Wink - Call is on hold or
parked at another extension.
Anyone who has the line can
retrieve the call.
–
–
Green Flutter
(short on, short off)
–
Caller ID Inspect, Call Log or
Absent Msg. is on.
Absent Text Message Mgt. is
active
Call Logs is active
1.5 Adjusting the Telephone Display
The phone must be idle and the handset must be in its cradle when you adjust the display contrast.
To adjust the display brightness
1. With the extension idle, press *.
2.Use the up arrow and down arrow keys to change the display brightness.
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1400 Series Phones
Chapter 2.
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2. 1400 Series Phones
The IP Office PARTNER Version system supports the 1400 Series of Avaya digital telephones. Supported models are the
1403, 1408 and 1416.
Feature
1403
1408
1416
Programmable buttons with lights
1614
Programmable buttons without lights
000
Intercom Buttons with light
222
Display
Yes
Yes
Yes
Speakerphone
No
Yes
Yes
1403 Telephone
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1400 Series Phones:
1408 Telephone
1416 Telephone
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Basic Call Handling
Chapter 3.
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3. Basic Call Handling
3.1 Making Calls
You can make a call by dialing an outside telephone number or an extension number.
· If the telephone number is one that is used frequently called it can be stored and dialed as a personal speed dial
or using an auto dial button.
To make a call to another extension
1.Pick up the handset and press an idle INTERCOM button. The green light next to the button is on steady and you
will hear the dial tone.
2.Dial the extension number.
· On 1400 Series phones, if the other extension doesn't answer press AutCB (automatic callback) to have that
extension call you after it is next used and then hangup.
To make an external call
1.Pick up the handset. The green light next to the button is on steady and you will hear the dial tone.
2.Dial the telephone number. The dialled number will appear on the display.
Using the last number redial
1400 Series phones users can use the fixed REDIAL button on their phone to view details of previous calls and redial
those number.
1.Lift the handset.
2.Press FEATURE 05. The digits are displayed as they are dialed.
To create a last number redial button (ETR 18D/ETR 34D Phone)
1.At the phone press Feature 00.
2.Program Extension: is shown on the display.
3.Press the button that you want to edit or enter a number between 03 to 80 to select a button. The current setting
of the button is displayed.
4.Dial FEATURE 05.
5.The current setting of the button will now be set to Last Number Redial.
· Exit programming by pressing Feature 00. You can also exit programming mode by lifting the handset, then place
it back in the cradle.
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Basic Call Handling: Making Calls
3.2 Answering Calls
You can answer telephone calls that are ringing your extension or at another extension. If you regularly pick up calls for a
specific extension you can program a call pickup button for that specified extension.
To answer a call ringing at your own extension
1.Pick up the handset, you are connected to the incoming call. If more than one line is ringing, you are connected to
the line that has been ringing for the longest time.
· To answer a specific line press the button for that line.
· On 1400 Series phones, the press >> to display additional options.
· To VM can be used to send the ringing call to voicemail immediately.
· Ignore can be used to quieten or suppress the ringer.
To answer a call ringing at another extension (call pickup)
1.Pick up the handset.
2.Press an INTERCOM button and dial 6 followed by the two-digit number of the extension at which the call is
ringing or parked.
33
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3.3 Using Handsfree
The ETR 6D, ETR 18D, ETR 34D telephones each have a speaker and microphone which you can turn on by pressing
SPKR. The 1408 and 1416 telephones also each have a speaker and microphone which you can turn on by pressing
SPEAKER.
· In addition, on the ETR 6D, ETR 16D and ETR 34D telephones, you can turn just the microphone on and off by
pressing MIC/HFAI. When the green light next to MIC/HFAI is on, the microphone is on.
· The 1403 telephones has a speaker but no microphone. This allows it to hear page calls and hear the progress of a
call when making a call. However the handset must be used to speak on a call.
Room acoustics and background noise can affect the proper operation of the speakerphone. To ensure that your
speakerphone works effectively, follow these guidelines:
· Avoid placing your telephone in areas with high background noise caused by sources such as motor vehicles,
manufacturing equipment, loud voices, radios, printers, copiers, typewriters, other noisy office equipment or
heater and air conditioning fans.
· Avoid talking before the other person is finished speaking. When you both talk at the same time, only one person’s
voice comes through.
· Do not use your speaker to make announcements over a loudspeaker paging system connected to your telephone
system.
· When talking, always face your telephone and stay within two feet of it.
· Place your telephone at least six inches (15 cm) away from the edge of your desk.
· If you have difficulty hearing the other party, try increasing the speaker volume. If you have background noise,
try turning off the microphone when the party at the other end is speaking and turning it on when you speak. If
the difficulty persists, lift your handset to continue the conversation.
· In conference rooms, a separate speakerphone is recommended, since the built-in speaker on a system telephone
is designed for individual use.
To make a call without lifting the handset
1.Press SPEAKER or SPKR to get a dial tone
2.Dial the number, you hear the call ringing. When the other party answers, you can talk without lifting the handset.
To switch modes
· If you are already on a call, you can switch from the handset to the speakerphone by pressing SPEAKER or SPKR
and then hanging up the handset.
· If you are using the speakerphone and want to switch to the handset, lift the handset. The speaker and
microphone are turned off.
· On ETR phones, to turn off the microphone when you are using the speaker, press MIC/HFAI. This will mute your
voice so the other party cannot hear you. On 1400 Series phones to do this press the MUTE button.
3.4 Hands-Free Answer on Intercom
When you receive a voice-signaled intercom call, your telephone beeps once to indicate that your speaker has been
turned on automatically, and you hear the caller’s voice over your telephone’s speaker. If you leave your microphone on
all the time, you can start talking when you hear the caller, without lifting the handset. This feature is called Hands-Free
Answer on Intercom (HFAI).
Any user in the system can make a voice-signaled call to an idle system telephone by pressing an intercom button and *
and then dialing an extension number.
You cannot make a voice-signaled call to an extension that has the Cell Phone Connect feature active. (The call will not
appear at the extension.)
1.The HFAI feature can be turned on or off only when your telephone is idle. On ETR phones use the HFAI button, on
1400 Series phones use the MUTE button. Muting your voice while you are on a call only turns off the microphone
for the duration of the call.
2.If you are already on a call, any additional voice-signaled call to your extension is turned into a normal ringing call
instead.
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Basic Call Handling: Hands-Free Answer on Intercom
3.5 Adjusting the Volume
While the phone is idle or ringing, you can adjust the ringer volume. When the phone is connected to a call you can
adjust the speaker or handset volume.
To adjust the ringer volume
1.Use the up arrow and down arrow keys to change the ringer volume.
To adjust the caller volume
The volume that gets adjusted will depend on whether you are using the handset, speakerphone or headset (1408 and
1416 phones only) at the time you use this process.
1.Use the up arrow and down arrow keys to change the volume.
3.6 Holding Calls
When a call is on hold you can make and receive other calls on another line.
If a call is left on hold for longer than the specified interval it will recall to the extension that put it on hold.
To place a call on hold
1.During the call press the HOLD button or the button on which the call is taking place. The Green light next to the
button will wink to show that the call is on hold.
To retrieve a call that you put on hold
1.Press the button next to the winking Green light. You are reconnected to the call. The green light changes to a
steady green light.
To retrieve a call that somebody else put on hold
2.Press the button next to the winking Red light. You are reconnected to the call. The Red light changes to a steady
green light.
3.7 Transferring Calls
Transferring a call lets users "pass" a call from one extension to another. Users can transfer both outside and internal
calls to another extension.
To transfer a call
1.While the call is active press the TRANSFER button. The call is put on hold and the green light next to the line or
intercom button will wink.
2.When you hear the inside dial tone, dial the number to which the call is to be transferred. Then do one of the
following:
· To transfer the call without announcing it (an unsupervised transfer) hang up or press the transfer button
again as soon as you hear the extension ringing. The transfer is complete. If the call is not answered it will be
returned to your extension. When your extension rings, left the handset to be reconnected to the caller.
· To announce the call before completing the transfer (a supervised transfer), wait for the call to be answered.
If the called party is willing to accept the call hang up or press the transfer button again to complete the
transfer. If no one answers or the call is refused, press the button next to the winking green light to be
reconnected to the caller.
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3.8 Conferencing Calls
The Conference feature allows you to conference other parties (including yourself) into a call. A conference call can
connect up to the maximum number of conference parties, including up to 2 external callers.
To create a conference call
1.While active on a call, press the CONF or CONFERENCE button. The first party is now on hold.
2.When you hear the inside dial tone, dial the telephone number of the second party.
3.When the call is answered press the CONF or CONFERENCE button again to add the second party to the call.
4.You can now speak to the first and second parties. An alternating Red/Green Flash appears at any extension
connected during a conference call.
5.Repeat step 2 to add more parties.
To use hold during a conference call
If you need to answer or make another call during a conference call you can use the Hold feature. When you put a
conference call on hold, the other parties can still talk to each other.
1.Press the HOLD button.
2.The Green light next to the intercom or line button will wink to show that the call is on hold.
3.To re-join the conference call press the button next to the Green light. You will rejoin the conference. An
alternating Red/Green Flash appears next to your intercom or line button to indicate that you are in a conference
call.
3.9 Joining Calls
Joining is adding yourself to a call in progress, the same way you do on a home telephone by picking up an extension.
You
cannot:
· Join an intercom call or a conference call at anther extension.
· Join a call at any extension that has Privacy activated.
· Put a joined call on hold.
You can:
· Tell when someone has joined a call of yours when the lights next to the line button change to
alternately flashing Red and Green.
· Program Privacy onto a system telephone button to allow or prevent others from joining your calls.
· Join a call that is being answered by the voice messaging system. When you join the call, the voice
messaging system disconnects automatically so you can speak to the caller.
· Use Direct Line Pickup-Active Line to join a call on that line if a line is not assigned to your extension
and access to that line is not restricted for that extension.
To join a call
A steady red light next to a line button indicates that a call is in progress on that line.
1.Press the line button next the the steady red light and lift the handset. Alternatively press INTERCOM and dial 68
followed by the two-digit line number.
2.The red and green lights alternately flash. You are now joined with the call.
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