Avaya 9630 Deskphone Edition, one-X Deskphone Edition 9630, one-X Deskphone Edition 9630G User Manual
Avaya one-X
™
Deskphone Edition for
9630/9630G IP Telephone User Guide
November 2009
16-300700
Issue 6
©
2009 Avaya Inc.
All Rights Reserved.
Notice
While reasonable efforts were made to ensure that the information in
this document was complete and accurate at the time of printing, Avaya
Inc. can assume no liability for any errors. Changes and corrections to
the information in this document might be incorporated in future
releases.
Note:
Using a cell, mobile, or GSM phone, or a two-way radio in close
proximity to an Avaya IP telephone might cause interference.
Documentation disclaimer
Avaya Inc. is not responsible for any modifications, additions, or
deletions to the original published version of this documentation unless
such modifications, additions, or deletions were performed by Avaya.
Customer and/or End User agree to indemnify and hold harmless
Avaya, Avaya's agents, servants and employees against all claims,
lawsuits, demands and judgments arising out of, or in connection with,
subsequent modifications, additions or deletions to this documentation
to the extent made by the Customer or End User.
Link disclaimer
Avaya Inc. is not responsible for the contents or reliability of any linked
Web sites referenced elsewhere within this documentation, and Avaya
does not necessarily endorse the products, services, or information
described or offered within them. We cannot guarantee that these links
will work all the time and we have no control over the availability of the
linked pages.
Warranty
Avaya Inc. provides a limited warranty on this product. Refer to your
sales agreement to establish the terms of the limited warranty. In
addition, Avaya’s standard warranty language, as well as information
regarding support for this product, while under warranty, is available
through the Avaya Support Web site:
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USER'S ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND
THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEB
http://www.avaya.com/support/LicenseInfo/ ("GENERAL
SITE
LICENSE TERMS"). IF YOU DO NOT WISH TO BE BOUND BY
THESE TERMS, YOU MUST RETURN THE PRODUCT(S) TO THE
POINT OF PURCHASE WITHIN TEN (10) DAYS OF DELIVERY FOR
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Designated System(s) License (DS). End User may install and use
each copy of the Software on only one Designated Processor, unless
a different number of Designated Processors is indicated in the
Documentation or other materials available to End User. Avaya may
require the Designated Processor(s) to be identified by type, serial
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Preventing toll fraud
"Toll fraud" is the unauthorized use of your telecommunications system
by an unauthorized party (for example, a person who is not a corporate
employee, agent, subcontractor, or is not working on your company's
behalf). Be aware that there can be a risk of toll fraud associated with
your system and that, if toll fraud occurs, it can result in substantial
additional charges for your telecommunications services.
Avaya fraud intervention
If you suspect that you are being victimized by toll fraud and you need
technical assistance or support, call Technical Service Center Toll
Fraud Intervention Hotline at +1-800-643-2353 for the United States
and Canada. For additional support telephone numbers, see the Avaya
Support Web site:
Suspected security vulnerabilities with Avaya Products should be
reported to Avaya by sending mail to: securityalerts@avaya.com.
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Downloading documents
For the most current versions of documentation, see the Avaya Support
Web site:
Contact Avaya Support
Avaya Inc. provides a telephone number for you to use to report
problems or to ask questions about your product. The support
telephone number is 1-800-242-2121 in the United States. For
additional support telephone numbers, see the Avaya Web site:
www.avaya.com/support
http://www.avaya.com/support
http://www.avaya.com/support/
http://
2 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Contents
Chapter 1: Introduction to the 9630/9630G IP Telephone......................................................5
Overview..........................................................................................................................................................5
Scrolling and navigation....................................................................................................................................8
About icons......................................................................................................................................................8
Telephone stand................................................................................................................................................9
Chapter 2: Avaya Menu..........................................................................................................11
Options & Settings..........................................................................................................................................12
Setting Go To Phone Screen on Calling................................................................................................12
Setting Go To Phone Screen on Ringing................................................................................................13
Setting Go To Phone Screen on Answering..........................................................................................13
Configuring call timers............................................................................................................................14
Configuring visual alerts........................................................................................................................14
Setting the audio path............................................................................................................................14
Setting contact names to display during calls........................................................................................15
Adjusting the brightness or contrast of the display................................................................................16
Turning button click sounds on and off..................................................................................................16
Turning error tones on or off..................................................................................................................17
Turning large text on or off......................................................................................................................17
Changing the ring pattern......................................................................................................................17
Personalizing button labels....................................................................................................................18
Setting dialing options............................................................................................................................19
Browser..........................................................................................................................................................19
Accessing your browser........................................................................................................................20
Chapter 3: Features menu......................................................................................................21
Accessing the Features menu........................................................................................................................21
Calling a person from the directory................................................................................................................21
Configuring simultaneous ringing for multiple telephones (EC500)................................................................22
Chapter 4: Answering a call..................................................................................................23
Chapter 5: Making a call........................................................................................................25
Making an emergency call..............................................................................................................................25
Clearing a number..........................................................................................................................................25
Redialing a number........................................................................................................................................26
Using voice dialing..........................................................................................................................................26
Making a call using edit dialing......................................................................................................................27
Calling a person from the contacts list............................................................................................................27
Calling a person from the call log....................................................................................................................28
Chapter 6: Muting a call..........................................................................................................29
Chapter 7: Putting a call on hold..........................................................................................31
Chapter 8: Transferring a call................................................................................................33
Chapter 9: Forwarding calls..................................................................................................35
Send All Calls..................................................................................................................................................35
Forwarding calls..............................................................................................................................................35
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 3
Contents
Chapter 10: Conference calls................................................................................................37
Setting up a conference call............................................................................................................................37
Adding a person on hold to a conference call................................................................................................37
Putting a conference call on hold....................................................................................................................38
Muting a person on a conference call............................................................................................................38
Dropping the last person added from a conference call..................................................................................38
Dropping a person from a conference call......................................................................................................38
Chapter 11: Bridged call appearances..................................................................................41
Answering a call on a bridged line..................................................................................................................41
Joining a call on a bridged line........................................................................................................................41
Making an outgoing call on a bridged line......................................................................................................41
Chapter 12: Contacts..............................................................................................................43
Searching for a contact..................................................................................................................................43
Viewing a contact's details..............................................................................................................................43
Adding a new contact......................................................................................................................................44
Editing a contact..............................................................................................................................................45
Deleting a contact..........................................................................................................................................45
Chapter 13: Using USB Flash Drives with your phone........................................................47
Adding contacts from an external file to your contacts list..............................................................................47
Replacing your contacts list with an external file............................................................................................48
Copying your contacts list to a USB flash drive..............................................................................................49
Temporarily using a USB contacts list............................................................................................................49
Using pictures from your USB device as a screensaver................................................................................49
Chapter 14: Call Log................................................................................................................51
Viewing the call log..........................................................................................................................................51
Viewing Call Log details..................................................................................................................................51
Adding an entry from the call log to your contacts list....................................................................................52
Removing an entry from the Call Log..............................................................................................................52
Clearing all entries from the call log................................................................................................................52
Turning off call logging....................................................................................................................................53
Chapter 15: Getting your messages......................................................................................55
Logging into your voicemail............................................................................................................................55
Chapter 16: About Logging In to and Out of Your Telephone............................................57
Logging in to your telephone extension..........................................................................................................57
Logging in as a guest user..............................................................................................................................58
Logging out of your telephone extension........................................................................................................58
Index.........................................................................................................................................59
4 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Chapter 1: Introduction to the 9630/9630G IP
Telephone
Your telephone provides many features, including a Phone screen to view and manage your
calls, a Call Log, a Contacts list, an integrated WML browser, a menu of options and settings,
and access to your voicemail.
The "G" designation in 9630G means this telephone model has a built-in Gigabit Ethernet
adapter which speeds data transmission. A telephone with the "G" designation is otherwise
identical to its 9630 counterpart in terms of features and functionality.
Not all functions and features described in this user guide may be available on your telephone.
If you find that a function or feature is not available, please contact your system administrator.
Overview
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 5
Introduction to the 9630/9630G IP Telephone
The following table provides button/feature descriptions for the 9630/9630G telephone.
Name Description
USB Port Insert a USB device (also called a memory stick, thumb drive,
or flash drive) to transfer contacts between your phone and an
external data source; see Using USB Flash Drives with your
phone on page 47 for more information. You can also
recharge some battery-powered devices by using a USB cable
to connect the device to your telephone's USB port.
Message
Waiting Indicator
An illuminated red light in the upper-right corner of your phone
indicates you have voicemail messages waiting. If Configuring
visual alerts on page 14 is enabled, this light flashes when
you receive an incoming call.
Missed Call
Indicator
The icon on the Call Log button is illuminated when you have
missed calls. The top line shows the Missed Call icon and the
number of calls missed.
6 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Name Description
Prompt Line View the prompt line to see helpful information, such as when
you can use the right or left navigation arrows to view alternate
screens or menus..
Overview
Call
Appearances
Depending on how your system is administered, three or six
lines are available for calls. Touch the line to initiate or answer a
call. Call appearances also indicate if a feature is enabled or
disabled in the Feature view.
Line Buttons The six line buttons with integrated LEDs show which lines are
in use and correspond to the lines on the display. Press the line
button to select that line. Line buttons also indicate if a feature is
enabled or disabled in the Feature view.
Softkeys Use the softkeys to act on objects displayed on the screen. The
softkey labels show you the action that each key produces. The
labels and the actions vary depending on the object that is
selected.
Message Press the Message button to connect directly to your voicemail
system.
Navigation
Arrows
Use the right and left navigation arrows to navigate between
menus or to move the cursor during text input.
OK Press the OK button for a shortcut to an action. For example,
when you select a call log entry, pressing OK dials the number.
Phone Press Phone to view and manage your calls.
Contacts Press Contacts to view the entries in your Contacts list.
Call Log Press Call Log to view a list of your outgoing, incoming, and
missed calls.
Avaya Menu Press Avaya Menu to configure options and settings, access
the browser, log out, or view network information.
Volume Press Volume to adjust the volume of the handset, headset,
speaker, and ringer.
Headset Press Headset to use the headset if it is connected. Only HIS
headset cords are compatible with your phone.
Mute Press Mute to mute a call in progress. To take a call off mute,
press Mute again.
Speaker Press Speaker to use the speakerphone. To take a call off
speakerphone, lift the handset.
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 7
Introduction to the 9630/9630G IP Telephone
Name Description
Forward Press Forward to display the Forwarding menu.
Scrolling and navigation
When navigating through the options and features on your telephone display, use the
navigation arrows to scroll and buttons to select lines or options.
A navigation icon appears in the phone display to indicate that you can scroll to more options or
information. Use the up and down navigation arrows to scroll up or down through lists. When
only one up or down navigation arrow shows, it indicates you are at the top or bottom of the
list and can only move in the direction indicated by that arrow. Use the right and left navigation
arrows to go to other screens when the paging icon (left- and right-facing arrows) displays on
the Title Line or to move the cursor right or left when entering text.
When you scroll to a line on the display, that line is selected. For non-color phones, the selected
line is highlighted in black with white letters. The softkey labels will change according to the
options available for the selected line. The OK button is a shortcut for the default action. For
example, when you select an entry in your contacts list, pressing the OK button places a call
to that person.
You can also select a line or feature without scrolling by pressing the corresponding line button.
About icons
The icons in the following table indicate the state of a call, navigation choices, or the status
of a team member whose presence you are tracking.
Icon
Description
Missed call; a call was not answered or was
forwarded to voice mail.
Incoming call is ringing.
Call is active.
Call is on hold.
Your calls are being forwarded.
Conference is active.
Conference is on hold.
8 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Icon Description
Use the Right or Left navigation arrow to see
additional pages/screens/options.
Scroll left for other options.
Scroll right for other options.
Scroll up or down when there is more information
than can display in the application area.
End of list; scroll up to see choices.
Beginning of list; scroll down to see choices.
The call in progress is muted.
The ringer volume is off due to pressing - on the
Volume button until the volume turns off. To
reinstate volume, press + on the Volume button.
Team icon indicating this team member is
available.
Telephone stand
Telephone stand
Your telephone can be placed in two positions, a lower position and an upright position. You
can adjust the display screen to different angles. To move the display screen, gently pull from
the top of the display screen towards you. As you pull the screen towards you, you will hear a
clicking sound. Each of these clicks is a locking position for the display screen. Gently push
on the display screen to adjust the screen to a previous position.
Team icon indicating this team member is busy on a
call and not available.
Team icon indicating this team member is not on a
call but is forwarding incoming calls.
Team icon indicating this team member is busy on a
call and is forwarding incoming calls.
Your administrator may place this icon on one of
your softkeys as an energy-saving measure.
Pressing this softkey turns the display backlight off.
When the backlight is off, any activity on your
telephone turns it back on.
If your phone is in the upright position, reverse the tab located below the switchhook in the top
ear piece pocket (on the front of the phone). This will keep the handset seated in the correct
position. You will need a small screwdriver to lift this tab out.
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 9
Introduction to the 9630/9630G IP Telephone
10 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Chapter 2: Avaya Menu
You can use the Avaya Menu to adjust and customize options and settings for your telephone,
access additional Web-based applications, get information about your phone and network
settings, and log out. When you press the Avaya Menu button, you see the following menus,
depending on how your administrator has set up your system and on the applications available
to you:
Sample Menu 1 Sample Menu 2 Sample Menu 3
> Options & Settings
> Browser
> Network Information
> Guest Login
> Log Out
> About Avaya one-X
> My Pictures
Note:
On menus with WML applications, select Phone Settings to access the standard telephone
Options & Settings menu.
Options & Settings or Phone Settings, if your menu is customized,lets you change your call
settings, personalize button labels, adjust brightness and contrast, select your ringing pattern,
and more.
The Browser menu contains additional web-based applications. (If no web applications are
available for your phone, the Browser menu is not shown.)
Network Information shows a summary of network-related parameters for your phone.
About Avaya one-X provides the release number of your telephone software.
Guest Login lets you log in to a phone to which you are not normally assigned, to access your
own contacts and features.
> Your 1st Web
Application
> Phone Settings
> Log Out
> About Avaya one-X
> My Pictures
> Call Settings
> Application Settings
> Screen & Sound
> Advanced Options
> Network Information
> My Pictures
Log Out lets you sign off the phone, to protect your settings or to allow another user to log
in. Log out does not display unless your phone (and any associated button module) is in an
idle state.
My Pictures lets you use pictures from a USB device as your telephone screensaver.
Note:
The sub-menus that appear depend on how your extension was administered. Some options
or sub-menus may not be available.
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 11
Avaya Menu
Options & Settings
The Options & Settings menu contains choices for:
• Call Settings
• Application Settings
• Screen & Sound Options
• Advanced Options
Call Settings includes choices for automatically displaying the Phone screen when you get an
incoming call or when you place a call, turning call timers on or off, controlling how Redial
works, turning Visual Alerting on or off, and more.
Application Settings includes choices for personalizing button labels, turning call logging on or
off and including bridged calls in your call log.
Screen & Sound options includes choices for adjusting your phone's brightness and contrast,
ring pattern, language selection, and button clicks and tones.
Advanced Options includes choices for backing up and restoring your settings, options and
button labels, and setting up a Bluetooth® adapter if one is attached to your phone. You can
also set AGC (Automatic Gain Control) for your headset, handset, and/or speaker audio.
Setting Go To Phone Screen on Calling
Set Go To Phone Screen on Calling to Yes to automatically display the Phone screen when
you place a call.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Go To Phone Screen on Calling.
7. Press Change or OK or use the right or left navigation arrows to set the option to
Yes or No.
8. Press Save.
12 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Setting Go To Phone Screen on Ringing
Set Go To Phone Screen on Ringing to Yes to automatically display the Phone screen when
you get an incoming call.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Go to Phone Screen on Ringing.
7. Press Change or OK or use the right or left navigation arrows to set the option to
Yes or No.
8. Press Save.
Options & Settings
Setting Go To Phone Screen on Answering
Set Go To Phone Screen on Answering to Yes to automatically display the Phone screen when
you answer a call.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Go to Phone Screen on Answer.
7. Press Change or OK or use the right or left navigation arrows to set the option to
Yes or No.
8. Press Save.
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 13
Avaya Menu
Configuring call timers
You can set your call settings to display the duration of calls. You can turn the call timer display
on or off.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Display Call Timers.
7. Press Change or OK to change the setting.
8. Press Save.
Configuring visual alerts
When the Visual Alerting option is turned on, incoming calls cause the LED in the top right
corner of the phone to flash. You can turn Visual Alerting on or off.
1. Press Home.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Visual Alerting.
7. Press Change or OK to turn Visual Alerting on or off.
8. Press Save.
Setting the audio path
You can set your phone to go off-hook on the Speaker or the Headset when you make an onhook call. If your system administrator has set up auto-answer, incoming calls are also
14 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Options & Settings
answered on the default audio path you designate here. This setting also determines whether
the Voice Dialing feature gets its input from the Speaker or the Headset.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Audio Path.
7. Press Change or OK to change the Speaker or Headset setting.
If the audio path is set to Headset and your headset uses switchhook control
(typically true for wireless headsets), the Voice Dialing feature cannot receive input
from the headset.
8. Press Save.
Setting contact names to display during calls
You can set your phone to show the contact's name rather than the calling party name for an
incoming or answered call, a transferred call, or conference call when a calling or called party
number matches a number on your Contacts list.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Pair Contacts to Calls.
7. Press Change or OK to change the setting to On or Off.
8. Press Save.
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 15
Avaya Menu
Adjusting the brightness or contrast of the display
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Screen & Sound Options.
5. Press Select or OK.
6. Select Brightness or Contrast.
Note:
7. Press Change or OK.
8. Select Phone or an SBM24 Module.
9. Scroll to the right or left to adjust the brightness or contrast.
10. Press Save or OK.
Turning button click sounds on and off
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Screen & Sound Options.
5. Press Select or OK.
6. Select Button Clicks.
7. Press Change or OK to turn sounds on or off.
8. Press Save.
16 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Turning error tones on or off
Your telephone beeps if you make a mistake or take an action that is not allowed. If you do not
want to hear error beeps, set your error tone to Off.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Screen & Sound Options.
5. Press Select or OK.
6. Select Error Tones.
7. Press Change or OK to turn error tones on or off.
8. Press Save.
Options & Settings
Turning large text on or off
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Screen & Sound Options.
5. Press Select or OK.
6. Select Text Size.
7. Press Change or OK to turn large text on or off.
8. Press Save.
Changing the ring pattern
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 17
Avaya Menu
3. Select Screen & Sound Options.
4. Press Select or OK.
5. Select Personalized Ringing.
6. Select a displayed ring pattern, or press Other to select from a list of eight alternative
ring patterns.
Tip:
Use Other or the Right/Left Arrows to toggle between the two sets of patterns.
7. After selecting a pattern, press Play or OK to listen to it.
8. Repeat Steps 6 and 7 until you find the ring pattern you want.
9. Press Save to make it your ring pattern.
Personalizing button labels
You can change the labels that are displayed for your extensions, features, and abbreviated
dial or speed dial buttons. For example, you can change the label for your extension to "My
Line."
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Application Settings.
5. Press Select or OK.
6. Select Personalize Labels...
7. Press Change or OK.
8. Select the label you want to edit.
If the label you want to edit is on the Features menu, scroll right to access the
Features menu, and select the label you want to edit.
9. Press Edit.
10. Edit the label using up to 13 characters.
Press Clear to clear all text fields and start over.
11. Press Save or OK.
12. You may revert back to the default button labels by selecting Avaya Menu >
Options & Settings > Application Settings > Restore Default Button Labels
and pressing Default.
18 Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009
Setting dialing options
Your phone has two dialing options. You can dial as you normally would, for example, pick up
the handset, get a dial tone, and dial the number you want (on-hook dialing). Or, you can set
"edit dialing" which mimics how you dial a call on a cell phone - you can enter all or part of the
number, backspace to correct a digit if needed, and when ready, initiate the dialing process
using a softkey.
Note:
Edit dialing may not be available to you, depending on how your system is administered.
1. Press Avaya Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Call Settings.
Browser
Browser
Your telephone includes a Web browser capability that can be used to present additional
applications. The items available through the Web browser vary depending upon how your
telephone is administered. Contact your system administrator with any questions.
Access the browser through the Avaya Menu. If you don't see the Browser option on the Avaya
Menu, no Web applications are available for your phone.
5. Press Select or OK.
6. Select Edit Dialing.
If your telephone does not display this option, your administrator has not made this
feature available.
7. Press Change or OK to change the setting to On (Enabled) or Off (Disabled).
When on-hook dialing is in effect, dialpad (edit dial) searches are not available.
8. Press Save.
Avaya one-X™ Deskphone Edition for 9630/9630G IP Telephone User Guide November 2009 19
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