Avaya IP Office 9.0 User Manual

IP Office 9.0

9500 Series User Guide

Issue 06d - (17 September 2013)

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CPU License (CP). End User may install and use each copy of the Software on a number of Servers up to the number indicated in the order provided that the performance capacity of the Server(s) does not exceed the performance capacity specified for the Software. End User may not reinstall or operate the Software on Server(s) with a larger performance capacity without Avaya’s prior consent and payment of an upgrade fee.

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Named User License (NU). You may: (i) install and use the Software on a single Designated Processor or Server per authorized Named User (defined below); or (ii) install and use the Software on a Server so long as only authorized Named Users access and use the Software. “Named User”, means a user or device that has been expressly authorized by Avaya to access and use the Software. At Avaya’s sole discretion, a “Named User” may be, without limitation, designated by name, corporate function (e.g., webmaster or helpdesk), an e-mail or voice mail account in the name of a person or corporate function, or a directory entry in the administrative database utilized by the Software that permits one user to interface with the Software.

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

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Virtualization Each vAppliance will have its own ordering code. Note that each instance of a vAppliance must be separately ordered. If the end user customer or Avaya channel partner would like to install two of the same type of vAppliances, then two vAppliances of that type must be ordered. Each Product has its own ordering code. Note that each instance of a Product must be separately licensed and ordered. “Instance” means one unique copy of the Software. For example, if the end user customer or Avaya channel partner would like to install two instances of the same type of Products, then two Products of that type must be ordered.

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Note to Service Provider The Product may use Third Party Components that have Third Party Terms that do not allow hosting and may need to be independently licensed for such purpose.

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 Toll 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 website: http://support.avaya.com. Suspected security vulnerabilities with Avaya products should be reported to Avaya by sending mail to: securityalerts@avaya.com.

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Downloading Documentation For the most current versions of Documentation, see the Avaya Support website: http://support.avaya.com.

Contact Avaya Support See the Avaya Support website: http://support.avaya.com for product notices and articles, or to report a problem with your Avaya product. For a list of support telephone numbers and contact addresses, go to the Avaya Support website: http://support.avaya.com, scroll to the bottom of the page, and select Contact Avaya Support.

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Contents

Introduction1.

..................................................................... 111.1 Important Safety Information

..................................................................... 121.2 9504 Telephone

..................................................................... 131.3 9508 Telephone

..................................................................... 141.4 Button Modules

..................................................................... 151.5 Phone Keys

..................................................................... 171.6 Status Letters

..................................................................... 171.7 The Phone Stand

Making Calls2.

..................................................................... 202.1 En-Bloc Dialing

..................................................................... 212.2 Call Soft Key Options

..................................................................... 222.3 Calling from the Contacts List

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

..................................................................... 232.5 Redialling a Previous Number

..................................................................... 232.6 Making a Page Call

..................................................................... 232.7 Withholding Your Number

..................................................................... 242.8 Adjusting the Call Volume

..................................................................... 242.9 Muting a Call

..................................................................... 242.10 Ending Calls

Answering Calls3.

..................................................................... 273.1 Diverting a Call to Voicemail

..................................................................... 273.2 Ignoring an Incoming Call

..................................................................... 273.3 Answering a Page Call

..................................................................... 283.4 Using Call Pickup

Redialling4.

..................................................................... 304.1 Open Call Log Mode

..................................................................... 304.2 Last Dialed Mode

..................................................................... 304.3 Selecting Your Redial Mode

Holding and Parking Calls5.

..................................................................... 335.1 Holding Calls

............................................................................ 335.1.1 Holding a Call

............................................................................ 335.1.2 Taking a Call Off Hold

............................................................................ 345.1.3 Switching Between Calls

............................................................................ 345.1.4 Transferring a Held Call

..................................................................... 355.2 Parking Calls

............................................................................ 355.2.1 Parking Calls Using the Menu

............................................................................ 355.2.2 Unparking Calls (Status Menu)

Transferring Calls6.

..................................................................... 386.1 Transferring to Voicemail

..................................................................... 386.2 Transferring a Held Call

..................................................................... 396.3 Transferring a Call to Your Mobile

Headset/Handsfree Operation9.

..................................................................... 489.1 Headset Operation

............................................................................ 489.1.1 Headset Volume

............................................................................ 489.1.2 Default Handsfree Audio Path

..................................................................... 499.2 Handsfree Speaker Operation

............................................................................ 499.2.1 Speaker Volume

............................................................................ 499.2.2 Default Handsfree Audio Path

Contacts/Directory10.

..................................................................... 5210.1 Managing External Contacts

..................................................................... 5310.2 Viewing Contacts Details

..................................................................... 5410.3 Making a Call from the Directory

..................................................................... 5410.4 Using the Directory for Other Functions

..................................................................... 5510.5 Adding a New Contact

..................................................................... 5510.6 Adding a Contact from the Call Log/History

..................................................................... 5610.7 Editing a Contact

..................................................................... 5610.8 Deleting a Contact

Call History11.

..................................................................... 5911.1 Accessing the Call Log/History

..................................................................... 5911.2 Making a Call

..................................................................... 6011.3 Viewing Call Details

..................................................................... 6111.4 Deleting a Record

..................................................................... 6111.5 Deleting All Records

..................................................................... 6111.6 Adding a Record to Your Contacts

Voicemail12.

..................................................................... 6412.1 Message Waiting Indication

..................................................................... 6512.2 Visual Voice

..................................................................... 6512.3 Checking Messages

..................................................................... 6612.4 Sending a Message

..................................................................... 6612.5 Email Mode

..................................................................... 6712.6 Mailbox Greeting

..................................................................... 6812.7 Mailbox Name

..................................................................... 6812.8 Changing Your Voicemail Code

..................................................................... 6912.9 Switching Voicemail On/Off

..................................................................... 6912.10 Transferring to Voicemail

..................................................................... 6912.11 Sending a Call to Voicemail

Logging In/Out13.

..................................................................... 7313.1 Logging In

............................................................................ 7313.1.1 Logging In on a Phone Already in Use

............................................................................ 7313.1.2 Logging In on a Not Logged In Phone

..................................................................... 7413.2 Logging Out

..................................................................... 7413.3 Locking the Phone

..................................................................... 7513.4 Auto Lock

..................................................................... 7513.5 Unlocking the Phone

..................................................................... 7513.6 Changing Your Security PIN

Account Codes7.

..................................................................... 427.1 Forced Account Code Entry

..................................................................... 427.2 Manual Account Code Entry

Conference Calls8.

..................................................................... 448.1 Starting a Conference

..................................................................... 448.2 Adding a Call to a Conference

..................................................................... 458.3 Viewing Conference Details

..................................................................... 458.4 Dropping/Muting Parties

..................................................................... 458.5 Holding a Conference Call

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Redirecting Calls14.

..................................................................... 7914.1 Follow Me

............................................................................ 8014.1.1 Follow Me To (Features Menu)

............................................................................ 8014.1.2 Follow Me (Status Menu)

............................................................................ 8014.1.3 Follow Me Here (Features Menu)

..................................................................... 8114.2 Forwarding Calls

............................................................................ 8314.2.1 Forward Unconditional (Status Menu)

............................................................................ 8314.2.2 Forward Unconditional (Features Menu)

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14.2.3 Forward On Busy/No Answer (Features

............................................................................ 84

Menu)

............................................................................ 8414.2.4 Forward On No Answer (Status Menu)

............................................................................ 8514.2.5 Forward On Busy (Status Menu)

..................................................................... 8614.3 Do Not Disturb

............................................................................ 8714.3.1 DND On/Off (Features Menu)

............................................................................ 8714.3.2 DND Off (Status Menu)

............................................................................ 8714.3.3 Do Not Disturb Exceptions

..................................................................... 8814.4 Twinning

............................................................................ 8814.4.1 Mobile Twinning Control

............................................................................ 8914.4.2 Transferring a Call to Your Mobile

............................................................................ 8914.4.3 Reclaiming a Twinned Call

............................................................................ 8914.4.4 Switching Twinning Off

Groups15.

..................................................................... 9315.1 Group Membership

............................................................................ 9315.1.1 Group Membership On/Off (Status Menu)

............................................................................ 9315.1.2 Group Membership On/Off (Features Menu)

..................................................................... 9415.2 Group Service Status and Fallback

15.2.1 Changing the Group Service Status

............................................................................ 95

(Features Menu)

15.2.2 Changing the Group Service Status (Status

............................................................................ 95

Menu)

............................................................................ 9615.2.3 Changing the Group Fallback

Button Features16.

..................................................................... 9916.1 Editing Your Programmable Buttons

..................................................................... 9916.2 Abbreviated Dial

..................................................................... 9916.3 Absence Text

..................................................................... 9916.4 Account Code

..................................................................... 9916.5 Call Forward All

..................................................................... 9916.6 Call Park

..................................................................... 10016.7 Call Park to Other

..................................................................... 10016.8 Call Pickup

..................................................................... 10016.9 Call Pickup Any

..................................................................... 10016.10 Conf Meet Me

..................................................................... 10016.11 Drop Call

..................................................................... 10016.12 Flash Hook

..................................................................... 10016.13 Group BLF

..................................................................... 10016.14 Internal Auto Answer

..................................................................... 10016.15 Paging

..................................................................... 10016.16 Park and Page

..................................................................... 10016.17 Ringer Off

..................................................................... 10016.18 Self Administer

..................................................................... 10016.19 Send All Calls

..................................................................... 10016.20 Suppress Digits

..................................................................... 10116.21 Twinning

..................................................................... 10116.22 User BLF

..................................................................... 10116.23 Timer

Phone Settings17.

..................................................................... 10517.1 Mobile Twinning

..................................................................... 10517.2 Withhold Number

..................................................................... 10517.3 Redial Mode

..................................................................... 10617.4 En-Bloc Dialing

..................................................................... 10717.5 Auto Lock

..................................................................... 10717.6 Ringer Controls

............................................................................ 10717.6.1 Disabling the Ringer

............................................................................ 10817.6.2 Visual Alerting

............................................................................ 10817.6.3 Coverage Ring

............................................................................ 10817.6.4 Ring Sound

............................................................................ 10917.6.5 Ringer Volume

............................................................................ 10917.6.6 Internal Auto Answer

............................................................................ 10917.6.7 Audible Alerting

..................................................................... 11017.7 Display Controls

............................................................................ 11017.7.1 Display Brightness

............................................................................ 11017.7.2 Display Contrast

............................................................................ 11117.7.3 Last Call Duration Display

............................................................................ 11117.7.4 Half/Full Width Display

............................................................................ 11117.7.5 Call Timer Display

............................................................................ 11117.7.6 Display Language

............................................................................ 11217.7.7 Auto Display Waiting Call

............................................................................ 11317.7.8 Inactivity Timer (Auto Return)

............................................................................ 11317.7.9 A-Menu Auto Exit

..................................................................... 11417.8 Volume and Sound

............................................................................ 11417.8.1 Button Clicks

............................................................................ 11417.8.2 Error Tones

............................................................................ 11417.8.3 Ringer Volume

............................................................................ 11517.8.4 Handset Volume

............................................................................ 11517.8.5 Headset Volume

............................................................................ 11517.8.6 Speaker Volume

............................................................................ 11517.8.7 Automatic Gain Control

............................................................................ 11517.8.8 Default Handsfree Audio Path

..................................................................... 11617.9 Viewing Information

Status Menu18.

..................................................................... 11818.1 Do Not Disturb

..................................................................... 11818.2 Follow Me To

..................................................................... 11918.3 Follow Me Here

..................................................................... 11918.4 Forward On Busy

..................................................................... 12018.5 Forward On No Answer

..................................................................... 12018.6 Forward Unconditional

..................................................................... 12018.7 Forwarded Here

..................................................................... 12118.8 Group Membership

..................................................................... 12118.9 Group Service Status

..................................................................... 12118.10 Mobile Twinning

..................................................................... 12218.11 Parked Calls

..................................................................... 12218.12 System Alarms

Short Codes19. System Administration20.

..................................................................... 12820.1 Checking the System Information

..................................................................... 12820.2 Setting the Date

..................................................................... 12920.3 Checking the Time Server Status

..................................................................... 13020.4 Setting the Time

..................................................................... 13020.5 Setting the Time Offset

..................................................................... 13120.6 Shutting Down the System

..................................................................... 13220.7 Managing Memory Cards

..................................................................... 13320.8 Reporting System Alarms

Menus21.

..................................................................... 13621.1 Features Menu

..................................................................... 13721.2 Status Menu

..................................................................... 13821.3 A Menu

..................................................................... 13821.4 Menu Access Control

Glossary22.

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..................................................................... 14222.1 Abbreviated Ring

..................................................................... 14222.2 Appearance Button

..................................................................... 14222.3 Attention Ring

..................................................................... 14222.4 Auto Hold

..................................................................... 14222.5 Bridged Appearance Button

..................................................................... 14222.6 Call Appearance Button

..................................................................... 14222.7 Call Coverage Button

..................................................................... 14222.8 Coverage Ring

..................................................................... 14222.9 Do Not Disturb

..................................................................... 14322.10 Do Not Disturb Exceptions

..................................................................... 14322.11 Follow Me

..................................................................... 14322.12 Follow Me Here

..................................................................... 14322.13 Follow Me To

..................................................................... 14322.14 Forward on Busy

..................................................................... 14322.15 Forward on No Answer

..................................................................... 14322.16 Forward Unconditional

..................................................................... 14422.17 Group

..................................................................... 14422.18 Idle Line Preference

..................................................................... 14422.19 Internal Twinning

..................................................................... 14422.20 Line Appearance Button

..................................................................... 14422.21 Logged Out

..................................................................... 14422.22 Missed Call

..................................................................... 14422.23 Missed Group Call

..................................................................... 14422.24 Login Code

..................................................................... 14522.25 Mobile Twinning

..................................................................... 14522.26 Park Call

..................................................................... 14522.27 Park Slot Number

..................................................................... 14522.28 Ringing Line Preference

..................................................................... 14522.29 Short Codes

..................................................................... 14522.30 Small Community Network

..................................................................... 14522.31 System Administrator

..................................................................... 14522.32 System Phone User

..................................................................... 14522.33 Twinning

...............................................................................147Index

Contents

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Chapter 1. Introduction

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Introduction:

1. Introduction

This guide is for 9500 Series telephones supported an Avaya IP Office telephone system running in IP Office Essential Edition, Preferred Edition, Advanced Edition or Server Edition mode..

· 9500 Series Telephones

The 9504 and 9508 phones are supported on IP Office systems only. They are physically and functionally the same as their 9400 Series equivalents but are not supported on other Avaya telephone systems.

· Unsupported Features

The 9500 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.

Note for Australian installations only:

Installations of the 9408/9508 terminal with an 1151 PSU and BM12 must be restricted to the same building as the host Gateway. That is, the 9408/9508 – if installed with an 1151 PSU and BM12 – cannot be connected in a campus environment where the 9408/9508 terminal is installed in a building separate from the building housing the Gateway. This application cannot be used with exposed (out-of-building) wiring.

For installations in which the 9408/9508 is used without the 1151 PSU and BM12, campus connections are acceptable: the 9408/9508 can be located in a separate building in these cases.

This restriction applies to Australian installations only.

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1.2 9504 Telephone

The IP Office supports the 9504 telephone. 9400 Series and 9500 Series phones are physically and functionally identical. However, 9500 Series phones are only

supported on IP Office systems whereas 9400 Series phones are also supported on other Avaya telephone systems. This guide only covers use of IP Office phones on an IP Office system.

This phone supports 12 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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Introduction: 9504 Telephone

1.3 9508 Telephone

The IP Office supports the 9508 telephone. 9400 Series and 9500 Series phones are physically and functionally identical. However, 9500 Series phones are only

supported on IP Office systems whereas 9400 Series phones are also supported on other Avaya telephone systems. This guide only covers use of IP Office phones on an IP Office system.

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 Button Modules

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.

9508 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 . For IP Office Release 9.0, these phone can also support SBM24 modules instead (see below) but not a mix of different module types.

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.

9504 Phones

These phones do not support any additional button modules.

Note for Australian installations only:

For installations in which the 9408/9508 is used without the 1151 PSU and BM12, campus connections are acceptable: the 9408/9508 can be located in a separate building in these cases.

This restriction applies to Australian installations only.

142 98

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1.5 Phone Keys

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.

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 - 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.

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 following keys are found on the phone:

58 61

Introduction: Button Modules

114

78 78

· 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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Introduction: Phone Keys

1.6 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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1.7 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.

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.

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 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.

Some or all of these options will only be available if enabled by your system administrator.

· 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 .

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

If enabled by your system administrator, 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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access Control.

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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.

· 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.

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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.

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.

[1]

, unless your first press

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Answering Calls:

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. This will only happen if your phone is currently idle.

A call connected automatically after a single beep is a page call directly to you or to a group of which your phone is a member. You can hear the caller but they cannot hear you.

· 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. You can continue

handsfree or pickup the handset.

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

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3.4 Using Call Pickup

Pickup is used to answer a call ringing elsewhere on the phone 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 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.

Access Control

Your system administrator can configure whether you can access this menu option. See Menu Access Control.

Default Short Codes

Short codes are numbers that you can dial to enable and disable various features. The following are default short codes that may be available. However, your system administrator can remove and change the short codes available to you or all users.

· Pickup Any Call: *30

Answer a call ringing on the telephone system.

· 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.

· 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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