Avaya M7208 User Manual Download Page 34

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M7208 Telephone User Guide

Page 34

- Issue 02d (25 June 2014)

IP Office

5. Holding and Parking Calls

Holding a call and parking a call are two similar actions. The table below summarizes the main differences between
parking a call or holding a call.

When a call is ...

Held

Parked

... the call occupies an appearance button.

Yes

... the caller hears music on hold or hold reminder tones.

Yes

... the call can be retrieved by other users.

Yes

... the call recalls to you automatically after a time.

Yes

Default 15

seconds

Yes

Default 5

minutes.

... the call can be used to start or add calls to a conference.

Yes

... the call is assigned a unique ID.

Yes

Summary of Contents for M7208

Page 1: ... Issue 02d 25 June 2014 M7208 Telephone User Guide IP Office ...

Page 2: ...NY AVAYA AFFILIATE OR AN AUTHORIZED AVAYA CHANNEL PARTNER AS APPLICABLE UNDER A COMMERCIAL AGREEMENT WITH AVAYA OR AN AUTHORIZED AVAYA CHANNEL PARTNER 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 AVAYA CHANNEL PARTNER AVAYA RESERVES THE RIGHT TO TAKE LEGAL ACTION...

Page 3: ...liance must be separately ordered If the end user customer or Avaya channel partner would like to install two of the same type of vAppliances then two vAppliances of that type must be ordered Each Product has its own ordering code Note that each instance of a Product must be separately licensed and ordered Instance means one unique copy of the Software For example if the end user customer or Avaya...

Page 4: ...bsite http support avaya com Contact Avaya Support See the Avaya Support website http support avaya com for product notices and articles or to report a problem with your Avaya product For a list of support telephone numbers and contact addresses go to the Avaya Support website http support avaya com scroll to the bottom of the page and select Contact Avaya Support ...

Page 5: ...nce 38 6 2 Adding a Call to a Conference 39 6 3 Viewing Conference Details 39 6 4 Dropping Parties 39 6 5 Holding a Conference Call 39 6 6 Transferring Calls Using Conference Directory 7 42 7 1 Viewing Contacts Details 43 7 2 Make a Call from the Directory 43 7 3 Adding a New Contact 43 7 4 Add a Contact from the Call Log Call Log 8 46 8 1 Accessing the Call Log 47 8 2 Viewing Call Details 48 8 3 ...

Page 6: ... Button 78 14 3 Attention Ring 78 14 4 Auto Hold 78 14 5 Bridged Appearance Button 78 14 6 Call Appearance Button 78 14 7 Call Coverage Button 78 14 8 Do Not Disturb 79 14 9 Do Not Disturb Exceptions 79 14 10 Follow Me 79 14 11 Follow Me Here 79 14 12 Follow Me To 79 14 13 Forward on Busy 79 14 14 Forward on No Answer 79 14 15 Forward Unconditional 80 14 16 Group 80 14 17 Idle Line Preference 80 1...

Page 7: ...M7208 Telephone User Guide Page 7 Issue 02d 25 June 2014 IP Office Telephone Overview Chapter 1 ...

Page 8: ......

Page 9: ...ume 01 Call Spk The bottom right button is fixed as a Handsfree speaker button This can be used to answer calls handsfree on the phone s speaker or headset if the phone has a headset connected 1 2 Which Telephone System The IP Office telephone system can operate in a number of modes This guide is for a system operating in IP Office Standard Version mode To check what system you are one press Featu...

Page 10: ...p the current call Volume Controls Increase or decrease the volume during a call Handsfree Speaker The bottom right button is fixed as a handsfree speaker button You can press this button to answer or make a call in handsfree speakerphone mode You can also press it to switch from the handset to the speaker during a call The button is lit when the phone is on the speaker The button layout is indica...

Page 11: ...number Put your current call on hold and make an transfer enquiry call to another number Pressing Feature 70 again to completes the transfer Call Park Park Page Feature 74 Park your current call The additional functions and method for unparking calls depends on whether Park Page is configured on your system or not See Parking Calls Call Unpark Feature 74 park slot number Unpark a call The code is ...

Page 12: ...e button should dial Internal Autodial User Button Feature 2 This feature allow you to create a user button that matches another user s extension number The button can then be used to call the other user The button can also be used to see the current state of the other user The button s icon will flash when the other user has a call alerting them When that is the case pressing the button answers t...

Page 13: ... user s extension number N Pickup a Group Members Call 53 N Pickup a call ringing the members of a group N This does not necessarily have to be a group call Conference Conference Held Calls 47 Start a conference between yourself and any calls that you have on hold Do Not Disturb Switch Do Not Disturb On 08 Set your phone to do not disturb Switch Do Not Disturb Off 09 Switch off do not disturb Add ...

Page 14: ...been set those functions will use the forward unconditional number if set Switch Forward On Busy On 03 Switch Forward On Busy Off 04 Switch Forward on No Answer On 05 Switch Forward on No Answer Off 06 Group Night Service Status On 20 N Set a group into night service status by entering its extension number N Night Service Status Off 21 N Take a group out of night service status by entering its ext...

Page 15: ... If you are configured as a system phone user an S in the phone s display indicates a system alarm 1 7 Tones In addition to ringing you may hear the following tones Page Call Single Loud Beep This tone indicates that your phone is receiving a page call You do not need to take any action to hear the call and you cannot be heard by the person doing the page Short Code Confirmation 2 Loud Beeps These...

Page 16: ... has a phone with a display They will see the extension number your phone 1 10 Notes This guide was written assuming that the telephone system and your phone are using their default settings However the system has a wide range of controls and features that can be used to customize its operation and that of your phone Your system administrator will inform you if they change any settings that will a...

Page 17: ...M7208 Telephone User Guide Page 17 Issue 02d 25 June 2014 IP Office Making Calls Chapter 2 ...

Page 18: ...ck If you call another internal user and they do not answer you can set a callback When you have a callback set the system will call you when the other user next uses ends a call When you answer the callback the system will automatically make another call to the user This function can be assigned to a programmable button This allows it to be accessed in a single key press If the button includes an...

Page 19: ...t voice call It calls another extension and has the call automatically answered on handsfree speaker after playing 3 beeps If the called extension does not have a handsfree microphone the user must use the handset if they want to talk The called extension called must support a handsfree speaker If the extension does not or if the extension is not free when called the call is alerts as a normal cal...

Page 20: ...To dial a personal speed dial Dial followed by the 2 digit personal speed dial number between 00 to 99 Alternatively you can dial the 2 digit personal speed dial number and then press To dial a system speed dial Dial the 3 digit system speed dial number between 000 to 999 Entering a Personal Speed Dial WARNING Note that no warning is given if the entry is already programmed It is simply overwritte...

Page 21: ... Voluntary Account Code Entry You can choose to enter an account code before making a call or during a call This is done using a programmable button assigned with the Account Code function 2 8 Calling from the Contacts List You can use any directory contacts to make a call You can also use the directory in many telephone functions where you need to select the number for a destination for example d...

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Page 23: ...M7208 Telephone User Guide Page 23 Issue 02d 25 June 2014 IP Office Answering Calls Chapter 3 ...

Page 24: ...ent call on hold and answer the waiting call Switching Between Calls You can switch between calls by pressing the call appearance button of the call to which you want to talk The button icons will show which call you are currently talking to A slow flashing icon indicates a call waiting to be answered A steady icon indicates the currently connected call A fast flashing icon indicates a held call 3...

Page 25: ...l ringing any group of which the you are a member even if the call is not currently alerting on your phone You can use this function even when your group membership is set to disabled 1 Press Feature 75 Default Short Codes Short codes are numbers that you can dial from any types of phone on the telephone system The following are default short codes that may be available on your system Pickup Any C...

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Page 27: ...M7208 Telephone User Guide Page 27 Issue 02d 25 June 2014 IP Office Call Controls Chapter 4 ...

Page 28: ...ton will be lit while mute is active 2 To switch mute off press the key again 4 3 Switching Between Calls You can switch between calls by pressing the call appearance button of the call to which you want to talk The button indicators will show which call you are currently talking to A slow flashing icon indicates a call waiting to be answered A steady icon indicates the currently connected call A ...

Page 29: ...allows the phone to receive page calls You can hear the page without needing to take any action However you cannot answer the page The speaker allows the phone to auto answer direct voice calls You can hear the caller and they can hear you without you needing to take any action The same applies for call from other users if you have internal auto answer set on the phone Pressing the Handsfree butto...

Page 30: ...o switch between the headset and the handset 4 8 Group Listen Using group listen allows you to hear the caller through the phone s handsfree speaker but they only hear speech from your phone s handset microphone rather than the handsfree microphone Group listen is automatically turned off at the end of a call To Turn Group Listen On Press Feature 802 To Turn Group Listen Off Press Feature 802 4 9 ...

Page 31: ...s own voicemail settings are used rather than your settings G Group Member In Group A G is shown on your phone s idle display when have been configured as a member of a group and your membership is enabled While this is the case you may receive calls targeted to the group O Out of Service An O is shown on your phone s display when any of the groups of which you are enabled as a member is set to ni...

Page 32: ...M7208 Telephone User Guide Page 32 Issue 02d 25 June 2014 IP Office ...

Page 33: ...M7208 Telephone User Guide Page 33 Issue 02d 25 June 2014 IP Office Holding and Parking Calls Chapter 5 ...

Page 34: ...king a call or holding a call When a call is Held Parked the call occupies an appearance button Yes No the caller hears music on hold or hold reminder tones Yes Yes the call can be retrieved by other users No Yes the call recalls to you automatically after a time Yes Default 15 seconds Yes Default 5 minutes the call can be used to start or add calls to a conference Yes No the call is assigned a un...

Page 35: ...2019 Call park buttons can be configured to match specific park slot numbers A call parked using that button is given that park slot number All users with a call park button set to the same number can see when there is a parked call there and can unpark that call using their button To Park a Call 1 Press Feature 74 The park slot number assigned to the parked call is briefly shown on the display If...

Page 36: ...ference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system will cause that conference to hear your system s music on hold 5 2 1 Holding a Call 1 To put your current call on hold press the Hold button or the call s appearance button 2 The held call will be indicated by its appearance key changing to a fast flashing icon 3 While held the ca...

Page 37: ...M7208 Telephone User Guide Page 37 Issue 02d 25 June 2014 IP Office Conference Calls Chapter 6 ...

Page 38: ...g Hold or Feature 3 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press Feature 3 5 If they do not want to join the call or do not answer replace the handset or press Release Return to the held call by pressing its call appearance fast flashing icon 6 2 Adding a Call to a Conference You can add additional parties to an existing conference 1 Pres...

Page 39: ... dropping yourself from the conference may end the conference Consult your system administrator for details 6 5 Holding a Conference Call Using the Hold key you can put a conference call on hold in the same way as you can for a normal call The appearance key for the conference call will show a fast flashing icon To take the conference call off hold press the appearance key Important Holding Confer...

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Page 41: ...M7208 Telephone User Guide Page 41 Issue 02d 25 June 2014 IP Office Directory Chapter 7 ...

Page 42: ... network of IP Office telephone systems it includes those groups that the system administrator has configured to be advertised across the network External Contacts These contacts are viewable and useable by all phone users These are two types of external contacts Some external contacts are entered into the telephone system configuration by the system administrator 1 Other external contacts are tho...

Page 43: ... 1 Press Feature 4 2 Dial the two digit number between 00 to 99 for the personal directory entry to be programmed 3 Enter the number to be dialed by the speed dial Use the button to delete the last digit entered 4 When the number is completed press Hold 5 Enter a name to associate with the number 1 1 2 ABC2abc 3 DEF3def 4 GHI4ghi 5 JKL5jkl 6 MNO6mno 7 PQRS7pqrs 8 TUV8tuv 9 WXYZ9wxyz Backspace 0 0 ...

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Page 45: ...M7208 Telephone User Guide Page 45 Issue 02d 25 June 2014 IP Office Call Log Chapter 8 ...

Page 46: ...are a member of any groups the system administrator can configure whether your missed calls log should also include missed group calls The hunt group does not necessarily have to have rung your phone It will be recorded as missed if it was presented to the group and not answered by any of the members including you Note 1 Your centralized call log can be turned off by the system administrator If th...

Page 47: ...d 3 The call details are displayed Use the and keys to cycle through the values Time and Date The time of the call Count How many time a call of the same type name and number has occurred Only the details of the most recent call are kept in your call log However the count will indicate if the caller has rung or has been rung several times Call Type The type of call record The options are Mis misse...

Page 48: ...how your call log records Use the key to select which call log records you are viewing The options are All Mis missed calls Ans answered incoming calls and Out outgoing calls Use the up and down buttons to scroll through the records 2 When the required record is highlight press Hold 8 5 Adding a Record to Your Contacts You can add a name and number shown in your call log to your personal contacts ...

Page 49: ...M7208 Telephone User Guide Page 49 Issue 02d 25 June 2014 IP Office Voicemail Chapter 9 ...

Page 50: ...aiting lamp The icon of a programmable button programmed to Feature 65 will act as a message waiting indicator for new messages That button can then also be used to access the mailbox 9 2 Checking Messages 1 Press Feature 65 or Feature 981 Depending on how your voicemail system is configured you may be asked to entered your voicemail code 2 Follow the voice prompts provided by the system For help ...

Page 51: ...M7208 Telephone User Guide Page 51 Issue 02d 25 June 2014 IP Office Logging In Out Chapter 10 ...

Page 52: ...n there you return to being logged in on that phone If you remain logged out you are treated the same as being on do not disturb except that all calls to you go to voicemail if available If you have a mobile twinned number the system administrator can configure the system so that calls are still presented to your mobile twin while you are logged out Default Extension Each extension can be configur...

Page 53: ...lt is 35 N L where N is replaced by your extension number and L by your login code 10 2 Logout You can only log yourself out if you have been given a login code by your system administrator Otherwise the only way to be logged out is if someone else logs in on your phone When that happens if you are not automatically logged back in when they log off or if you want to login over them you can login a...

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Page 55: ...M7208 Telephone User Guide Page 55 Issue 02d 25 June 2014 IP Office Redirecting Calls Chapter 11 ...

Page 56: ...nanswered at your phone Forward Unconditional Immediately forward calls Forwarding to voicemail can be selected as an option Do Not Disturb Redirect all calls to voicemail if available or otherwise to busy tone You can set do not disturb exception numbers for calls to which do not disturb if not applied Other users can make priority calls to override your do not disturb Twinning Twinning is a proc...

Page 57: ...ollow me at the extension to which you want your calls redirected Default Short Codes Short codes are numbers that you can dial from any types of phone on the telephone system The following are default short codes that may be available on your system Follow Me Here 12 N Dialed at the extension to which you want you calls redirected Use your own extension number N when dialing the short code Follow...

Page 58: ... codes that may be available on your system Cancel All Forwarding 00 Switch off any forwarding Includes forward unconditional forward on busy forward on no answer follow me and do not disturb Set the Forward Unconditional Destination 07 N Set the destination number N for forward unconditional when it is switched on Switch Forward Unconditional On 01 Switch on forward unconditional A destination mu...

Page 59: ...en you have forward unconditional enabled To Turn Forward Unconditional On 1 Press Feature 4 2 The phone prompts you for the number to which you want calls forwarded If you already had a number set previously that number is displayed 3 Enter the number to which you want to forward the call Press to delete the previous digit 4 If the number matches an internal extension it is saved automatically Fo...

Page 60: ...will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number Using a Programmable Button This function can be assigned to a programmable button This allows it to be accessed in a single key press If the button includes an indicator ...

Page 61: ...pt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number Using a Programmable Button This function can be assigned to a programmable button This allows it to be accessed in a single key press If the button includes an indicator it will in...

Page 62: ...t Disturb An N is shown on your phone s idle display when you have do not disturb enabled To Turn On Do Not Disturb 1 Press Feature 85 The phone briefly displays Do Not Distrb To Turn Off Do Not Disturb 1 Press Feature 85 The phone briefly displays Allow Calls Default Short Codes Short codes are numbers that you can dial from any types of phone on the telephone system The following are default sho...

Page 63: ...uses both a normal desk phone and also needs a mobile phone while moving around the building Your settings are applied to both phones If the secondary is a 1400 1600 9400 9500 9600 M Series T Series phone it will share the same call log and personal directory contacts as available on your primary Similarly message waiting indication for your mailbox is show on both phones T Twinned A T is shown on...

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Page 65: ...M7208 Telephone User Guide Page 65 Issue 02d 25 June 2014 IP Office Phone Settings Chapter 12 ...

Page 66: ...g pattern which is controlled by the telephone system 1 Press Feature 6 2 Press 1 to 4 to select the required ringer sound Whilst the function is active you can also use the and buttons to change the ringer volume 3 The function will automatically cancel after a 5 seconds 12 3 Ringer Volume You can change the ringer volume using the following process You can also adjust the volume while a call is ...

Page 67: ...M7208 Telephone User Guide Page 67 Issue 02d 25 June 2014 IP Office Button Programming Chapter 13 ...

Page 68: ...er user has a call alerting them When that is the case pressing the button answers their call When the icon is steady the user is busy Feature Button Feature 3 Set a button to invoke a Feature code Function Button Feature 3 Set a button to invoke a selected telephone system function Default Buttons Feature 3 You can return the function of certain buttons back to their default for this type of phon...

Page 69: ... 2 Press twice 3 Press The following are the default buttons for a M7208 telephone Display 07 Group Pickup Hold Feature Release 06 Transfer 1 2 3 05 Last Number Redial 4 5 6 04 Page Group 7 8 9 03 Conference 0 02 Call Volume 01 Call Spk 13 3 Erasing a Button The process for setting an auto dial button can also be used to erase any programming on a programmable button 1 Press Feature 1 If a securit...

Page 70: ...tored by the button This can be a partial number which you will complete after pressing the button The button deletes the last digit entered 4 When the number is complete press Hold 13 5 Internal Auto Dial User Button A button set to this function calls another user The button can also be used to see the current state of the other user The button s icon will flash when the other user has a call al...

Page 71: ...a currently displayed function 5 If the button has an existing function it is displayed 6 Press Hold to assign the function Otherwise press Feature to return to function selection 7 Press Release to exit programming 13 7 Feature Button This process allows you to store some of the Feature codes that you can dial You can then activate the feature using a single button press Warning This process will...

Page 72: ...tension does not have a handsfree microphone the user must use the handset if they want to talk The called extension called must support a handsfree speaker If the extension does not or if the extension is not free when called the call is alerts as a normal call 13 8 3 Call Forwarding All A button set to this function switches your forwarding unconditional setting on off The button s indicator is ...

Page 73: ...ion will send a hook flash signal to a currently connected analog line 13 8 12 Forward on Busy A button set to this function turns your forward on busy setting on or off Forward on busy redirects your calls when your phone is not able to present you with any more alerting calls By default this function is only applied to incoming external calls to you However if required internal calls can also be...

Page 74: ...ion turns the night service status of all the groups of which you are a member on or off The button cannot be used to override a group automatically put into night service by a time profile on the telephone system 13 8 17 Internal Auto Answer A button set to this function switches your internal auto answer setting on or off When on if the phone is idle any internal call is automatically answered a...

Page 75: ...ber It can be a partial number that you complete dialing after pressing the button It can also be a system short code for a telephone system feature This button function is also known as Auto Dial and External Auto Dial 13 8 27 Timer A button set to this function briefly displays the duration of a call when the button is pressed Even without this button the duration of a call is briefly shown on t...

Page 76: ... The button can also be used to see the current state of the other user The button s icon will flash when the other user has a call alerting them When that is the case pressing the button answers their call When the icon is steady the user is busy 13 8 32 Voicemail A button set to this function accesses your voicemail mailbox If the button has an icon the icon is shown when you have new messages i...

Page 77: ...M7208 Telephone User Guide Page 77 Issue 02d 25 June 2014 IP Office Glossary Chapter 14 ...

Page 78: ... The bridged appearance button can be used to retrieve the call if on hold or to join the call if active Bridged appearance buttons are not supported between users on different systems in a Small Community Network 14 6 Call Appearance Button Call appearance buttons are used to represent calls to and from your phone By having several call appearance buttons you are able to answer and make several c...

Page 79: ...ail on the telephone system will attempt to redirect forwarded calls to voicemail if they are still unanswered after having rung for your no answer time default 15 seconds This is not always possible for calls that have been forwarded to an external number 14 14 Forward on No Answer Forward on no answer redirects calls that have alerted your phone but have not been answered for some reason By defa...

Page 80: ...ls from either extension A typical example for internal twinning would be a user who uses both a normal desk phone and also needs a mobile phone while moving around the building Your settings are applied to both phones If the secondary is a 1400 1600 9400 9500 9600 M Series T Series phone it will share the same call log and personal directory contacts as available on your primary Similarly message...

Page 81: ...eference This setting is controlled by your system administrator and is normally on When you are not connected to a call if you receive an incoming call ringing line preference will make the alerting appearance button your selected appearance button You can answer the call by just lifting the handset without having to press the button to select it first Without ringing line preference to answer th...

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Page 83: ...M7208 Telephone User Guide Page 83 Issue 02d 25 June 2014 IP Office Document History Chapter 15 ...

Page 84: ...e Page 84 Issue 02d 25 June 2014 IP Office 15 Document History Date Issue Changes 14th March 2014 02c Add details of Park Page operation 25th June 2014 02d Note for T7208 regarding Disable Speakerphone for headset operation 35 ...

Page 85: ...Directory 73 Do Not Disturb 73 Erase 69 Feature Codes 71 Flash Hook 73 Forward All 72 Forward on Busy 73 Forward on No Answer 73 Forward Unconditional 72 Functions 72 Group Listen 74 Group Page 74 Group Pickup 74 Hook Flash 73 Hunt Group Night Service 74 Inspect 68 Intercom 72 Internal Auto Answer 74 Last Number Redial 74 Log 72 Night Service 74 No Calls 73 Page 74 Park 72 Pickup 74 Priority Call ...

Page 86: ...e Broken 59 62 73 78 79 Dial Voice Button 72 Dialing Code 25 31 35 38 50 52 57 58 59 60 61 62 81 Direct Call Pickup 25 Direct Pickup Button 73 Direct Voice 19 Directory 42 Add 43 48 Add From Call Log 43 48 Button 73 Make a call 21 43 Display B 15 Contrast 66 Contrast Button 73 D 15 59 79 G 15 31 N 15 62 73 78 O 15 31 S 15 T 15 63 Divert All 59 79 Busy 60 73 79 Divert All Button 73 Divert on Busy B...

Page 87: ...4 Letters Key Top 16 Status 15 Line Appearance 80 Line Preference Idle Line Preference 80 Ringing 81 Listen Group Listen 74 Log Button 72 Login Short Code 13 52 Login Code 80 Logout Short Code 13 52 M Mailbox 76 Short Codes 13 50 Make a call From the Directory 21 43 Make call from Call Log 21 48 Menu Call log 46 Contacts 42 Microphoe Mute 28 Missed 21 43 46 47 48 Missed Calls 80 Group 81 Hunt grou...

Page 88: ...o Answer 13 58 60 61 Forward Unconditional 13 58 59 Group 13 31 Login 13 52 Logout 13 52 Mailbox 13 50 Park 13 35 Pickup 13 25 Unpark 13 35 Voicemail 13 50 Slot Number 35 81 Small Community Network 81 Sound 66 Speaker 29 Group Listen 30 74 Mute 28 Volume 28 Speech Mute 28 Volume 28 Speed Dial Personal 20 Program 20 System 20 Speed Dial Button 75 Speed Dials Directory 42 Status Letters 15 Supervise...

Page 89: ...M7208 Telephone User Guide Page 89 Issue 02d 25 June 2014 IP Office ...

Page 90: ...led specifications at its discretion The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not ...

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