Avaya 9630, 9650, 9640, IP Office 9630 Quick Reference Manual

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

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call.

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

1.4 Starting a Conference

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

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

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

1.

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

2.

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

3.

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

4.

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

5.
call.

1.4.1 Dropping/Muting Parties

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

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

1.

You can then perform the following actions:

2.

• To scroll through the list of callers in the conference, use the

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

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

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

• If you are the only internal user in the conference, depending on your telephone systems configuration, dropping

yourself from the conference may end it. Consult your system administrator for details.

up and down arrow keys.

1.5 Transferring Calls

To transfer a call your phone must have an available call appearance button. If all your current call appearance buttons
are in use, you must end or park one of your existing calls.

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

1.

Dial the number for the transfer. Alternatively, press Dir to select a destination from the directory.

2.

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

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

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

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

the Cancel soft key.

Press Complete to complete the transfer. If the transfer destination does not answer or does not want to accept

3.
the call, press the Cancel soft key.

1.5.1 Transfer to Voicemail

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

With the call connected, press the

1.

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

2.

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

3.

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

• To exit the transfer menu, press Cancel.

key. You are still connected to the call and can continue talking.

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IP Office 9630 Quick
Reference Guide

1.1 9630 Telephone

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

The phone supports 24 programmable call appearance/feature buttons. The labels for 6 of these are displayed in the main
display and can be controlled by the adjacent buttons to the right. You can use the
the display. You can also use the

Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration. Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.

left and right arrow keys to move through the button feature in pages of 6.

1.2 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:

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

1.

• 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

• To answer the call on a headset, press the

• Just pressing the

path setting.

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

2.

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

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key will answer the call either on the speaker or headset depending on the phone's audio

SPEAKER key.

HEADSET key.

up and down arrow keys to scroll

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• 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
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

Answering Another Call

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

Using the

1.

To answer the call press the

2.

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.

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

button. Your existing call will be put on hold.

HEADSET key. If you were using the handset you can now safely

[1]

unless your first press

1.2.1 Divert a Call to Voicemail

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

If the call is not the currently highlighted call on the display, use the

1.

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

2.

up and down arrow keys to highlight it.

1.2.2 Ignore an Incoming Call

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

If the call is not the currently highlighted call on the display, use the

1.

Press the Ignore soft key.

2.

The call will continue alerting but with no audible ring.

3.

up and down arrow keys to highlight it.

1.3 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 and callback by pressing CallBack and then ending the call by
pressing Drop. When a callback is set, the when the user next uses their phone or ends their current call, the system will
call you and when you answer, automatically make another call to the user.

1.3.1 Calling a Person from the Contacts List

You can use any directory contacts 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 transfers.

Access the contacts directory:

1.

Press the

a.

Use the

b.

• All

• External

• Groups

• Users

• Personal

Use the the

c.

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

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

d.

When the required entry is highlighted press Call or press the

2.

Continue as for a normally dialed call.

3.

CONTACTS key. The directory menu is displayed.

left and right arrow keys to select which type of directory entries you want displayed.

All directory entries.

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

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

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

Your own personal directory entries.

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

button next to the name.

1.3.2 Calling a Person from the Call Log

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

Access the call log.

1.

Press the

a.

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

b.

number.

Use the

c.

Missed, Incoming and Outgoing.

• If you have any new missed call records (ie. the CALL LOG button lamp is illuminated) the call log will

Use the

d.

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

2.

CALL LOG button.

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

open showing your missed calls.

up and down arrow keys to scroll through the records.

1.3.3 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.

Access the redial list.

1.
Press Redial. The list of outgoing calls is displayed.

a.

b.

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

2.

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

3.

One Number Mode

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

Press Redial.

1.

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

2.

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

3.

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

Use the

1.3.4 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.

Press the Features soft key if shown.

1.

• To access the menu during a call, press the

Use the

2.

3.

4.

5.

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

Use the

up and down menu keys to highlight Withhold Number.

Press Change to switch the option On or Off.

Press Save.

right arrow key and then press the Features soft key.

1.3.5 Adjust the Call Volume

While talking, you can adjust the volume of the incoming call. The volume is separately adjusted for which every device
you are currently using (handset, headset or speaker).

With the call connected, press the

1.

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

2.

The display will return to normal after a few seconds.

3.

VOLUME key.

1.3.6 Muting a Call

Muting a call stops the caller from hearing you. However you can still hear them.

• 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.

To activate mute, press the

1.

To switch mute off, press the key again.

2.

MUTE key. The button will be lit while mute is active.

1.3.7 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

call.

SPEAKER key is lit. Pressing the key again will end the

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