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Avaya 16-603463 User Manual

Avaya 1400 series conference phones connected to integral enterprise
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Avaya 1408 and 1416 Telephones -
connected to Integral Enterprise - User
Guide
16-603463
Issue 1.09
January 2010

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Table of Contents
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Summary of Contents for Avaya 16-603463

  • Page 1 Avaya 1408 and 1416 Telephones - connected to Integral Enterprise - User Guide 16-603463 Issue 1.09 January 2010...
  • Page 2 Customer or End User. Link disclaimer Avaya Inc. is not responsible for the contents or reliability of any linked Web sites referenced elsewhere within this documentation, and Avaya does not necessarily endorse the products, services, or information described or offered within them.

  • Page 3: Table Of Contents

    Chapter 1: Introduction...7 Introduction to the 1400 ISDN Telephone Introduction to the 1400 Series Digital Deskphones...7 Overview of phone buttons and features...7 About LEDs...10 Icons in the telephone display...11 About this manual...12 Chapter 2: Making calls...13 Introduction to making calls...13 Calling an internal call number...13 Calling an external call number...13 Calling with a destination key...14...
  • Page 4 Contents Talking with one participant in a conference call...29 Connecting conference participants with each other...30 Ending the conference call...30 Chapter 7: Multiple conference *...31 Introduction to multiple conference calls...31 Adding a participant to a multiple conference call...32 Adding a participant by referring back...32 Adding a waiting participant to a multiple conference...33 Answering a call in a multiple conference...33 Transferring a multiple conference call as controller...33...
  • Page 5 Dealing the filtering function as an executive *...57 Dealing the filtering function as a secretary *...57 Chapter 12: Private User Mobility...59 Private User Mobility *...59 Logging on to the telephone...59 Logging off the telephone...60 Chapter 13: Favorite screen...61 Introduction to favorite screen...61 Toggling between the favorite screen and the telephone status...61 Displaying the favorite screen in the idle mode...61 Entering a function into the favorite screen...62...
  • Page 6 Contents Accepting calls automatically (Handsfree answer back)...85 Turning direct dialing on or off...85 Turning CSTA Answer Call on or off *...86 Chapter 15: Using the Avaya Menu...89 Introduction to the Avaya menu...89 Managing call charges...89 Introduction to call charges...89 Displaying charges during a call...89 Viewing the charge display...90...

  • Page 7: Chapter 1: Introduction

    The Avaya 1400 Series telephones are ISDN telephones for use with the Integral Enterprise call processing system. The 1400 Series Digital Deskphones are for use with the Avaya Aura Communication Manager call processing system. This user guide is written for the 1408 and 1416 Digital Deskphones.
  • Page 8 Introduction Avaya 1416 Telephone Name Call/Message Waiting Indicator Phone Display 1408/1416 User Guide Description This light flashes when you receive an incoming call. Additionally it indicates you have voicemail messages waiting. There are 3 (1408) or 4 (1416) lines in the phone display.
  • Page 9 Name Softkeys Phone/Exit Function keys / Destination keys / Partner keys Hold Conference Transfer Drop Headset Volume 1408/1416 User Guide Overview of phone buttons and features Description When the phone is idle, the top line shows the number of missed calls. The top line also shows the phone number and name you set and the date and time.

  • Page 10: About Leds

    Press the Phone book / Contacts button to view the entries in your phone book or contact list. Press the A button to access the Avaya menu. The Avaya menu provides options that allow you to customize phone settings, configure call logging and select the display language.

  • Page 11: Icons In The Telephone Display

    Table 2: Partner key LEDs Steady green Blinking red very fast Blinking red fast Steady red Related topics: Introduction to partners Icons in the telephone display Icons are provided in the phone display to indicate the state of a call and navigation choices. The icons that appear in the phone display are described in the following table.

  • Page 12: About This Manual

    Introduction Icon About this manual Descriptions of optional features are marked with an asterisk in the title. For more information about the optional features, see your system administrator. All the descriptions in this user guide assume a standard assignment of the function keys. If you re-assign the function keys, the procedures may change from those provided in this guide.

  • Page 13: Chapter 2: Making Calls

    Chapter 2: Making calls Introduction to making calls Use the procedures provided in this chapter to make calls from your telephone. Note that when you make a call, you can either dial the number and then lift the handset, or lift the handset and then dial the number.

  • Page 14: Calling With A Destination Key

    Making calls Calling with a destination key 1. Press the destination key for the desired subscriber. 2. Lift the handset. Related topics: Assigning functions or call numbers to keys Calling a person from the call log 1. Press the Call Log or the Redial button. 2.

  • Page 15: Calling A Person From A Central Phone Book Entry

    You can also search for a name or call number by using an asterisk “*” as a wild card (as you can on your PC). For example, if you input *mobile, all entries which include the string “mobile” will be displayed. 3.

  • Page 16: Requesting Automatic Callback

    Making calls a. To continue the call using the handset, lift the handset. To return to the speakerphone, press the Speaker button once more. b. To end the call, press the Speaker button. Requesting automatic callback If an internal call number you dialed is busy or unanswered, use this procedure if you want your telephone system to call you back when the number is no longer busy.

  • Page 17: Joining Another Call (Cut-In)

    The status information Redial repeat every 30 s is shown. 3. Replace the handset, if you have lifted it. Automatic redial is stopped if you press any button or lift the handset. After you have finished you will be asked Continue redial ? Joining another call (cut-in)* You call an internal extension.
  • Page 18 Making calls 1408/1416 User Guide January 2010...

  • Page 19: Chapter 3: Handling Calls

    Chapter 3: Handling calls Introduction to handling calls When you receive an incoming call your telephone rings, the Incoming Call LED flashes and the call is indicated in the display. You can lift the handset or use the Speaker button and talk with the handset on-hook. You are also able to answer an incoming call ringing at another telephone in your telephone system, or put an incoming call on hold until you are able to answer the call.

  • Page 20: Putting A Call On Hold

    Handling calls You can also pick up calls by entering a code, if your telephone system is administered for the pick-up function. See your system administrator for more information. Related topics: Setting up a macro (diversion and pick-up) Putting a call on hold You can put an active call on hold or an incoming call that you have not yet answered.

  • Page 21: Transferring A Call

    The display is deactivated and the call number is not stored in all the call log lists. 2. To reactive the display, press the Display softkey again. Note: When you deactivate your telephone display, the call number is not stored in the call log. Transferring a call 1.

  • Page 22: Turning Second Incoming Call On Or Off

    3. Press the On/Off softkey. 4. Press the Done softkey. 5. To activate the second call again from the Avaya Menu select Settings > Display/ Acoustics > Second call and change the setting with the On/Off softkey. Referring back during a call (consultation call) Use this procedure to make a consultation call while on a call.

  • Page 23: Chapter 4: Call Diversion

    Related topics: Setting up a macro (diversion and pick-up) Diverting calls You want to divert your calls to someone else. 1. Press the Avaya Menu button. 2. Select Divert call . 3. Press the OK button. 1408/1416 User Guide on page 76...

  • Page 24: Automatic Call Diversion

    Defining automatic call diversion * Use this procedure to define the call number, time slot and weekdays, when you want all your calls diverted automatically. 1. Press the Avaya Menu button. 2. Select Divert call . 3. Press the OK button.

  • Page 25: Diverting Calls Automatically

    Diverting calls automatically * Use this procedure to automatically divert your incoming calls according to the time slot, weekday, and call number you have defined. 1. Press the Avaya Menu button. 2. Select Divert call . 3. Press the OK button.
  • Page 26 Call diversion 1408/1416 User Guide January 2010...

  • Page 27: Chapter 5: Follow-Me

    Chapter 5: Follow-me Introduction to follow-me * When you are going to visit several colleagues one after the other and don't want to miss any call arriving meanwhile, you use the follow-me function. This function allows you to use other telephones to set up or change the call diversion on your telephone.

  • Page 28: Switching Off Follow-Me On Your Own Telephone

    Follow-me 1. Lift the handset. 2. Press asterisk * . 3. Enter the second code. 4. Dial your own call number. 5. Replace the handset. Switching off follow-me on your own telephone When you are back at your own telephone, you switch off the follow-me function. 1.

  • Page 29: Chapter 6: Three-Party Conference

    Chapter 6: Three-party conference Introduction to three-party conference calls You can use a three-party conference call to speak with two people at different locations on the same call. If the Multiple Conference feature has been enabled in your telephone system, up to seven people can be included in the conference call.

  • Page 30: Connecting Conference Participants With Each Other

    Three-party conference 1. Select the call number menu item of the participant with whom you want to talk privately. 2. Press the OK button. You can talk privately with the desired participant, while the other call is on hold. 3. To return to the conference press the Conference button or select conference with from the menu.

  • Page 31: Chapter 7: Multiple Conference

    Chapter 7: Multiple conference * Introduction to multiple conference calls If the Multiple conference feature has been enabled in your telephone system for your extension, you can include up to seven people in a conference call. (Otherwise you can use the three party conference.) The person who is responsible for initiating the conference is the controller.

  • Page 32: Adding A Participant To A Multiple Conference Call

    Multiple conference * Adding a participant to a multiple conference call 1. While active on a call, press the Conference button. The multiple conference is put on hold. 2. Enter the call number for the additional participant. When the additional participant answers, the multiple conference is reactivated including the new one.

  • Page 33: Adding A Waiting Participant To A Multiple Conference

    Adding a waiting participant to a multiple conference You are controller of a multiple conference having several waiting participants. That is, there are several refer-backs waiting. You can switch from one to another. 1. Select the appropriate refer-back back to ... 2.

  • Page 34: Ending The Multiple Conference Call As Controller

    Multiple conference * 1. Select Transfer conference ... 2. Press the OK button. The multiple conference continues without a controller, but at the original controller’s responsibility. When you are in the state Hold/Retrieve locked/disabled, you can alternatively replace the handset. Ending the multiple conference call as controller To end a multiple conference call as controller, replace the handset or press the Drop button.

  • Page 35: Disconnecting From A Multiple Conference Call As Passive Participant

    Disconnecting from a multiple conference call as passive participant To disconnect from a multiple conference call as passive participant, replace the handset or press the Drop button. 1408/1416 User Guide Disconnecting from a multiple conference call as passive participant January 2010...
  • Page 36 Multiple conference * 1408/1416 User Guide January 2010...

  • Page 37: Chapter 8: Managing The Call Log

    Chapter 8: Managing the call log Call log You can use the call log to view a list of your recent calls or view separate lists of your outgoing, answered, or missed calls. Icons indicate the history of the calls: Icon >>...

  • Page 38: Removing An Entry From The Call Log

    Managing the call log The detailed display of the appropriate entry is shown. Removing an entry from the call log 1. Press the Call Log or the Redial button. 2. Press the left/right arrow button, to select the appropriate list. 3.

  • Page 39: Chapter 9: Managing The Phone Book

    Chapter 9: Managing the phone book Introduction to the phone book Your telephone has a personal phone book. There you can store up to 268 phone numbers with their associated names, which are available only on your telephone. You can then dial phone book numbers quickly and easily. You can modify the individual phone book entries yourself.

  • Page 40: Adding An Entry From The Call Log To The Phone Book

    Managing the phone book Adding an entry from the call log to the phone book 1. Press the Call Log or the Redial button. 2. Select the desired call number. 3. Press the Details softkey. 4. Press the Down navigation button 5.

  • Page 41: Deleting An Entry

    Deleting an entry 1. Press the Phone book / Contacts button. 2. Select the entry you want to delete. 3. Press the More softkey. 4. Press the Delete softkey. 1408/1416 User Guide Deleting an entry January 2010...
  • Page 42 Managing the phone book 1408/1416 User Guide January 2010...

  • Page 43: Chapter 10: Voicemail System

    Chapter 10: Voicemail System Introduction to voicemail Callers can leave messages for you similar to an answering machine, if a voicemail system is connected to your telephone system. You can call to retrieve these voice messages. Further more you can receive conventional text messages from a server. The light at the right upper corner of your telephone indicates that you have voicemail messages waiting.

  • Page 44: Deleting All Messages

    Voicemail System The appropriate entry flashes. Press the Clear button once more or the OK button to confirm. Deleting all messages The light at the right upper corner of your telephone indicates that you have voicemail messages waiting. 1. Press the Message button. 2.

  • Page 45: Chapter 11: Partners

    Assigning functions to keys Creating a destination key Setting up partner names You can allocate a long and a short name to each partner call number. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications/Partner.

  • Page 46: Calling Partners

    Partners 11. Press the OK button. 12. Select the call number of the desired partner. 13. Press the OK button. 14. Select Long name. 15. Enter the appropriate name. 16. Select Short name. 17. Enter the appropriate name. 18. Press the Done softkey. Calling partners 1.

  • Page 47: Hiding Partner Keys

    1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications/Partner. 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Adapt my partners…. 9. Press the OK button.

  • Page 48: Activating Partner Beep

    13. Press the Done softkey. Activating partner beep Use this procedure if you want to hear a short tone (beep) every time your partner is called. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 49: Assigning Partners On The Button Module

    Use this procedure to transfer all your partners from your telephone's keys to the keys of a button module. Note: The button module is not supplied as standard with your telephone. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications/Partner.

  • Page 50: Diverting Partner Calls To Your Telephone

    Diverting partner calls to your telephone You want to answer calls on behalf of your partners. Use this procedure to divert their calls to your own telephone. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 51: Diverting Calls From One Partner To Another

    Diverting calls from one partner to another * If you have the appropriate authorization, you can set up a partner diversion from any partner to another. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 52: Diverting Partner Calls To Partners, Extended

    A maximum of five status displays for extended partner diversion can be displayed. Partner names are replaced by the number in extended partner diversion. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 53: Setting The Deputy Key

    Setting the deputy key * 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications/Partner. 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Set/delete partner div ….

  • Page 54: Removing A Partner From A Partner Group

    Partners 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications/Partner. 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Adapt partner group size. 9. Press the OK button.

  • Page 55: Restricting Partner Signaling

    Use this procedure if you don't want the partners displays to show whether you are on a call, whether you are being called, whether a call diversion exists for you, etc. The "Restrict partner signaling" function must be enabled by your system administrator. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 56: Setting Up A Connection For A Partner

    Partners 1. Press the Executive key. 2. Press the partner key of the partner for whom you want to reserve a line. 3. Press the OK button. The status message Line busy appears in the display of the partner telephone. The partner can continue to dial as usual.

  • Page 57: Dealing The Filtering Function As An Executive

    The system administrator initializes the filtering function and sets up the filtering groups. Filtering can be activated for one executive to several receptionists. One receptionist can deal filtering for several executives. You as a member can assign the function keys for filtering, only if the filtering function has been initialized by your administrator.

  • Page 58: User Guide January

    Partners 1408/1416 User Guide January 2010...

  • Page 59: Chapter 12: Private User Mobility

    Chapter 12: Private User Mobility Private User Mobility * The Private User Mobility feature allows you to log on to any telephone inside the telephone system and have access to your personal settings (call list, redial, call diversion, and callbacks). Callers will reach you on this telephone when they dial your call number.

  • Page 60: Logging Off The Telephone

    Private User Mobility Logging off the telephone Press the Log out user function key. Your personal settings (call list, redial, call diversion, callbacks entered) are cleared. Note: You are logged off automatically if another subscriber logs on to this telephone. 1408/1416 User Guide January 2010...

  • Page 61: Chapter 13: Favorite Screen

    Displaying the favorite screen in the idle mode You can set your telephone to show the favorite screen in the idle mode instead of the telephone status. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 62: Entering A Function Into The Favorite Screen

    8. Press the Save softkey. Entering a function into the favorite screen You can add your favorite functions into the favorite screen for easy access. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Keys.

  • Page 63: Deleting A Function Or A Destination From The Favorite Screen

    4. Select Keys. 5. Press the OK button. 6. Select Set destination keys ... 7. Press the OK button. 8. Select Edit destination key ... 9. Press the OK button. 10. Select Press destination key. 11. Press the OK button. 12.
  • Page 64 Favorite screen 1408/1416 User Guide January 2010...

  • Page 65: Chapter 14: Customizing Your Telephone

    It also provides procedures to manage your function and destination keys, save personal data, manage VIP functions, make anonymous calls, and turn direct dialing on or off. These procedures are performed using options provided in the Avaya menu. Setting parameters for your telephone Turning acoustic signaling on or off You can set the signal tone, ringing tone, and VIP ringing tone to on or off.

  • Page 66: Changing The Acoustic Signaling

    Use this procedure to change the volume of several tones. You can change the individual settings during a call by pressing + or - on the Volume button. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 67: Setting The Ringing Tone Melody

    Setting the ringing tone melody You can assign different melodies to incoming calls (internal, external, VIP and partner / line). 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Display/Acoustics. 5. Press the OK button.

  • Page 68: Setting The Contrast And The Brightness

    Customizing your telephone Setting the contrast and the brightness 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Display/Acoustics. 5. Press the OK button. 6. Select Set contrast or Set brightness. 7. Increase or reduce the contrast or brightness with the right or left navigation button.

  • Page 69: Displaying Your Name And Call Number On Your Telephone

    1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Display/Acoustics. 5. Press the OK button. 6. Select Set handsfree. 7. Press the Change softkey to select one of the following. • echo • normal •...

  • Page 70: Displaying Time Zones

    Customizing your telephone 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Keys. 5. Press the OK button. 6. Select Key beep (off). 7. Press the OK button. 8. Press the On/Off softkey.

  • Page 71: Function And Destination Keys

    When using the central lock in your telephone system, the emergency numbers are those defined in your telephone system, not the emergency numbers you saved on your telephone. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 72: Assigning Functions To Keys

    Assigning functions to keys Functions which you use frequently can be assigned to programmable function keys. You can then execute these functions simply by pressing the appropriate keys. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 73: Creating A Destination Key

    Creating a destination key 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Keys. 5. Press the OK button. 6. Select Set destination keys. 7. Press the OK button. 8. Confirm Set new destination with OK button.

  • Page 74: Changing An Existing Destination

    15. Press the Save softkey. Related topics: Entering a destination into the favorite screen Changing an existing destination 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Keys. 5. Press the OK button.

  • Page 75: Deleting Key Assignments

    You can also change the existing destination by pressing the associated function key and select the Edit destination key menu item. Deleting key assignments 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Keys.

  • Page 76: Setting Up A Macro (Diversion And Pick-Up)

    You can assign multi-step macro functions to your telephone’s function keys, the multi-step macro functions are applicable to the Avaya 1416 Telephone. This means that you can, for example, activate and deactivate a fixed call diversion by pressing a single key. If you assign a partner diversion to a function key, you can activate a partner diversion or switch between two fixed diversion destinations by pressing a single key.

  • Page 77: Relocating The Telephone

    Relocating the telephone 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Security. 5. Press the OK button. 6. Select Relocate. 7. Press the OK button. The data is saved locally in the telephone. The status message Relocation prepared appears.

  • Page 78: Saving Data Locally

    Customizing your telephone Saving data locally 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Security. 5. Press the OK button. 6. Select Save data. 7. Press the OK button. 8. Select Save data locally.

  • Page 79: Saving Data Centrally

    Saving data centrally 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Security. 5. Press the OK button. 6. Select Save data. 7. Press the OK button. 8. Select Save data centrally. 9. Enter your PIN.

  • Page 80: Vip Functions

    1. Using the executive telephone as a two-way intercom system to the secretary Setting up the executive telephone 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select VIP. 5. Press the OK button.

  • Page 81: Setting Up The Secretary Telephone

    Several settings have to be made on the secretary phone for this purpose. 17. Press the Done softkey. Setting up the secretary telephone 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select VIP.

  • Page 82: Making Announcements From The Executive Telephone

    16. Press the Change softkey. 17. Press the Done softkey. 2. Making announcements from the executive telephone Setting up the executive telephone 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select VIP. 5. Press the OK button.

  • Page 83: Setting Up The Secretary Telephone

    • Ind.emerg.call • Partner 12. Press the OK button. 13. Select the entry for the secretary telephone. 14. Press the OK button. 15. Select sent to user. 16. Press the Change softkey several times, if necessary, until the setting announcem. is displayed.

  • Page 84: Making Anonymous Calls

    Making anonymous calls You can determine whether your phone number is to be shown to the other parties. This function must be enabled in the communication server. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.

  • Page 85: Accepting Calls Automatically (Handsfree Answer Back)

    This means that you can speak to the caller right away. 1. Press the Avaya Menu button. 2. Select Settings.

  • Page 86: Turning Csta Answer Call On Or Off

    When the CSTA Answer Call function is activated in your telephone system a CSTA Answer Call icon appears on your PC monitor screen. You can select this icon to answer an incoming call on your telephone in handsfree mode. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button.
  • Page 87 Turning CSTA Answer Call on or off * 9. Select one of the following: On or Off. 10. Select the Done softkey. 1408/1416 User Guide January 2010...
  • Page 88 Customizing your telephone 1408/1416 User Guide January 2010...

  • Page 89: Chapter 15: Using The Avaya Menu

    Chapter 15: Using the Avaya Menu Introduction to the Avaya menu This chapter provides the procedures to manage call charges, lock your telephone, manage your appointments, and customize your telephone. These procedures are performed using options provided in the Avaya menu.

  • Page 90: Viewing The Charge Display

    Using the Avaya Menu Viewing the charge display 1. Press the Avaya Menu button. 2. Select Charges. 3. Press the OK button. The charges for the last call are selected. 4. To view charges for one of the last four calls, select the appropriate line.

  • Page 91: Recording Charges For Private Calls And Projects

    5. Press the Change softkey. 6. Press the Done softkey. Recording charges for private calls and projects * You want to dial a number with a project PIN or private PIN. 1. Enter the external line code that is set up in your telephone system for dialing with a project or private code, e.g.

  • Page 92: Changing The Pin

    If central locking is enabled in the system, the default PIN is "00000" (if five-digit) or "000000" (if six-digit). Contact your system administrator for more information. 1. Press the Avaya Menu button. 2. Select Lock . 3. Press the OK button.

  • Page 93: Unlocking The Telephone

    The status information is cleared. Setting automatic locking * If Automatic locking has been activated, the telephone will be locked every day at the same time. 1. Press the Avaya Menu button. 2. Select Lock. 3. Press the OK button. 4. Select Automatic locking.

  • Page 94: Managing Appointments

    The Appointment expired message remains in the display until you have scrolled through all the expired entries (marked with "!") in the Appointments menu. Entering a new appointment 1. Press the Avaya Menu button. 2. Select Appointments. 3. Press the OK button.

  • Page 95: Acknowledging An Appointment

    If you specified a call number when entering the appointment, it is displayed now. 2. Lift the handset or press the Speaker button to dial the desired call number. Viewing appointments 1. Press the Avaya Menu button. 2. Select Appointments. 3. Press the OK button.
  • Page 96 Using the Avaya Menu 4. Select the desired appointment. 5. Press the OK button. 6. Press the Delete menu item. 1408/1416 User Guide January 2010...

  • Page 97: Chapter 16: Menus

    Chapter 16: Menus Menu overview The following table contains an overview of the menu structure of the Avaya 1400 Series telephones. The first three menu levels are shown. The menu structure shown here may differ from the actual menu structure on your telephone. Deviations from the menu overview shown here may arise due to the features used, the accessories in use and the assignment of the function keys.
  • Page 98 Menus Menu item in basic menu Appointments Charges Lock 1408/1416 User Guide One menu level lower One menu level lower Weekday 2 Call diversion key 1 Number: Call diversion key 2 Number: Partner diversion Partner diversion from my Phone Partner diversion to my Phone Partner diversion from/to others...

  • Page 99: Menu Settings Overview

    Time zones Settings Menu settings overview The following table contains an overview of the settings menu structure of the Avaya 1400 Series telephones. Three menu levels are shown starting with the appropriate settings submenu. Menu item in setting menu...
  • Page 100 Menus Menu item in setting menu Keys 1408/1416 User Guide One menu level lower One menu level lower Headset volume Select Ringer melody… Set contrast Set brightness Switch language Number and variety of languages depends on the software image loaded in the telephone Set handsfree Set own call number Name...
  • Page 101 Menu item in setting menu Dial settings Applications Security 1408/1416 User Guide One menu level lower One menu level lower Key beep Anonymous call DTMF duration Direct dial Direct dest. dial Direct digit dial Refer-back dest Part of group line Partner Adapt my partners Set/delete partner...
  • Page 102 Menus Menu item in setting menu Info/Service Remote Headset Display call list 1408/1416 User Guide One menu level lower One menu level lower Info HW type, Refer. no, Bootstrap, Software, Load date, Protocol, Serial no. Tone ringing sounding Display test procedure Set contrast Set brightness Test LED...

  • Page 103: Chapter 17: Appendix Remote Features

    Chapter 17: Appendix Remote features Introduction to remote features Use these procedures at different locations (for instance at home) being connected to your telephone system via a public network. You can make external calls using the telephone system or you can divert incoming calls from your telephone to another destination. Calling remote using the system * You can call your telephone system from outside, e.g.
  • Page 104 Appendix Remote features This is possible from any telephone with DTMF suffix dialling. In many cases, you can use only certain pre-set telephones for this feature. Your system administrator will inform you. "Changing call diversion remotely" must be enabled by your system administrator. Your system administrator will also tell you the source discrimination code and whether a PIN is required.

  • Page 105: Chapter 18: Auxiliary Devices

    Button module BM32 A BM32 button module provides 32 buttons. You can connect one or two BM32 to your Avaya 1416 telephone. No button module can be connected to the Avaya 1408 telephone. Your system administrator can assign the buttons according to your preferences. The following options are available to you: •...

  • Page 106: Using The Button Module Bm32

    Auxiliary devices Use the BM32 buttons just like the destination or partner keys located directly on your telephone: Lift the handset and then press the button for the desired subscriber. Using the button module BM32 Use the BM32 buttons like the destination or function keys located on your telephone. To make a call, press the button for the desired person.

  • Page 107: Using A Headset

    Using a headset You can connect a headset to your telephone. Before you can use a cordless convenient headset you must activate it. Caution: Prevent damage to your hearing! If you use a headset continually, loud sounds in the earphone can, over a long period of time, lead to hearing damage. Therefore, always reduce the volume during loud conversations to a pleasant level (use the —...
  • Page 108 Auxiliary devices • Instead of pressing the HEADSET key on the telephone, you have to press the Talk button on the headset itself. Do not press the HEADSET key on the telephone. Otherwise you will not be able to answer or to end calls as usual. •...

  • Page 109: Chapter 19: Appendix Contact Center

    Chapter 19: Appendix Contact Center If you are agent of a Contact Center and want to know what functions and buttons does your telephone provide for this purpose, look it up. Refer to your system administrator or your supervisor, if you need more information. The system administrator is in charge of your telephone system, to set the Auto answer mode for instance or to control the usability of certain features.

  • Page 110: Contact Center Buttons

    Appendix Contact Center You are prompted by Enter job code in the display. Enter the appropriate job code and press the Send softkey. If you don't enter a correct job code in a certain time, you are reminded by Job code missing or by Invalid job code (if your input is wrong). Requesting help of the supervisor If you need help during a Contact Center call, there are two steps for requesting supervisor support: either silent monitoring (called Supervisor Assistance) or intervention moreover...
  • Page 111 blinking Cancel Wrap-up time Pressing this button you can finish the Wrap-up time. It is activated either automatically by the system or manually by pressing the Wrap-up time manual button (no toggle function). The LED as well as the display inform you about the Wrap-up time state. Red LED Green LED Wrap-up time manual...
  • Page 112 Appendix Contact Center The LEDs are off. Supervisor Assistance This toggle button controls your request for silent Supervisor Assistance. To withdraw your request press it once more. Red LED Green LED blinking Supervisor Emergency This toggle button controls your request for intervention, called Supervisor Emergency. To withdraw your request press it once more.

  • Page 113: Chapter 20: Abbreviations

    Chapter 20: Abbreviations Abbreviation TAPI 1408/1416 User Guide Description Computer Telephony Integration External Line Code Button module socket Manufacturer Serial Number Personal Identification Number Private User Mobility Terminal Configuration Manager Telephony Application Programming Interface Universal Serial Bus Very important person January 2010...
  • Page 114 Abbreviations 1408/1416 User Guide January 2010...

  • Page 115: Index

    ... pick-up ... second call ... somewhere else ... appointment ... delete ... automatic diversion ... Avaya menu ... beep ... BM32 ... brightness ... button module ... buttons ... call charges ... call diversion ... changing remotly ...
  • Page 116 Index time zones ... diverting ... after time ... automatic ... automatically ... on busy ... partner calls ... to partners ... unconditional ... do not disturb ... double call ... DTMF suffix dialling ... editing phone book entry ... ending ...
  • Page 117 overview ... parameters ... participant ... partner setting up a connection ... partner group ... partner key ... LEDs ... partners ... activating beep ... adding ... answering ... assigning button module ... calling ... diverting ... executive line ... hiding keys ...
  • Page 118 Index VIP ringing tone ... voicemail ... wrap-up time ... 1408/1416 User Guide January 2010...

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