Broadconnect 9600 Series User Manual Download

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9600 Series User Guide

Page 29

Issue 05d (Wednesday, March 07, 2012)

IP Office

Answering Calls

Chapter 3.

Summary of Contents for 9600 Series

Page 1: ...Issue 05d Wednesday March 07 2012 9600 Series User Guide IP Office ...

Page 2: ...tely utilized by End User License types Designated System s License DS End User may install and use each copy of the Software on only one Designated Processor unless a different number of Designated Processors is indicated in the Documentation or other materials available to End User Avaya may require the Designated Processor s to be identified by type serial number feature key location or other s...

Page 3: ...t Code Entry 44 7 2 Manual Account Code Entry Conference Calls 8 46 8 1 Starting a Conference 46 8 2 Adding a Call to a Conference 46 8 3 Viewing Conference Details 47 8 4 Dropping Muting Parties 47 8 5 Holding a Conference Call Headset Handsfree Operation 9 50 9 1 Headset Operation 50 9 1 1 Headset Volume 50 9 1 2 Default Handsfree Audio Path 51 9 2 Handsfree Speaker Operation 51 9 2 1 Speaker Vo...

Page 4: ...ster 103 16 19 Send All Calls 103 16 20 Suppress Digits 103 16 21 User BLF Home Screen 17 107 17 1 Editing Your Home Screen 108 17 2 Abbreviated Dial 108 17 3 Absence Text 108 17 4 Auto Intercom 108 17 5 Call Forward All 108 17 6 Call Pickup 108 17 7 Call Pickup Any 108 17 8 Page 108 17 9 Self Administer 108 17 10 Send All Calls Phone Settings 18 111 18 1 Mobile Twinning 111 18 2 Withhold Number 1...

Page 5: ...ppearance Button 152 23 6 Call Appearance Button 152 23 7 Call Coverage Button 152 23 8 Coverage Ring 152 23 9 Do Not Disturb 153 23 10 Do Not Disturb Exceptions 153 23 11 Follow Me 153 23 12 Follow Me Here 153 23 13 Follow Me To 153 23 14 Forward on Busy 153 23 15 Forward on No Answer 153 23 16 Forward Unconditional 154 23 17 Group 154 23 18 Idle Line Preference 154 23 19 Internal Twinning 154 23...

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Page 7: ...9600 Series User Guide Page 7 Issue 05d Wednesday March 07 2012 IP Office Introduction Chapter 1 ...

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Page 9: ...es 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 features depending on the telephone system This guide covers onl...

Page 10: ...rolled 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 assign This ...

Page 11: ...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 for you ...

Page 12: ...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 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 th...

Page 13: ...wn 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 ther...

Page 14: ...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 15: ...se 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 Not...

Page 16: ...of 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 fe...

Page 17: ...ree 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 u...

Page 18: ... Navigation Keys Press the up and down arrow keys to scroll through lists In some menus you can also use the left and right arrow keys to enter and exit different levels of the menu A menu option that accesses a sub menu is indicated by the dots ellipsis icon after its name OK The OK key normally matches the function offered by the leftmost soft key below the screen PHONE This key is used to exit ...

Page 19: ...e Page 19 Issue 05d Wednesday March 07 2012 IP Office Introduction Phone Keys The CONFERENCE DROP HOLD REDIAL and TRANSFER keys found on other Avaya phones are presented as soft key functions relative to the current call 25 ...

Page 20: ...fter your extension name on the phone s idle display when you have do not disturb enabled O Out of Service When a group is set to night service mode all members of that group retain an out of service status indicated by an O on the idle display Calls are diverted to the group s fallback if set Otherwise the calls are sent to voicemail if available R Resilience An R is shown after your extension na...

Page 21: ...t position 9608 Phones The stand cannot be flipped to another position except by removing it to change the position The angle of the display is not adjustable on these phones Other 9600 Phones Once attached the stand can be used in either position to change the angle of the phone The angle of the phone can also be adjusted as shown below The angle of the display can also be adjusted Other Stands I...

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Page 23: ...9600 Series User Guide Page 23 Issue 05d Wednesday March 07 2012 IP Office Making Calls Chapter 2 ...

Page 24: ...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 Dialing a Number Using En Bloc Mode 1 With no connected call on the phone start dialing Do not lift the handset or ...

Page 25: ...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 match those suitable for use by the featur...

Page 26: ...ly 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...

Page 27: ...with a number the user or group at that number will be paged if available The dialing 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 t...

Page 28: ... mute 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 u...

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Page 30: ...ce you have answered the call you can switch between different talk modes To switch to using the handset 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 ...

Page 31: ... Wednesday March 07 2012 IP Office Answering Calls Note This guide assumes that auto hold is enabled the default The system administrator can disable auto hold for the system in which case calls are automatically disconnected rather than held ...

Page 32: ... pickup options Answer any ringing call on the telephone system Answer a call ringing a particular user Answer a call ringing a particular group Answer a call not necessarily a group call ringing the members of a group 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 Pickup Press S...

Page 33: ...nswer a call ringing a group of which you are a member You can use this even if your group membership is currently set to disabled Pickup a Users Call 32 N Pickup a call ringing a 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 ...

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Page 36: ... The 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 y...

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Page 38: ... parking 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 ...

Page 39: ...appearance button with a fast flashing green lamp On phones with only a single call appearance button or icon the phone displays On Hold before the call information on the call s application line 3 While held the caller will hear music on hold If your system does not have music on hold available the caller will hear double beep tones every few seconds 4 You can scroll the display using the up and ...

Page 40: ...me number will see that there is a parked call and can unpark it using their button A feature button set to the Call Park action can be used to park and unpark calls If configured to a specific park number the button will indicate when another user has parked a call using that park slot number Default Short Codes Short codes are numbers that you can dial to enable and disable various features Your...

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Page 42: ...call press the Cancel soft key 6 1 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 ma...

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Page 44: ...numbers to require entry of an account code before you can continue 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 code...

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Page 46: ...e calls If you do not already have a held call you can use the process below to start a conference 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 D...

Page 47: ...nce 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 pres...

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Page 50: ...e settings Headset Volume Headset Automatic Gain Control On Off Default Audio Path 9 1 1 Headset Volume While talking via the headset you can adjust the volume of the incoming call The status indication line displays a icon followed by eight bubbles that represent the volume level 1 With the call connected on the headset press the key 2 Use the plus and minus keys to adjust the volume 3 The displa...

Page 51: ... the phone with no obstructions between themselves and the microphone Phones designed to be used as conference speakerphones typically have multiple microphones and are able to handle sounds coming from multiple directions For details of conference speakerphones supported by your phone system contact your system administrator 9 2 1 Speaker Volume While talking handsfree via the phone s speaker you...

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Page 53: ...9600 Series User Guide Page 53 Issue 05d Wednesday March 07 2012 IP Office Contacts Directory Chapter 10 ...

Page 54: ...ries the total capacity of the system may limit the addition of further personal directory entries for all users The system administrator can add edit and delete your personal directory entries The system administrator can also set other users as Ex Directory Those users are then not included in the user directory User Contacts These contacts list all 3 the other users on the telephone system If y...

Page 55: ...Page 55 Issue 05d Wednesday March 07 2012 IP Office Contacts Directory 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 ...

Page 56: ...t and delete some external directory contacts This only applies to external directory contacts entered locally into configuration of the telephone system to which you are logged in External directory contacts imported by the system from other sources cannot be edited However if a local entry is created with the same name or number as an imported entry the imported entry is discarded in favour of t...

Page 57: ...ou 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 s...

Page 58: ...d 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 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 availa...

Page 59: ... You 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 ...

Page 60: ...press 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 7 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 directo...

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Page 62: ...n your 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 c...

Page 63: ...t the 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 exi...

Page 64: ... Type 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 ind...

Page 65: ...d 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 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 s...

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Page 68: ...itional short codes that may have been configured for your use Check Messages 17 Access mailboxes to check for messages Voicemail On 18 Allow voicemail to be used to answer calls Voicemail Off 19 Stop voicemail being used to answer calls Voicemail Ringback On 48 Have voicemail ring your phone when you have any new messages It will call when you use the phone Voicemail Ringback Off 49 Switch off ri...

Page 69: ...eys 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 scroll through the messages 6 Use the soft keys to control...

Page 70: ...receives a new voicemail message The email can include the voicemail message as an attachment or it can be just an alert This option is only available if configured by your system administrator 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...

Page 71: ... 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 your mailbox greeting More Switch between the different sets of available soft key functions Delete Delete your current mailbox greeting The greeting will ...

Page 72: ...assword and then press the Done soft key 2 The Visual Voice menu is displayed 3 Use the up and down arrow keys to scroll to the Password option and press Select 4 Enter your current password and press Save 5 Enter the new password that you want to use The new password must be at least four digits long A series of numbers for example 1234 or repeated numbers are not allowed 6 When the desired passw...

Page 73: ...12 9 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 na...

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Page 76: ... you remain logged out you are 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 t...

Page 77: ...elect 2 The login menu is displayed 3 Enter your extension number and press Next 4 Enter your security PIN login code 5 Press Done 13 1 2 Logging In on a Not Logged In Phone This method is used to login at an extension where the previous user has logged out and the phone has no current user You can recognize a phone in this state by NOT LOGGED IN on the display 1 Press Select 2 The login menu is d...

Page 78: ...one requires your login code if you have configured a login code 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 Lock Press the Select 4 The phone is now locked as indicated by the display To set your phone to a...

Page 79: ...is not your voicemail code used for voicemail access 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 Set Security PIN Press Select 4 Enter your current security PIN if you already have one and press Done 5 Enter...

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Page 82: ...d calls 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 wher...

Page 83: ...redirected Default Short Codes Short codes are numbers that you can dial to enable and disable various features Your system administrator will confirm any additional short codes that may have been configured for your use Follow Me Here 12 N Dialed at the extension to which you want your calls redirected Use your own extension number N when dialing the short code Follow Me Here Cancel 13 N Dialed a...

Page 84: ...tatus 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 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 The system administrator is able to configure whether you can access the Forward and F...

Page 85: ...ching 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 ...

Page 86: ...nal 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 57 N Set the destination number N for forward on busy and forward on no answer If n...

Page 87: ...e to change 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 unconditiona...

Page 88: ...anges The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 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 Statu...

Page 89: ...rward 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 ...

Page 90: ...ook you will hear broken dial 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 Your system administrator will confirm any additional short codes that may have been configured for your use Switch Do Not Disturb On...

Page 91: ...e 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 14 3 3 Do Not Disturb Exceptions These numbers are used to indicate callers who you want to be allowed to call you as normal even when y...

Page 92: ...at 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...

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Page 94: ... or hunt groups of which you are 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 ser...

Page 95: ... to 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 wh...

Page 96: ... of 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...

Page 97: ...erwise 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 ha...

Page 98: ...se 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 grou...

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Page 100: ...ystem administrator Abbreviated Dial Absence Text Account Code Auto Callback Break Out Call Forward All Call Park Call Park To Other Call Pickup Call Pickup Any Drop Call Flash Hook Group BLF HG Night Service Internal Auto Answer Page Ringer Off Self Administer Send All Calls Suppress Digits User BLF Some actions are not supported on all phones However they may be set for users who hot desk betwee...

Page 101: ...speed dial button While setting up the button enter the number you would like it to dial You can enter a partial number and complete the dialing after pressing the button For example you can pre program a button with a particular international dialing code 16 3 Absence Text Set or clear an absence text message for display on your phone This text also appears on the display of the phone making the ...

Page 102: ... number when the button is pressed you will be asked to confirm your existing forward unconditional destination number or to enter a new number The button s red lamp is lit when forwarding is enabled On touch tone phones an icon is displayed The button can be pressed again to switch forward unconditional off 16 8 Call Park to Other A button set with this action can be used to park a call against a...

Page 103: ...button again will turn the ringer on 16 18 Self Administer A button configured for this action can be used to access the Self Administer menu For more information see Quick Touch Lines 16 19 Send All Calls A button configured with this action can be used to switch do not disturb on or off When do not disturb is on the button s red lamp is lit or a red warning icon is displayed Pressing the button ...

Page 104: ... 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 In addition to calling the user the user BLF button s can be used to transfer calls or to start a confe...

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Page 106: ...s accessed 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 highligh...

Page 107: ...Phone 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 setting...

Page 108: ...d to confirm your existing forward unconditional destination number or to enter a new number The button s red lamp is lit when forwarding is enabled On touch tone 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 b...

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Page 110: ... 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 Aler...

Page 111: ...alls Note that this option may not be supported in all situations 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 key...

Page 112: ...ight En Bloc Dial 5 Use Change button to select On or Off 18 5 Ringer Controls This section covers controls for adjusting the ringing used by your phone Disabling the ringer Flash the message lamp for calls Visual Alerting Coverage Ring Ring Sound Ringer Volume Internal Auto Answer Calls are presented with a number of different ring patterns Internal Calls Repeated single ring External Calls Repea...

Page 113: ...s 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 Visual Alerting 5 Press the Change soft key to change the setting 6 When completed press the Save soft key 7 Press the Back Exit soft keys to exit the menus 18 5 3 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringin...

Page 114: ... up and down arrow keys to highlight Personalized Ringing Press Select Press Rich or Classic to alternate between rich and classic ring tone options Use the up and down arrow keys to scroll through the different available ring tones Clicking on a ring tone will play that ring tone through the phone s speaker Press the Play soft key to listen to the currently displayed ring tone Press Other to hear...

Page 115: ...8 5 6 Internal Auto Answer You can select to have internal calls automatically connected if you are not already on a call The call will be connected after the phone gives a brief tone using either the phone s speaker or the headset as set by the phone s audio path setting 1 Press Features 2 Use the up and down arrow keys to highlight Options Settings Press Select 3 Use the up and down arrow keys t...

Page 116: ...ll Duration Display the duration of a call for a few seconds after the call is ended Display Language Select the language used for the phone s menus Show Waiting Calls If when already on a call there is another call waiting to be answered automatically toggle the call information displayed between details of the current call and those of the waiting call Exit Menu Inactivity Timer Auto Return Retu...

Page 117: ...ow 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 Contrast Press Select 5 Use the left and right arrow keys to adjust the brightness as required 6 When completed press the Done soft key 7 Press Back Exit to exit the menus 18 6 2 Last Call Duration Display As an alternate t...

Page 118: ...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 order to see details of a another call such as a held call or a waiting call you need to scroll the display using the up and down arrow buttons Using this option you can select to have the current call display automatically toggle between details of the current call...

Page 119: ...nd down arrow buttons Using this option you can select to have the current call display automatically toggle between details of the current call and the waiting call display 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 4 Use the up and down arrow keys...

Page 120: ...Use the up and down arrow keys to scroll the display to the option Quick Touch Lines 5 Press Change to change the setting Off No quick touch rows 1 Display one row of four quick touch buttons across the bottom 2 Display two rows of four quick touch buttons across the bottom 6 Press the Save soft key To configure a quick touch line button 2 Press the Features soft key if shown To do this during a c...

Page 121: ...d 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 7 2 Error Tones 1 Press the MEN...

Page 122: ...ew seconds 18 7 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 th...

Page 123: ...ly Restore Phone Settings 18 8 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 a...

Page 124: ...ess the following sequence MUTE 2 7 2 3 8 MUTE C R A F T 2 Scroll down and select DEBUG The Debug Mode menu appears 3 Scroll to the second item in the list Send report to server and click the Send soft key Applicable debug data is sent to the server specified by your administrator in a file named nnn_report gz where nnn is replaced by the telephone extension specified during registration Note The ...

Page 125: ...on Quality of Service Quality of Service QoS measurements for the current call Interfaces The current speed of the phone s ethernet port and its PC pass through Ethernet port Miscellaneous Details of the phone and the firmware that it currently has loaded 4 To return to the parent menu press the Back soft key ...

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Page 128: ...Not Disturb You can use the Status menu to switch off do not disturb 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 19 2 Follow Me To If you have set a follow me to destinat...

Page 129: ...et the follow me here The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 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 k...

Page 130: ...tional 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 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 th...

Page 131: ...ent 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 telepho...

Page 132: ...em 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 check the status of the memory cards Expansion Failure ...

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Page 134: ...ser 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 a ...

Page 135: ...er 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 stat...

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Page 138: ...ss Select 6 The system displays the 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...

Page 139: ...hen 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 ...

Page 140: ...n by 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 Pres...

Page 141: ... a system when shutdown indefinitely 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...

Page 142: ...rs to the first SD memory card that must be fitted to the system Option This refers to the second optional SD memory card that can be fitted to the system The actions that can be performed on the memory cards are listed after the status of the cards The actions available will depend on the cards fitted and the current status of those cards After selecting an action you can then select the card on ...

Page 143: ...enu 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 me...

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Page 146: ...elow 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 available if certain perquisites are met While the phone is locked the Features menu cannot be accessed to change user settings The system administrator is able ...

Page 147: ...ednesday March 07 2012 IP Office Menus Features Menu 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 ...

Page 148: ... Guide Page 148 Issue 05d Wednesday March 07 2012 IP Office 22 2 Status Menu This menu is accessed by pressing the Status soft key when displayed Note that only features administered to the user s set will be displayed ...

Page 149: ...ress the key and then select Settings Options Settings This option is used to access a number of menus relating to phone settings Browser This option is present if your system administrator has setup access to a WML website On touch screen phones it is replaced by a Web Applications icon on the home screen Network Information This option is used to display a range of IP network settings VPN Settin...

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Page 152: ...utton 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 Covera...

Page 153: ...al If you have voicemail enabled 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 23 15 Forward on No Answer Forward on no answer redirects calls that have alerted your phone but have not been answer...

Page 154: ...ing around the building Your settings are applied to both phones Similarly message waiting indication and voicemail access from either phone will be to your mailbox If both phones are phones that store your contacts and call history on the system 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 spec...

Page 155: ...ontrolled 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 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...

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Page 157: ... 115 Visual alerting on off 113 Withhold number 27 111 Call Waiting 119 Caller Details 64 Conference Add call 46 Caller details 46 47 Drop caller 46 47 End automatically 40 42 46 47 Hold 39 47 Last internal user 40 42 46 47 Music on hold 39 47 Contact Add 59 65 add external 54 59 60 delete external 54 59 60 Edit 59 60 edit external 54 59 60 CONTACTS 26 54 57 58 59 60 Make call 26 58 Corrupt Date T...

Page 158: ...5 Internal Calls 112 L Lamp 113 List 36 111 Local Time 139 Login 77 M Make call from Call Log 26 63 from Contacts 26 58 from redial list 27 36 Manual Restore 123 Memory Card Failure 132 143 Menu A Menu 110 149 Call log 62 Contacts 54 Features 146 Status 148 Status menu 128 Message waiting lamp 113 Missed 26 59 63 64 65 Missed calls Hunt group calls 62 Mobile Twinning Number 92 111 Off 131 On Off 9...

Page 159: ...enu 148 Mobile twinning 131 Parked calls 40 132 Service status 97 131 Status menu 128 System Administrator 132 143 System Alarm 20 132 143 System Boot Error 132 143 System Phone 54 59 60 132 143 T T 20 92 Time 139 Time profile 96 97 131 Time Server 139 Transfer To voicemail 32 42 73 Twinned 20 92 Twinning Number 92 111 Off 131 On Off 92 111 Status 131 U Users 26 57 58 UTC Time 139 V Visual Alertin...

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Page 162: ...ents to the detailed 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 ...

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