Avaya IP Office 4400, IP Office 6400 User Guide

IP Office

4400/6400 Series User Guide

15-601074 Issue 12b - (07 February 2010)

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Contents

..................................................................... 418.4 Programming Using the ProgA Menu

..................................................................... 418.5 Storing Abbreviated Dialling Under a DSS Key

4400/6400 Telephones1.

..................................................................... 71.1 Phone Key Symbols

..................................................................... 81.2 The Display

Making Calls2.

..................................................................... 102.1 Making a Call

..................................................................... 102.2 Using the Directory

..................................................................... 112.3 Redial

..................................................................... 112.4 Making a Page Call

..................................................................... 112.5 Leaving a Message

..................................................................... 122.6 Arranging a Callback

..................................................................... 122.7 Leaving a Message in Voicemail

System Features9.

..................................................................... 449.1 System Features

..................................................................... 449.2 Making Calls

..................................................................... 449.3 Answering Calls

..................................................................... 459.4 Call Waiting

..................................................................... 459.5 Call Forwarding

..................................................................... 469.6 Follow Me

..................................................................... 469.7 Do Not Disturb

..................................................................... 479.8 Voicemail

..................................................................... 489.9 The System Administrator

..................................................................... 489.10 Default Speed Dial and Feature Codes

...............................................................................49Index

Answering Calls3.

..................................................................... 143.1 Answering a Call

..................................................................... 143.2 Internal Auto-Answer

..................................................................... 143.3 Direct Pickup

..................................................................... 153.4 Answering a Message Indicator

..................................................................... 153.5 Answering a Page Call

Hold, Park & Transfer4.

..................................................................... 184.1 Holding Calls

..................................................................... 184.2 Parking Calls

..................................................................... 194.3 Transferring a Call

Other Call Controls5.

..................................................................... 225.1 Conference Calls

..................................................................... 225.2 Account Codes

..................................................................... 235.3 Recording a Call

..................................................................... 235.4 Speakerphone

..................................................................... 235.5 Dropping a Call

..................................................................... 245.6 Muting a Call

..................................................................... 245.7 Displaying the Call History

Diverting/Forwarding Calls6.

..................................................................... 266.1 Switching Divert On

..................................................................... 266.2 Call Forwarding

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

..................................................................... 276.4 Setting Absence Text

Phone Controls7.

..................................................................... 307.1 Displaying the Date and Time

..................................................................... 307.2 Call Timer

..................................................................... 307.3 Changing the Volume

..................................................................... 317.4 Changing the Ringer Sound

..................................................................... 317.5 Hot Desking

..................................................................... 317.6 Group Enable/Disable

..................................................................... 327.7 Locking/Unlocking the Phone

..................................................................... 327.8 Changing the Login Code

..................................................................... 327.9 Changing the Extension Name

..................................................................... 337.10 Changing the Phone Language

..................................................................... 337.11 Changing the System Date and Time

DSS Key Overview8.

..................................................................... 368.1 Programming Functions Against DSS Keys

..................................................................... 378.2 Programming Using the Admin Menu

..................................................................... 388.3 Admin Functions

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Chapter 1.

4400/6400 Telephones

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4400/6400 Telephones:

1. 4400/6400 Telephones

This guide covers the use of supported 4400 Series and 6400 Series phones on IP Office phone systems. This guide assumes that the phone you are using has its default settings. Be aware that the system administrator can reprogram the system and/or individual extensions to offer different sets of features. If in doubt, contact your system administrator.

· Default Buttons Each phone is configured by default with 3 Call Appearance buttons. These buttons are located on the top 3 buttons of the leftmost column. They are used to make and receive calls.

· DSS Keys This guide details accessing many functions by pressing Menu. Many of these functions can be assigned to

the DSS keys on your phone.

· The 4406D+ sets do not have Menu. For those phones, you can either have a button programmed through the manager (contact your system administrator) or by using the short codes. When using these phones, use short codes. This operation is described in System Features .

· 4450 DSS Module Some phones have a DSS port for the connection of a DSS module, which increase the number of DSS keys available. The 4450 DSS module is available for use with both the 4412D+ and 4424D+ phones. When using the 4450, ensure that the power supply is connected to the phone. The 4450 DSS module enhances functionality by providing an array of buttons that can be used to track extensions, users or Park fields, or be programmed for other functions that help you to handle calls more efficiently.

· System and User Short Codes The system has a wide range of features that are triggered by dialling a particular sequence. These short codes can be system-wide or specific to an individual user. For details of the short codes available to you, contact your system administrator. For details of the normal default short codes, see Default Speed Dial and Feature Codes .

1.1 Phone Key Symbols

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

· Spkr The light above the key is lit when on speakerphone. See Speakerphone .

· Mute The light above the key is lit or blinking when using mute. See Muting a Call .

· Hold See Holding Calls .

· Redial See Redial .

· Trnsfr See Transferring a Call .

· Conf See Conference Calls .

· Message Indicator See Answering a Message Indicator .

· Menu Used to access features and functions. (Not available on the 4406D+ and TransTalk MDW 9040).

· Next/Prev Used to make display selections and data entry. (Not available on the 4406D+ and TransTalk MDW 9040).

· Exit Use this key to exit the administration menus and return to normal phone operation. (Not available on the 4406D+ and TransTalk MDW 9040).

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1.2 The Display

· Phone Locked Internal calls only. See Locking/Unlocking the Phone .

· Call Forwarding On

See Call Forwarding .

· In Group See Group Enable/Disable .

· Held Call Shows the number of held calls. See Holding Calls .

· Do Not Disturb On See Send All Calls (Do Not Disturb) .

· Parked Calls Shows the number of parked calls. See Parking Calls .

· Calls in Call History See Displaying the Call History .

DISC

· Disconnected To end the call, press Spkr.

CONN

· Connected You are on a call.

CONF

· Conference Call You are part of a conference call, displayed on the left hand side of the display. See Conference Calls .

PAGE

· Page Call See Answering a Page Call .

· Time & Date See Displaying the Date and Time .

· Timer See Call Timer .

· Indicates that the displayed item is the currently selected item.

· To view up to 12 softkey functions, press Menu. To show the functions, press and Next/Prev and then press the display key beneath an option to select it.

· To view additional functions, press Menu twice.

See DSS Key Functions .

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Chapter 2.

Making Calls

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2. Making Calls

2.1 Making a Call

All phones in 4400 series have speakerphone, so that you can dial and hear the call progress without having to pickup the handset.

To make a call

1.Pickup the handset or, if your phone supports it, press Spkr (see Speakerphone ).

2.Dial the number you require.

· If ENTER ACCOUNT appears, then you are required to enter an account code before making calls (see

Account Codes ).

3.To end the call either put down the handset or, if using speakerphone, press Spkr.

To make a call via the headset

1.Dial the number you require.

2.To end the call, press the programmed Drop DSS key (see Programming Functions Against DSS Keys ) or press Menu and then press Drop.

To make a call using a dial pad key (0-9)

1.Pick up the handset or press Spkr.

2.Press a programmed AD button and then press the programmed dial pad key (see Storing Abbreviated dialling

Under a DSS Key ).

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

2.2 Using the Directory

The phone can display a directory of group names, extension names or directory names from which you can select and then dial. If Menu is supported, Menu is displayed.

· This feature can work in two modes, Classic or Dial Name mode (the default). Contact your system administrator,

if you are unsure which mode your phone system uses.

To use the directory

1.Press Menu and then press Dir. Alternatively, press Menu twice, press Next and then press Dir.

2.Press either; Index (internal extensions), Group (hunt groups) or Extrn (numbers in the IP Office Directory).

3.Use the letter keys to dial the name that you want. For example; for names starting with John, dial 5646. Ignore any spaces in the name.

4.The display will show the first match to the letters entered so far. Either, enter further letters, or:

· To move through the matching entries, press and Next/Prev on either side of the current name to display the other matches found so far.

· If NO MATCH displays, press Prev to go back to the previous step.

5.When the name you want is shown, press Call.

6.If you cannot find the name you want, press Exit twice.

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Making Calls: Using the Directory

2.3 Redial

The phone stores a record of the numbers that you have dialed. You can display and select a number from that record. 4406D+ and TransTalk MDW 9040 sets can use redial. When the button is pressed, the last number that was dialed is redialed.

To redial a number dialed

1.Press Redial. Numbers that you have recently dialed are displayed.

2.To move through the stored numbers, press and Next/Prev.

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

2.4 Making a Page Call

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

4406D+ users can make a page call via the short codes. Contact your system administrator for the appropriate code. TransTalk MDW 9040 users can make Page Calls, but cannot receive them.

To make a page call

1.Press Menu twice.

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

3.Press Page.

2.5 Leaving a Message

When you call another extension that does not answer, you can leave message indication. If their phone has a message indicator lamp, it will light. If their phone has a display, it may also display your name and number for a return call.

The lamp on your phone lights when you have messages, see Answering a Message Indicator .

To send a message indication

1.Press Menu twice.

2.Press Call and enter the extension number (use the top-left display key to backspace).

3.Press Messa.

4.Press Exit.

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2.6 Arranging a Callback

If an extension is busy, or does not answer when you call you can arrange a callback rather than leave a message. With a callback set, after that extension is next used, your phone will ring and when you answer, the extension is rung.

To set a callback during a call

· If, when you make a call, you are not answered or the station is busy, press the programmed AutCB DSS key and end your call attempt.

· Alternatively:

1.Press Menu.

2.Press and Next/Prev to search and then select AutCB. End your call attempt.

To arrange a callback without making a call

1.Press Menu twice.

2.Press Call and enter the extension number (use the top-left display key to backspace).

3.Press Next and then press CallB.

4.Press Exit.

5.When that extension becomes free, your phone is rung and if you answer, the other extension then rings. Your

phone rings the number of times that has been specified in the No Answer Time (either for the system, or if there has been an individual one set for your user id). The default is three rings.

2.7 Leaving a Message in Voicemail

You can leave a message directly in voicemail for an extension without ringing the extension. This will light that extension message indicator if they have one. 4406D+ and TransTalk MDW 9040 users can leave a message for an extension via the short codes. Contact your system administrator for the appropriate code.

To leave a message directly in voicemail

1.Press Menu twice.

2.Press Call and enter the extension or group number (use the top-left display key to backspace).

3.Press Next and then press Vmail.

4.You will hear the mailbox greeting and then be prompted to leave a message.

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Chapter 3.

Answering Calls

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3. Answering Calls

3.1 Answering a Call

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

To answer a call

· Pickup the handset. If active on a call, place the other call on hold.

To answer a call using the speakerphone

· Press Spkr.

To answer a call using the headset

· Press the call appearance button associated with the call.

3.2 Internal Auto-Answer

Internal auto-answer connects your internal calls after just one ring. This feature also applies when you are in Headset Mode. TransTalk MDW 9040 does not have Internal Auto Answer.

To set/cancel internal auto-answer

· Press the programmed HfAns DSS key.

· Alternatively:

1.Press Menu.

2.Press HfAns

3.Press Exit.

3.3 Direct Pickup

If you know the extension number, you can pickup a call ringing at another extension. 4406D+ and TransTalk MDW 9040 users can pickup a call for an extension via the short codes. Contact your system administrator for the appropriate code or see Default Speed Dial and Feature Codes .

To do a direct pickup

· Press the programmed DpkUp DSS key.

· Alternatively:

1.When you hear the extension ringing, press Menu.

2.To search, press and Next/Prev and then press DpkUp.

3.Enter the extension number and then press Done.

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Answering Calls: Direct Pickup

3.4 Answering a Message Indicator

If another extension has left you a message or you have voicemail, is lit.

· If you have voicemail ringback switched on, then whenever you have new messages the voicemail system will ring you after you use the phone.

4406D+ and TransTalk MDW 9040 phones can access their voicemail messages by using the shortcode for Voicemail Collect. Contact your system administrator for the appropriate code or if using the default codes, see Voicemail .

To answer a message indication

· Press the programmed Voice DSS key.

1.The display shows you how many voicemail messages you have in your mailbox. It you are a member of a hunt group that has messages, the hunt group name is also shown. To check the mailbox, press the display key.

2.Follow the prompt to check your messages.

· Alternatively:

1.Press Menu twice.

2.Press Msgs.

· A above Voice indicates that you have voicemail messages.

· A above Recvs indicates that another extension has lit you message indicator. See Leaving a Message

. It can also indicate that an IP Office SoftConsole operator has sent you a text message.

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

4.To check message indicators and text messages, press Recvs.

· The display will show the time, date and caller's extension number. It also shows the message number and total number of messages.

· To move through the stored messages, press and Next/Prev.

· To delete the displayed messages, press the top-right display key.

5.To check voicemail messages, press Voice.

3.5 Answering a Page Call

Other users may page you or a group to which you belong. You will hear the page through your speakerphone and Page is displayed. See Making a Page Call . TransTalk MDW 9040 users can make Page Calls but cannot receive them.

To answer a page call

· Press Conf.

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