AVAYA one-X Deskphone H.323 9621G, one-X Deskphone H.323 9641G User Guide

Avaya one-X

™

Deskphone H.323 9621G/

9641G User Guide

16-603594

Issue 1

May 2010

©

2010 Avaya Inc.

All Rights Reserved.

Notice

While reasonable efforts have been made to ensure that the
information in this document is complete and accurate at the time of
printing, Avaya assumes no liability for any errors. Avaya reserves the
right to make changes and corrections to the information in this
document without the obligation to notify any person or organization of
such changes.

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 shall not be 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.
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 End User.

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Warranty

Avaya 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 to Avaya
customers and other parties through the Avaya Support Web site:

http://www.avaya.com/support. Please note that if you acquired the

product from an authorized Avaya reseller outside of the United States
and Canada, the warranty is provided to you by said Avaya reseller and
not by Avaya.

Licenses

THE SOFTWARE LICENSE TERMS AVAILABLE ON THE AVAYA
WEBSITE,
APPLICABLE TO ANYONE WHO DOWNLOADS, USES AND/OR
INSTALLS AVAYA SOFTWARE, PURCHASED FROM AVAYA INC.,
ANY AVAYA AFFILIATE, OR AN AUTHORIZED AVAYA RESELLER
(AS APPLICABLE) UNDER A COMMERCIAL AGREEMENT WITH
AVAYA OR AN AUTHORIZED AVAYA RESELLER. UNLESS
OTHERWISE AGREED TO BY AVAYA IN WRITING, AVAYA DOES
NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED
FROM ANYONE OTHER THAN AVAYA, AN AVAYA AFFILIATE OR AN
AVAYA AUTHORIZED RESELLER, AND AVAYA RESERVES THE
RIGHT TO TAKE LEGAL ACTION AGAINST YOU AND ANYONE
ELSE USING OR SELLING THE SOFTWARE WITHOUT A LICENSE.
BY INSTALLING, DOWNLOADING OR USING THE SOFTWARE, OR
AUTHORIZING OTHERS TO DO SO, YOU, ON BEHALF OF
YOURSELF AND THE ENTITY FOR WHOM YOU ARE INSTALLING,
DOWNLOADING OR USING THE SOFTWARE (HEREINAFTER
REFERRED TO INTERCHANGEABLY AS “YOU” AND “END USER”),
AGREE TO THESE TERMS AND CONDITIONS AND CREATE A
BINDING CONTRACT BETWEEN YOU AND AVAYA INC. OR THE
APPLICABLE AVAYA AFFILIATE (“AVAYA”).

Avaya grants End User a license within the scope of the license types
described below. The applicable number of licenses and units of

HTTP://SUPPORT.AVAYA.COM/LICENSEINFO/ ARE

capacity for which the license is granted will be one (1), unless a
different number of licenses or units of capacity is specified in the
Documentation or other materials available to End User. “Designated
Processor” means a single stand-alone computing device. “Server”
means a Designated Processor that hosts a software application to be
accessed by multiple users. “Software” means the computer programs
in object code, originally licensed by Avaya and ultimately utilized by
End User, whether as stand-alone products or pre-installed on
Hardware. “Hardware” means the standard hardware originally sold by
Avaya and ultimately utilized by End User.

License types

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
number, feature key, location or other specific designation, or to be
provided by End User to Avaya through electronic means established
by Avaya specifically for this purpose.

Shrinkwrap License (SR). With respect to Software that contains
elements provided by third party suppliers, End User may install and
use the Software in accordance with the terms and conditions of the
applicable license agreements, such as “shrinkwrap” or “clickwrap”
license accompanying or applicable to the Software (“Shrinkwrap
License”). The text of the Shrinkwrap License will be available from
Avaya upon End User’s request (see “Third-party Components” for
more information).

Copyright

Except where expressly stated otherwise, no use should be made of
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Third-party components

Certain software programs or portions thereof included in the Product
may contain software distributed under third party agreements (“Third
Party Components”), which may contain terms that expand or limit
rights to use certain portions of the Product (“Third Party Terms”).
Information regarding distributed Linux OS source code (for those
Products that have distributed the Linux OS source code), and
identifying the copyright holders of the Third Party Components and the
Third Party Terms that apply to them is available on the Avaya Support
Web site:

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 [phone] for the United States
and Canada. For additional support telephone numbers, see the Avaya
Support Web site:
vulnerabilities with Avaya products should be reported to Avaya by
sending mail to: [e-mail].

http://www.avaya.com/support/Copyright/.

http://www.avaya.com/support/. Suspected security

2 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Trademarks

All other trademarks are the property of their respective owners.

Downloading documents

For the most current versions of documentation, see the Avaya Support
Web site: http://www.avaya.com/support

Contact Avaya Support

Avaya 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:

support

Federal Communications Commission (FCC) Interference
Statement

This equipment has been tested and found to comply with the limits for
a Class B digital device, pursuant to Part 15 of the FCC rules. These
limits are designed to provide reasonable protection against harmful
interference in a residential installation. This equipment generates,
uses, and can radiate radio frequency energy and, if not installed and
used in accordance with the instructions, may cause harmful
interference to radio communications. However, there is no guarantee
that interference will not occur in a particular installation. If this
equipment does cause harmful interference to radio or television
reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one of
the following measures:

• Reorient or relocate the receiving antenna.

• Increase the separation between the equipment and receiver.

• Connect the equipment into an outlet on a circuit different from
that to which the receiver is connected.

• Consult the dealer or an experienced radio/TV technician for
help.

This device complies with Part 15 of the FCC Rules. Operation is
subject to the following two conditions: (1) This device may not cause
harmful interference, and (2) this device must accept any interference
received, including interference that may cause undesired operation.

FCC Caution: Any changes or modifications not expressly approved by
the party responsible for compliance could void the user's authority to
operate this equipment.

FCC/Industry Canada Radiation Exposure Statement

This device complies with the FCC's and Industry Canada's RF
radiation exposure limits set forth for the general population
(uncontrolled environment) and must not be co-located or operated in
conjunction with any other antenna or transmitter.

Warning

The handset receiver contains magnetic devices that can attract small
metallic objects. Care should be taken to avoid personal injury.

Power over Ethernet (PoE) warning

This equipment must be connected to PoE networks without routing to
the outside plant.

http://www.avaya.com/

VCCI-Class B statement:

This is a Class B product based on the standard of the VCCI Council.
If this is used near a radio or television receiver in a domestic
environment, it may cause radio interference. Install and use the
equipment according to the instruction manual.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 3

4 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Contents

Chapter 1: Introduction to the 9621G/9641G Deskphone......................................................9

Overview...........................................................................................................................................................9

Scrolling and Navigation..................................................................................................................................11

About icons.....................................................................................................................................................12

Administrative messages................................................................................................................................17

Adjustable stand and display screen...............................................................................................................17

Using the On-screen Keyboard.......................................................................................................................18

Cleaning the screen........................................................................................................................................19

Viewing Network Information...........................................................................................................................19

Chapter 2: The Home Screen.................................................................................................21

Options and Settings.......................................................................................................................................21

Setting Go To Phone Screen on Calling.................................................................................................23

Setting Go To Phone Screen on Ringing................................................................................................23

Setting Go To Phone Screen on Answer................................................................................................24

Setting dialing options............................................................................................................................24

Setting redial options..............................................................................................................................25

Displaying call timers..............................................................................................................................25

Configuring visual alerts.........................................................................................................................25

Setting the audio path.............................................................................................................................26

Setting contact names to display during calls.........................................................................................26

Adjusting the display brightness or contrast...........................................................................................27

Turning button click sounds on and off...................................................................................................28

Setting the Home screen to display when the phone is idle...................................................................28

Turning error tones on or off...................................................................................................................28

Choosing your ring tone.........................................................................................................................29

Changing the display language..............................................................................................................29

Setting the Quick Touch panel................................................................................................................30

Personalizing button labels.....................................................................................................................30

Backing up and restoring your data files................................................................................................31

Browser...........................................................................................................................................................32

Chapter 3: About Features.....................................................................................................33

Accessing the Features menu.........................................................................................................................33

Feature Table..................................................................................................................................................33

Calling a person from the directory.................................................................................................................35

Configuring simultaneous ringing for multiple telephones (EC500)................................................................35

Chapter 4: Answering a call...................................................................................................37

Chapter 5: Making a call.........................................................................................................39

Making an emergency call..............................................................................................................................39

Clearing a number...........................................................................................................................................39

Redialing a number.........................................................................................................................................40

Making a call using edit dialing.......................................................................................................................40

Calling a person from the contacts list............................................................................................................40

Calling a person from call history....................................................................................................................41

Making a call using a “click to dial” link...........................................................................................................41

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 5

Chapter 6: Standard Call-Related Features..........................................................................43

Muting a call....................................................................................................................................................43

Putting a call on hold.......................................................................................................................................43

Transferring a Call...........................................................................................................................................44

Conference calls.............................................................................................................................................44

Setting up a conference call...................................................................................................................44

Adding a person on hold to a conference call........................................................................................45

Putting a conference call on hold...........................................................................................................45

Muting a person on a conference call.....................................................................................................45

Dropping a person from a conference call..............................................................................................46

Forwarding calls..............................................................................................................................................46

Send All Calls.........................................................................................................................................46

Forwarding calls.....................................................................................................................................47

Chapter 7: Bridged call appearances....................................................................................49

Answering a call on a bridged line..................................................................................................................49

Joining a call on a bridged line........................................................................................................................49

Making an outgoing call on a bridged line.......................................................................................................50

Chapter 8: Contacts................................................................................................................51

Searching for a contact...................................................................................................................................51

Viewing contact details....................................................................................................................................52

Adding a new contact......................................................................................................................................52

Editing a contact..............................................................................................................................................53

Setting up Favorite contacts............................................................................................................................54

Changing the primary contact number............................................................................................................54

Deleting a contact...........................................................................................................................................55

Chapter 9: Call History............................................................................................................57

Viewing call history..........................................................................................................................................57

Viewing call history details..............................................................................................................................57

Adding an entry from the call history to your contacts list...............................................................................58

Removing an entry from call history................................................................................................................58

Clearing all call history entries........................................................................................................................59

Turning off call history.....................................................................................................................................59

Chapter 10: Using USB Flash Drives with your phone........................................................61

Adding contacts from an external file to your contacts list..............................................................................61

Replacing your contacts list with an external file.............................................................................................62

Copying your contacts list to a USB flash drive..............................................................................................63

Temporarily using a USB contacts list.............................................................................................................63

Using pictures from your USB device as a screensaver.................................................................................64

Chapter 11: Getting your messages......................................................................................65

Logging into your voice mail............................................................................................................................65

Chapter 12: About Logging In to and Out of Your Telephone.............................................67

Logging in to your telephone extension..........................................................................................................67

Logging out of your telephone extension........................................................................................................68

Logging in as a guest user..............................................................................................................................68

Chapter 13: Avaya Home Screen Applications.....................................................................69

6 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Adding World Clock locations..........................................................................................................................69

Viewing World Clock details............................................................................................................................70

Using the Weather application........................................................................................................................71

Using the Calculator........................................................................................................................................72

Chapter 14: Setting up a Bluetooth® headset.......................................................................75

Pairing a Bluetooth® headset with your phone...............................................................................................75

Operating a Bluetooth® headset.....................................................................................................................76

Index.........................................................................................................................................79

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 7

8 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 1: Introduction to the 9621G/9641G

Deskphone

Your deskphone provides many features, including a touch-based Phone screen to view and
manage your calls, a menu of options and settings, a Contacts list, an integrated WML browser,
and a calculator, Web applications like Weather and a World Clock, and access to your
voicemail. The 9621G and 9641G Deskphones provide this information in color. You can also
attach up to three button modules to your telephone, to expand the available number of call
appearances and features; multiple button modules must all be the same type and model. The
9621G model does not provide for button module attachment.

The "G" designation in 9621G and 9641G means this deskphone model has a built-in Gigabit
Ethernet adapter which speeds data transmission. The 9621G Deskphone has a smaller
display area than the 9641G Deskphone and does not have a USB interface. Unless
specifically stated elsewhere in this guide, the two models are essentially the same in terms
of features and functionality.

Not all functions and features described in this user guide may be available on your deskphone.
If you find that a function or feature is not available, please contact your system administrator.

Overview

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 9

Introduction to the 9621G/9641G Deskphone

The following table provides button/feature descriptions for the 9621G/9641G deskphone.

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 61 for
more information. You can also recharge some battery-powered
devices by using a USB cable to connect the device to your
deskphone's USB port. Note: the 9621G does not have a USB port.

Message Waiting
Indicator

Missed Call
Indicator

Prompt Line View the prompt line to see helpful information, such as the expected

An illuminated red light in the upper-right corner of your phone
indicates you have voicemail messages waiting. If visual alerting is
enabled, this light flashes when you receive an incoming call.

The icon on the History button is illuminated when you have missed
calls. The top line shows the Missed Call icon and the number of calls
missed.

action to take on a screen.

10 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Scrolling and Navigation

Name Description

Call Appearances The number of lines available on touchscreen deskphones depend on

how the Quick Touch panel is administered (see Setting the Quick

Touch panel on page 30. Touch the line to initiate or answer a call.

Lines On touchscreen deskphones, call-related icons on the lines show

which lines are in use or available for calls. Touch the line to select it.
Lines 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.

Message Press the Message button to connect directly to your voicemail

system.

Navigation Arrows Touch the right-facing arrow at the upper right of a screen or to the

right of a list item to move to the next or a related screen.

Phone Press Phone to view and manage your calls.

Contacts Press Contacts to view the entries in your Contacts list.

History Press History to view the history of your outgoing, incoming, and

missed calls.

Home Press Home to configure options and settings, log out, access your

favorite contacts, and view network information. You can also access
the calculator, World Clock, and Weather applications (if available).

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.

Forward Press Forward to display the Forwarding menu.

Scrolling and Navigation

Use the onscreen up and down arrow buttons on the right middle of the screen to scroll up or
down through a list. Touch and hold the appropriate scroll button to scroll a page at a time in
the designated direction or to activate scrolling “auto repeat.”

To switch between call appearances and features, use the Features button or Calls button in
the upper right of the Phone screen to switch between call appearances and features. Touch

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 11

Introduction to the 9621G/9641G Deskphone

Features to move from the Phone screen to the Features list, or touch Calls to move from the
Features list to the Phone screen.

When a list item has a “Details” button (a blue right-facing arrow), touching it shows more
information about the item. For example, touching the arrow to the right of a contact name
produces a detail screen showing all the numbers on file for that person.

You act on objects such as a line or softkey by touching them or by touching the on-screen
softkey labels. Softkey labels change according to the context. For example, touch a contact
to place a call to that person, touch a line on the Phone screen to answer an incoming call,
to go off hook to place a call, or to resume a call on hold.

About icons

The icons in the following table indicate the state of a call, navigation choices, Call History
types, Contact phone types, feature status, or the status of an attached or paired device.

Depending on their purpose, some icons appear on the top line, for example, to notify you
that a headset is active or that you have missed calls in the Call History. Other icons display
on call appearance lines to show call states. Icons also appear on application screens like the
Contacts or Call History lists, or World Clock and Weather. Home screen icons are touch­based to let you initiate actions like changing telephone settings, accessing the Web browser,
or accessing Avaya applications like the Calculator, World Clock, and Weather. Your
administrator might make other, optional Home screen icons available to you that do not appear
in this table. Such icons represent optional applications for which your administrator can
provide information.

Icon

Description

Incoming call is alerting.

This call appearance line is not currently in use.

Call is active.

You placed this call on hold.

Indicates your calls are being forwarded.

A bridged call appearance is in use.

EC500 is on.

12 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Icon Description

A conference call is active.

You placed a conference call on hold.

Speakerphone volume is being adjusted.

Headset volume is being adjusted.

Details button. Touch to display more information about
a line item or to access related information screens.

Unnamed registration in effect.

About icons

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.

Your administrator may place this icon on one of your
softkeys as an energy-saving measure, or it appears on
the Settings menu. Pressing this softkey turns the
display backlight off. When the backlight is off, any
activity on your telephone turns it back on.

Indicates that your phone is in an “Unnamed
Registration” state, caused by not entering an extension
within 60 seconds of being prompted for one or not
entering a password. In this situation, your phone may
register with its call server but will show only one call
appearance, no features, and will allow only outgoing
calls. To switch from the unnamed registration state,
login with a valid extension and password.

Team icon indicating this team member is available.
Your system administrator sets up teams as applicable.

Team icon indicating this team member is having calls
forwarded.

Team icon indicating this team member is busy on a call
and not available.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 13

Introduction to the 9621G/9641G Deskphone

Icon Description

Team icon indicating this team member is busy and is
forwarding all calls.

Team busy and ring icon.

Team busy and ring (more) icon.

Team icon indicating a team member is calling.

Home screen icon that designates the general phone
number for a favorite Contact. See Setting up favorites
for more information.

Home screen icon that designates the home phone
number for a favorite Contact. See Setting up favorites
for more information.

Home screen icon that designates the work phone
number for a favorite Contact. See Setting up favorites
for more information.

Home screen icon that designates the mobile phone
number for a favorite Contact. See Setting up favorites
for more information.

Call History — all calls.

Call History Missed call.

Call History Outgoing call.

Call History Answered call.

Contact — General telephone number.

14 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Icon Description

Contact — Home telephone number.

Contact — Mobile Telephone number.

Contact — Work telephone number.

Contact — Favorite.

Feature is on.

Feature is off.

About icons

Phone is paired with and able to communicate with a
Bluetooth® headset.

Access the Home screen WML Browser application (if
available).

Access the Home screen (telephone) Settings menu.

Access the Home screen Calculator application.

Access the Home screen World Clock application.

Access the Home screen Weather application.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 15

Introduction to the 9621G/9641G Deskphone

Icon Description

Weather is clear/fair.

Weather is partly cloudy.

Weather is cloudy.

Weather is a light rain.

Weather is rainy.

Weather is snowy.

Weather is icy.

Weather is thunderstorms.

Weather is windy.

Weather is severe storms.

Access the Main Menu Clean Screen option.

Access the Main Menu Guest Login option.

Access the Main Menu Log out option.

Access the Main Menu Network info options.

Access the Options & Settings Screen and Sounds
Options menu.

Access the Options & Settings Call Settings menu.

16 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Icon Description

Administrative messages

Your administrator can send important messages directly to your telephone, for example,
notification of an early office closing due to inclement weather or information about an imminent
service interruption.

These types of messages can take any of the following forms:

• a text message streaming across the top display line, accompanied by an audible alert,

Administrative messages

Access the Options & Settings Application Settings
menu.

Access the Options & Settings Advanced Settings
menu.

• an audio message broadcasting through the Speaker (or the headset if that device is
active),

• an “interrupt” screen notifying you that you are receiving an audio alert, with instructions
for canceling the message or resuming your previous activity, such as continuing a call.

While receiving an audio message, you can switch between the Speaker, handset, and headset
as desired, can terminate the pushed audio content by “going on-hook,” and can adjust the
volume, as you normally would during a call.

Adjustable stand and display screen

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 may
hear a clicking sound. Each of these clicks is a locking position for the display screen. Gently
pull the display screen all the way towards you and push to return it to its original flat position.

The telephone stand attaches to the phone in one of two ways so that you can place the phone
in a relatively flat position or at an angle. If your phone is in the upright position for wall
mounting, 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 H.323 9621G/9641G User Guide May 2010 17

Introduction to the 9621G/9641G Deskphone

Using the On-screen Keyboard

An on-screen keyboard appears when you add or edit a contact name or number, or when you
personalize labels for your call appearances or features. You can switch between alphabetic
and numeric keyboards, and you can use the keyboard to enter symbols and accented letters.

Use the diagrams that follow to add or change names, telephone numbers, or labels. Touching
and holding the Backspace or cursor right/left buttons down produces an “automatic repeat”
action that stops when you lift your finger or stylus. Remember to touch the “Done” check mark
when you finish editing. Use the “Cancel” X to discard any edits and return to the previous
screen, retaining the original information.

Figure 1: Text Entry Keyboard

Figure 2: Numeric Entry Keyboard

18 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Cleaning the screen

Clean the touch screen periodically to remove fingerprints and other marks by using a soft,
slightly damp, lint-free cloth. From the Home screen, select Settings, then Touch Screen
Cleaning to disable the touch screen so that you can clean it without initiating an action or
application. Follow the instructions that display and press any phone button like Contacts or
Home when you are done.

Warning:

Use plain water or a cleaner specifically designed for LCD, computer, or touch screens only.
Do not use harsh chemicals, window cleaner, abrasives, aerosol sprays, ammonia, or solvents
to clean the touch screen. Do not get moisture into openings.

Cleaning the screen

Viewing Network Information

Your system administrator may ask you to check certain phone or network settings to
investigate problems. Access network information from the Home Screen. Network Information
has five different viewing options: Audio parameters, IP (Internet Protocol) parameters, Quality
of Service, Interfaces, and Miscellaneous.

Your system administrator will instruct you further as to which network information options and
settings are needed.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 19

Introduction to the 9621G/9641G Deskphone

20 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 2: The Home Screen

Press the Home button under the display to access the Home screen. The Home screen has
icons that let you access your telephone's options and settings to adjust or customize them,
access Web-based applications to get information about the time and weather in different parts
of the world, display a calculator, view your phone and network settings, use Favorite speed
dial buttons, and log out. The exact content of your Home screen depends on how your
administrator has set up your system but it normally includes the following standard Avaya
features:

• Settings displays a menu that lets you change your call settings, the language in which
information displays on the screen, the way your screen looks and sounds, pair your
phone with a Bluetooth headset, log into a phone as a guest, clean your screen, log your
phone out, and more.

• World Clock shows the time and weather in different parts of the world.

• Weather shows the current weather conditions in an area you choose and a short-term
weather forecast.

• Calculator provides a simple, four-function calculator.

• My Pictures lets you use pictures from a USB device as your telephone screensaver.

You can also use Contacts to put speed dial icons for up to 16 Favorite numbers on your Home
screen. Your administrator may make other Web-based applications available to you, for
example, a corporate directory or support page. To invoke any application you see on the Home
screen, touch its icon. Depending on how many Avaya applications, contact favorites, and/or
Web-based applications are administered, you may have a second page for your Home screen.
Touch the scroll bar on the right side of the Home screen to view the next page.

Note:

The Settings options that appear depend on how your extension was administered. Some
options described in this guide may not be available to you.

Options and Settings

The Settings menu contains choices for:

• Options & Settings

• Bluetooth Setup

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 21

The Home Screen

• Network Information

• Guest Login

• Log Out

• LightOff

• Touch Screen Cleaning

• About Avaya one-X

The Options & Settings menu provides access to:

• Call Settings, including choices for automatically displaying the Phone screen when you

• Application Settings, including choices for personalizing button labels, for turning call

• Screen & Sound Options, including choices for adjusting the brightness of your phone

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.

History on or off, and for including bridged calls in your call History.

display or an attached button module, changing the contrast on an attached button
module, changing the ring pattern, selecting a different display language, showing the
quick touch panel, and setting button clicks and tones.

• Advanced Options, including choices for backing up and restoring your settings, options,
and button labels. You can also set Automatic Gain Control (AGC) for your headset,
handset, and/or speaker audio.

• VPN Settings, if your deskphone is part of a Virtual Private Network and if you have
authorization to view or change associated settings. If you are an authorized VPN user,
see the VPN Setup Guide for 9600 Series IP Telephones (Document Number 16–

602968) for information.

Bluetooth Setup lets you pair a Bluetooth—capable wireless headset with your phone, so you
are not tied to your desk during calls. Bluetooth setup is not applicable to the 9621G deskphone
model.

Network Information shows summaries of network-related parameters for your phone, often
used in troubleshooting with your administrator. For more information, see

Viewing Network

Information on page 19.

Guest Login lets you log in to another 9621G or 9641G phone and access your own phone's
features and functionality.

Log out is used when you want to sign off the phone, to protect your settings or to allow another
user to log in to your phone. Logging out prevents unauthorized use of your phone. Log out
does not display unless your phone (and any associated button module) is in an idle state.

LightOff has a corresponding Light Off icon, which you can touch to temporarily turn off the
display (and any attached button module) to save energy until you next use the phone. For
example, if you touch the LightOff icon, the display screen appears to be off, but if you get an
incoming call, press one of the hard buttons on the phone, or pick up the handset to make a
call, the display is restored to its normal brightness level.

22 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Touch Screen Cleaning disables the display so you can remove fingerprints or other marks
from the touch screen.

About Avaya one-X provides the release number of your telephone software.

Setting Go To Phone Screen on Calling

Set Go to Phone Screen on Calling to Yes, to automatically display the Phone screen when
you make a call.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Call Settings.

5. On the Call Settings menu, touch Go To Phone Screen on Calling to change it from
Yes to No or No to Yes.

Options and Settings

6. Touch Save to save the setting or Cancel to return to the menu without saving.

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 Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Call Settings.

5. On the Call Settings menu, touch the Go to Phone Screen on Ringing setting to
change it from Yes to No or No to Yes.

6. Touch Save to save the setting or Cancel to return to the menu without saving.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 23

The Home Screen

Setting Go To Phone Screen on Answer

Set the Go To Phone Screen on Answer option to Yes to automatically display the Phone screen
when you answer a call.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Call Settings.

5. On the Call Settings menu, touch the Go to Phone Screen on Answer setting to
change it from Yes to No or No to Yes.

6. Touch Save to save the setting or Cancel to return to the menu without saving.

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 Home.

2. Touch Settings.

3. Touch Options & Settings.

4. On the Call Settings menu, touch Edit Dialing to change it from On (Enabled) to Off
(Disabled) or Off to On.

5. Touch Save to save the setting or Cancel to return to the menu without saving.

24 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Setting redial options

You can set Redial to dial the last number you dialed or to display a list of the last numbers
you dialed.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. On the Call Settings menu, touch Redial to change it from List (the last four, five, or
six numbers display when you touch Redial, depending on your deskphone model)
to One Number (touching Redial dials the last number called) or One Number to List.

5. Touch Save to save the setting or Cancel to return to the menu without saving.

Options and Settings

Displaying 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 Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Call Settings.

5. On the Call Settings menu, touch Display Call Timers to change the setting from
On to Off or Off to OnYes to No or No to Yes.

6. Touch Save to save the setting or Cancel to return to the menu without saving.

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.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 25

The Home Screen

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. On the Call Settings menu, touch Visual Alerting to change it from Off to On or On
to Off.

5. Touch Save to save the setting or Cancel to return to the menu without saving.

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.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Call Settings.

5. On the Call Settings menu, touch Audio Path.

6. Touch the setting to toggle between the available choices.

For example, if the current setting is “Handset” touching that line changes that
setting to “Headset”. Touching the setting again changes it to “Speaker” and so on.

Note:

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.

7. Touch Save to save the setting or Cancel to return to the menu without saving.

Setting contact names to display during calls

You can set your phone to use names from your Contacts list when the calling or called party
number matches a number on your Contacts list.

26 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Call Settings.

5. On the Call Settings menu, touch Pair Contacts to Calls to change it from Yes to No
or No to Yes.

6. Touch Save to save the setting or Cancel to return to the menu without saving.

Adjusting the display brightness or contrast

These settings adjust the brightness of either the deskphone or an attached Button Module,
or the contrast of an attached button module. You cannot adjust a deskphone's color display
contrast.

Options and Settings

Note:

The 9621 IP Deskphone does not support button modules, therefore only brightness
adjustment applies to that model.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Screen & Sound Options.

5. On the Screen & Sounds menu, touch Brightness or Contrast.

6. Touch either Phone or Module, depending on which item's brightness or contrast
you want to adjust. If more than one button module is attached, additional Module
lines display.

Note:

Contrast adjustment applies only to an attached button module and not to the
color display screen itself.

7. Touch the desired level on the bar indicator to adjust the brightness or contrast,
depending on which attribute you are adjusting.

8. Touch Save to save the setting or Cancel to return to the menu without saving.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 27

The Home Screen

Turning button click sounds on and off

1. Press Home.

2. Touch Settings.

3. Touch Screen and Sound Options.

4. Touch Button Clicks to change it from On to Off or Off to On.

5. Touch Save to save the setting or Cancel to return to the menu without saving.

Setting the Home screen to display when the phone is idle

By default, your phone automatically displays the Home screen when there is no input or other
activity for a specified time period. Set the Return to Home Screen option to No to display the
screen saver instead of the Home screen upon timeout. The timeout duration is set by your
administrator or, if not set, defaults to 10 minutes of inactivity.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Screen & Sound Options.

5. On the Screen & Sounds menu, touch the Return to Home Screen setting to change
it from Yes (the default) to No, or No to Yes.

6. Touch Save to save the setting or Cancel to return to the menu without saving.

Turning error tones on or off

If the Error Tones option is On, your telephone produces audible feedback when you press a
button that isn't valid or try to exceed the size of a text field. If you do not want to hear error
beeps, set your error tone to Off.

1. Press Home.

2. Touch Settings.

28 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

3. Touch Screen and Sound Options.

4. On the Screen and Sounds menu, touch Error Tones to change it from On to Off or
Off to On.

5. Touch Save to save the setting or Cancel to return to the menu without saving.

Choosing your ring tone

You can choose your ring tone from two different sets of sounds. Classic ring tones are simple
synthesized sounds. Rich ring tones are richer, more complex sounds. A check mark indicates
which ring tone is currently selected.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

Options and Settings

4. Touch Screen and Sound Options.

5. On the Screen and Sounds menu, touch Personalized Ringing.

6. If you see a Scroll Bar, scroll to see the full list of ring tone options. To switch between
the two sets of ring tones, touch Classic Tones or Rich Tones. Otherwise skip this
step and proceed to the next step.

7. Touch the ring tone to which you want to change.

8. Touch Save to save the setting or Cancel to return to the menu without saving.

Changing the display language

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Screen and Sound Options.

5. On the Screen and Sounds menu, touch Language.

6. Touch Language.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 29

The Home Screen

7. Touch the language to which you want to change.

8. Touch Yes to confirm the selected language or Cancel to return to the menu without
changing the language.

Setting the Quick Touch panel

When you use the Quick Touch panel, the Phone screen provides access to more of your
features or speed dial buttons at a glance. You can set the Quick Touch Panel to display one
(the default) or two lines, or set it not to display at all. Note that displaying the Quick Touch
panel limits your call appearances display to three lines at a time.

1. Press Home.

2. Touch Settings.

3. Touch Screen and Sound Options.

4. On the Screen and Sounds menu, touch the Show Quick Touch Panel setting to
change it from 1 Line to 2 Lines, from 2 Lines to No, or from No to 1 Line.

5. Touch Save to save the setting or Cancel to return to the menu without saving.

Personalizing button labels

You can change the labels that are displayed for your extensions, features, and speed dial
buttons. For example, you can change the label for your extension to "My Line." If you have a
button module attached to your deskphone, you can change any of those labels as well; for
example, you can change a Help Desk extension to read “Help Desk.”

1. Press Home.

Note:

To edit a label on an attached Avaya BM12 Button Module, press the Edit button
on the module instead and proceed to Step 7.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Application Settings.

5. On the Application Settings menu, touch Personalize Labels.

30 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

6. Touch either Extensions... or Feature labels..., depending on which type of label you
want to personalize.

7. Touch the label you want to edit.

8. Use the Edit keyboard to type the new label using up to 13 characters. For
information about using the keyboard, see
page 18.

9. Touch the checkmark to save the new label or Cancel to return to the menu without
saving.

10. You can revert back to the default button labels by selecting Home > Settings >
Options & Settings > Application Settings > Restore Default Button Labels
and touching Default.

Backing up and restoring your data files

In addition to the automatic backups of telephone information whenever you change or update
options and settings, and depending on how your system is administered, you can initiate a
manual backup of your data files. Data files are personal settings like contacts, favorites,
personalized labels for your phone and any applicable button modules, call history, ring tones,
and any other options and settings you may have set using the Home screen. Likewise, if
administered, you can restore your data files to their previous settings using the manual restore
option. Performing a manual backup or a manual restore of backed up files is not usually
necessary, but your system administrator may ask you to do this in the event of system
problems.

Options and Settings

Using the On-screen Keyboard on

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Advanced Options.

5. Touch Backup/Restore.

6. Touch the Manual Backup line to start the data file backup.

The top line displays messages to inform you the backup is in progress and when
the backup is complete.

7. To restore your data from a backup file, touch the Manual Restore line.

The top line displays messages to inform you that data restoration from the backup
file is in progress and when the restoration is finished. Your options and settings
now reflect their previous values.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 31

The Home Screen

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 Home screen, by pressing Home. If you don't see the Browser
option on the Home screen, no Web applications are available for your phone.

32 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 3: About Features

Your administrator may have set up your telephone so that it presents the Features as
described in this chapter together on one screen with your call appearances; if so, the features
work as described in this chapter, but they do not appear on a separate Features menu. The
Features menu gives you access to advanced telephony features, such as Directory,
Abbreviated Dial, and Call Forwarding. Directory allows you to dial other users on your system
by name. You can use Send All Calls and Call Forward to have your incoming calls sent to
other numbers. When set to “on,” EC500 allows calls to your desk phone to also be sent to
your cell phone. Forwarding features are also listed in the Forward menu. Note that any
features assigned to an attached Button Module will not display on the Features menu. The
particular features available to you depend on what your administrator has assigned to your
phone.

Your administrator may also place selected features on softkeys on the call appearance
(Phone) screen. For more information about what features and options are available for your
extension, contact your system administrator.

Accessing the Features menu

From the Phone screen, touch the Features button at the upper right corner to view
the Features menu.

The LED icon next to the feature name indicates if the feature is currently on or off. If
the LED to the left of the feature label is green, the feature is on.

Note:

To return to the main Phone screen, touch Calls at the upper right corner.

Feature Table

Feature names are often abbreviated to fit your deskphone or button module display area. Use
this table as a cross-reference to some standard feature names and their corresponding
common abbreviations. Depending on how your system is administered, not all features shown
here may be available to you. For detailed information about a feature, contact your system

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 33

About Features

administrator. Features can appear as part of the Features menu, on a softkey, or on an
attached button module, depending on how your deskphone or button module is administered.

Feature Name Common Abbreviation

Automatic Dialing Phone number or extension set up by your administrator

Automatic Intercom Auto Icom or AI

Automatic Callback Auto Callback; AutoCB

Call Forwarding All Calls Cfrwd or CFwrd with a third-party's extension if

as an auto-dial number, followed by a telephone icon,
“Autodial.” or “AD.”

applicable

Call Forwarding Busy/Don't
Answer

Park a Call Call park

Call Pickup Call pickup

Calling Party Number Blocking CPN Block

Calling Party Number Unblocing CPN Unblock

Dial Intercom Dial Icom

Directed Call Pickup Dir Pickup

EC500 EC500

Exclusion (Calling Party) Exclusion

EC500 Extended Calling Extend Call

Extended Call Pickup Ext Pickup

Malicious Call Tracing Activation MCT Act

One-step Recording Audix Record

Priority Calling Priority Call

Send All Calls SAC or SAC with a third-party's extension, if applicable

CFBDA

Whisper Page Whisper Act

Note:

If you have personalized labels for any of the features available to you, the personalized
label is displayed instead of the feature abbreviations shown here.

34 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Calling a person from the directory

If your system administrator has set up a corporate directory and has made this feature
available to you, you can dial other users in your system by name.

1. From the Phone screen, scroll right to access the Features menu, select Directory,

and press Select or OK.

2. From the Phone screen, touch Features and select Directory.

3. Use the dialpad keys to start spelling the last name of the person you want to call.

Press each dialpad key one time for each corresponding letter. For example, for
“Hill”, press 4,4,5,5.

4. Select Next to view the next name alphabetically in the directory, if necessary.

5. Touch Make Call when you see the name you want to dial the call.

Calling a person from the directory

Configuring simultaneous ringing for multiple telephones (EC500)

The EC500 feature allows you to have incoming calls to your desk phone ring on your office
telephone and your cell phone at the same time. This allows you to answer office calls while
you are away from your desk. The cell phone number is programmed by your system
administrator.

1. From the Phone screen, scroll right to access the Features menu.

2. Touch EC 500.

Note:

When EC500 is on, the top line displays a cell phone icon; see About icons on
page 12 for an illustration.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 35

About Features

36 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 4: Answering a call

When you receive an incoming call, the incoming call is usually selected automatically.
However, if you are already on a call or if you receive more than one incoming call at a time,
you may need to select the call you want to answer manually.

An incoming call displays as a green line with a ringing bell icon. To answer the call just touch
the call appearance line.

Note:

Depending on how your telephone is administered, there may be some differences in the
steps this procedure describes.

Answer an incoming call in one of the following ways:

• If you are not on another call, lift the handset, touch the ringing call appearance

line, press Speaker to answer using the speakerphone, or press Headset to
answer using the headset.

• If you are on another call, you may need to put the active call on Hold first before
answering the new call. If the telephone does automatically display the incoming
call, you can touch Ans Hold to automatically put the first call on Hold when you
answer the new call. Alternately, you can touch Ans Drop to automatically drop
the first call when you answer the new call.

To automatically display the Phone screen whenever you receive an incoming call,
set the Go to Phone Screen on Ringing option to Yes (see

Screen on ringing).

Setting the Go to Phone

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 37

Answering a call

38 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 5: Making a call

If you are not on a call, simply dial the number you want to call. Use the Phone screen to view
and manage calls. Press Phone to view the main Phone screen at any time. When the Phone
screen is displayed, press Phone to move to the top of the call appearance list.

1. Lift the handset, or press Speaker or Headset (if applicable) or touch an idle call

appearance line.

2. Dial the number you want to call. If you have a favorite icon on the Home screen
for the person you want to call, just touch that icon to initiate dialing.

Making an emergency call

You do not have to be logged in to make an emergency call. If emergency calling was set up
by your system administrator, the Phone screen has an Emergency softkey to immediately
connect you with a preset emergency services number.

1. Touch the Emerg. softkey. If you do not see an Emerg. softkey, pick up the handset
or press the Phone button, then touch the Emerg. softkey.

2. Some phone systems will call back to confirm the emergency status. The phone
automatically answers the incoming call on the Speaker and displays “Emergency
Call in Progress”.

3. To end the emergency call, touch the Drop softkey or press the Speaker button.

Clearing a number

Touch Clear to erase all dialed digits and enter a new number.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 39

Making a call

Redialing a number

1. From the Phone screen, touch Redial.

The last number will be redialed or you will see a list of the most recent numbers
that you have dialed, from which you can select one to redial. See Setting redial

options on page 25 for information on redial settings.

Note:

Your system administrator can disable Redial functionality.

2. Touch the number you want to redial.

Making a call using edit dialing

Prerequisites

Your system administrator has to authorize this function. To set up edit dialing, see

dialing options on page 24.

Edit dialing works just like making a call on your cell phone - just start entering the number
without hearing a dial tone. Using the Bksp softkey, you can backspace to "edit" the number
before actually dialing it.

1. From the Phone screen, enter the number you want to call.

2. To edit the number touch the Bksp softkey to erase the previous character, one
character at a time. To remove the entire number, touch Clear.

3. Touch Call.

Calling a person from the contacts list

Setting

You can call someone in your Contacts list by touching the name in the list. You can find a
name by scrolling to it, or by using the search box. Use the dialpad keys to enter the first few
letters of the name and the screen will scroll to the first match in your list. When you find the
entry you want, touch that line to dial that contact's primary number. If you have entered

40 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Calling a person from call history

additional numbers for that contact, you can touch the Details button to see them, then touch
the number you want to dial.

1. Press the Contacts button.

2. Locate the contact you want by starting to type the person's name as it is listed.

For example, if you added John Smith to your Contacts List as “Smith, John” you
would start typing his last name rather than his first name. Each time you press the
dialpad, the list display shifts to match your input. Alternately, you can scroll up or
down to locate the contact.

3. To call the contact's primary number, touch the line on which the contact name
appears.

4. To call a non-primary number, touch the Details button to move to the detail
information for the contact, then touch the desired number.

Calling a person from call history

1. Press the History button.

2. Touch the appropriate icon at the top right of the screen to view All Calls, Missed
Calls, Answered Calls, or Outgoing Calls.

For icon descriptions see

Depending on administration, returning a Missed Call may result in that call history
entry being deleted when the calls goes through.

3. If you don't see the name of the person you want, scroll down until the name
displays.

4. When you see the name of the person you want to call, touch it to dial the
corresponding number.

About icons on page 12.

Making a call using a “click to dial” link

You can make a call using a “click to dial link” on a Web page or any other screen that provides a
dialing link. Typically, a handset icon indicates a line with this type of link.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 41

Making a call

42 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 6: Standard Call-Related Features

Your deskphone offers standard call-related features like muting a call, transferring a call,
forwarding calls, and conferencing.

Depending on the action you want, either press the appropriate button on the face of the phone
or touch the appropriate softkey while on the call.

Muting a call

If a call is on mute and you switch between the handset, headset, or speakerphone, the mute
will be turned off.

1. Touch Mute during a call so that the other person cannot hear you.

2. Touch Mute again to unmute the call.

Putting a call on hold

1. If you are not active on the line you want to put on hold, touch that line.

2. Touch Hold.

Note:

A hold timer may display when you put a call on hold. For more information, see

Displaying call timers on page 25.

3. Touch Resume or the call appearance of the held call to retrieve the call.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 43

Standard Call-Related Features

Transferring a Call

1. From the Phone screen, with the call you want to transfer active, touch Transfer.

2. Dial the number to which you want to transfer the call.

3. Touch Complete to transfer the call.

Conference calls

You can use conference calls to speak with up to five people in different locations on the same
call (). Additional conferencing options may be available through Expanded Meet-Me
Conferencing. Contact your system administrator for more information about this feature.

Setting up a conference call

1. Select any idle call appearance and dial the first conference participant.

2. From the Phone screen, touch Conference.

3. Dial the telephone number, or call the person from the Contacts list, or call the
person from the list.

4. When the person answers, touch Join to add the person to the existing call.

5. Touch Add.

6. Repeat these steps to add another person to the conference call.

7. To see a list of the conference participants, touch the Details button on the
Conference Call line and then either:

• Touch a participant name and touch Silence to mute the person.

• Touch a participant name and touch Drop to drop this person from the

conference call.

• Touch Refresh to refresh the conference details.

44 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

• Touch Back to exit the conference details screen and return to the Phone

screen.

Adding a person on hold to a conference call

1. From the Phone screen, select your active call.

2. Touch Conf, or Add if you are already in a conference.

3. Select the call on hold that you want to add to the conference.

4. Touch Resume to take the call off hold.

5. Touch Join to add the person to the conference call.

Conference calls

Putting a conference call on hold

When you put a conference call on hold, the other parties can still talk to each other.

Touch Hold during a conference call.

Muting a person on a conference call

You may be able to silence a person on a conference call using the Silence softkey. The
individual muting feature is not available on all systems. If you do not see Silence when you
choose a person, you cannot mute that person.

1. From the Phone screen, touch Details for the line to be muted during a conference
call.

2. Select the person you want to mute.

3. Touch Silence.

4. Touch Silence again to take the person off mute.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 45

Standard Call-Related Features

Dropping a person from a conference call

This feature is not available on all systems.

1. From the Phone screen, select your active call.

2. Touch Details.

3. Select the person you want to drop.

4. Touch Drop.

Forwarding calls

You can forward your incoming calls to another number or to voicemail. If call forwarding is
turned on, a Forwarding icon appears on the top line of your display screen and the Forward
button is illuminated. Alternately, you may have your forwarding feature(s) available on a Quick
Touch panel, if your administrator has set up this capability. When the Forward button light is
on, one or more of the forwarding features are active. The forwarding features available on
your phone depend on the options your system administrator has set. For more information
about the options available to you, contact your system administrator.

Send All Calls

When Send All Calls (SAC) is on, your incoming calls go directly to a predefined coverage
number, typically your voicemail. Incoming calls ring once at your extension and then go directly
to a number which is set by your system administrator. Pressing Send All turns Send All Calls
on. If it is already on, pressing Send All turns it off. Touching the Send All softkey turns Send
All Calls on, changing the appearance of that softkey to indicate the feature is on. If this feature
is already on, touching the Send All softkey turns the feature off and the softkey appears
normal. You can also turn Send All Calls on or off by using the telephone Features list.

Touch Send All or touch Forward to access the main Forwarding menu, then touch
Send All Calls to turn Send All Calls on or off.

46 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Forwarding calls

Several forwarding features may be available so you can set a number to which your calls will
be forwarded, or turn off call forwarding if it is already on. If available, your call forwarding
features are listed on a Forwarding features menu.

1. Touch Forward.

2. Touch the forwarding feature you want to activate or deactivate.
When you turn on the Call Forwarding feature, you hear a tone prompting you to
enter the forwarding number.

3. Enter the number to which you want to forward your calls as the destination.
After you enter the forwarding number, you hear a confirmation tone.

Forwarding calls

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 47

Standard Call-Related Features

48 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 7: Bridged call appearances

Your phone may show one or more bridged call appearances on the display screen in addition
to your own call appearances. A bridged call appearance typically belongs to someone else,
but bridging allows you to see if that call appearance is in use, answer calls on that appearance,
or join a call in progress on that call appearance from your telephone. You can also make
outgoing calls on a bridged call appearance when it is not in use.

Answering a call on a bridged line

Answering a call on a bridged line is basically the same as a call on a primary line.

1. Select the bridged call that you want to answer.Touch the bridged call that you want
to answer.

The ringing line will typically be selected automatically. If you are on another call
when a call comes in to a bridged line, you have to select the ringing line (just like
for an incoming call to a primary line).

2. Touch Answer.

Joining a call on a bridged line

You can join an existing call on a bridged line.

1. Select the bridged call in progress that you want to join.Touch the call appearance of
the bridged call in progress that you want to join.

2. Press Bridge.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 49

Bridged call appearances

Making an outgoing call on a bridged line

When you make a call on a bridged line, you are using another person’s line. The caller ID
may show the call as coming from you or coming from the person whose line you are using. If
you have any questions about how the name or extension displays to the person you are
calling, contact your system administrator.

1. Select the bridged line you want to use.Touch the bridged line you want to use.

2. Press OK to get a dial tone.

3. Dial the telephone number, or call the person from the Contacts list, or call the
person from the History list.

50 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 8: Contacts

You can save up to 250 names and up to 3 telephone numbers per name. You can also import or
export a Contact list using a USB device; see Using USB Flash Drives with your phone on
page 61 for information.

Note:

When you press the Contacts button you may not see all the functionality described in this
chapter. This would be because your system administrator has disabled changes to
Contacts.

Searching for a contact

You can search for any name by typing a full name or you can type just a few letters of the
name and let the telephone display matching entries. For example, if you press 3, the Contacts
list might display entries starting with D, E, F, or 3 depending on how you set up your contacts.
With each successive key you press, the Contacts list “drills down” to display more matches.

1. Press Contacts.

2. With the phone on-hook, use the dialpad to start typing the name for which you want
to search.

Keep in mind how your Contact list is set up. If you set up your contacts as “Last
Name, First Name” start typing the letters of the last name. If you have set up your
Contacts using a different scheme, type the most likely letter(s) that would match
the contact you want to find.

3. When you see the contact you want:

• Touch the contact's phone number to dial the person, or

• Touch the Details button next to the contact's phone number to select a

different phone number for or see detail information about this contact.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 51

Contacts

Viewing contact details

1. Press Contacts.

2. Find the contact you want to view. If necessary, scroll to it.

3. If you have entered more than one number for a contact, touch the Details button
on the Contact line to see all the phone numbers for this person.

Using Details is the only way to view or dial a second or third number for a contact.

4. Take one of the following actions:

• Touch a number to dial it.

• Touch Edit to change the detail information on this person.

• Touch Delete to remove this person from your Contacts list.

• Touch Back to return to the Contacts list.

Adding a new contact

1. Press Contacts.

2. Touch New.

3. Enter the name using the keyboard. See Using the On-screen Keyboard on page 18
for more information.

4. Touch the check mark to move to the number entry screen.

5. Enter the primary telephone number using the keyboard. The primary number is the
first number entered and the one that will always display on the Contacts list without
having to go into contact details.

6. Touch the check mark to indicate you are finished entering the name and primary
telephone number.
The telephone displays your entries in a business card format.

7. Take one of the following actions:

• To change the name, touch that line and edit the entry following Step 3.

• To change the number, touch that line and edit the entry.

52 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Editing a contact

• Touch a blank line to add another number using the on-screen keyboard, then
touch the applicable icon representing the type of number (mobile, work, or
home). Repeat this step if you want to add a third number for the new contact.

• Touch Cancel to return to the Contacts list without saving the new contact
information.

• Touch Primary to change the primary number. See

contact number on page 54 for more information.

8. Touch Save.

Editing a contact

1. Press Contacts.

2. Search for the contact you want to edit.

3. Touch the Details button to the right of the contact to display detail information.

4. Touch + to add another number for the contact or touch Edit to edit the name or any

of the numbers.

5. To edit a name or number, take one of the following actions:

• Touch Primary to change the primary number. See

contact number on page 54 for more information.

Changing the primary

Changing the primary

• Touch the Name or number you want to edit.

• Touch a blank line to add a number.

• Touch Cancel to return to the Contacts list.

6. Use the onscreen keyboard to make changes to the contact information. See

the On-screen Keyboard on page 18 for more information.

7. Touch Done.

8. To change other contact information, repeat Steps 5 through 7.

9. When you finish changing contact information, touch Save.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 53

Using

Contacts

Setting up Favorite contacts

You can assign up to sixteen “favorite” numbers from your Contacts list as one-touch speed
dial buttons on the Home screen. A contact must be set up before you can assign any
associated phone numbers as favorites.

1. Press Contacts.

2. Search for the contact you want to set up as a favorite.

3. Touch the Details button for the contact to display detail information.

4. Touch Favorite.

5. Touch the number you want to set as a favorite.

6. Enter a caption or label you want to appear on the Home screen for this favorite.
See

Using the On-screen Keyboard on page 18 if you need help entering the caption

or label text.

7. If you entered the caption or label using the on-screen keyboard, touch Done.
Otherwise proceed to Step 8.

8. Touch Save.

Note:

To remove a favorite contact number from the Home screen, follow the same
procedure as for setting up a favorite and touch the number to toggle it from on to
off. Make sure its status has changed, then touch Save.

9. Repeat Steps 3 through 7 to set up another favorite contact.

Changing the primary contact number

If a contact has two or three numbers, the primary contact number is the first number in the
list. It is the number dialed when you touch a contact in the Contacts list. By default, the first
number you enter for a contact is the primary number.

1. Press Contacts.

2. Search for the contact whose primary number you want to change.

3. Touch the Details button for the contact to display detail information.

54 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

4. Touch Edit.

5. Touch Primary.

6. Touch the number you want to become the new primary number.

7. Touch Done.

8. Touch Save.

Deleting a contact

1. Press Contacts.

2. Touch the Details button on the contact you want to delete.

3. Touch Delete.

Deleting a contact

4. Touch Delete again to confirm or Cancel to cancel the deletion and return to the
Contact list.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 55

Contacts

56 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 9: Call History

The History screen provides a list of recent calls, with information about call disposition
(missed, answered, or outgoing) and with caller name and number (where available), call time,
and call duration. Call History also shows bridged calls and the number of missed calls from
a given calling number. If you are a member of a call pickup group, any calls you picked up for
another person or that you missed and were answered by someone else in your pickup group
are shown with a Forwarding icon to allow you to review details of that type of call. When you
have one or more missed calls, the History button lights and the Missed Calls icon and the
number of missed calls display on the top line. To call a person listed in your Call History, see

Calling a person from call history on page 41.

Viewing call history

1. Press History.

You can go to the top of the list by pressing History again.

2. If you want to see a different list, touch the applicable icon at the upper right
representing answered, outgoing, or missed calls.

3. Scroll up or down to view the entries on the list.

Viewing call history details

1. Press History.

2. If you want to see a different list, touch the icon at the upper right representing the list
you want to view.

3. If you don't see the call whose details you want to review, use the scroll bar to find
it.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 57

Call History

4. Touch the right arrow on the call for which you want to see detail information.

5. Touch Back to return to the list view, or touch Delete to remove this call from the
log, or touch +Contact to add this person and phone number to your Contacts list.

Adding an entry from the call history to your contacts list

1. Press History.

2. Touch the Details button of the number you want to add to your Contacts list.

3. Touch +Contact.

4. Edit the name and telephone number, if necessary.

5. Touch Done then Save.

Removing an entry from call history

1. Press History.

2. Select the number you want to delete.

3. Press More > Delete.

4. Press Delete or OK to confirm, or press Cancel if you do not want to delete it.

5. If you don't see the entry you want to delete, use the scroll bar to find it.

6. Touch the Details button for the entry you want to delete to see detail information
about the call.

7. Touch Delete.

8. Touch Delete again to confirm, or touch Cancel if you do not want to delete this
entry.

58 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Clearing all call history entries

Clearing all entries from the call history deletes all of the entries for the specific list you are
viewing. For example, if you are viewing the Outgoing calls list, only outgoing calls are deleted.
However, if you are viewing the All Calls list, touching Clear All deletes all calls.

1. Press History.

2. If you do not want to delete all calls, touch the icon at the upper right representing
the list you want to clear.Select the list you want to delete.

3. Touch Clear All to delete all of the entries in the list you are viewing.

4. Touch Clear All to confirm.Press Yes to confirm.

Clearing all call history entries

Turning off call history

You can turn on or off. If you have bridged call appearances on your phone, you can choose
whether or not to include calls to your bridged lines in your call history log.

1. Press Home.

2. Touch Settings.

3. Touch Options & Settings.

4. Touch Application Settings.

5. Touch History to change the setting to or from Yes or No.

To turn logging of bridged lines from Yes to No, touch Log Bridged Calls.

6. Touch Save to save the new setting or Cancel to return to the Application Settings
menu.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 59

Call History

60 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 10: Using USB Flash Drives with

your phone

Subject to your administrator's permission, if your telephone has a USB interface and you have
a USB (Universal Serial Bus) flash drive (also called a thumb drive or memory stick), you can
log into your phone from anywhere in the world, add contacts to your Contacts list from an E­mail or other PC software program, and display pictures from the device on your phone as a
screensaver. You can also copy your contact list from your phone to a USB flash drive, replace
the contents of your phone's current contact list with those on the USB flash drive, or
temporarily use the flash drive's contacts instead of your phone's contact list.

Note:

The 9621 IP Deskphone does not have a USB interface.

Avaya offers a PC application called Avaya one-X™ Deskphone USB Companion to help set
up your USB device/phone options. Your administrator has certain setup responsibilities and
can then help you determine which options are available to you and how to use the tool to set
them up.

Note:

USB Login: If you have automatic USB login capability, the only Contacts you can see are
those on the USB device itself. Note that when you use the USB login, the Log Out menu
option is not available to you; the only way you can log your phone out is by removing the
USB device.

After setup, inserting the flash drive into the telephone's USB jack produces either a list of USB
actions/options or a display message notifying you that you cannot proceed because your
device is not supported or the device exceeds the telephone's available power. Whether power
is provided to the phone's USB interface depends on how the phone is powered and
administration settings. Only FAT or FAT32 file systems are currently supported; USB drives
with NTFS file systems are not supported. Multiple LUNS are not supported.

Adding contacts from an external file to your contacts list

Use a USB flash drive to add contacts from an external file to your contacts list. Keep in mind
that your contacts list cannot have more than 250 entries. Contact files merged or written to
the phone's contacts list must be in a specific format. One way to ensure that the file is in the
proper format is to export your telephone's Contacts list to your USB device, which
automatically creates a properly formatted file. Avaya also provides a spreadsheet tool that

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 61

Using USB Flash Drives with your phone

uses macros to convert your Outlook contacts into the Contacts format the telephone uses.
For information on this tool, search for “Avaya one-X USB Companion” on the Avaya support
site at http://www.avaya.com/support.

1. Plug the USB device into the jack near the center top edge of your phone.

2. Touch Select to select Merge file and phone contacts.

The Merge option is shown only when both the USB file and the phone have
contacts.

3. The merge occurs automatically. When complete, review the statistics displayed,
which show the number of entries, duplicates, and any errors.

4. Touch Save to write the merged Contacts list back to the USB device and return to
the list of contacts/USB actions or touch Exit to return to the list of contacts/USB
actions without writing the merged file to the USB device.

Note:

Attempts to merge more than the 250 entries allowed produces a List Full screen
which lets you either save the partial list (the first 250 entries) or cancel the merge
without writing the external file's contents to the telephone.

Replacing your contacts list with an external file

Use a USB flash drive to replace your entire contacts list with the contacts from an external
file. Incoming contacts must have a name and at least one and no more than three telephone
numbers with associated types. If not provided, the type of number will default to the general
type. Your system administrator can provide detailed format information about external data
source files.

1. Plug the USB flash drive into the jack near the center top edge of your phone.

2. Either scroll to Replace phone contacts with file then touch Select or touch the
Replace phone contacts with file line directly.

3. Review the statistics displayed, which show the number of valid and invalid entries,
and if applicable, how many entries exceed the 250 contact phone maximum.

4. Touch Save to overwrite and replace your contacts list with the file on your USB
device or Cancel to cancel the replacement and retain your current contact list.

62 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Copying your contacts list to a USB flash drive

Copying your contacts list to a USB flash drive

You can copy your entire contact list from your phone to a USB flash drive for safekeeping or to
use in an external software program. If the USB flash drive already contains a contact file, you
must first confirm that you want to replace that file.

1. Plug the USB flash drive into the jack near the center top edge of your phone.

2. Either scroll to Write file with phone contacts using the scroll control then touch
Select or touch the Write file with phone contacts line directly.

3. Touch OK.

4. If your USB device currently has a contacts file on it, touch Save to confirm that you
want to overwrite that file with the telephone's contact list.

Temporarily using a USB contacts list

You can temporarily use a contacts file on a USB flash drive rather than your phone's contact list
as long the USB flash drive remains attached to the phone. For example, copy your contacts
list to your USB flash drive and take the device with you while traveling. If you have access
to a guest phone with the latest telephone software at another site, you can attach the USB
flash drive and use your contacts list.

1. Plug the USB flash drive with the contacts file you want to use into the jack near the
center top edge of your phone.

2. Either scroll to Use contacts file while present using the scroll control then touch
Select or touch the Use contacts file while present line directly.

3. Touch OK to access the contacts list on your USB flash drive.

Any changes or updates you make to your contacts list while the USB device is
connected affect only the temporary file on the USB device, and not your “regular”
telephone contacts list.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 63

Using USB Flash Drives with your phone

Using pictures from your USB device as a screensaver

If your USB device has a top level directory named \Pictures or another picture directory
that is properly administered, you can use pictures in that directory as your phone's
screensaver. Each picture displays for 5 seconds unless you specify a different value (from 5
seconds to 999 seconds). The maximum allowable height and width for each picture on a
9621G IP Deskphone is 480 x 272 pixels. The maximum allowable height and width for each
picture on a 9641G IP Deskphone is 480 x 272 pixels. The picture file must be in JPEG (.jpg
or .jpeg) format. Your administrator can help you set up this feature. Your administrator can
also disable this feature, in which case the ”My Pictures” option will not appear on the Home
screen.

In addition to the features described in the
the Avaya one-X™ Deskphone USB Companion application includes a utility program to
convert your pictures to the correct format.

1. Plug the USB device into the jack near the center top edge of your phone.

2. At the phone, press the Home button.

3. Select My Pictures to immediately begin displaying the pictures from your USB
picture directory on the phone and then whenever the screen display “times out”
after the administered idle period.

Note:

If you disconnect the USB device from the telephone, the standard screensaver
replaces your pictures after the designated idle period.

Using USB Flash Drives with your phone on page 61

64 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 11: Getting your messages

Press the Message button to connect directly to your voicemail system.

The lighted Message button and a red light on the upper right-hand corner of your
telephone indicate when you have messages waiting. Your messages are an
administered function. Contact your system administrator with any questions.

Logging into your voice mail

1. To log in to your voice mail, press the Message button.

2. Follow the voice prompts from your voice mail system.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 65

Getting your messages

66 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 12: About Logging In to and Out of

Your Telephone

Logging in and out maintains your preferences, call information, and options if you share a
telephone with other users. Log out to prevent unauthorized use of your telephone during an
absence.

Note:

Depending on how your phone is administered, for example, whether History backup is
enabled or not, History information may be lost when you log out your extension.

Your administrator may provide you with a USB device with a pre-programmed Extension and
Password in it, or may provide you with a PC-based tool for putting this information on a USB
device. This will enable you to use the USB device to log in to the administered Extension and
Password automatically, from any telephone in your system. See your administrator for details.
If you log in with the USB Login option, the only way to log out is by removing the USB device
from the phone connection.

Note:

When you use the USB Login, the only Contacts you will be able to see are the Contacts
on the USB device. See Using USB Flash Drives with your phone on page 61 for more
information.

Logging in to your telephone extension

Log in from the initial screen when it prompts you for your extension.

1. Enter your extension.

2. Touch Enter.

3. Enter your password.

4. Touch Enter.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 67

About Logging In to and Out of Your Telephone

Logging out of your telephone extension

1. Press Home.

2. Touch Settings.

3. Touch Log Out

4. Touch Log Out to confirm.

Logging in as a guest user

Log in to another touch—based phone as a guest to retain the features and functionality of
your own phone. For example, if you are temporarily using a visitor's office telephone but want
to have your Contacts list available. The telephone must be on-hook to select this feature.

1. Press Home.

2. Touch Settings.

3. Select Guest Login.

4. Enter your extension.

5. Touch Enter.

6. Touch Password.

7. Enter your password.

8. Touch Enter.

9. Touch the left or right arrow to select the expected amount of time (1 to 12 hours)
you will use this phone. You can log out as a guest at any time despite the duration
you select.

10. Touch Enter.

68 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 13: Avaya Home Screen

Applications

Avaya provides three useful applications with your phone. The World Clock application allows
you to find out the time, temperature, day, and date in a selected city or country. The Weather
application provides forecast information via an internet service for a location you specify. The
Calculator application lets you perform calculations using the touch screen.

Note:

If you press the Home button and don't see any or all of the applications this chapter
describes, your administrator has not made the application(s) available to you.

Related topics:

Adding World Clock locations on page 69
Viewing World Clock details on page 70
Using the Weather application on page 71
Using the Calculator on page 72

Adding World Clock locations

You can set up as many as six locations for which you can track the time and related
information. Once you set up one or more locations, the World Clock application will display
the associated time of day and an icon representing the current weather condition for the
location. You can tell at a glance whether it is day or night at a location; when the background
color of a location is sky blue the time shown is after sunrise and before sunset and if the
background color is dark blue the time shown is after sunset and before sunrise. You can also
see detailed information about a selected location which includes the time, day, date,
temperature and current weather conditions; see
for more information. World Clock weather information is updated every three hours.

Note:

If you press the Home button and don't see the World Clock application, your administrator
has not made this application available to you.

Note:

This application relies on internet connectivity to retrieve location-specific information. If
access to the internet or the Weather.com service is interrupted or if the particular location
does not return data, a Warning icon will display.

Viewing World Clock details on page 70

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 69

Avaya Home Screen Applications

1. Press Home.

2. Touch World Clock.

3. Take one of the following actions:

• If this is not the first time you are accessing the World Clock application,
proceed to Step 4.

• If this is the first time you are accessing the World Clock application, you will
automatically be presented with the Location Entry screen on which you can
enter either a United States Postal Zip Code, a City, a City and State, or a City
and Country. Your entry can be up to 60 characters in length. For information
about using the keyboard, see
Save the location using the check mark on the on-screen keyboard.

Using the On-screen Keyboard on page 18.

Note:

If there is more than one possible match for the location you entered, a
screen displays a list of up to 10 potential locations. Touch a location on the
list to select it as your location or touch Back to return to the Location Entry
screen without making a selection. If you don't see the location you want,
touch Back and enter more information, such as a comma followed by a
country name.

4. When the Locations screen displays, you can:

• Touch Add to add another location, use the on-screen keyboard to enter the
information as described in Step 3 and save it using the check mark, or

• Touch a location line to view time-related details about or to delete that location,
or

• Touch Back to return to the Home screen.

Viewing World Clock details

1. Press Home.

2. Touch World Clock.

3. Touch anywhere on the line of the location you want to look at. Details include the
local time, day, date, location name, local temperature, and an icon indicating the
local weather conditions. If a temperature is not available, two dashes show in its
place. When the local weather is not available, that detail is left blank.

70 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Note:

Temperature units for world time are controlled by the Display Units in the
Weather application.

4. Take one of the following actions:

• Touch Delete to remove this location from your World Clock application.

• Touch Back to return to the Home screen.

Using the Weather application

To activate the Weather application, you must input the city or postal code for which you want
weather reports and indicate whether you want temperatures and wind speeds displayed as
English or Metric units. Once you set up the location and measurement, the Weather
application will display the associated current temperature, wind speed and humidity (if the
temperature is 50 degrees Fahrenheit or 10 degrees Centigrade or more) or wind chill (if the
temperature is less than 50 degrees Fahrenheit or 10 degrees Centigrade. Icons indicate
current weather conditions and sunset/sundown times; see
descriptions. Forecasts are shown for the current day and the next day, as is the last time
weather information was updated. Weather information is updated according to the update
schedule of the internet service providing the information, whenever you touch the Refresh
softkey, or change the location.

Using the Weather application

About icons on page 12 for

Note:

If you press the Home button and don't see a Weather option, your administrator has not
made this application available to you.

Note:

This application relies on internet connectivity to retrieve location-specific information. If
access to the internet or the Weather.com service is interrupted or if the particular location
does not return data, a Warning icon will display.

Note:

Depending on the particular location, the High Temperature for Today's forecast may be
removed after 2:00 p.m. in that location.

1. Press Home.

2. Touch Weather.

3. Take one of the following actions:

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 71

Avaya Home Screen Applications

• If this is not the first time you are accessing the Weather application, proceed to
Step 4.

• If this is the first time you are accessing the Weather application, use the on­screen keyboard to enter a location or postal code of up to 60 characters in
length. Touch Next to display a second screen to select a unit of measure. A
unit selection default of Metric displays; touch it to change (toggle) the setting to
English. Touch Save. For information about using the keyboard, see

On-screen Keyboard on page 18.

4. When the Weather information for the location you entered displays, you can:

• Touch Location to change the city or postal code, use the on-screen keyboard
to enter the information, and save it using the check mark, or

Using the

Note:

If there is more than one possible match for your location, a screen displays
a list of up to ten potential locations. Touch a location on the list to select it
as your location or touch Back to return to the location entry screen without
making a selection. If you don't see the location you want, touch Back and
enter more information, such as a comma followed by a country name.

• Touch Refresh to view updated weather information, or

• Touch Back to return to the Home screen.

Using the Calculator

The Calculator application works like most PC calculators. A special calculator keyboard lets
you enter up to nine digits plus a decimal point and a minus sign. An overflow message displays
and an error beep sounds when more than nine digits are entered. Math equations consider
two values — x and y. The first value you enter is “x” and the next value is considered as “y”
unless the next value is an equal sign; any value entered following an equal sign is taken to
be a new “x” value and so on. Results display following the entry of operations like +, —, x,
or a division symbol.

Note:

If you press the Home button and don't see the Calculator application, your administrator
has not made this application available to you.

1. Press Home.

2. Touch Calculator.

72 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Using the Calculator

3. Use the on-screen calculator keyboard to enter your equation.

4. Touch the X icon at the top right of the calculator to return to the Home screen.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 73

Avaya Home Screen Applications

74 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Chapter 14: Setting up a Bluetooth® headset

The 9641G deskphone has a Bluetooth interface that supports connection of an Avaya branded
Bluetooth headset or a non-Avaya headset that complies with the Bluetooth Headset Profile.
Bluetooth® wireless technology simplifies your work environment and expands the range of
your deskphone. You now have a wireless headset that allows you to move around while
engaged in a call.

If you have problems with your headset or with your telephone while your wireless headset is
operating, contact your telephone administrator for assistance.

Related topics:

Pairing a Bluetooth® headset with your phone on page 75
Operating a Bluetooth® headset on page 76

Pairing a Bluetooth® headset with your phone

Before using your wireless headset for the first time it must be paired with your phone so that
they recognize each other. If you get a new headset, you must repeat the pairing process. The
9641G deskphone supports only one wireless headset at a time.

Note:

If your Bluetooth headset is not an Avaya brand, read the manufacturer's pairing instructions
before proceeding. Although your headset package may include instructions for pairing the
headset with any telephone, this procedure provides Avaya one—X™ Deskphone-specific
pairing information.

1. Press Home.

2. Touch Settings.

3. Touch Bluetooth Setup.

4. Take one of the following actions:

• If this is not the first time you are pairing a headset, proceed to Step 5.

• If this is the first time you are pairing a headset, touch Add. If the correct device
type is not highlighted, touch the other device type to select it. Follow the
instructions on the screen and touch Start to begin the pairing process.
Proceed to Step 6.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 75

Setting up a Bluetooth® headset

5. If this is not the first time you are pairing a headset, you can reactivate it or pair
another supported Bluetooth headset; the current device the phone recognizes is
listed first with a check mark on a list of available devices. Touch the appropriate
device (headset) to select it from the list, then touch Activate. Alternately, you can
touch Add to add another device to the list and pair it with the phone as described in
the previous step.

6. Every headset has a stored Passkey, but if yours is not processed, you may be
asked to enter one using the dialpad. Avaya products use 0000 as the Passkey; for
non-Avaya headsets, consult your manufacturer's documentation. Passkey entry
can be up to 16 digits, but most devices use four digits. When complete, touch
Enter.

7. When the confirmation tone sounds, press Finish.
When pairing completes, the top line of the telephone display shows a Bluetooth
logo icon to indicate the wireless headset is active.

®

Operating a Bluetooth® headset

The operation information provided here is generic and may not apply to all wireless headsets,
particularly those that are not Avaya branded. Consult the information your headset
manufacturer provides for specific information.

Note:

Be sure your Bluetooth headset's battery is charged according to manufacturer instructions.

Basic headset operation is as follows:

• Press and hold the Power button for at least three seconds to turn the headset

on or off.

- The Bluetooth icon on the headset flashes blue when the headset is on.

- If the battery is low, the Bluetooth icon flashes red. Recharge the battery per
the manufacturer's instructions

• To answer or end a call, press the headset's Call Control button.

• To place a call, press the headset's Call Control button. After you hear the dial

tone, start dialing.

• If you are using the telephone handset, transfer the call to your headset by briefly

pressing the Call Control button. To transfer a call from your headset back to the

76 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Operating a Bluetooth® headset

handset, briefly press the Call Control button again, or if the handset is still on­hook, simply pick up the handset.

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 77

Setting up a Bluetooth® headset

78 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

Index

A

Administrative messages

about ....................................................................17

applications

contacts ................................................................51

Weather ...............................................................71

Applications

Calculator .............................................................72

Web ......................................................................69

World Clock ..........................................................69

audio path

on-hook ................................................................26

Avaya Web Applications

about ....................................................................69

B

Back up data files .......................................................31

Bluetooth

about ....................................................................75

pairing headset with phone ..................................75

Bluetooth headset

operating ..............................................................76

bridged call appearance

about ....................................................................49

joining ...................................................................49

Bridged Calls

answering .............................................................49

Brightness, adjusting ..................................................27

Browser

about ....................................................................32

button click sounds

configuring ...........................................................28

Button labels

personalizing ........................................................30

Button labels, restoring to default labels ....................30

C

Calculator ...................................................................72

call history log

about ....................................................................57

Call history, calling from ..............................................41

Call Timers

displaying .............................................................25

Call-Related Features

about ....................................................................43

calling

using a click to dial link ........................................41

calling a person

from the contacts list ............................................40

from the directory .................................................35

cleaning the screen ....................................................19

Clearing a number ......................................................39

click to dial

making a call using ..............................................41

Clock

application ............................................................69

conference calls

about ....................................................................44

muting a person ...................................................45

putting a call on hold ............................................45

setting up .............................................................44

Conference Calls

adding a person on hold ......................................45

dropping a person ................................................46

contacts ...............................26, 40, 51–53, 55, 58, 61–63

using temporary USB files ...................................63

about ....................................................................51

adding from call history ........................................58

calling a person ....................................................40

copying to USB flash drive ...................................63

deleting ................................................................55

editing ..................................................................53

merging USB files with .........................................61

name display during calls .....................................26

searching .............................................................51

selecting ...............................................................52

Contacts

adding a new ........................................................52

editing favorites ....................................................54

editing primary number ........................................54

importing/exporting via USB flash drives .............61

Contrast, adjusting .....................................................27

copying contacts list to USB file .................................63

coverage .....................................................................46

D

Dialing Options

setting ..................................................................24

directory

Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010 79

calling a person ....................................................35

Display

adjusting brightness .............................................27

Display, adjusting contrast ..........................................27

Home screen display when phone is idle

setting ..................................................................28

I

E

Edit dialing ............................................................24, 40

Emergency call ...........................................................39

error tones

turning off .............................................................28

F

Favorite contacts

setting up .............................................................54

Feature abbreviations .................................................33

Feature table ..............................................................33

Features

about ....................................................................33

accessing .............................................................33

Flash drives ................................................................61

forwarding

a call .....................................................................47

Forwarding calls

about ....................................................................46

G

Go To Phone Screen on answer

setting ..................................................................24

Go To Phone Screen on Calling

setting ..................................................................23

Go To Phone Screen on ringing

setting ..................................................................23

guest login ..................................................................68

Guest login .................................................................67

H

History clearing all call entries ....................................59

History, calling from ....................................................41

History, of calls ...........................................................57

History, removing a call from ......................................58

History, turning off .......................................................59

History, viewing call details .........................................57

History, viewing for calls .............................................57

hold

conference calls ...................................................45

Home screen

about ....................................................................21

Icons in telephone display

about ....................................................................12

incoming calls

directing to multiple telephones ...........................35

forwarding ............................................................47

sending to coverage .............................................46

transferring ...........................................................44

Incoming calls

answering .............................................................37

K

Keyboard

using ....................................................................18

L

Language

changing display ..................................................29

legal notices .................................................................2

logging in as a guest ..................................................68

Logging in to your telephone ......................................67

logging in to your telephone extension .......................67

Logging out of your telephone extension ...................67

Login as a guest user .................................................67

M

Memory sticks ............................................................61

messages

getting ..................................................................65

Messages

about ....................................................................17

muting calls ................................................................43

N

Navigation Arrows

page control ....................................................11, 43

right .................................................................11, 43

up & down .......................................................11, 43

Network information

viewing .................................................................19

80 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010

O

On-hook dialing ..........................................................24

On-screen keyboard

about ....................................................................18

Options & Settings

about ....................................................................

call history ............................................................59

changing language ...............................................29

choosing ring pattern ...........................................29

configuring visual alerts .......................................25

go to Home screen when idle ..............................28

go to phone screen on answer .............................24

go to phone screen on calling ..............................23

go to phone screen on ringing .............................23

phone screen on calling .......................................23

redial settings .......................................................25

Setting dialing options ..........................................24

setting the Quick Touch panel ..............................30

Options & Settingscall history .....................................59

outgoing calls

making a call ........................................................39

making a call on a bridged line ............................50

redialing a number ...............................................40

Outgoing Calls

edit dialing a number ............................................40

21

Restore data files .......................................................31

Ring Pattern

choosing ...............................................................29

S

screen

cleaning ................................................................19

screensaver

from USB pictures ................................................64

Scrolling and Navigation

about ....................................................................11

SENDALL ...................................................................46

T

Telephone display icons

about ....................................................................12

Telephone stand

about ....................................................................

Thumb drives ..............................................................61

Transfer ......................................................................44

17

U

P

pairing

Bluetooth headset and phone ..............................75

Phone Screen on Calling

setting ..................................................................23

Phone Settings

about ....................................................................21

pictures

from USB files as a screensaver ..........................64

Primary Number

changing ..............................................................54

Q

Quick Touch panel

configuring ...........................................................30

R

redial ...........................................................................40

redial options

setting ..................................................................25

replacing contacts list with an external file .................62

USB files .........................................................61, 63, 64

merging with contacts list .....................................61

pictures ................................................................64

USB flash drives

working with .........................................................61

V

Visual Alerts

configuring ...........................................................25

Voice mail

logging in ..............................................................65

W

weather

adding a location ..................................................71

application ............................................................71

updating ...............................................................71

World Clock

adding locations ...................................................69

selecting a location ..............................................70

viewing location details ........................................70

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82 Avaya one-X™ Deskphone H.323 9621G/9641G User Guide May 2010