Avaya 9630 Deskphone Edition User Manual Download

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Avaya one-X

™

Deskphone SIP for

9630/9630G IP Telephone User Guide

16-601946

Issue 4

November 2009

Summary of Contents for 9630 Deskphone Edition

Page 1: ...Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide 16 601946 Issue 4 November 2009 ...

Page 2: ...ans established by Avaya specifically for this purpose Shrinkwrap License SR With respect to Software that contains elements provided by third party suppliers End User may install and use the Software in accordance with the terms and conditions of the applicable license agreements such as shrinkwrap or clickwrap license accompanying or applicable to the Software Shrinkwrap License The text of the ...

Page 3: ...background logo 20 Integrating other applications with your phone 21 Turning automatic gain control on or off 22 Changing the language 23 Setting the time format 23 Setting up speed dialing 24 Setting up favorites 24 Changing the skin 25 Chapter 3 Answering a call 27 Sending an incoming call to voice mail 27 Ignoring an incoming call 28 Putting a call on hold 28 Muting a call 28 Transferring a cal...

Page 4: ...es from the call log 46 Turning off call logging 47 Chapter 10 Getting your messages 49 Logging into your voicemail 49 Chapter 11 Features menu 51 Accessing the Features menu 51 Monitoring other extensions at a glance 51 Assigning labels to pre assigned Autodial numbers 52 Setting up automatic call back 52 Making an auto intercom call 53 Call Forwarding when your line is busy or if you don t answe...

Page 5: ...er 14 About Locking and Logging In to and Out of Your Telephone 65 Logging in to your telephone extension 65 Locking and unlocking your telephone 65 Logging out of your telephone extension 66 Index 67 Contents Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 5 ...

Page 6: ...Contents 6 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 7: ...s this telephone model has a built in Gigabit Ethernet adapter which speeds data transmission A telephone with the G designation is otherwise identical to its 9630 counterpart in terms of features and functionality Not all functions and features described in this user guide may be available on your telephone If you find that a function or feature is not available please contact your system adminis...

Page 8: ...u have missed calls The top line shows the Missed Call icon and the number of calls missed Prompt Line View the prompt line to see helpful information such as when you can use the right or left navigation arrows to view alternate screens or menus Line Buttons The six line buttons with integrated LEDs show which lines are in use and correspond to the lines on the display Press the line button to se...

Page 9: ... Volume to adjust the volume of the handset headset speaker and ringer Headset Press Headset to use the headset if it is connected Only HIS headset cords are compatible with your phone Mute Press Mute to mute a call in progress To take a call off mute press Mute again Speaker Press Speaker to use the speakerphone To take a call off speakerphone lift the handset Forward Press Forward to display the...

Page 10: ...ct whose presence you are tracking Icon Description Missed call a call was not answered or was forwarded to voice mail Incoming call is ringing Call is active Call is on hold Your calls are being forwarded Conference is active Conference is on hold Use the Right or Left navigation arrow to see additional pages screens options Scroll left for other options Scroll right for other options Scroll up o...

Page 11: ...and is operating in failover mode Some features may not be available or work correctly See Limited access during failover on page 63 for information This contact or feature is designated a favorite See Setting up favorites on page 24 for more information Presence icons appear when you set up the person whose presence you want to track as a contact and enter a handle a phone number or URI for that ...

Page 12: ...sition You can adjust the display screen to different angles To move the display screen gently pull from the top of the display screen towards you As you pull the screen towards you you will hear a clicking sound Each of these clicks is a locking position for the display screen Gently push on the display screen to adjust the screen to a previous position If your phone is in the upright position re...

Page 13: ...tes assign speed dial entries and more The Browser menu contains additional web based applications If no web applications are available for your phone the Browser menu is not shown Network Information shows a summary of network related parameters for your phone About Avaya one X provides the release number of your telephone software Log Out lets you sign off the phone to protect your settings or t...

Page 14: ... calls in your call log Screen Sound options includes choices for adjusting your phone s brightness and contrast ring pattern background logos and button clicks and tones Language and Region settings includes choices for setting the display language and the time format Advanced Options includes choices for integrating other applications like Microsoft Exchange Server with your phone You can also s...

Page 15: ...ht or left navigation arrows to set the option to Yes or No 8 Press Save Setting redial options You can set Redial to dial the last number you dialed or to display a list of the last numbers you dialed 1 Press Avaya Menu 2 Select Options Settings 3 Press Select or OK 4 Select Call Settings 5 Press Select or OK 6 Select Redial 7 Press Change or OK or the Right Left Arrows to toggle between One Numb...

Page 16: ... incoming calls cause the LED in the top right corner of the phone to flash You can turn Visual Alerting on or off 1 Press Home 2 Select Options Settings 3 Press Select or OK 4 Select Call Settings 5 Press Select or OK 6 Select Visual Alerting 7 Press Change or OK or use the Right Left arrows to turn Visual Alerting on or off 8 Press Save Setting the audio path You can set your phone to go off hoo...

Page 17: ...nd dial the number you want on hook dialing Or you can set edit dialing which mimics how you dial a call on a cell phone you can enter all or part of the number backspace to correct a digit if needed and when ready initiate the dialing process using a softkey Note Edit dialing may not be available to you depending on how your system is administered 1 Press Avaya Menu 2 Select Options Settings 3 Pr...

Page 18: ...lect the label you want to edit If the label you want to edit is on the Features menu scroll right to access the Features menu and select the label you want to edit If the label you want to edit is on the System Numbers menu scroll right twice to access the System Numbers menu and select the label you want to personalize 9 Press Edit 10 Edit the label using up to 13 characters Press More then Clea...

Page 19: ... Select Screen Sound Options 5 Press Select or OK 6 Select Button Clicks 7 Press Change or OK or use the Right Left arrows to turn sounds on or off 8 Press Save Turning error tones on or off Your telephone beeps if you make a mistake or take an action that is not allowed If you do not want to hear error beeps set your error tone to Off 1 Press Avaya Menu 2 Select Options Settings 3 Press Select or...

Page 20: ...7 until you find the ring pattern you want 9 Press Save to make it your ring pattern Changing the background logo If your system administrator has set up an alternate background choice you can change the logo your screen displays 1 Press Avaya Menu 2 Select Options Settings 3 Press Select or OK 4 Select Screen and Sound Options 5 Press Select or OK 6 Select Background Logo 7 Press Change or OK or ...

Page 21: ...to enter your user name and password every time you access Microsoft Exchange calendaring on your phone use the Change softkey or Right Left arrows to change this setting from No to Yes or Yes or No 8 Press Save or OK 9 To set or change your calendar preferences select Calendar and indicate enter the following whether or not you want your phone to activate the calendaring feature use the Change so...

Page 22: ...ting from Yes to No or No to Yes 10 Press Save or OK to save your settings and preferences Note When Exchange calendar is active a Calendar label displays beneath your last call appearance on the Phone screen Turning automatic gain control on or off 1 Press Avaya Menu 2 Select Options Settings 3 Press Select or OK 4 Select Advanced Options 5 Press Select or OK 6 Select Automatic Gain Control 7 Pre...

Page 23: ...Setting the time format You can change the way the time displays on your screen The time format is either 12 or 24 hours 1 Press Avaya Menu 2 Select Options Settings 3 Press Select or OK 4 Select Language Region 5 Press Select or OK 6 Select Time Format 7 Press Select or OK 8 Press Change or OK or use the Right Left arrows to change the time format 9 Press Select or OK Options Settings Avaya one X...

Page 24: ... contact you want to assign and press Select or OK 9 Select the telephone number you want to assign 10 Press the Save softkey or the OK button Setting up favorites You can create a list of up to nine favorite contacts or features for quick access The contacts and or features on your favorites list display as you scroll past your last call appearance 1 Press Avaya Menu 2 Select Options Settings 3 P...

Page 25: ...ine feature button to call the person or activate the feature Changing the skin If your system administrator has set up skin choices you can change the appearance of your screen display 1 Press Avaya Menu 2 Select Options Settings 3 Press Select or OK 4 Select Screen and Sound Options 5 Press Select or OK 6 Select Skin 7 Press Change or OK or use the Right Left arrows to select the skin you want 8...

Page 26: ...Avaya Menu 26 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 27: ...sometimes displayed on the top line of the screen You can touch the line to answer the call or press the Phone button to view the Phone screen You must press Phone to choose a line or to view call options Answer an incoming call in one of the following ways If you are not on another call lift the handset or press the line button next to the incoming call press Speaker to answer using the speakerph...

Page 28: ... to retrieve the call Your system administrator may have administered the Hold Recall feature which alerts you visually and with a priority ring to remind you of a held call after a certain period of time Muting a call If a call is on mute and you switch between the handset headset or speakerphone the mute will be turned off When the call is muted the Mute button light is on and the top line displ...

Page 29: ...t 4 If unattended transfers have been administered you can hang up now if you do not want to announce the call Otherwise press Complete or OK Note Unanswered transfers may be returned to your telephone as a recalled transfer In this case you hear a priority ring and see the display message Return next to the call Transferring a call Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide ...

Page 30: ...Answering a call 30 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 31: ...ncy softkey to immediately connect you with a preset emergency services number Important During telephone failover switching between telephone system servers during a system failure the Emergency softkey may not be available until your telephone is connected with an alternate server usually within several seconds 1 Press the Emerg softkey If you do not see an Emerg softkey pick up the handset or p...

Page 32: ... Speed dialing a person On the Phone screen press and briefly hold the dialpad key assigned to the person you want to call Or if speed dial numbers are assigned to a button module attached to your phone press the button assigned to the person you want to call To assign speed dial numbers to up to 10 contacts see Setting up speed dialing on page 24 Autodialing a pre assigned number Your system admi...

Page 33: ...e number character format or backspace to edit the number before actually dialing it 1 From the Phone screen enter the number you want to call 2 To edit the number press the Bksp softkey to erase the previous character one character at a time To remove the entire number press Clear To change the character format press the 123 abc softkey 3 Press Call or OK Calling a person from the contacts list 1...

Page 34: ...re or to find a contact on your personal Contacts list To locate a person on your Contacts list see Searching for a contact on page 41 1 Press Contacts 2 Press More 3 Press Search 4 Enter the person s full or partial first name if desired To enter all or part of the last name only skip this step and the next and scroll down to the Last Name field 5 Press OK 6 Enter the person s full or partial las...

Page 35: ... the SAC feature is administered on your phone a SendAll softkey appears on the Phone screen for idle calls Pressing SendAll turns Send All Calls on If it is already on pressing SendAll turns it off You can also turn Send All Calls on or off by using the telephone Features list 1 Press Forward to access the main Forwarding menu 2 Select SendAllCalls 3 Press Select or OK to turn Send All Calls on o...

Page 36: ...ss Forward to access the main Forwarding menu 2 Press Select or OK to turn call fowarding off or to turn it on if it is already off When you turn off the Call Forwarding feature you hear a confirmation tone Forwarding calls 36 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 37: ...rson from the Call Log list 4 When the person answers press Join or OK to add the person to the existing call 5 Press Add and repeat these steps to add another person to the conference call 6 Press Drop at any time to drop the last person added to the conference call Adding a person on hold to a conference call 1 From the Phone screen select your active call 2 Press Conf or Add if you are already ...

Page 38: ...erence call on hold the other parties can still talk to each other 1 Press Hold during a conference call 2 Press Resume or OK to resume the conference call Conference calls 38 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 39: ... you can answer by picking up the handset or by pressing Speaker or Headset or Answer 1 Select the bridged call that you want to answer The ringing line will typically be selected automatically If you are on another call when a call comes in to a bridged line you have to select the ringing line just like for an incoming call to a primary line 2 Press Answer Joining a call on a bridged line You can...

Page 40: ...ll right from the Phone screen to access the Features menu 2 Scroll down to Exclusion and press OK or just press the corresponding line button When you activate Exclusion during a call all parties except you and the calling called party are dropped from the call Transferring a bridged call to its own voice mail Use the Transfer to Voice Mail feature to transfer a call you took on a bridged line to...

Page 41: ...uccessive dialpad key press the Contacts list drills down to display matching entries Note On hook dialing must be disabled to allow this type of Contact search to enable disable on hook dialing see Setting dialing options on page 17 1 Press Contacts 2 Using the dialpad start typing the name for which you want to search Keep in mind that a Contacts search is case sensitive and how your Contact lis...

Page 42: ...alpad a Press the number key that corresponds to the letter character or number you want to enter until the character letter or number is displayed b Pause before entering the next character if the characters are on the same key c To enter a space press 0 d Enter remaining characters letters or numbers e Press Bksp to delete the last character Note If you want to remove a letter number space or sy...

Page 43: ...andle provide a value that represents the extension number an at symbol and the company name for example 21234 avaya com You can then determine the contact s presence based on handle icons that appear next to this person s name number 8 If you have another number for this contact scroll down and repeat Steps 5 7 You can add up to five additional numbers for this contact but you can designate only ...

Page 44: ...ontact 1 Press Contacts 2 Select the contact you want to delete 3 Press More Delete 4 Press Yes to confirm or No to cancel Contacts 44 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 45: ...ng a person from the call log on page 34 Viewing the call log 1 Press Call Log You can go to the top of the list by pressing Call Log again 2 Scroll to the right or left to view separate lists of answered outgoing or missed calls 3 Scroll up or down to view the entries on the list Viewing Call Log details 1 Press Call Log 2 Select the number you want to view 3 Press Details 4 Press Back to return ...

Page 46: ...earing all entries from the call log Clearing all entries from a call log deletes all of the entries for the specific list you are viewing For example if you are viewing the Outgoing calls list only outgoing calls are deleted from the call log However if you are viewing the All Calls list pressing Clear All deletes all calls from the call log 1 Press Call Log 2 Select the list you want to delete 3...

Page 47: ...tings or Phone Settings 3 Select Options Settings 4 Press Select or OK 5 Select Application Settings 6 Press Select or OK 7 Select the type of call logging you want to turn off To turn logging of bridged lines on or off select Log Bridged Calls and press Change or OK 8 Press Change or OK to turn call logging on or off 9 Press Save Turning off call logging Avaya one X Deskphone SIP for 9630 9630G I...

Page 48: ...Call Log 48 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 49: ...er of your telephone indicate when you have messages waiting Your messages are an administered function Contact your system administrator with any questions Logging into your voicemail 1 To log in to your voicemail press the Message button 2 Follow the voice prompts from your voicemail system Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 49 ...

Page 50: ...Getting your messages 50 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 51: ...bout what features and options are available for your extension contact your system administrator Accessing the Features menu From the Phone screen scroll right to access the Features menu The icon next to a feature indicates the feature is available and the icon next to a feature indicates the feature is not available The LED next to the feature name indicates if the feature is currently on or of...

Page 52: ...todial numbers but you can assign and edit their labels The administrator might just allot a specific button to be an Autodial number but leave the number itself blank in this case you can add the number yourself 1 From the Phone screen scroll right twice to display the System Numbers menu 2 Scroll to the line to which you want to assign a label or number Some labels are not editable If you can t ...

Page 53: ...rcom feature The next number denotes the extension your administrator has predefined as your automatic intercom destination extension 3 Press the number s that corresponds to the destination extension 4 Press Enter or OK to activate the intercom call to that extension where the call appearance identifies the incoming call with your name followed by ICOM Call Forwarding when your line is busy or if...

Page 54: ...the extension number you do not want the called party to see 5 Press Enter or OK to start calling party number blocking Displaying your extension on outgoing calls If you used the CPN Block feature to block your extension s display on calls you make you can change it back using CPN Unblock CPN Calling Party Number Unblock lets parties you call see your extension 1 From the Phone screen scroll righ...

Page 55: ...re button to unpark the call Unparking a call Use the Call Unpark feature to release a call from the extension at which it was parked when the extension is part of a coverage or hunt group 1 Scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Call Unpark and press OK or just press the corresponding line button 3 Enter the original extension from which the c...

Page 56: ...ponds to the destination extension 4 Press Enter or OK to activate the intercom call to that extension where the call appearance identifies the incoming call with your name followed by ICOM Tracing a malicious call Use the Malicious Call Trace MCT feature to trace a malicious call Activating MCT alerts a controller to begin call tracing and provide information for reporting this call This feature ...

Page 57: ...s a distinctive ringing when the calling party uses Priority Calling 1 Before dialing scroll right from the Phone screen to access the Features menu 2 If necessary scroll down to Priority Call and press OK or just press the corresponding line button 3 Enter the extension you want to call 4 Press Enter or OK to immediately start dialing the priority call to that extension where the call appearance ...

Page 58: ... cell phone at the same time This allows you to answer office calls while you are away from your desk The cell phone number is programmed by your system administrator 1 From the Phone screen scroll right to access the Features menu 2 Select EC 500 3 Press OK to turn simultaneous ringing on or off Extending a call to your cell phone EC500 The Extend Call feature allows you to extend a call that is ...

Page 59: ...the call on your cell phone The call remains active on your desk phone as well so you can switch back if you want Configuring simultaneous ringing for multiple telephones EC500 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 59 ...

Page 60: ...Features menu 60 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

Page 61: ...mized features and applications are not described in this guide To use the navigation arrows Use the up and down navigation arrows to scroll up or down through the lines displayed Use the right and left navigation arrows to go to other screens when indicated by the Prompt Line or to move the cursor right or left when entering text or numbers To select a line a Scroll to a line on the display b Whe...

Page 62: ... Web page application or function being performed Icon indicating that dialpad entries display in mixed case The first letter of each word is capitalized and subsequent letters appear in lowercase Icon indicating that dialpad entries display in all uppercase letters Icon indicating that dialpad entries display as numbers Scroll to the previous or next page Scroll up or down for other options End o...

Page 63: ...button to display the Home screen or Avaya Menu button for possible actions Important Do not log your telephone off during failover or until normal service is restored on your original telephone server Logging off during failover during transition to or from an alternate server or while your phone is active on an alternate server may cause your phone to become inoperable The following conditions a...

Page 64: ...t any new or changed settings for these options may not become effective until the phone transitions to the alternate server or fails back to its original server If your phone operates under the latest software Release 2 5 or greater Contacts can be accessed and changed after failover to the alternate server Once the transition to a new server has occurred if you are part of a corporate Directory ...

Page 65: ... user When you log in to another phone as a visiting user your home phone becomes inactive for all but emergency calls and displays a message indicating you are logged in at a different phone 1 Enter your username extension 2 Scroll down to Password 3 Enter your password 4 If applicable enter your SIP User ID 5 Use the right or left navigation arrow to indicate whether you are this phone s primary...

Page 66: ...e 2 Press the Lock softkey 3 To unlock your phone press the Unlock softkey and enter the password you use for telephone login Logging out of your telephone extension 1 Press Avaya Menu 2 Scroll down and select Log Out 3 Press Yes or OK 4 Press Log Out to confirm Your contacts speed dial settings favorites and Autodial numbers are saved during logout and are available the next time you log in to yo...

Page 67: ... 21 call 57 Call back 52 call log about 45 calling a person 34 clearing entries 46 turning off 47 viewing 45 Call Log removing an entry 46 viewing details 45 Call parking 55 Call pickup 55 Call Timers configuring 16 Call unparking 55 Call Bridged transferring to its voice mail 40 Calling a number using Autodial 32 calling a person from the call log 34 from the contacts list 33 using speed dial 32 ...

Page 68: ...28 incoming calls directing to multiple telephones 58 forwarding 35 sending to coverage 35 transferring 29 Incoming calls answering 27 Incoming Calls forwarding when busy or no answer 53 Intercom group 56 L Language changing 23 legal notices 2 Locking the phone 65 Locking your telephone 65 Logging in to your telephone 65 logging in to your telephone extension 65 Logging out of your telephone exten...

Page 69: ...tings about 13 Picking up calls 55 Priority Call 57 problems with telephone 63 R recording a call 57 redial 32 redial options setting 15 Ring Pattern changing 20 S SBM24 adjust brightness or contrast 18 scrolling and navigation about 9 SENDALL 35 skins 25 Speaker 22 speed dialing calling a person 32 Speed Dialing setting up 24 T Telephone display icons about 10 Telephone stand about 12 Time format...

Page 70: ...Index 70 Avaya one X Deskphone SIP for 9630 9630G IP Telephone User Guide November 2009 ...

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