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Avaya one-X 9640 User Manual

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Avaya one-X
Deskphone SIP 9640, 9640G
IP Telephone User Guide
Release 2.6.7
16-602403
Issue 6
March 2012

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Summary of Contents for Avaya one-X 9640

  • Page 1 ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide Release 2.6.7 16-602403 Issue 6 March 2012...
  • Page 2 Product provided by Avaya including the selection, arrangement and the products, services, or information described or offered within them. design of the content is owned either by Avaya or its licensors and is Avaya does not guarantee that these links will work all the time and has protected by copyright and other intellectual property laws including the no control over the availability of the linked pages.
  • Page 3 For the most current versions of Documentation, see the Avaya Support Web site: http://support.avaya.com. Contact Avaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your Product. The support telephone number is 1-800-242-2121 in the United States. For additional support telephone numbers, see the Avaya Web site: http://support.avaya.com.
  • Page 4 ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 5: Table Of Contents

    About icons............................... 12 Presence icons for 9640G Deskphones................... 13 Administrative messages.......................... 14 Telephone stand............................14 Chapter 2: Avaya Menu....................... Options & Settings............................ 15 Setting the Phone Screen on calling....................16 Setting the Phone Screen on ringing....................17 Displaying call timers........................17 Setting redial options........................
  • Page 6 Picking up a call to another extension...................... 67 Picking up a call to another call pickup group................... 67 Picking up a call from your pickup group....................68 Calling someone in your intercom group....................68 ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 7 Chapter 15: About locking and logging in to and out of your telephone...... Logging in to your deskphone extension....................79 Locking and unlocking your telephone...................... 80 Logging out of your deskphone extension....................80 Index............................. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 8 ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 9: Chapter 1: Introduction To The 9640/9640G Sip Deskphone

    All the functions and features described in this user guide might not be available on your deskphone. If you find that a function or feature is not available, please contact your system administrator. Overview ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 10 Press the line button to select that line. Lines also indicate if a feature or system number (for ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 11: Navigation Tips

    Press Call Log to view the history of your outgoing, incoming, and missed calls. Avaya Menu Press Avaya Menu to configure options and settings, access the browser, log out, or view network information. Volume Press Volume to adjust the volume of the handset, headset, speaker, and ringer.

  • Page 12: About Icons

    The ringer volume is off due to pressing - on the Volume button until the volume turns off. To reinstate volume, press + on the Volume button. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 13: Presence Icons For 9640G Deskphones

    Presence icon signifying this contact is currently on his or her phone; Busy indicator with a Do Not Disturb indicator. Presence icon indicating that the status is unknown. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 14: Administrative Messages

    You need a small screwdriver to lift the tab after it is reversed. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 15: Chapter 2: Avaya Menu

    Web-based applications, get information about your phone and network settings, and log out. When you press the Avaya Menu button, you see one of the following menus, depending on how your administrator has set up your system and on the applications available to you: Note: The menus and sub-menus that appear depend on how your extension was administered.

  • Page 16: Setting The Phone Screen On Calling

    Avaya Menu • Application Settings... • Screen & Sound Options... • Language and Region... • Advanced Options... Call Settings includes choices for automatically displaying the Phone screen when you get an incoming call, when you place a call, or when you answer a call, turning call timers on or off, controlling how Redial works, turning Visual Alerting on or off, and more.

  • Page 17: Setting The Phone Screen On Ringing

    About this task You can set your call settings to display the duration of calls. You can turn the call timer display on or off. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. ®...

  • Page 18: Setting Redial Options

    To display a list of the last numbers you dialed, or to dial the last number you dialed, you can use the Redial option. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Call Settings.

  • Page 19: Setting The Audio Path

    This setting also determines whether the Voice Dialing feature gets its input from the Speaker or the Headset. Procedure 1. Press Avaya Menu. 2. Select Options & Settings or Phone Settings. 3. Select Options & Settings...

  • Page 20: Personalizing Button Labels

    Avaya Menu Note: Edit dialing may not be available to you, depending on how your system is administered. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Call Settings. 5. Press Select or OK.

  • Page 21: Setting A Call Pickup Ring Tone

    Press More then Clear to clear all text fields and start over. 11. Press Save or OK. 12. You may revert back to the default button labels by selecting Avaya Menu > Options & Settings > Application Settings > Restore Default Button Labels and pressing Default.

  • Page 22: Setting Call Pickup Alerting Indication

    About this task You can set call alerting to notify you visually and/or audibly when you receive an incoming call. Procedure 1. Press Avaya Menu. 2. Touch Settings. 3. Touch Options & Settings. 4. Press Select or OK. 5. Access the Screen & Sound Options.

  • Page 23: Turning Button Click Sounds On And Off

    9. Scroll to the right or left to adjust the brightness or contrast. 10. Press Save. Turning button click sounds on and off Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Screen & Sound Options.

  • Page 24: Changing The Ring Pattern

    Avaya Menu Changing the ring pattern Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Screen & Sound Options. 5. Press Select or OK. 6. Scroll to and select Personalized Ringing. Two ring tone categories are available — Classic or Rich. Each category contains eight distinctive ring patterns.

  • Page 25: Integrating Other Applications With Your Phone

    First, establish your credentials (the user name and password you use for Microsoft Exhange Server email purposes and the location of your Exchange Server), then set your calendar preferences. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Advanced Options...

  • Page 26: Turning Automatic Gain Control On Or Off

    About this task The automatic gain control (AGC) automatically adjusts the audio output level to achieve a constant and better quality audio. Procedure 1. Press Avaya Menu. 2. Options & Settings. 3. Press Select or OK. 4. Advanced Options. 5. Press Select or OK.

  • Page 27: About Administering Audio Equalization

    Otherwise, if a Local Procedure value was selected and saved, the telephone will use the local Procedure value. c. Otherwise, if a Settings file value is specified and saved the telephone will use that value. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 28: Selecting Handset Audio Equalization

    HAC Opt. is “Hearing Aid Compatibility” performance. 7. Press Save. Changing the language Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Language & Region. 5. Press Select or OK.

  • Page 29: Setting The Time Format

    You can change the way the time displays on your screen. The time format is either 12 or 24 hours. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Language & Region...

  • Page 30: 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. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK.

  • Page 31: Changing The Skin

    Note: This option is displayed only if it has been enabled through the settings file. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Screen and Sound Options... 5. Press Select or OK.
  • Page 32 Avaya Menu ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 33: Chapter 3: Answering A Call

    To automatically display the Phone screen whenever you receive an incoming call, set the Phone Screen on Ringing option to Yes. For more information see Setting the Phone Screen on ringing on page 17. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 34: Muting A Call

    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. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 35: Transferring A Call

    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. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 36 Answering a call ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 37: Chapter 4: Making A Call

    Avaya recommends that for phones connected to SES, only one emergency number should be defined. For use with third-party gateways, refer the relevant Application Notes for necessary provisioning to enable the configuration.

  • Page 38: Redialing A Number

    To assign speed dial numbers to up to 10 contacts, see Setting up speed dialing page 29 ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 39: Autodialing A Pre-Assigned Number

    2. To edit the number, press the Bksp softkey to erase the previous character, one character at a time. To change the character format press the 123/abc softkey. 3. Press Call or OK. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 40: Calling A Person From The Contacts List

    3. Scroll up or down to select the person or number you want to call. 4. Select the person or number you want to call. 5. Press the Call softkey or the OK button. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 41: Calling A Person From The Directory

    6. Enter the person's full or partial last name. 7. Press Search or the OK button to start searching the directory. 8. When the person you want displays, press Call to call the person. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 42 Making a call ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 43: Chapter 5: About Forwarding Calls

    The features are also listed on the Forwarding features menu. Procedure 1. Press Forward to access the main Forwarding menu. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 44: Turning Off Call Forwarding

    2. Scroll down to the active Call Forward button. 3. Press Select or OK When you turn off the Call Forwarding feature, you hear a confirmation tone. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 45: Chapter 6: Using The Conference Feature

    3. Select the call on hold that you want to add to the conference. 4. Press Resume to take the call off hold. 5. Press Join or Conf to add the person to the conference call. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 46: Putting A Conference Call On Hold

    When you put a conference call on hold, the other parties can still talk to each other. Procedure 1. Press Hold during a conference call. 2. Press Resume or OK to resume the conference call. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 47: Chapter 7: Using Bridged Call Appearances

    About this task You can join an existing call on a bridged line. Procedure 1. Select the bridged call in progress that you want to join. 2. Press Bridge. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 48: Making An Outgoing Call On A Bridged Line

    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. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 49: Transferring A Bridged Call To Its Own Voice Mail

    Features menu. 2. If necessary, scroll down to Transfer to Voice Mail. 3. Press OK or Enter to transfer the bridged call to its respective voice mail system. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 50 Using bridged call appearances ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 51: Chapter 8: Using The Contacts Feature

    3. Press Call to call the person or More then Edit to edit contact information. Next steps If your administrator has set up a corporate contact list or database, you can extend a search. For information, see Extended searching. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 52: Viewing A Contact's Details

    Once your cursor is in the correct position, press the Bksp softkey to remove the character to the left of the cursor. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 53: Editing A Contact

    3. Press More > Edit. 4. Choose the field you want to edit. 5. Use the dialpad and softkeys to make changes to the contact information. 6. Press Save or OK. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 54: Deleting A Contact

    4. Press Yes to confirm or No to cancel. 5. Touch Delete again to confirm or Cancel to cancel the deletion and return to the Contact list. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 55: Chapter 9: Call Log

    If you are logging bridged calls as well as your own, bridged call details are identified by either CALL FOR: (calls made to the bridged line) or CALLED FROM: (calls made ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 56: Adding An Entry From The Call Log To Your Contacts List

    For example, if you are viewing the Outgoing calls list, only outgoing calls are deleted. However, if you are viewing the All Calls list, pressing Clear All deletes all calls. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 57: Turning Off Call Logging

    You can turn call logging on or off. If you have bridged call appearances on your phone, you can choose whether or not to include calls to your bridged lines in your call log. Procedure 1. Press Avaya Menu. 2. Select Options & Settings or Phone Settings. 3. Select Options & Settings...
  • Page 58 Call Log ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 59: Chapter 10: Receiving Your Messages

    Logging into your voice mail Procedure 1. To log in to your voice mail, press the Message button. 2. Follow the voice prompts from your voice mail system. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 60 Receiving your messages ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 61: Chapter 11: About Features

    Cfrwd or CFrwd with a third-party's extension if page 43 applicable Call Forwarding Busy/Don't CFBDA Answer on page 65 Call Park on page 66 Call park Call Pickup on page 68 Call pickup ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 62: Accessing The Features Menu

    Accessing the Features menu Procedure From the Phone screen, use the navigation button and scroll to the right side to access the Features menu. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 63: Monitoring Other Extensions At A Glance

    Procedure 1. From the Phone screen, scroll right twice to display the System Numbers menu. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 64: Setting Up Automatic Call Back

    Dial Intercom feature. The next number denotes the extension your administrator has predefined as your automatic intercom destination extension. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 65: Call Forwarding When Your Line Is Busy Or If You Don't Answer

    To stop calling party number blocking, see Displaying your extension on outgoing calls on page 66. 3. Press OK. 4. Enter the extension number you do not want the called party to see. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 66: Displaying Your Extension On Outgoing Calls

    2. If necessary, scroll down to Call Park and press OK or just press the corresponding line button. 3. At the other telephone, press the Call Park line/feature button to unpark the call. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 67: Unparking A Call

    About this task When your administrator has set up this feature, you can answer a call ringing at a phone in a call pickup group other than your own. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 68: Picking Up A Call From Your Pickup Group

    The intercom group number shows next to the Dial Intercom feature and the next denotes the extension your administrator has predefined as your automatic intercom destination extension. 3. Press the number(s) that corresponds to the destination extension. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 69: Tracing A Malicious Call

    1. During an active call, scroll right from the Phone screen to access the Features menu. 2. If necessary, scroll down to OTR and press OK or just press the corresponding line button to start recording the call. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 70: Making A Priority Call

    A hears the page itself. You cannot hear user B. Procedure 1. Scroll right from the Phone screen to access the Features menu. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 71: Configuring Simultaneous Ringing For Multiple Phones Using Ec500

    Your system administrator sets the destination telephone number. Procedure 1. During an active call, scroll right from the Phone screen to access the Features menu. 2. Select the Extend Call feature. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 72 4. Answer the call on your cell phone. The call remains active on your desk phone as well, so you can switch back if you want. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 73: Chapter 12: Browser

    Web browser vary depending on how your system administrator has configured your deskphone. If you have any questions, contact your system administrator. Access the browser through the Avaya Menu. If you do not see the Browser option on the Avaya Menu, Web applications are not available for your deskphone.

  • Page 74: About Web Browser Icons And Labels

    Go to the previous or next page. Click to dial link. Scroll to this icon and press OK to dial the telephone number with which it is associated. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 75: Chapter 13: Using The Calendar

    Chapter 13: Using the Calendar If your administrator has set up the Exchange Integration option under Advanced Options on the Avaya ® Menu, you can integrate the Microsoft Exchange Server calendar with your phone. When Exchange Calendar is active, a Calendar label displays beneath your last call appearance on the Phone screen.
  • Page 76 - To exit the calendar and return to the Phone screen, More again. - If you pressed More and want to re-display the previous set of softkeys (Call, Prev, Next), More, then Exit. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 77: Chapter 14: Limited Access During Failover

    Keep in mind that during failover certain features may not be available and telephone functionality may be limited. Check the softkeys at the bottom of the display to determine the actions you can take during failover; also try the Phone button to display the Avaya Menu for possible actions. Important: Do not log your telephone off during failover or until normal service is restored on your original telephone server.
  • Page 78 “click to dial” links will not work until the phone transitions to the alternate server. • Transitions back to the normal server will restore all original functionality. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012 Comments? infodev@avaya.com...

  • Page 79: Chapter 15: About Locking And Logging In To And Out Of Your Telephone

    (Yes) or whether you are a visiting user of this phone (No). 6. Press Enter or OK. ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

  • Page 80: Locking And Unlocking Your Telephone

    3. To unlock your phone, press the Unlock softkey and enter the password you use for telephone login. Logging out of your deskphone extension Procedure 1. Press Avaya Menu. 2. Scroll down and select Log Out. 3. Press Yes or OK. 4. Press Log Out to confirm.

  • Page 81: Index

    ............ clearing entries ............. setting up ............. removing an entry ..........automatic call back ............. viewing details ............Avaya Menu ............... Call parking ..............about ..............Call pickup ..............options ..............call pickup alert indication .......... setting ..............
  • Page 82 Locking the phone ............Feature table .............. Locking your telephone ..........Features ..............Logging in to your deskphone extension ....about ..............Logging in to your telephone ........® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 83 ..........Outgoing Calls ..........blocking extension display ........edit dialing a number ..........Unlocking the phone ........... unblocking extension display ....... Unparking calls ............page ................® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...
  • Page 84 Visiting user, logging in as .......... Visual Alerts ..............Web page ..............configuring ............navigating ............. Voice mail, logging in ..........Whisper page ............. Voice Mail, transferring bridged call to ....... ® Avaya one-X Deskphone SIP 9640, 9640G IP Telephone User Guide March 2012...

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