Avaya Quick Edition Release 3.3 Telephone User Guide

Avaya™ Quick Edition

Release 3.3 Telephone User Guide

16-601411

Release 3.3

April 2008

Issue 4

Notice

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For full legal page information, please see the complete document, A vaya Legal Page for Software Documentation, Document number 03-600758.

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Software License USE OR INSTALLATION OF THE PRODUCT INDICATES THE END USER’S

ACCEPTANCE OF THE TERMS SET FORTH HEREIN AND THE GENERAL LICENSE TERMS AVAILABLE ON THE AVAYA WEBSITE AT

http://support.avaya.com/LicenseInfo/

YOU DO NOT WISH TO BE BOUND BY THESE TERMS, YOU MUST RETURN THE PRODUCT(S) TO THE POINT OF PURCHASE WITHIN TEN (10) DAYS OF DELIVERY FOR A REFUND OR CREDIT.

Avaya grants End User a license within the scope of the license types described below. The applicable number of licenses and units of 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. For purposes of this Software License, the following capitalized terms shall have the meanings set forth herein: “Designated Processor” means a single stand-alone computing device. “Software” means the computer programs in object code, orig inally lice nsed by Avaya and ultimately utilized by End User, whether as stand- alone Prod uct s or pre-installed on hardware. “Product(s)” means the combination of hardware and Software comprising the Avaya Quick Edition product line.

License Type(s):

(a) 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.

(b) Shrink-wrap 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 “shrink-wrap” or “click wrap” license accompanying or

and search for the document number in the

(“GENERAL LICENSE TERMS”). IF

applicable to the Software (“Shrink-wrap License”). Th e text of the Shrink-wra p License will be available from Avaya upon End User’s request.

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 identifying Third Party Components and the Third Party Terms that apply to them is available on Avaya’s web site at:

http://support.avaya.com/ThirdPartyLicense/

Using Quick Edition IP Telephones. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Making Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Receiving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Call Pickup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Putting a Call on Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

Transferring Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Parking and Retrieving Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Conference Calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Zero-Redirect. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Using Call Logs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Using Voicemail . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Record Your Name and Greeting . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Listening to Voicemail Messages. . . . . . . . . . . . . . . . . . . . . . . . . . . . 15

Using Directories . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18

Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Paging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Speed Dial . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Accessing Telephone Applications and Options . . . . . . . . . . . . . . . . . . . . . 24

Programmable Softkeys. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Accessing User Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Setting Password Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Adjusting the Volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Muting the Active Microphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Changing the User Language. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Choosing a Personalized Ringer Tone . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Setting the Call Waiting Tone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

Setting the Contrast Level of the Display . . . . . . . . . . . . . . . . . . . . . . . . . 28

Registration Information for Optional Features . . . . . . . . . . . . . . . . . . . . . . 29

Web-based System Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29

Options Menus. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33

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Contents

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Using Quick Edition IP Telephones

Introduction

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Using Quick Edition IP Telephones

Making Calls

To make calls manually

1. Pick up the handset, or press SPEAKER, or press HEADSET.

2. Dial the number.

To make a call using a speed dial

You must first create speed dial entries (see Speed Dial on page 22).

1. Press OPTIONS and select Speed Dial.

2. Press the number that corresponds to the entry that you want to call.

To make a call directly to a voice mailbox

1. Press OPTIONS and select Voice Mail Dial or press the VDial softkey.

2. Dial the number.

To make a call using REDIAL

1. Pick up the handset, or press SPEAKER, or press HEADSET.

2. Press REDIAL to dial the last number that you dialed.

Note:

Note: Pressing REDIAL when the phone is idle will display the outgoing call log.

REDIAL will dial the telephone, not the voicemail.

To make a call from the list of call logs

You must subscribe to Caller ID service for the name and number of incoming calls to be recorded in the Incoming list.

1. Press OPTIONS and select Call Log.

2. Press Out to dial a previously dialed number.

3. Press the Line/Feature button beside the number that you want to dial.

4. Pick up the handset, or press SPEAKER.

To make calls using the corporate or personal directory

1. Press Dir to display the corporate directory; then press MyDir to display the personal directory.

2. Press the Line/Feature button beside the number that you want to dial.

3. Pick up the handset, or press SPEAKER.

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To make a restricted call using an authorization code

The system may be configured with dialing restrictions that require you to enter an authorization code.

1. Dial the external number.

2. After hearing a tone, dial the 6-10 digit authorization code provided by the system administrator.

Receiving Calls

If you subscribe to Caller ID service from your service provider, the name and number of incoming callers will be displayed.

To answer an incoming call

● Pick up the handset, or press SPEAKER, or press HEADSET.

To answer or ignore a second incoming call

● Press Answ or Ignore while the telephone is ringing.

If you choose to answer, the first call is put on hold.

Tip:

Tip: When you have multiple incoming calls (four or more for the 4610, five or more for the

4621) you must transfer, park, or place the call on hold before answering the next one.

Call Pickup

Call pickup permits a user to answer a call that is ringing on another telephone in the same pickup group. You will hear a reorder tone if you are not allowed to pick up a call or if there is no alerting call.

Note:

Note: See page 24 for instructions to program softkeys for Call Pickup List (PkLst), Call Pickup

Any (PkAny), or Call Pickup Extension (PkExt).

To display the list of calls available for pickup in your group

1. Press PkLst to display all calls available for pickup.

2. Press the Line/Feature button beside the call that you want to answer.

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To pick up any call within your group

● Press PkAny; the system selects the telephone and the call targeted for pickup.

To pick up a call on a specific extension within your group

● Press PkExt and then dial the ringing extension

OR press PkLst and select an extension in the list of calls available for pickup.

To pick up a call when audio or visual alert is enabled

With audio alert enabled, a call to your telephone will override a pickup alert. With visu al alert enabled, a call to your telephone will return a busy signal to the caller if all call display lines are consumed by unanswered call pickup calls.

1. Visual alert - the interface will display the calling party number and the called party name. Audio alert - the telephone will provide an audible (page tone) ring.

2. Press Answ to answer the call; press Ignore to ignore the call.

To enable or disable an audio or visual alert

1. Access User Options (see page 26).

2. Select Call Pickup Alert.

3. Select Audio Alert or Visual Alert.

4. Enable or disable (ON or OFF).

5. Press Exit.

Putting a Call on Hold

To put a single call on hold

● Press HOLD. You can replace the handset without losing the call.

To retrieve a held call

● Pick up the handset and press HOLD.

To put an active call on hold while you place a new call

1. Press HOLD.

2. Press a Line/Feature button.

3. Place and conclude the new call.

4. Retrieve the held call.

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To put an active call on hold while you answer a second call

1. When a call comes in, press the Line/Feature button that corresponds to the incoming call. The active call is automatically put on hold.

2. Place and conclude the new call.

3. To retrieve the held call, press the HELD softkey that corresponds to the held line.

Transferring Calls

To transfer a call and speak to the receiving party

1. With the calling party on the line, press TRANSFER.

2. When you hear the dial tone, dial the number, or press FrDir and select the number.

3. After the dialed party answers your call, announce the caller.

4. When you are ready to transfer the call, press TRANSFER and press Ok.

To transfer a call without speaking to the receiving party

1. With the calling party on the line, press TRANSFER.

2. When you hear the dial tone, dial the number, or press FrDir and select the number.

3. When the telephone at the far end begins to ring, hang up.

To transfer a call directly to voicemail for the receiving party

1. With the calling party on the line, press TRANSFER.

2. When you hear the dial tone, press VDial.

3. Dial the number, or press FrDir and select the number.

4. Press VmTsf and then press TRANSFER and press Ok.

Parking and Retrieving Calls

To park a call

1. While the call is active, press Park.

2. Press Ok and hang up.

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To retrieve a parked call from the telephone that was used to park the call

1. At the telephone that was used to park the call, pick up the handset, or press SPEAKER, or press HEADSET.

2. To retrieve a single parked call, press UnPrk. To retrieve one of several parked calls, press the Line/Feature button beside the call.

To retrieve a parked call from any other telephone

1. At any Quick Edition IP telephone connected to the network (except the telephone that was used to park the call), pick up the handset, or press SPEAKER, or press HEADSET.

2. Press Retrv.

3. Press the Line/Feature button beside the call that you want to retrieve.

Conference Calls

You can create a conference call with three particip ants . Each of the other p articipa nts can, in turn, add one additional participant to the conference call for a maximum of five parties per conference call.

To create a conference call with three participants

1. Call the first party.

2. When the call is answered, press CONFERENCE.

3. Press Dial and dial the number of the second p arty, or press FrDir and choose the number from a directory. The first party is put on hold automatically.

4. When the second party answers, press CONFERENCE.

To drop a single party from the conference call

1. Select the line that corresponds to the connected party.

2. Press Drop.

To place one of the participants on hold

1. Select the Line/Feature button beside the party that you want to speak to privately.

2. Press Select.

3. To resume the three-way conference, press CONFERENCE.

4. Select the line that was put on hold and press CONFERENCE.

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Using Quick Edition IP Telephones

To place all participants on hold

1. Press HOLD.

2. To resume the conference call, press HOLD again.

To end the conference call

● Press End, or hang up the handset, or press SPEAKER, or press HEADSET.

Call Forwarding

To forward calls to voicemail

1. Press CFwd.

2. Select All Calls or After 3 Rings.

3. Press Chg and then select Voicemail.

4. Press Save and then press PHONE/EXIT.

To forward calls to a directory number

1. Press CFwd.

2. Select All Calls or After 3 Rings.

3. Press Chg and then select Directory # or press the indicated dialpad key.

4. If you want to switch to your Personal directory, press MyDir.

5. Select the Line/Feature button beside the number to which calls will be forwarded.

6. Press Save, then Exit.

To forward calls to an external number

1. Press CFwd.

2. Select All Calls or After 3 Rings.

3. Press Chg and then select Dialed # or press the indicated dialpad key.

4. Enter the number to which calls will be forwarded. If the call will be forwarded to a PSTN number or to a SIP network number, include the prefix.

5. Press Next, Save, then Exit.

To enable call forwarding

1. Press CFwd.

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