Broadconnect IP Office 1408 User Manual Download Page 37

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1408, 1416 Phone User Guide

Page 37

15-601040 Issue 06a (25 October 2011)

IP Office

Answering Calls

Chapter 3.

Summary of Contents for IP Office 1408

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Page 2: ...imately 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 othe...

Page 3: ... 2 Unpark Features Menu 50 5 2 3 Unpark Status Menu Transferring Calls 6 52 6 1 Transfer to Voicemail 52 6 2 Transferring a Held Call Account Codes 7 54 7 1 Forced Account Code Entry 54 7 2 Manual Account Code Entry Conference Calls 8 56 8 1 Starting a Conference 56 8 2 Adding a Call to a Conference 57 8 3 Viewing Conference Details 57 8 4 Dropping Parties from a Conference 58 8 5 Holding a Confer...

Page 4: ...ash Hook 120 17 2 15 Group 120 17 2 16 Group Paging 120 17 2 17 Headset Toggle 120 17 2 18 Internal Auto Answer 120 17 2 19 Ringer Off 121 17 2 20 Self Administer 121 17 2 21 Send All Calls 121 17 2 22 Set Hunt Group Night Service 122 17 2 23 Time of Day 122 17 2 24 Timer 123 17 2 25 User Phone Settings 18 127 18 1 Mobile Twinning 127 18 2 Withhold Number 128 18 3 Redial Mode 129 18 4 En Bloc Dial...

Page 5: ...178 23 4 Auto Hold 178 23 5 Bridged Appearance Button 178 23 6 Call Appearance Button 178 23 7 Call Coverage Button 178 23 8 Coverage Ring 178 23 9 Do Not Disturb 179 23 10 Do Not Disturb Exceptions 179 23 11 Follow Me 179 23 12 Follow Me Here 179 23 13 Follow Me To 179 23 14 Forward on Busy 179 23 15 Forward on No Answer 179 23 16 Forward Unconditional 180 23 17 Group 180 23 18 Idle Line Preferen...

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Page 9: ...portant Safety Information Warning This handset may pickup small metal objects such as metal pins or staples During a power surge EFT or ESD calls may be dropped After a power surge EFT or ESD it is normal for the phone to restart Using a cell phone mobile phone GSM phone or two way radio in close proximity to an Avaya telephone might cause interference The phone should not be connected directly t...

Page 10: ...ttons Your system administrator can do this or for a limited number of functions you can do this using the phones self administration menu The phone includes an integral stand that can be flipped to either of two positions without needing any tools When used in the upright position a plastic peg in the earpiece rest area for the handset can be reversed if a more secure grip on the handset when not...

Page 11: ...s can be configured for a range of telephone system features These are called feature buttons Your system administrator can do this or for a limited number of functions you can do this using the phones self administration menu The phone includes an integral stand that can be flipped to either of two positions without needing any tools When used in the upright position a plastic peg in the earpiece...

Page 12: ...ached to a 1416 or 1616 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 Do not connect or disconnect a button module yourself Your system administrator will arrange this if necessary Failure to connect and restart the equipment in the correct order may cause the phone ...

Page 13: ...which you have access CALL LOG This key displays a record of you most recent answered missed and outgoing calls The button is illuminated when you have new missed calls REDIAL This key is used to either redial the last call you made or to show a list of the last calls you made from which you can select the number to redial HOLD This key is used to put the call you are currently talking to on hold ...

Page 14: ... in either position to change the angle of the phone When changing the position of the stand be sure to check that the stand has locked into the chosen position A small plastic peg is located just under the phone s handset This peg can be reversed to more securely anchor the handset when the stand places the phone in an upright position On the 1416 and 1616 phones the angle of the phone display ca...

Page 15: ...main menus Those buttons that have not been configured as appearance buttons can be used as feature buttons The Status Menu The Status menu is not always visible It is shown when you have any special call routing features active For example do not disturb switched on It is also shown if the system administrator has given you the rights to change the status of your hunt group memberships or to chan...

Page 16: ...Menus With a call connected you can still access the other main menus Press the PHONE key to toggle between the normal appearance menu or one that lists the other menus accessible You can also use the left arrow key to switch between the Appearance menu Features menu and Button Features menu ...

Page 17: ...calls The directory includes names stored for use by all users names stored for use by just you and the name and numbers of all the other users and groups on the phone system The Contact Menu diagram shows a summary of the menu options The Call Log Menu This menu is accessed by pressing the Call Log key The call log you see is a call log stored on the telephone system If you login at another phone...

Page 18: ... shown on your phone s display when you have do not disturb enabled O Out of Service An O is shown on your phone s display when any of the groups of which you are enabled as a member is set to night service mode In that mode calls to that group are diverted to its fallback if set or otherwise to voicemail if available T Twinned A T is shown on a phone s display if it is internally twinned with you...

Page 19: ...represent another user When that other user has any calls alerting unanswered the call coverage key for that user will start alerting and can be used to answer the call Line Appearance Buttons These represent specific phone lines connected to the telephone system You can use the button to make calls using that line or to answer calls on that line Several users can have line appearance keys that re...

Page 20: ... an icon will be displayed indicating the status of the call Alerting The call is alerting your phone Connected The call is the currently connected call to which you are talking On Hold The call is on hold Held Elsewhere The call has been put on hold by someone else who answered the call using an appearance button on their phone Conference The call is a conference call 3 A double arrow at the bott...

Page 21: ...n that will be used if the user goes off hook Red off Green slow flash Alerting The matching call appearance is alerting for an incoming call This is accompanied by ringing If the user is already on a call only a single ring is given Red on Green slow flash Alerting Selected As above but Ringing Line Preference has made this the user s current selected button Red on Green on In Use Here The user h...

Page 22: ...is call appearance is alerting with an incoming call You can press the double arrow soft key to select the Ignore or ToVm soft key options Outgoing Call You have made a call with the appearance but it is not yet connected Connected The appearance is the one with which you are currently talking Held The call that you made or received on the call appearance has been put on hold by the other party Ho...

Page 23: ...ns The options are to use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used Bridged Appearance Button Lamps The following lamp states are used by app...

Page 24: ...ng The bridged appearance will shown when the matching call appearance is being presented a call to answer Typically just a single ring is given on your phone however that can be changed by the system administrator You can answer the call by pressing the bridged appearance button Making a Call If idle see above you can press the bridged appearance to make a call The matching call appearance will i...

Page 25: ... use normal ringing a single non repeated ring abbreviated ring or no ring The coverage ring setting is only used if you do not already have a connected call If you already have a connected call in progress the shorter of your coverage ring and the system administrator set attention ring settings is used Call Coverage Button Lamps The following lamp states are used by appearance buttons configured...

Page 26: ...s any alerting call when their call coverage time is reached the call will also being alerting on your call coverage button for that user You can answer the call by pressing the button Connected When you use the call coverage button to answer the call it becomes your call On Hold When you put the call on hold the Held If the call is from another internal user and they put the call on hold the held...

Page 27: ...llowing lamp states are used by appearance buttons configured to be line appearance buttons Button Lamps Line Appearance Button State Red off Green off Idle The associated line is not in use Red on Green off Idle Selected The associated line is not in use but the button is the user currently selected button Red off Green slow flash Alerting The line is ringing at it incoming call route destination...

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Page 30: ...e Dir soft key to select a number from the directory If the number you dial matches a user or group on the telephone system the directory name of the user or group is shown and the call starts altering the target If the call is to a user and they do not answer press the double arrow soft key to access additional options For example to set a callback press the AutCB soft key If the call is external...

Page 31: ...t or speaker before dialing 2 You can use the right arrow key to delete the previous digit dialed if you need to correct the number 3 When you have completed the number as required you can select how you want to make the call Lift the handset to start a call using the handset Pressing the Call soft key or OK button to start the call using the phone s default handsfree audio path speaker or headset...

Page 32: ...normal call AutCB Set an automatic callback on the user that you have called but who has not answered When they next end a call the telephone system will call you and when answered will automatically make a call to the user Complete Complete the transfer of a held call A Cancel option is also shown which will end the transfer attempt Dir Access the directory in order to select a number by name Dro...

Page 33: ...y to display all the directory entries or start dialing the name to display only matching entries d Use the up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Call 3 Continue as for a normally dialed call 2 4 Calling a Person from the Call Log You can use...

Page 34: ...e way as for a normal dialed call 2 6 Making a Page Call In order to make page calls you must have access to a paging short code provided by the system administrator or to a paging feature button If the dialing short code or the paging button have been pre configured 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 num...

Page 35: ...tions supported by your telephone line provider 1 Press the Features soft key if shown To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down menu keys to scroll t...

Page 36: ...old 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 key again 2 10 Ending Calls The DROP key can be used to end the current call to which you are talking If the call is a confere...

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Page 38: ...et 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 ke...

Page 39: ...e Call Your phone can be paged if you have no other connected call in progress The page is heard through the phone s speaker 1 A page call is indicated in the display by the word Page To answer the page call press the CONFERENCE key Alternatively press the double arrow soft key Press the Answer soft key 2 The call is turned into a normal call 3 4 Auto Answer You can select to have internal calls a...

Page 40: ...epend on the type of number entered User Number To answer a call ringing against the user press the Pickup soft key To return to entering a number press the Clear key Hunt Group Number To answer a call ringing against the members of 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 retu...

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Page 42: ...l records exist in your personal call log Notes 1 Use of centralized call log can be switched off by the system administrator In that case the numbers used for the redial function are stored by the phone This guide only covers redial using outgoing call records in the users centralized call log 4 1 Redial a Call One Mode This redial method is used when your phone s redial mode is set to One 1 Pres...

Page 43: ...soft key or the OK button or the right arrow key 4 Use the up and down arrow keys to scroll the menu to Redial Action 5 The current mode List or One is displayed List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions One If this mode is select...

Page 44: ...details of a call record the soft key functions available are Call Call the number shown in the call record You can also do this by pressing the OK button Contact Add the name and number to your personal directory You can edit the details before they are added Back Go back to the normal call screen to select another call record 4 5 Add a Call to Your Contacts You can add the details of a call in y...

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Page 46: ...etween parking a call or 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 calls can be retrieved by other users dialing a short code No Yes the calls 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 b...

Page 47: ...y 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 you current call on hold press the HOLD key or the call s appearance button 2 The held call will be indicated by its appearance key using a fast flashing green lamp 3 While held...

Page 48: ... automatically put on hold and the previously held call connected 5 1 4 Transfer a Held Call When you already have a call on hold and a call connected you can connect them by starting a conference Press the CONFERENCE key Your current call and the held call will be connected You can now drop yourself from the conference Note 1 If you are the only internal user in the conference depending on your t...

Page 49: ...use park slot number 2010 if available If you already have one parked call the next parked call will use park slot 2011 if available Call park buttons can be configured with a specific park slot numbers A calls parked using that button will be given that park slot number Any other users with a call park button set to the same number will see that there is a parked call and can unpark it using thei...

Page 50: ...during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the menu to Park 3 Press the Select soft key or the OK button or the right arrow key 4 Press the Select soft key or the OK button or the right arrow key If you have any parked calls they are listed 5 Use the up and down arrow keys to scroll through the park...

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Page 52: ...ation does not answer or does not want to accept the call press the Cancel soft key 6 1 Transfer 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 y...

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Page 54: ...making a call to such a number 1 ENTER ACCOUNT 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 you enter must...

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Page 56: ...FERENCE key will start a conference between yourself and the 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 CONFERENCE 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 the CONFERENCE...

Page 57: ... to the call display press the Exit soft key 8 4 Dropping Parties from a Conference You can drop parties from a conference call including yourself 1 While connected to a conference call if you press the DROP key the conference details menu is displayed 2 You can then perform the following actions To scroll through the list of callers in the conference use the up and down arrow keys To drop the cal...

Page 58: ...also still be listed as a member of the conference 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 8 6 Transferring Calls Using Conference When you already have a call on hold and a call connected you can...

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Page 60: ...l using the headset You can adjust the following handsfree settings Headset Volume Headset Automatic Gain Control On Off Default Audio Path 9 1 Headset Volume While talking via the headset you can adjust the volume of the incoming call 1 With the call connected on the headset press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 9 ...

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Page 62: ...d for use by a speaker located directly in front of 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 10 1 Speaker Volume W...

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Page 64: ...tems 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 configured to be advertised across the network External Contacts These contacts are viewable and useable by all phone users These are two types of external contacts Some...

Page 65: ...ies or start dialing the name to display only matching entries d Use the up and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Details to display the name and number 3 Use the up and down arrow key to switch between the name and the number 4 The range of sof...

Page 66: ...p and down arrow keys to scroll through the matching entries To return to the start to match a different directory selection press the Clear soft key 2 When the required entry is displayed press Call 3 Continue as for a normally dialed call 11 3 Using the Directory for Other Functions Within other menus where entry of a number is required it may be possible to use the the directory to select an ex...

Page 67: ...down arrow keys to switch between number and name entry When the name has been entered as required press the OK soft key When the number has been are required press the Save soft key To exit without making any changes press the Cancel soft key Notes 1 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 contact...

Page 68: ...ksp soft key you can edit the name and the number When editing the number use the Pause soft key to enter a comma for a 1 second pause in the number dialing 6 When the name and number are set as required press the Save soft key To return without saving the name and number press the Cancel soft key 11 4 2 Add a Contact from the Redial List You can add the details of a call in your redial list to yo...

Page 69: ...y 3 Press the Details soft key 4 Press the More soft key and then the Edit soft key The menu now allows editing of the name and number Use the up and down arrow keys to switch between number and name entry When the name has been entered as required press the OK soft key When the number has been are required press the Save soft key To exit without making any changes press the Cancel soft key Notes ...

Page 70: ...he matching entries To return to the start to match a different directory selection press the Clear soft key 2 Locate the required entry 3 Press the Details soft key 4 Press the More soft key and then the Delete soft key Notes 1 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 This only applies to ...

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Page 72: ... Log button is illuminated when you have any new missed calls in 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 Missed Group Call If you are a member of any hunt groups the system administrator can configure whether your missed calls log should also include missed hunt groups calls The hunt group ...

Page 73: ...more details about the current call log record You can then also add the caller details to your personal directory if required More Switch between the different sets of available soft key functions Delete Deletes the current displayed record Del All Delete all the call log records not just the current types of records being shown 4 To exit the call log press the PHONE EXIT button 12 2 Making a Cal...

Page 74: ... the currently selected call record are displayed 3 Use the up and down arrow keys to scroll through the details The possible values are Time The time of the call Ring Time How long the call rang Name The name of the caller if known Number The number of the caller if available Reason The type of call record ie Answered Outgoing or Missed Count How many time a call of the same type name and number ...

Page 75: ... keys to scroll through the records 2 Press the More soft key 3 Press the Delete soft key to delete the currently displayed call log record 12 5 Deleting All Records You can delete all call records from your call log This action deletes all call log record types Answered Missed and Outgoing not just the type you are currently viewing This action deletes your personal call records and any hunt grou...

Page 76: ...ecords ie the CALL LOG button lamp is illuminated the call log will open showing your missed calls d Use the up and down arrow keys to scroll through the records 2 Press the Details soft key The individual details of the currently selected call record are displayed 3 Press the Contact soft key 4 Use the up and down arrow keys to switch between the name and number details for the new contact 5 Usin...

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Page 78: ...administrator will confirm any additional short codes that they may have 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 Voice...

Page 79: ...t 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 the playback actions Listen Pause Start stop playback of the currently displayed message Delete Delete the message More Switch between the different sets of available soft key functions Save Mark the messa...

Page 80: ...down arrow keys to scroll to the option Message 4 Press the Select soft key or OK 5 Enter the user to which you want to send the message 6 Press the Message soft key 7 When you are ready to start recording press the Record soft key 8 To stop recording press the Stop soft key 9 You can now use the following soft keys Listen Listen to the recording You can use the Record option to record the message...

Page 81: ... OK 5 Use the soft keys to listen to and record your mailbox greeting Listen Listen to the current greeting or the new greeting just recorded Record Record a new greeting Note that the greeting must be at least 3 seconds long or the voicemail system will discard it More Switch between the different sets of available soft key functions Submit Submit the new recording as your mailbox greeting Delete...

Page 82: ... voice menu is displayed 3 Use the up and down arrow keys to scroll to the option Email This option is only available if your email address has been set in your voicemail settings by the system administrator 4 Press the Select soft key or OK 5 The menu displays your current voicemail email mode setting Use the up and down arrow keys to scroll through the possible settings Email Mode Off Do not sen...

Page 83: ...se The new password must be at least 4 digits long A series of numbers for example 1234 or repeated numbers are not allowed 7 Press Done 13 7 Voicemail On Off You can control whether the telephone system uses voicemail to answer your unanswered calls This does not switch off your mailbox which you can still access to play existing messages and use other functions 1 Press the MESSAGES button Depend...

Page 84: ...ted at you directly to voicemail 1 If the call is not the current call on the display use the up and down arrow keys to scroll the display to the alerting call 2 Press the double arrow soft key 3 Press the To VM soft key 4 The call is redirected to voicemail 13 10 Visual Voice This menu option provides a route into visual voice if the MESSAGES key has not been setup to do that 1 Press the Features...

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Page 86: ...o not disturb except that all calls to you go to voicemail if available If you have a mobile twinned number the system administrator can configure the system so that calls are still presented to your mobile twin while you are logged out Lock Unlock Separately from logging in and out you can lock your phone settings While locked the phone can still be used to answer your calls and can be used to ma...

Page 87: ... right arrow key 2 The login menu is displayed Enter your extension number 3 Press the Next soft key Enter your login code 4 Press the Done soft key 14 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 as it displays NOT LOGGED IN 1 Press the Select so...

Page 88: ... menus for your user settings can be accessed To unlock the phone requires your login code if you have configured a login code 1 Press the Features soft key if shown To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the ...

Page 89: ...croll the display to the option Phone User 3 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down arrow keys to scroll the display to the option Phone Screen Settings 5 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down arrow keys to scroll the display to the option Auto Lock The m indicates that the setting is in minutes 5 Pr...

Page 90: ...ht arrow key 6 Enter your current login code if you already have one 7 Press the Done soft key 8 Enter your new password 9 The password changed message will appear for a few moments 14 7 Unregistering This method of logging out will unregister the phone from the telephone system WARNING In this state the phone cannot be used to make or answer any calls including emergency calls It is strongly reco...

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Page 92: ...nswer Forward 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 or otherwise to 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 you ...

Page 93: ...s are numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additional short codes that they may have configured for your use Follow Me Here 12 N Dialed at the extension to which you want you calls redirected Use your own extension number N when dialing the short code Follow Me Here Ca...

Page 94: ...number as your follow me to destination All calls to your extension number will be redirected to that destination Clear Clear the currently selected or set number Back Go back to the previous menu Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 15 1 2 Follow Me Status Menu If you have set a follow me destination ...

Page 95: ...on or the right arrow key 4 Use the up and down arrow keys to scroll the menu to Follow Me Here 5 Press the Select soft key or the OK button or the right arrow key Use the menu to add or remove users Use the up and down arrow keys to scroll through the names To remove a user press the Clear soft key To add a user press the Add soft key Dial the number of another user When it matches a user their n...

Page 96: ... 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 forwarding destination number If no num...

Page 97: ...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 57 N Set the destination number N for fo...

Page 98: ...con To switch off forward unconditional press the Off soft key To change the forwarding settings press the Edit soft key Use the up and down arrow keys to scroll through the editing options Use the left and right arrow keys to switch the forwarding on or off Use the left and right arrow keys to select which calls should be forwarded The options are External Only External and Group Non Group Calls ...

Page 99: ... have turned off forwarding Press the On soft key to switch forward unconditional to the set number on You can then continue as below Press the ToVMail soft key to switch forward unconditional to voicemail on Your can then continue as below Number Set and Forward Unconditional On Use the up and down arrow keys to scroll through the forwarding settings Use the up and down arrow keys to scroll throu...

Page 100: ...tions Use the left and right arrow keys to switch forward on busy as on or off Use the left and right arrow keys to switch forward on no answer on or off Use the left and right arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only The forward destination is shown Press the Change soft key to enter a new destination or clear the destination If the cur...

Page 101: ...wing menu options Use the left and right arrow keys to switch forward on busy as on or off Use the left and right arrow keys to switch forward on no answer on or off Use the left and right arrow keys to select which calls should be forwarded The options are All Calls or External Calls Only The forward destination is shown Press the Change soft key to enter a new destination or clear the destinatio...

Page 102: ...e prompted to enter a number Enter a number or press the Dir soft key to select a number from the directory When a number is set press the Save soft key The menu can now be used in the same way as if the number had already been set Forwarding Destination Set Use the up and down arrow keys to scroll through the following menu options Use the left and right arrow keys to switch forward on busy as on...

Page 103: ...ff hook you will hear broken dial tone N No Calls Do Not Disturb An N is shown on your phone s 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 Your system administrator will confirm any additional short codes that they may have configured for...

Page 104: ...e Off soft key 15 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 you have do not disturb on This does not include group calls which are not presented when you are in do not disturb 1 Press the Features soft key if shown To access the menu during a call press the right arrow key or press the PHONE key and then pres...

Page 105: ...en configured as a mobile twinning user you can switch use of mobile twinning on or off through the phone s menus and 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 15 4 1 Mobile Twinning Control This menu option is only available is you have been configured by the system adminis...

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Page 108: ...groups used for the groups calls when it is in night service or out of service status 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 Your system administrator will confirm any additional short codes that they may have configured for your use Night Service Status On 20 N Set a hunt grou...

Page 109: ...ss the Select soft key or the OK button or the right arrow key 5 Use the up and down arrow keys to scroll through the list of hunt groups you can configure Use All Groups for all the groups you can configure The soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection All Groups Disable Disable your membership of all groups En...

Page 110: ...d to it out 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 servi...

Page 111: ...e soft keys available will vary depending on whether a particular or all groups is selected and the current state of the selection All Groups InServ In Service The groups operates a normal distributing calls to available members of the group Night 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 h...

Page 112: ...s a normal distributing calls to available members of the group Night 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 system using a time profile If that is the case the night service state cannot be overridde...

Page 113: ...d right arrow keys to switch between altering night service NS or out of service OOS settings The soft keys HGNS HGNS HGOS and HGOS can be used to change the current status of the group These options are not shown if the system administrator has not enabled you to change the group s service status 6 When viewing a particular group if it already has a fallback destination set the name of that group...

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Page 116: ...g functions 1 Press the Features soft key if shown To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down keys to scroll the display to the option Self Administer 5 P...

Page 117: ...bbreviated Dial Abbreviated Dial Prog Account Code Entry AD Suppress Automatic Callback Break Out Call Forwarding All Call Park Call Park to Other Ext Call Pickup Directed Call Pickup Directory Drop Flash Hook Group Paging Headset Toggle Internal Auto Answer Ringer Off Self Administer Send All Calls Set Hunt Group Night Service Time of Day Timer A self administer button set with action data 1 can ...

Page 118: ...utton with this action can be used to set a callback on a user who does not answer After ring the user press the button When the target user ends their next call the system will ring you and then the targeted user When a callback has been set the button s green lamp is lit Pressing the button again cancels the callback 17 2 6 Breakout This action is useable within a Small Community Network of IP O...

Page 119: ...nsion Red flash No Parked Calls Off 17 2 9 Call Park to Other Ext A button setup with this action can be used to park a call against another extension The park slot number used will be based on your extension number The button can be setup with a target user number or left blank for number entry when the button is pressed The button can be pressed again to unpark the call Status Button Parked Call...

Page 120: ... 17 2 16 Group Paging A button configured with this action can be used to make a page call The button can be configured with the target user or group for the page If configured with no number pressing the button will display a menu for number entry before making the page call 17 2 17 Headset Toggle This action is not supported on your phone as it emulates the HEADSET key on the phone 17 2 18 Inter...

Page 121: ...tions onto programmable buttons Abbreviated Dial Group CPark User Flash Hook A self administer button set with the action data 2 can be used to display basic telephone system information like the software version and IP address 17 2 21 Send All Calls A button configured with this action can be used to switch do not disturb on or off Status 16XX 44XX 64XX On Green on Off Off 17 2 22 Set Hunt Group ...

Page 122: ...is controlled by the phone s Call Timer setting During the call you may want to show or hide the call timer associated with the currently selected call appearance For example in order to see more of the caller ID information Temporarily turning the call timer of the currently selected call appearance on or off can be done using a Timer button Note that after the call when the call appearance is ne...

Page 123: ...the user s current call The following additional options may also be displayed If configured to be able to intrude on the user Acquire Take control of the call Intrude Intrude into the call turning it into a 3 way conference If configured to be able to listen to the user Listen Start silent monitoring of the user s call DND Red on The status shown for a logged out user without mobile twinning will...

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Page 126: ... Mobile Twinning Withhold Number Redial Mode Backup Restore En Bloc Dialing Auto Lock Brightness Contrast Call Timer Display Language Display Name A Menu Auto Exit Exit Menu Timer Auto Return Sounds Ringer Controls Button Clicks Error Tones Ringer Volume Handset Volume Headset Volume Speaker Volume Automatic Gain Control Default Audio Path Disabling the Ringer Visual Alerting Audible Alerting Cove...

Page 127: ...o Mobile Twinning 5 Press the Select soft key or the OK button or the right arrow key 6 If no twinning number has been set the menu will prompt you to enter a number 7 When a number has been entered you can access the Enable and Disable soft keys to turn use of mobile twinning on or off The Clear soft key removes the existing twinning number in order to allow entry of a new number 18 2 Withhold Nu...

Page 128: ...n or the right arrow key 4 Use the up and down arrow keys to scroll the menu to Redial Action 5 The current mode List or One is displayed List If this mode is selected pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log You can select the call that you want to redial and perform a number of other functions One If this mode is selecting pressing Redial will...

Page 129: ...and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down arrow keys to scroll the display to the option En Bloc Dial 5 Use the left and right arrow keys to change the setting or use the indicated soft key 18 5 Erase Options 1400 Series only The A ...

Page 130: ... during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down arrow keys to scroll the display to the option Phone Screen Settings 5 Press the Select soft key or the OK button or the right ar...

Page 131: ...dministrator can adjust the ring used for new calls when you are already talking to a caller The options are an abbreviated ring a non repeated single ring or 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 the when ringing is used f...

Page 132: ...press the On Off soft key to change the setting 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 18 7 4 Coverage Ring If you have any bridged appearance and or call coverage buttons you can set the type of ringing coverage ring that should be used when a call alerts on any of those buttons The options are to use normal ringing a single non repeated ring abbrevia...

Page 133: ... caller The options are an abbreviated ring a non repeated single ring or 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 the when ringing is used for each specific appearance button The ringing can be immediate delayed for a set tim...

Page 134: ...lly 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 the MENU button 2 Use the up and down arrow keys to locate the option Call Settings 3 Press the Select soft key 4 Use the up and down arrow keys to locate the option Internal Auto Answer 5 Press...

Page 135: ...s your phone 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 Return to the normal call display after a period of inactivity in a menu 18 8 1 Display Brightness 1 Press the MENU button 2 Press the Selec...

Page 136: ...key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Call Settings 3 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down arrow keys to scroll the display to the option Call Timer 5 Use the left and right arrow keys to change the setting or use the indicated soft key 18 8 4 Last Call ...

Page 137: ...he phone system Phone Languages Telephone System Languages Dutch English French French Canadian German Italian Portuguese Brazilian Russian Spanish Castilian Spanish Latin American Danish Dutch English UK English US Finnish French French Canadian German Italian Norwegian Portuguese Portuguese Brazilian Russian Spanish Castilian Spanish Latin American Swedish 1 Press the MENU button 2 Use the up an...

Page 138: ...right arrow key 4 Use the up and down arrow keys to scroll the display to the option Display Name 5 Press the Change soft key to change the setting or use the left or right arrow keys Off Display your extension number and the date and time on the phone when it is idle On Display your extension number and name on the phone when it is idle 6 Press the Done soft key 18 8 7 A Menu Auto Exit The Show P...

Page 139: ...ft or right arrow keys Off Show details of the current call only On Automatically toggle the display between details of the current call and the waiting call 6 Press the Done soft key 18 8 9 Inactivity Timer Auto Return You can set a timer which will return the phone to its normal call display after a set period of phone inactivity By default the phone will be set to auto return after 60 seconds N...

Page 140: ...he phone menu error tones on or off Ringer Volume Adjust the volume of the ringer used by the phone Handset Volume Adjust the incoming call volume heard through the phone s handset Headset Volume Adjust the incoming call volume heard through a headset attached to the phone Speaker Volume Adjust the incoming call volume heard through the phone s speaker Automatic Gain Control Switch automatic gain ...

Page 141: ...ow keys or press the On Off soft key to change the setting 5 When completed press the Done soft key 6 Press the Exit soft key to exit the menus 18 9 3 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing 1 With the phone idle or ringing press the key 2 Use the plus and minus keys to adjust the volume 3 The display will return to normal after a few seconds 1...

Page 142: ...w keys to switch between the Handset Headset or Speaker settings for automatic gain control To change a setting use the left and right arrow keys or press the On Off soft key 6 When completed press the Done soft key 7 Press the Exit soft key to exit the menus 18 9 8 Default Handsfree Audio Path By default when you make a call or answer a call without lifting the handset the audio is played through...

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Page 146: ...stem Alarms 19 1 Do 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 scroll the menu to Do Not Disturb To clear the do not disturb setting press the Off soft key 19 2 Follow Me To If you hav...

Page 147: ...usy 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 shown 2 Use the up and down arrow keys to scroll the menu to Fwd OnBsy To switch off forward on busy press the Off soft key To change the destination of...

Page 148: ...d unconditional destination is being used as no specific forward on busy no answer destination has been set Selecting Change will set a forward on busy no answer destination it will not change the forward unconditional destination Access Control The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options 19 6 Forward Unconditional You can ...

Page 149: ... status 3 Press the Enable or Disable soft key to change the status of your membership of that group 19 9 Group Service Status If the system administrator has allowed you you can change the service state of a group 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 dow...

Page 150: ...s 5 To unpark a particular call press the CPkUp soft key 19 12 System Alarms If you have been configured as a system administrator also called a system 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 maintainer Memory Card Failure There ...

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Page 152: ...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 Number 10 N Add a number N to you...

Page 153: ...number 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 ...

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Page 156: ...r 1 Press the Features soft key if shown To access the menu during a call press the right arrow key or press the PHONE key and then press the Features soft key 2 Use the up and down arrow keys to scroll the display to the option Phone User 3 Press the Select soft key or the OK button or the right arrow key 4 Use the up and down arrow keys to scroll the display to the option System Admin If the opt...

Page 157: ... is displayed 9 Use the up and down arrow keys to scroll through the details 21 3 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 current time server settings can be displayed 1 Press the Features soft key if shown To access the menu during a call press the r...

Page 158: ... entered press the left arrow key 10 When a complete valid time has been entered the display will confirm that by showing the Done soft key option 11 To set the time as the new time to be used by the telephone system press the Done soft key 21 5 Setting the Time Offset 1 Press the Features soft key if shown To access the menu during a call press the right arrow key or press the PHONE key and then ...

Page 159: ...ption is not present then you may not have been configured as a system phone user by your system administrator 5 Press the Select soft key 6 Enter your security code this is the same as your login code and press the Done soft key 7 Use the up and down arrow keys to scroll the display to the option System Shutdown 8 Press the Select soft key or the OK button or the right arrow key 9 The current def...

Page 160: ... the telephone system to which you are connected CF This refers to the compact flash card that can be fitted to systems that support just a single card System This refers to the first SD memory card that can be fitted to systems that support two memory cards Option This refers to the second SD memory card that can be fitted to systems that support two memory cards The actions that can be performed...

Page 161: ...here 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 more messages prompts and recordings Voicemail Full The voicemail system cannot store any more mess...

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Page 164: ...to change the settings of various features when they are enabled A Menu This menu is used to configure various phone settings and to view details of the phone software Call Log Menu This menu is used to display a log of missed outgoing and answered calls Contacts Menu This menu is used to display and select personal and system directory entries Redial Menu This menu is displayed when the Redial ke...

Page 165: ...nu option displayed has sub menus that is indicated by the 3 dots ellipsis icon after the menu option name Except where they are being used to change the value of a setting see below the left and right arrow keys can be used to exit and enter sub menus Entering a sub menu can also be done by pressing the Select soft key or the OK button Exiting a sub menu can also be done by pressing the Back soft...

Page 166: ...roup menu is not shown The system administrator is able to configure whether you can access the Forward and Follow Me menu and status options The Park menu and status options are only 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 y...

Page 167: ...Guide Page 167 15 601040 Issue 06a 25 October 2011 IP Office The Phone Menus Features Menu 22 2 Self Administer Menu This menu is accessed by pressing the Features soft key and selecting Phone User and then Self Administer ...

Page 168: ...accessed by pressing the key The system administrator may have configured it so that you are required to enter your voicemail code after pressing the button The Email option is only available if configured by the system administrator Hunt group mailbox access is only available if configured by the system administrator ...

Page 169: ...1408 1416 Phone User Guide Page 169 15 601040 Issue 06a 25 October 2011 IP Office The Phone Menus Visual Voice Menu 22 4 Status Menu This menu is accessed by pressing the Status soft key ...

Page 170: ...t is used mainly for phone specific settings rather than your user settings It can also be used to view details of the phones software The following options are not used with IP Office and are not included in this documentation Applications Log Answered Log Un Answered Log Outgoing Log Bridged Erase Contacts Erase Call Log and Stay in Contacts ...

Page 171: ...one User Guide Page 171 15 601040 Issue 06a 25 October 2011 IP Office The Phone Menus Phone A Menu 22 6 Call Log Menu This menu is accessed by pressing the key The diagram below summarizes the structure of the menu ...

Page 172: ...User Guide Page 172 15 601040 Issue 06a 25 October 2011 IP Office 22 7 Contacts Menu This menu is accessed by pressing the key This menu is used to access your own personal contacts and the system directory of contacts ...

Page 173: ...Issue 06a 25 October 2011 IP Office The Phone Menus Contacts Menu 22 8 Redial Menu This menu is accessed by pressing the key This menu is only used when you set your redial mode to List The numbers up to 10 shown come from your outgoing call log 43 ...

Page 174: ...r 2011 IP Office 22 9 Phone Locked Menu When your phone is locked It can only be used to make internal and emergency calls None of the menus for your user settings can be accessed To unlock the phone requires your login code if you have configured a login code 89 90 ...

Page 175: ...hone User Guide Page 175 15 601040 Issue 06a 25 October 2011 IP Office The Phone Menus Phone Locked Menu 22 10 System Admin Menu This menu is only available to users who have been configured as a system phone user ...

Page 176: ... currently logged in on the phone The phone can still be used for internal and emergency calls To login press Select PHONE LOCKED This screen is displayed if the user has locked it The phone can still be used to make and receive internal calls and to make emergency calls If it is your phone you can unlock it using your login code If it not you phone you can still login 87 87 ...

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Page 178: ...Appearance Button 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 or otherwise go to voicemail if available 23 7 Ca...

Page 179: ...g 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 redirect calls that have alerted your phone but have not been answered for some reason By default this function is only applied to incoming external calls to you However if required internal calls can also be selected...

Page 180: ...ake 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 However if you have a line appearance button for the line you will see that there is a call alerting and can answer it if requi...

Page 181: ...ndset 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 numbers that you can dial to enable and disable various features The following are default short codes that may be available Your system administrator will confirm any additi...

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Page 183: ... Buttons 21 23 Call coverage Coverage ring 23 25 132 178 Lights 25 Call Coverage Appearance 25 Call Coverage Button Indication 25 Call Coverage Button State 25 Call Log 33 68 73 74 75 76 Call from 33 73 Details 44 74 Menu 17 72 171 Call Settings 31 35 43 54 104 127 128 129 131 132 136 Audible alerting on off 132 Audio Path 60 62 142 Auto Answer 39 134 Internal Auto Answer 39 134 Visual alerting on...

Page 184: ...f Hook 21 25 27 Group Call log 17 72 Forward 98 99 148 Membership status 108 149 Missed 17 72 Service status 110 111 112 149 Group Member 18 Groups 33 65 66 H Handset Volume 141 Headset 10 11 Volume 60 141 Held 21 23 25 27 Held call Transfer 48 52 58 Held Calls 21 Hold 21 23 25 27 Conference 47 58 Transfer 48 52 58 Hold Elsewhere 21 23 27 Hold Here 21 23 25 27 Hunt group Call log 17 72 Forward 98 ...

Page 185: ...t 21 23 25 27 Self Admin Menu 167 Send All Calls 98 99 148 Socket Headset 10 11 Speaker Volume 62 142 Stand 10 11 Status Do Not Disturb 104 146 Follow Me here 147 Follow Me To 94 146 Forward on Busy 101 147 Forward on No Answer 100 148 Forward unconditional 98 148 Forwarded to Here 149 Group membership 108 149 Group service status 112 149 Hunt group service status 112 149 Membership 108 149 Menu 1...

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Page 188: ...ndments 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 ...

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