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Avaya one-X Deskphone SIP 9620C User Manual Download Page 5

9600 Series User Guide

Page 5

 Issue 08b (10 April 2014)

IP Office 9.0

Contents

Contents

Introduction

1.

..................................................................... 11

1.1 Important Safety Information

..................................................................... 12

1.2 9608 Telephone

..................................................................... 13

1.3 9611 Telephone

..................................................................... 14

1.4 9620 Telephone

..................................................................... 15

1.5 9621 Telephone

..................................................................... 16

1.6 9630 Telephone

..................................................................... 17

1.7 9640 Telephone

..................................................................... 18

1.8 9641 Telephone

..................................................................... 19

1.9 9650 Telephone

..................................................................... 20

1.10 Button Modules

..................................................................... 21

1.11 Phone Keys

..................................................................... 22

1.12 Status Letters

..................................................................... 22

1.13 Touch Screen Operation

..................................................................... 22

1.14 The Phone Stand

Making Calls

2.

..................................................................... 26

2.1 En-Bloc Dialing

..................................................................... 27

2.2 Call Soft Key Options

..................................................................... 28

2.3 Calling from the Contacts List

..................................................................... 28

2.4 Calling from the Call Log/History

..................................................................... 29

2.5 Redialling a Previous Number

..................................................................... 29

2.6 Making a Page Call

..................................................................... 29

2.7 Withholding Your Number

..................................................................... 30

2.8 Adjusting the Call Volume

..................................................................... 30

2.9 Muting a Call

..................................................................... 30

2.10 Ending Calls

Answering Calls

3.

..................................................................... 33

3.1 Diverting a Call to Voicemail

..................................................................... 33

3.2 Ignoring an Incoming Call

..................................................................... 33

3.3 Answering a Page Call

..................................................................... 34

3.4 Using Call Pickup

Redialling

4.

..................................................................... 36

4.1 Open Call Log Mode

..................................................................... 36

4.2 Last Dialed Mode

..................................................................... 36

4.3 Selecting Your Redial Mode

Holding and Parking Calls

5.

..................................................................... 39

5.1 Holding Calls

............................................................................ 39

5.1.1 Holding a Call

............................................................................ 39

5.1.2 Taking a Call Off Hold

............................................................................ 40

5.1.3 Switching Between Calls

............................................................................ 40

5.1.4 Transferring a Held Call

..................................................................... 41

5.2 Parking Calls

............................................................................ 41

5.2.1 Parking Calls Using the Menu

............................................................................ 41

5.2.2 Unparking Calls (Status Menu)

............................................................................ 42

5.2.3 Park & Page

Transferring Calls

6.

..................................................................... 46

6.1 Transferring to Voicemail

..................................................................... 47

6.2 Transferring a Held Call

..................................................................... 47

6.3 Transferring a Call to Your Mobile

Account Codes

7.

..................................................................... 50

7.1 Forced Account Code Entry

..................................................................... 50

7.2 Manual Account Code Entry

Conference Calls

8.

..................................................................... 52

8.1 Starting a Conference

..................................................................... 52

8.2 Adding a Call to a Conference

..................................................................... 52

8.3 Viewing Conference Details

..................................................................... 53

8.4 Dropping/Muting Parties

..................................................................... 53

8.5 Holding a Conference Call

..................................................................... 54

8.6 Context Sensitive Conferencing

Headset/Handsfree Operation

9.

..................................................................... 56

9.1 Headset Operation

............................................................................ 57

9.1.1 Headset Volume

............................................................................ 57

9.1.2 Default Handsfree Audio Path

............................................................................ 57

9.1.3 Automatic Gain Control

............................................................................ 58

9.1.4 Headset Alert Sounds

..................................................................... 59

9.2 Handsfree Speaker Operation

............................................................................ 60

9.2.1 Speaker Volume

............................................................................ 60

9.2.2 Default Handsfree Audio Path

............................................................................ 60

9.2.3 Automatic Gain Control

Contacts/Directory

10.

..................................................................... 62

10.1 Managing External Contacts

..................................................................... 63

10.2 Viewing Contacts Details

..................................................................... 64

10.3 Making a Call from the Directory

..................................................................... 64

10.4 Using the Directory for Other Functions

..................................................................... 65

10.5 Adding a New Contact

..................................................................... 65

10.6 Adding a Contact from the Call Log/History

..................................................................... 66

10.7 Editing a Contact

..................................................................... 66

10.8 Deleting a Contact

Call History

11.

..................................................................... 69

11.1 Accessing the Call Log/History

..................................................................... 69

11.2 Making a Call

..................................................................... 70

11.3 Viewing Call Details

..................................................................... 71

11.4 Deleting a Record

..................................................................... 71

11.5 Deleting All Records

..................................................................... 71

11.6 Adding a Record to Your Contacts

Voicemail

12.

..................................................................... 74

12.1 Message Waiting Indication

..................................................................... 75

12.2 Visual Voice

..................................................................... 75

12.3 Checking Messages

..................................................................... 76

12.4 Sending a Message

..................................................................... 76

12.5 Email Mode

..................................................................... 77

12.6 Mailbox Greeting

..................................................................... 78

12.7 Mailbox Name

..................................................................... 78

12.8 Changing Your Voicemail Code

..................................................................... 79

12.9 Switching Voicemail On/Off

..................................................................... 79

12.10 Transferring to Voicemail

..................................................................... 79

12.11 Sending a Call to Voicemail

Logging In/Out

13.

..................................................................... 83

13.1 Logging In

............................................................................ 83

13.1.1 Logging In on a Phone Already in Use

............................................................................ 83

13.1.2 Logging In on an Unregistered Phone

............................................................................ 83

13.1.3 Logging In on a Not Logged In Phone

..................................................................... 84

13.2 Logging Out

Summary of Contents for one-X Deskphone SIP 9620C

Page 1: ...Issue 08b 10 April 2014 9600 Series User Guide IP Office 9 0 ...

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: ...pliance 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 Avay...

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: ...orced Account Code Entry 50 7 2 Manual Account Code Entry Conference Calls 8 52 8 1 Starting a Conference 52 8 2 Adding a Call to a Conference 52 8 3 Viewing Conference Details 53 8 4 Dropping Muting Parties 53 8 5 Holding a Conference Call 54 8 6 Context Sensitive Conferencing Headset Handsfree Operation 9 56 9 1 Headset Operation 57 9 1 1 Headset Volume 57 9 1 2 Default Handsfree Audio Path 57 9...

Page 6: ... 9 Call Pickup Any 109 16 2 10 Conf Meet Me 109 16 2 11 Drop Call 110 16 2 12 Flash Hook 110 16 2 13 Group BLF 110 16 2 14 Page 110 16 2 15 Park and Page 110 16 2 16 Ringer Off 110 16 2 17 Self Administer 110 16 2 18 Send All Calls 110 16 2 19 Suppress Digits 110 16 2 20 Twinning 110 16 2 21 User BLF Home Screen 17 115 17 1 Editing Your Home Screen 116 17 2 Abbreviated Dial 116 17 3 Absence Text 1...

Page 7: ... 23 1 Abbreviated Ring 158 23 2 Appearance Button 158 23 3 Attention Ring 158 23 4 Auto Hold 158 23 5 Bridged Appearance Button 158 23 6 Call Appearance Button 158 23 7 Call Coverage Button 158 23 8 Coverage Ring 158 23 9 Do Not Disturb 159 23 10 Do Not Disturb Exceptions 159 23 11 Follow Me 159 23 12 Follow Me Here 159 23 13 Follow Me To 159 23 14 Forward on Busy 159 23 15 Forward on No Answer 15...

Page 8: ......

Page 9: ...9600 Series User Guide Page 9 Issue 08b 10 April 2014 IP Office 9 0 Introduction Chapter 1 ...

Page 10: ......

Page 11: ... 24 Yes Yes Yes Yes Yes BM12 x 3 SBM24 x 3 9650 24 No No No Yes Yes SBM24 x 3 9650C 24 Yes No No Yes Yes SBM24 x 3 Gigabit Support This column indicates that the phone natively supports Gigabit Ethernet Other phones can support Gigabit through the use of a suitable Gigabit adapter Unsupported Features The 9600 Series phones are supported on a number of Avaya telephone systems and support different...

Page 12: ...splay and can be controlled by the adjacent buttons Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there are features that the system administrator can assign that are not available fo...

Page 13: ... can be controlled by the adjacent buttons Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there are features that the system administrator can assign that are not available for you to ...

Page 14: ...n arrow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of 3 Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there...

Page 15: ...arrow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of 6 Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there a...

Page 16: ...ow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of 6 Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note also that there are ...

Page 17: ...the up and down arrow keys to scroll the display You can also use the left and right arrow keys to move through the button features in pages of 6 Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other features Note a...

Page 18: ...the screen Through the phone s own menus you can select whether to display one row of four two rows of two or no fixed buttons at the bottom of the display Functions can be assigned to the phone s feature buttons by your system administrator or by yourself using self administration Note how you cannot replace features assigned to buttons by your system administrator but you can replace other featu...

Page 19: ... In addition the features for 16 of the 24 buttons buttons 04 to 11 and 12 to 19 can be accessed as using the auxiliary feature buttons below the display They are shown in two pages of eight with the SHIFT key next to the display used to switch between which page is being displayed at any time Functions can be assigned to the phone s feature buttons by your system administrator or by yourself usin...

Page 20: ...one can also support SBM24 modules instead see below but not a mix of different module types Up to three button modules can be attached to each phone However the number of button modules supported by the telephone system may be limited by the total number of button modules attached to other phones on the telephone system 9630 9640 and 9650 Phones All variants of these phones support SBM24 button m...

Page 21: ...r handset headset and speaker HEADSET This key is used to answer and end calls using a headset connected to the phone s headset socket The button is lit when you are connected to a call using the headset MUTE This key can be used to mute your speech to the currently connected call The button is lit while mute is active SPEAKER This key is used to answer and end calls using the phone s handsfree sp...

Page 22: ...your phone In this mode some features may not be available and calls may be routed differently S System Alarm If you are configured as a system administrator an S in the phone s display indicates a system alarm T Twinned A T is shown after your extension name on the phone s idle display if it is internally twinned with your phone Calls to you will alert on both phones and can be answered by you at...

Page 23: ...pril 2014 IP Office 9 0 Introduction The Phone Stand Other Stands If the phone needs to be used in a situation other than on a desk for example wall mounted a number of other stand designs are available from Avaya Contact your system administrator ...

Page 24: ......

Page 25: ...9600 Series User Guide Page 25 Issue 08b 10 April 2014 IP Office 9 0 Making Calls Chapter 2 ...

Page 26: ...l on your phone s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you use a phone that supports en bloc dialing Dialing a Number Using En Bloc Mode 1 With no connected call on the phone start dialing Do not lift the handset or sel...

Page 27: ...fer of a held call A Cancel option is also shown which will end the transfer attempt Conference Put your current call on hold and present dial tone for you to dial the number you want to add to a conference with the held caller Connect Take a call off hold Dir Access the directory in order to select a number by name rather than dialing it The type of names available in the directory is adjusted to...

Page 28: ...matching entries If you dial a name to return to the full list press the Clear soft key d To view more details of the highlighted name press Details To return to the directory press List 2 When the required entry is highlighted press Call or press the button next to the name 3 Proceed as you would with a normally dialed call 2 4 Calling from the Call Log History You can use the call log to make ca...

Page 29: ... short code can be configured to accept the number of the user or group to page when dialed Similarly a paging button can be set to allow number entry when pressed as follows 1 Press the paging button 2 Dial the number of the user or group you want to page 3 When the dialing is completed the page call is made If the destination is a user and they already have a call connected they cannot be paged ...

Page 30: ...te setting remains active even if you switch between calls using hold and or appearance buttons If you change how you are listening to the call for example switching from the handset to the speaker the mute setting is canceled 1 To activate mute press the MUTE key The button will be lit while mute is active 2 To switch mute off press the MUTE key again 2 10 Ending Calls The Drop option can be used...

Page 31: ...9600 Series User Guide Page 31 Issue 08b 10 April 2014 IP Office 9 0 Answering Calls Chapter 3 ...

Page 32: ...ndset lift the handset To switch to handsfree press the SPEAKER key If you were using the handset you can now safely replace it To switch to headset mode press the HEADSET key If you were using the handset you can now safely replace it If you have answered the call on the speaker or headset pressing the SPEAKER or HEADSET key again before you select another mode will end the call Just pressing the...

Page 33: ... call on the display use the up and down arrow keys to highlight it 2 Press the Ignore soft key 3 The call will continue alerting but with no audible ring 3 3 Answering a Page Call Your phone can be paged if you have no other connected call in progress The page is heard through the phone s speaker This will only happen if your phone is currently idle A call connected automatically after a single b...

Page 34: ...the group press the Members soft key The call does not have to be a call to the hunt group To answer a call ringing for the hunt group press the Group soft key To return to entering a number press the Clear key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control Default Short Codes Short codes are numbers that you can dial to enabl...

Page 35: ...9600 Series User Guide Page 35 Issue 08b 10 April 2014 IP Office 9 0 Redialling Chapter 4 ...

Page 36: ...e list of outgoing calls is displayed b Use the up and down arrow keys to scroll through the 10 most recent outgoing calls 2 Press Call to call the number displayed in the call record 3 Continue in the same way as for a normal dialed call 4 2 Last Dialed Mode This redial method is used when your phone s redial mode is set to One 1 Press Redial 2 The number for the most recent outgoing call in your...

Page 37: ...9600 Series User Guide Page 37 Issue 08b 10 April 2014 IP Office 9 0 Holding and Parking Calls Chapter 5 ...

Page 38: ...rking a call and holding a call When used to park or hold a call Hold Park the call occupies an appearance button Yes No the caller hears music on hold if available Yes Yes the call can be retrieved by other users dialing a short code No Yes the call recalls you automatically if your phone is idle Yes Default 15 seconds Yes Default 5 minutes can be used with conference calls Yes No can be used to ...

Page 39: ... call in the conference details Warning This only applies to conference calls hosted by your own telephone system Holding your call to a conference hosted on another telephone system may cause that conference to hear your system s music on hold 5 1 1 Holding a Call 1 To put your current call on hold press the Hold soft key or the call s appearance button 2 The held call will be indicated by its ca...

Page 40: ...er held call s remain on hold 2 If you have calls on hold but you want to connect your current call with a new destination Press the Transfer soft key and enter the destination manually using the numerical keypad and press Complete Alternatively press Dir to select a destination from the directory or use the Redial option if applicable 3 If you have a destination call connected but you wish to ref...

Page 41: ...ing the Menu 1 Press the Features soft key if shown To do this during a call press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Park or Call Park To Other Call Park Park the call on the system with parked call indication on your extension Call Park To Other Park the call on the system with parked call indication on the selected extension Acc...

Page 42: ...ll recall to your phone if left parked for too long If your phone has any Call Park buttons set to match the park slot numbers configured for Park Page those buttons can be used to park unpark calls and indicate when a call is parked in that park slot However when used to park a call the phones does not display the page options To Park a Call Using Park Page 1 Press the Park Page button on your ph...

Page 43: ...9600 Series User Guide Page 43 Issue 08b 10 April 2014 IP Office 9 0 Holding and Parking Calls Parking Calls ...

Page 44: ......

Page 45: ...9600 Series User Guide Page 45 Issue 08b 10 April 2014 IP Office 9 0 Transferring Calls Chapter 6 ...

Page 46: ...at used for standard held calls On phones with dual lamp buttons both the green and red lamps fast flash flutter when the button represents a call on hold pending transfer On phones with single lamp buttons or status icons Xfer is shown in front of the caller ID information rather than the button name For example Xfer Extn299 is shown rather than a Extn299 The call status information shown when a ...

Page 47: ...elect the originating call on hold pending transfer by pressing its call appearance button This will place the destination call on hold pending transfer so that you can notify the originating caller With the originating call connected you can now press Complete to connect the two calls Held calls that are not pending transfer will not be affected Moreover it is not possible to have more than one c...

Page 48: ......

Page 49: ...9600 Series User Guide Page 49 Issue 08b 10 April 2014 IP Office 9 0 Account Codes Chapter 7 ...

Page 50: ...nue making a call to such a number 1 The Account Code menu is displayed when you are required to enter an account code 2 Enter the account code that you want to use 3 Press the Done soft key 4 If the account code was not a valid account code the REENTER ACCOUNT menu is displayed 7 2 Manual Account Code Entry You can enter account codes during a call or before making a call The account code that yo...

Page 51: ...9600 Series User Guide Page 51 Issue 08b 10 April 2014 IP Office 9 0 Conference Calls Chapter 8 ...

Page 52: ...elow to start a conference For more complex scenarios see Context Sensitive Conferencing 1 Make a call to the first party or answer a call 2 Press the Conf soft key The current call is automatically put on hold 3 Dial the party that you want to add to the conference 4 If they answer and want to join the call press Conf again 5 If they do not want to join the call or do not answer press Drop and th...

Page 53: ... depending on your telephone system s configuration dropping yourself might end the conference Consult your system administrator for details 8 5 Holding a Conference Call Using the Hold soft 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 red lamp To take the conference call off hold press t...

Page 54: ...er are unaffected Yes Held pending transfer call Conferences the held and held pending transfer call All other held calls are unaffected Yes Held calls Conferences with all other held calls Yes Held pending transfer call Connected call Conferences the held pending transfer call to a connected call Any other held calls are unaffected Yes Yes Held calls Conferences the call held pending transfer wit...

Page 55: ...9600 Series User Guide Page 55 Issue 08b 10 April 2014 IP Office 9 0 Headset Handsfree Operation Chapter 9 ...

Page 56: ...ou have a call connected on the headset To end a headset call 1 To end a headset call press the HEADSET button To switch from the headset to the handset 1 To switch from the headset to the handset simply lift the handset To switch to handsfree from the headset 1 To switch to handsfree from the headset press the HEADSET button The button remains lit whilst you have a call connected on the headset 2...

Page 57: ...an the speaker 1 Press the MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the up and down arrow keys to highlight Audio Path 5 Press Change to change the setting between Headset and Speaker 6 When completed press the Save soft key 7 Press the Back Exit so...

Page 58: ...nabling Headset Alerts 1 Press the MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Select Headset Signalling 5 Select the headset alerting mode required None The phone does not provide any additional alert sounds through the headset Switchhook only The phone p...

Page 59: ... coming from multiple directions For details of conference speakerphones supported by your phone system contact your system administrator Using Handsfree To answer a call handsfree 1 To answer a call handsfree press the SPEAKER button The button remains lit whilst you have a call connected handsfree To end a handsfree call 1 To end a handsfree call press the SPEAKER button To switch from handsfree...

Page 60: ...er 1 Press the MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options Settings Press Select 3 Use the up and down arrow keys to highlight Call Settings Press Select 4 Use the up and down arrow keys to highlight Audio Path 5 Press Change to change the setting between Headset and Speaker 6 When completed press the Save soft key 7 Press the Back Exit soft keys to e...

Page 61: ...9600 Series User Guide Page 61 Issue 08b 10 April 2014 IP Office 9 0 Contacts Directory Chapter 10 ...

Page 62: ...list all 3 the other users on the telephone system If your system is part of a Small Community Network of IP Office telephone systems it includes users on the other systems Group Contacts These contacts list all the hunt groups on the telephone system If your system is part of a Small Community Network of IP Office telephone systems it includes those hunt groups that the system administrator has c...

Page 63: ...want to find to display only matching entries If you dial a name to return to the full list press the Clear soft key d To view more details of the highlighted name press Details To return to the directory press List 2 When the required entry is highlighted press Details to display the name number and type of contact 3 Use the up and down arrow key to scroll through the contacts 4 The range of soft...

Page 64: ...ame press Details To return to the directory press List 2 When the required entry is highlighted press Call or press the button next to the name 3 Proceed as you would with a normally dialed call 10 4 Using the Directory for Other Functions Within other menus where entry of a number is required it may be possible to use the directory to select an existing number by name If this option is available...

Page 65: ... can add a name and number shown in your call log to your personal contacts 1 Access the call log a Press the HISTORY button b The display will change to show your call log records The caller s name is shown if known otherwise the number If you have any new missed call records the button is illuminated and the call log will open showing your missed calls c Use the left and right arrow keys to sele...

Page 66: ...ss the Save soft key To exit without making any changes press the Cancel soft key Note If you have been configured as a system phone user by the system administrator then you can also add edit and delete some external directory contacts 10 8 Deleting a Contact You can delete a contact from your own personal directory 1 Access your personal directory contacts a Press the CONTACTS key The directory ...

Page 67: ...9600 Series User Guide Page 67 Issue 08b 10 April 2014 IP Office 9 0 Call History Chapter 11 ...

Page 68: ...our call log The lamp is extinguished when you have viewed the missed call in the call log or the record of that call is no longer in your call log The icon is also used at the top left of the phone display to indicate missed calls and is prefixed with the number of missed calls Missed Group Call If you are a member of any hunt groups the system administrator can configure whether your missed call...

Page 69: ...he current call log record You can also add the caller details to your personal directory if required Delete Deletes the currently displayed record More Switch between the different sets of available soft key functions Del All Delete all the call log records not just the current types of records being shown Contact Add the currently highlighted call log record to your personal contacts 4 To exit t...

Page 70: ...e Icon Number Count Time and Date Duration Name The name of the caller if known Number The number of the caller if available Time and Date The time of the call Call Type Icon The type of call record ie Incoming Outgoing or Missed 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 indicat...

Page 71: ...all records the button is illuminated and the call log will open showing your missed calls c Use the left and right arrow keys to select which call log records you are viewing The options are All Outgoing Incoming and Missed On touch screen phones press the icon for the type of call log records you want to display d Use the up and down arrow keys to scroll through the records 2 Press the More soft...

Page 72: ......

Page 73: ...9600 Series User Guide Page 73 Issue 08b 10 April 2014 IP Office 9 0 Voicemail Chapter 12 ...

Page 74: ...istrator for the IP Office mailbox user guide appropriate to the type of voicemail server and mailbox mode that your system uses Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users Check Me...

Page 75: ...t group mailboxes you can also use the up and down arrow keys to highlight hunt group names and the number of messages in those mailboxes 3 Highlight Listen and press Select 4 Use the up and down arrow keys to highlight which messages New Old or Saved that you want to listen to and press Select The details of the first message of that type are displayed 5 You can use the up and down arrow keys to ...

Page 76: ...sage The email can include the voicemail message as an attachment or it can be just an alert Through the Visual Voice menu you can change the mode of voicemail email operation 1 Press the MESSAGES button Depending on how your system is configured you may be required to enter your voicemail password and then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the up and down arrow ke...

Page 77: ... is displayed 3 Use the up and down arrow keys to scroll to the Greeting option and press Select 4 Use the soft keys to listen to and record your mailbox greeting Record Record a new greeting Note that the greeting must be at least three seconds long or the voicemail system will discard it Listen Listen to the current greeting or the new greeting just recorded Submit Submit the new recording as yo...

Page 78: ...d Submit Submit the new recording as your mailbox name More Switch between the different sets of available soft key functions Delete Delete your current mailbox name The voicemail will use the default name Cancel Return to the main Visual Voice menu 12 8 Changing Your Voicemail Code 1 Press the MESSAGES button Depending on how your system is configured you may be required to enter your voicemail p...

Page 79: ...0 Transferring to Voicemail When set to visual voice mode the key can be used to transfer your current call to the voicemail mailbox of another user or group 1 With the call connected press the key You are still connected to the call and can continue talking 2 Dial the extension number of the user or group to which you want to transfer the call 3 When the number matches a user or group their name ...

Page 80: ......

Page 81: ...9600 Series User Guide Page 81 Issue 08b 10 April 2014 IP Office 9 0 Logging In Out Chapter 13 ...

Page 82: ... treated the same as being on do not disturb except that all calls to you go to voicemail instead 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 Lock Unlock Separately from logging in and out you can lock your phone settings While locked the phone can still be used to ...

Page 83: ...curity PIN login code 5 Press Done Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 13 1 2 Logging In on an Unregistered Phone This method is used to login at an unregistered phone You can recognize an unregistered phone by Enter Extension on the display This method is not supported for hot desking on the system you can only log...

Page 84: ...enu Access Control 13 3 Locking the Phone Rather than logging out you can lock your phone You can either lock your phone manually using the steps below or have it automatically locked after a period of phone inactivity To use the lock feature you need to set a security PIN When your phone is locked It can only be used to make internal and emergency calls None of the menus for your user settings ca...

Page 85: ... the Save soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 13 5 Unlocking the Phone The message PHONE LOCKED indicates that the phone has been locked While locked the phone can only be used to make internal calls to other extensions and none of the phone and user menus can be accessed 1 Press the Unlock soft key 2 Enter...

Page 86: ......

Page 87: ...9600 Series User Guide Page 87 Issue 08b 10 April 2014 IP Office 9 0 Redirecting Calls Chapter 14 ...

Page 88: ...alls if they have rung unanswered 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 Otherwise calls are redirected to a busy tone Do not disturb exception numbers can be used to allow calls from specific numbers to ignore do not disturb Twinning Twinning is a process whereby...

Page 89: ...on to which you want your calls redirected Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users Follow Me Here 12 N Dialed at the extension to which you want your calls redirected Use your o...

Page 90: ...t key if shown To access the Status menu during a call press the PHONE key and then press the Status soft key if shown 2 Use the up and down arrow keys to highlight Follow Me To To clear the follow me to setting press the Clear soft key To change the destination of the setting press the Details soft key Access Control Your system administrator can configure whether you can access this menu option ...

Page 91: ...ng the settings are forwarded to the number set as the forward on busy no answer destination That number can be internal or external Busy is defined has having no available call appearance buttons on which further calls can be presented Hunt group calls are not presented when you are busy and so are not forwarded by this setting The forward on busy and forward on no answer options use the same for...

Page 92: ... 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 must have been set Switch Forward Unconditional Off 02 Include Hunt Group Calls in Forward Unconditional 50 Exclude Hunt Group Calls from Forward Unconditional 51 Set the Forward On Busy No Answer Destination ...

Page 93: ...ange your forward unconditional settings using the Features menu 1 Press the Features soft key if shown To do this during a call press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Forward Press Select 3 Use the up and down arrow keys to highlight Forward Unconditional Press Select 4 The screen will display your current forward unconditional setti...

Page 94: ...ccess Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 2 4 Forward On No Answer Status Menu If your phone is set to forward on no answer you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown To access the Status menu during a call press the PHONE key and then press the Status soft ...

Page 95: ... off press Off 4 To change the forward setting press Details Use the up and down arrow keys to scroll through the menu options To switch forward on busy on or off highlight Fwd Busy and press On or Off To switch forward on no answer on or off highlight Fwd No Answer and press On or Off To select which calls are forwarded highlight Call Type Press Change to change the option between All Calls or Ex...

Page 96: ... tone N No Calls Do Not Disturb An N is shown after your extension name on the phone s idle display when you have do not disturb enabled Default Short Codes Short codes are numbers that you can dial to enable and disable various features The following are default short codes that may be available However your system administrator can remove and change the short codes available to you or all users ...

Page 97: ...ress the PHONE key and then press the Status soft key if shown 2 If necessary use the up and down arrow keys to highlight Do Not Disturb To clear the do not disturb setting press the Off soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 14 3 3 Do Not Disturb Exceptions These numbers are used to indicate callers who you w...

Page 98: ...another phone s number which can include an external number If you have been configured as a mobile twinning user you can switch the use of mobile twinning on or off through the phone s menus and can also change the number to which you are twinned Using the phone menus you can switch use of mobile twinning on off and change the destination number for twinned calls 14 4 1 Mobile Twinning Control Th...

Page 99: ...winned Call When using mobile twinning you can use the status menu to take back a call that has been redirected to and answered at your mobile twinning destination 1 Press the Status soft key if shown To access the Status menu during a call press the PHONE key and then press the Status soft key if shown 2 If necessary use the up and down arrow keys to scroll the menu to Mobile Twin Call 3 Press Co...

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Page 102: ...re a member Enable Disable Your Group Membership When your membership of a hunt group is disabled you no longer receive hunt group calls for that group You are still a member of the group and can re enable your membership Change the Hunt Group Service Status Each hunt group can either be in service in night service or out of service When in night service or out of service the groups calls are redi...

Page 103: ... change the status of your membership to that group 4 Press Exit The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 15 1 2 Group Membership On Off Features Menu You may be able to enable or disable your group membership for some of the groups to which...

Page 104: ...service fallback group if set otherwise to voicemail if available Fallback Group For the night service and out of service states the hunt group can be configured with a fallback destination to which its group calls are redirected This destination is another hunt group If no fallback destination is set the group s voicemail is used if available Separate night service and out of service fallback des...

Page 105: ...se to voicemail if available Particular Group Change Change the status of the selected group Save Exit the menus The system administrator is able to configure whether you have access to the Membership State and Fallback options of a group If you are not configured for any groups then the Group menu is not shown 15 2 2 Changing the Group Service Status Status Menu If the system administrator has al...

Page 106: ...the up and down arrow keys to highlight Fallback Press Select Use the left and right arrow keys to switch between altering night service NS or out of service OOS settings Use the up and down arrow keys to scroll through the list of hunt groups you can configure in the current mode To change the setting of the currently highlighted hunt group press Edit To change the setting of all the hunt groups ...

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Page 108: ...nd down arrow keys to scroll through the list of current functions assigned to each button To remove the existing function from a button press Erase You can also press More and use the Copy and Paste options to copy the settings of an existing button to another button To assign a function to the highlighted button press Replace Select the required function from the list and press Select Depending ...

Page 109: ...ain to switch forward unconditional off 16 2 6 Call Park A button set to this action can be used to park and unpark calls The button can be set with or without a park slot number When associated with a specific park slot number the button can park and unpark a call from that park slot When a call has been parked in that park slot the button s lamp flashes Green if the call was parked using that bu...

Page 110: ...n the phone Dialed digits are replaced with an s character The button is used to switch the suppression on off When suppress digits has been set the button s red lamp is lit Pressing the button again cancels the suppression If en block dialing is active you will see the digits as you dial them When you make the call the digits will be suppressed When the option to suppress digits is used the call ...

Page 111: ...callback will occur when the user ends their current call The following options are only available if configured for you by your system administrator Drop Call Disconnect the user s current call Acquire Seize the user s current call Intrude Join the user s current call turning it into a conference call Listen Start silent monitoring of the user s call ...

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Page 114: ...ccessed by pressing the HOME key To exit the screen press the PHONE key Display the Home Screen When Idle The home screen used on 9621 and 9641 phones can be set to automatically display if the phone is idle for over 10 minutes 1 Press the MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options Settings Press Select 3 Use the up and down arrow keys to highlight S...

Page 115: ...ne User Press Select 3 Use the up and down keys to highlight Self Administer Press Select 4 Enter your security PIN and press Done 5 Select Home Screen Favorites 6 Use the up and down keys to scroll through the list of current functions assigned to each button To remove the existing function from a button press Erase You can also press More and use the Copy and Paste options to copy the settings o...

Page 116: ...xisting forward unconditional destination number or to enter a new number The button s red lamp is lit when forwarding is enabled On touch screen phones an icon is displayed The button can be pressed again to switch forward unconditional off 17 6 Call Pickup Answer a call ringing a user or hunt group The target user or group number from which to pickup a call can be set when the button is configur...

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Page 118: ...En Bloc Dialing Display Brightness Display Contrast Call Timer Show Last Call Duration Display Language Show Waiting Calls Exit Menu Inactivity Timer Auto Return Quick Touch Lines Sounds Ringer Controls Button Clicks Error Tones Ringer Volume Handset Volume Headset Volume Speaker Volume Automatic Gain Control Default Audio Path Switch the Ringer On Off Flash the message lamp for calls Visual Alert...

Page 119: ... It may depend on the configuration of your phone system and options supported by your telephone line provider 1 Press the Features soft key if shown To do this during a call press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 3 Use the up and down menu keys to highlight Withhold Number 4 Press Change to switch the optio...

Page 120: ...that point En bloc dialing allows you to compose and edit the number to dial on your phone s display before it is sent to the phone system to be dialed Through the phone s menus you can select whether you want to use traditional or en bloc dialing when making calls Your chosen setting is then applied whenever you use a phone that supports en bloc dialing You can enable or disable your en bloc dial...

Page 121: ...e options are an abbreviated ring a non repeated single ring and no ring For calls alerting on a call coverage or bridged appearance button when you are already on a call the shorter of the coverage ring or attention ring settings is used The system administrator can also adjust when ringing is used for each specific appearance button The ringing can be immediate delayed for a set time or off The ...

Page 122: ... you hot desk another phone 1 Press the Features soft key if shown To do this during a call press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Call Settings Press Select 3 Use the up and down arrow keys to highlight Coverage Ring 4 Press the Change soft key to change the setting Ring Use normal ringing Abbreviated Use a single non repeated ring a...

Page 123: ...e Change soft key to change the setting This function can be assigned to a feature button configured with the Internal Auto Answer action The button lamp will indicate when internal auto answer is on Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 18 7 Display Controls This section covers controls for adjusting the phone s disp...

Page 124: ...ft and right arrow keys to adjust the brightness as required 6 When completed press the Save soft key 7 Press Back Exit to exit the menus 18 7 2 Display Contrast 1 Press the MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Options Settings Press Select 3 Use the up and down arrow keys to highlight Screen Sound Options Press Select 4 Use the up and down arrow keys ...

Page 125: ...been alerting and if you answer the call resets to show how long the call has been connected The timer will also show how long a call has been on hold when you hold the call You can turn the timer display on or off Turning it off provides more space for other call details on the display 9621 and 9641 Phones By default when you are connected on a call the display will show details of that call In o...

Page 126: ...urrently highlighted press Select 7 When completed press the Save soft key 8 Press Back Exit to exit the menus 18 7 7 Auto Display Waiting Call By default when you are connected on a call the phone shows details of that call and soft key actions you can perform for that call In order to see details of a waiting call you need to scroll the display using the up and down arrow buttons You can opt to ...

Page 127: ...er that you prefer or to have no lines Note Only users with self administer privileges can configure quick touch line buttons need TUI Self Administration privilege to change this setting Quick touch line buttons match the programmable feature buttons supported by IP Office but certain features can only be configured by an administrator The available user programmable features include Abbreviated ...

Page 128: ... and use the Copy and Paste options to copy the settings of an existing button to another button To assign a function to the highlighted button press Replace Select the required function from the list and press Select Depending on the function you may need to enter some information such as a target extension number The button will be given a default label To change the label press More and then se...

Page 129: ... select Settings 2 Use the up and down arrow keys to highlight Options Settings Press Select 3 Use the up and down arrow keys to highlight Screen Sound Options Press Select 4 Use the up and down arrow keys to highlight Button Clicks 5 Press Change to change the setting between On or Off 6 When completed press the Save soft key 7 Press Back Exit to exit the menus 18 8 2 Error Tones 1 Press the MENU...

Page 130: ...seconds 18 8 7 Automatic Gain Control When using automatic gain control AGC the phone tries to maintain a constant audio level even if the incoming call changes between loud and quiet 1 Press the MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Advanced Options Press Select 3 Use the up and down arrow keys to highlight Automatic Gain Control Press Select Use the u...

Page 131: ...Restore Phone Settings 18 9 1 Backup If backup restore has been setup by your system administrator it is used automatically when you log in and log out of the phone In addition the option below is available to manually trigger a backup of your user settings 1 Press the MENU HOME button and select Settings 2 Use the up and down arrow keys to highlight Advanced Options Press Select 3 Use the up and ...

Page 132: ...t Network Info Press Select 3 Use the left and right arrow keys to move through the different pages of information Audio Parameters The settings configured for sound and sound devices IP Parameters The IP settings with which the phone has been configured by the installer or by a DHCP server Quality of Service Quality of Service QoS measurements for the current call Interfaces The current speed of ...

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Page 134: ...b 1 Press the Status soft key if shown To access the Status menu during a call press the PHONE key and then press the Status soft key if shown 2 If necessary use the up and down arrow keys to highlight Do Not Disturb To clear the do not disturb setting press the Off soft key Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 19 2 ...

Page 135: ...follow me here Access Control Your system administrator can configure whether you can access this menu option See Menu Access Control 19 4 Forward On Busy If your phone is set to forward on busy you can clear or change the forward settings through the Status menu 1 Press the Status soft key if shown To access the Status menu during a call press the PHONE key and then press the Status soft key if s...

Page 136: ...ttings through the Status menu 1 Press the Status soft key if shown To access the Status menu during a call press the PHONE key and then press the Status soft key if shown 2 Use the up and down arrow keys to highlight Fwd Uncon To switch off forward unconditional press the Off soft key To change the forwarding settings press the Details soft key Use the up and down arrow keys to scroll through the...

Page 137: ...membership status 3 Select the required state using the soft keys In Service The groups operates as normal distributing calls to available members of the group Night Service The group is in night service mode Calls are redirected to its night service fallback group if set otherwise to voicemail if available A hunt group can also be put into and out of night service automatically by the telephone s...

Page 138: ...phone user an S on the phone s display indicates a system alarm message While you are not expected to be able to fix the error causing the alarm the error message allows you to report the problem to your system administrator Memory Card Failure There is a problem with one of the memory cards used by the telephone system Selecting Admin will take you to the system administration menu where you can ...

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Page 140: ...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 a Do Not Disturb Exception ...

Page 141: ...has 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 Hunt Group Night Service Status On 20 N Set a hunt group into night service status by entering its extension number N Night Service Status Off 21 N Take a hunt group out of night service status ...

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Page 144: ... following information about itself The system type and the level of software it is running The IP addresses of the two network interfaces The serial number of the license key 21 2 Setting the Date The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the option for checking the Time S...

Page 145: ... press the Features soft key 2 Use the up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight System Administration Press Select If the option is not present then you may not have been configured as a system phone user by your system administrator 4 Enter your security PIN login code and press Done 5 Use the up and down arrow keys to highlight Tim...

Page 146: ...y showing the Set soft key option 9 To set the time as the new time to be used by the telephone system press the Set soft key 21 5 Setting the Time Offset The process below can be used when the telephone system does not obtain the time and date automatically On systems that are configured to obtain the time automatically the option for checking the Time Server Status is available instead 1 Press t...

Page 147: ...efinitely or to restart a system before the timed restart switch power to the system off and on again 1 Press the Features soft key if shown To do this during a call press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to highlight Phone User Press Select 3 Use the up and down arrow keys to highlight System Administration Press Select If the option is not prese...

Page 148: ...0 systems System This refers to the first SD memory card that must be fitted to IP500 V2 systems Option This refers to the second optional SD memory card that can be fitted to IP500 V2 systems The actions that can be performed on the memory cards are listed below the status of the card or cards The actions available depend type of card and its current status After selecting an action you can then ...

Page 149: ... where you can check the status of the memory cards Expansion Failure There is a problem with one of the external expansion modules attached to the telephone system Voicemail Failure The voicemail system is not available Voicemail Almost Full The voicemail system is nearly out of storage space for any new messages prompts or recordings Voicemail Full The voicemail system cannot store any new messa...

Page 150: ... Status Line indicates press the Change soft key to change the setting of Debug Mode On or Off Once a change has been made the Save soft key appears 4 Press Save to save the setting or Cancel to return the setting to its previous state You return to the previous menu Sending a Debug Report 1 While the phone is on hook and idle press the following sequence MUTE 2 7 2 3 8 MUTE C R A F T 2 Scroll dow...

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Page 152: ...the menu option name The left and right arrow keys can be used to exit and enter sub menus except where they are being used to change the value of a setting see below Entering a sub menu can also be done by pressing the Select soft key or the OK button Exiting a sub menu can be done by pressing the Back soft key The system administrator controls whether you can access various menus Others are only...

Page 153: ...ly accessible while you are talking to a caller or already have parked calls The Account Code menu is only accessible if the system has been configured with accounts codes The Mobile Twinning options are only shown if you have been configured to use mobile twinning The System Administration option is only shown if you have been configured as a System Phone user 22 2 Status Menu This menu is access...

Page 154: ...nu options for call pickup park unpark and transfer to mobile functions Advanced Call Functions Controls whether you can access the phone s menu options for do not disturb account code withhold number and internal auto answer functions In addition the Account Code menu is only shown if the system has been configured with accounts codes Forwarding Functions Controls whether you can access the phone...

Page 155: ...tem Administration Controls The System Admin option is only shown if you have been configured as a System Phone user Note that restricting menu access does not restrict access using available short codes and programmable buttons However those can also be removed or added by your system administrator ...

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Page 158: ...on Call appearance buttons are used to display calls to and from your phone By having several call appearance buttons you are able to answer and make several calls switch between calls and perform other actions When all your call appearance buttons are in use any further calls to your number follow your forward on busy setting if set Otherwise calls go to voicemail if available 23 7 Call Coverage ...

Page 159: ... 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 23 15 Forward on No Answer Forward on no answer redirects calls that have alerted your phone but have not been answered By default this function is only applied to incoming external calls to you However if required internal calls can also be selected When ena...

Page 160: ...em the contacts and call history on each will be the same 23 20 Line Appearance Button Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system The button also allows you to see when the line is in use by other users For incoming calls the telephone system still determines the destination for the call That may be a user or group Ho...

Page 161: ...l ringing line preference will make the alerting appearance button your selected appearance button You can answer the call on the selected appearance button by lifting the handset or pressing the Headset or Speaker button Without ringing line preference to answer the call on the alerting appearance button you must press the appearance button to select it manually 23 29 Short Codes Short codes are ...

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Page 164: ...h February 2014 06f Update list of self admin button features to match those supported in Release 9 0 13th March 2014 07b Added 9608G support Added Headset Alerts operation Added Park Page 17th March 2014 08a 8th April 2014 08b Remove multiple mailbox greeting statement Added Context Sensitive Conferencing 42 54 ...

Page 165: ...dio Path 57 60 130 Auto Answer 123 Internal Auto Answer 123 Visual alerting on off 122 Withhold number 29 119 Call Waiting 126 Caller Details 70 Conference Add call 52 Caller details 52 53 Drop caller 52 53 End automatically 52 53 Hold 39 53 Last internal user 52 53 Music on hold 39 53 Contact Add 65 71 add external 62 65 66 delete external 62 65 66 Edit 65 66 edit external 62 65 66 CONTACTS 28 62...

Page 166: ...nternal Auto Answer 123 Internal Calls 121 L Lamp 122 List 36 119 Local Time 145 Login 83 M Make call from Call Log 28 69 from Contacts 28 64 from redial list 29 36 Manual Restore 131 Memory Card Failure 138 149 Menu A Menu 118 154 Call log 68 Contacts 62 Features 152 Status 153 Status menu 134 Message waiting lamp 122 Missed 28 65 69 70 71 Missed calls Hunt group calls 68 Mobile Twinning Number 9...

Page 167: ...153 Mobile twinning 99 137 Parked calls 41 138 Service status 105 137 Status menu 134 System Administrator 138 149 System Alarm 22 138 149 System Boot Error 138 149 System Phone 62 65 66 138 149 T T 22 98 Time 145 Time profile 104 105 137 Time Server 145 Transfer Held call 40 47 To voicemail 33 46 79 Twinned 22 98 Twinning Number 98 119 Off 99 137 On Off 98 119 Status 99 137 U Users 28 63 64 UTC T...

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Page 170: ...iled 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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