Avaya 9640G User Manual
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Avaya 9640G User Manual

Avaya 9640G User Manual

One-x deskphone sip
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See also: Installation and Maintenance Manual , Installation Manual
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Avaya one-X
Deskphone SIP for
9640/9640G IP Telephone User Guide
16-602403
Issue 5
July 2011

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  • Page 1 ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide 16-602403 Issue 5 July 2011...
  • Page 2 Avaya does not guarantee that these links will work all the time and has 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 for 9640/9640G IP Telephone User Guide July 2011 Comments? infodev@avaya.com...

  • Page 5: Table Of Contents

    Chapter 1: Introduction to the 9640/9640G SIP Deskphone... Overview... 9 Navigation tips... 11 About icons... 12 Administrative messages... 13 Telephone stand... 13 Chapter 2: Avaya Menu... Options & Settings... 15 Setting the Phone Screen on calling... 16 Setting the Phone Screen on ringing... 17 Displaying call timers...
  • Page 6 Picking up a call from your pickup group... 66 Calling someone in your intercom group... 66 Tracing a malicious call... 67 Recording a call... 67 Making a priority call... 68 ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011...
  • Page 7 Chapter 15: About locking and logging in to and out of your telephone... Logging in to your telephone extension... 77 Locking and unlocking your telephone... 78 Logging out of your telephone extension... 78 Index... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011...
  • Page 8 ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011...

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

    The 9640/9640G Deskphone provides this information in color. The "G" designation in 9640G means this deskphone model has a built-in Gigabit Ethernet adapter which speeds data transmission. A deskphone with the "G" designation is otherwise identical to its 9640 counterpart in terms of features and functionality.
  • Page 10 Introduction to the 9640/9640G SIP Deskphone The following table provides button/feature descriptions for the 9640/9640G deskphone. Name Top Line Title Line Prompt Line Call Appearances The number of lines available to make or receive calls (call Lines ™ Avaya one-X...

  • Page 11: Navigation Tips

    A navigation icon appears in the telephone display to indicate that you can scroll to more options or information. Use the up and down navigation arrows to scroll up or down through lists;...

  • Page 12: About Icons

    You can also select a line or feature without scrolling by pressing the corresponding line button. About icons Icon ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Description Missed call; a call was not answered or was forwarded to voice mail. Incoming call is alerting. Call is active.

  • Page 13: Administrative Messages

    Telephone stand Your telephone can be placed in two positions, a lower position and an upright position. 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.
  • Page 14 Introduction to the 9640/9640G SIP Deskphone ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011 Comments? infodev@avaya.com...

  • 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

    2. Press Home. 3. Select Options & Settings... 4. Press Select or OK. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide on page 28 for more information. Comments? infodev@avaya.com Setting up speed dialing on page 28 ®...

  • Page 17: Setting The Phone Screen On Ringing

    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... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Options & Settings July 2011...

  • Page 18: Setting Redial Options

    When the Visual Alerting option is turned on, incoming calls cause the LED in the top right corner of the phone to flash. You can turn Visual Alerting on or off. Procedure 1. Press Avaya Menu. 2. Select Options & Settings... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 19: Setting The Audio Path

    (off-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 ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Options & Settings July 2011...

  • Page 20: Personalizing Button Labels

    4. Select Call Settings. 5. Press Select or OK. 6. Select Dialing options. If your telephone does not display this option, your administrator has not made this feature available. 7. Press Change or OK or the Right/Left Arrows to toggle between On-hook and Editable.

  • 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

    3. Select Options & Settings... 4. Press Select or OK. 5. Select Screen & Sound Options... 6. Press Select or OK. 7. Select Brightness or Contrast. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 23: Turning Button Click Sounds On And 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.

  • Page 24: Changing The Ring Pattern

    If your system administrator has set up an alternate background choice, you can change the logo your screen displays. Procedure 1. Press Avaya Menu. 3. Select Options & Settings... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 25: Integrating Other Applications With Your Phone

    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. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Options & Settings July 2011...

  • Page 26: Turning Automatic Gain Control On Or Off

    Turning automatic gain control on or off Procedure 1. Press Avaya Menu. 2. Select Options & Settings... 3. Press Select or OK. 4. Select Advanced Options... 5. Press Select or OK. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 27: Changing The Language

    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... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Options & Settings July 2011...

  • Page 28: Setting Up Speed Dialing

    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. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 29: Changing The Skin

    To add a favorite feature, select an assignment line and press the Features softkey. 7. Scroll to the contact/feature you want and press Select or OK. 8. If you are assigning a favorite contact, select the telephone number you want to use to call this favorite person. 9. Press Save.
  • Page 30 Avaya Menu 7. Press Change or OK or use the Right/Left arrows to select the skin you want. 8. Press Select or OK. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 31: Chapter 3: Answering A Call

    An incoming call displays as a green line with a ringing bell icon. To answer the call just touch the call appearance line. Note: If your telephone is administered with non-typical settings, you may experience call handling differences from the steps described here. Also, note that the phone will auto-scroll in certain instances to present you with significant incoming calls.

  • Page 32: 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 for 9640/9640G IP Telephone User Guide on page 17. Comments? infodev@avaya.com July 2011...

  • Page 33: Transferring A Call

    (highlighted), select the line on which the call to be transferred appears. 2. Press Transfer. 3. Dial the telephone number, or call the person from the Contacts list, or call the person from the Call Log list. 4. If unattended transfers have been administered, you can hang up now if you do not want to announce the call.
  • Page 34 Answering a call ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011 Comments? infodev@avaya.com...

  • Page 35: Chapter 4: Making A Call

    1. Press the Emerg. softkey. If you do not see an Emerg. softkey, pick up the handset or press the Phone button, then press the Emerg. softkey. 2. If the telephone prompts "Do you want to make an emergency call?" press the Yes softkey.

  • Page 36: Redialing A Number

    To assign speed dial numbers to up to 10 contacts, see page 28 ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide on page 18 for information on redial settings. Comments? infodev@avaya.com Setting Redial Setting up speed dialing...

  • Page 37: Autodialing A Pre-Assigned Number

    To change the character format press the 123/abc softkey. 3. Press Call or OK. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Autodialing a pre-assigned number Assigning labels to on page 61 Setting...

  • Page 38: 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 for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 39: Calling A Person From The Directory

    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 for 9640/9640G IP Telephone User Guide on page 49. Calling a person from the directory July 2011...
  • Page 40 Making a call ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011 Comments? infodev@avaya.com...

  • Page 41: Chapter 5: Forwarding Calls

    If available, your call forwarding features are listed on a Forwarding features menu. Procedure 1. Press Forward to access the main Forwarding menu. 2. Select Call Fwd. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011...

  • Page 42: 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 for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 43: Chapter 6: Using The Conference Feature

    1. From the Phone screen, select your active call. 2. Press Conf. 3. Dial the telephone number, or call the person from the Contacts list, or call the person from the Call Log list. 4. When the person answers, press Join or OK to add the person to the existing call.

  • Page 44: 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 for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 45: Chapter 7: Using Bridged Call Appearances

    You can also make outgoing calls on a bridged call appearance when it is not in use.

  • Page 46: Making An Outgoing Call On A Bridged Line

    Making an outgoing call on a bridged line About this task When you make a call on a bridged line, you are using another telephone user’s line. The caller ID associated with the call you are making may show the call as coming from you or coming from the person whose line you are using.

  • Page 47: Transferring A Bridged Call To Its Own Voice Mail

    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 for 9640/9640G IP Telephone User Guide Transferring a bridged call to its own voice mail July 2011...
  • Page 48 Using bridged call appearances ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011 Comments? infodev@avaya.com...

  • Page 49: Chapter 8: Using The Contacts Feature

    Chapter 8: Using the contacts feature You can save up to 250 names and up to 6 telephone numbers per name. When you press the Contacts button, you are automatically put into Contacts search mode. Note: When you press the Contacts button you may not see all the functionality described in this chapter.

  • Page 50: 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 for 9640/9640G IP Telephone User Guide Note: Comments? infodev@avaya.com July 2011...

  • Page 51: Editing A Contact

    6. Press Save or OK. Deleting a contact Procedure 1. Press Contacts. 2. Select the contact you want to delete. 3. Press More > Delete. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Editing a contact July 2011...
  • Page 52 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 for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 53: 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 for 9640/9640G IP Telephone User Guide Calling a person from the call history on page July 2011...

  • Page 54: 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 for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 55: Turning Off Call Logging

    To turn off logging your calls, select Log Calls. To turn logging of bridged lines on or off, select Log Bridged Calls. 8. Press Change or OK to turn call logging on or off. 9. Press Save. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Turning off call logging July 2011...
  • Page 56 Call Log ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011 Comments? infodev@avaya.com...

  • Page 57: Chapter 10: Getting Your Messages

    Press the Message button to connect directly to your voicemail system. The lighted Message button and a red light on the upper right-hand corner of your telephone indicate when you have messages waiting. Your messages are an administered function. Contact your system administrator with any questions.
  • Page 58 Getting your messages ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide July 2011 Comments? infodev@avaya.com...

  • Page 59: Chapter 11: About Features

    Chapter 11: About Features Your administrator may have set up your telephone so that it presents the Features as described in this chapter together on one screen with your call appearances; if so, the features work as described in this chapter, but they do not appear on a separate Features menu.

  • Page 60: Accessing The Features Menu

    For models with LEDs, the LED next to the feature name indicates if the feature is currently on or off. If the light is on, the feature is on. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Common Abbreviation CPN Block CPN Unblock...

  • Page 61: Monitoring Other Extensions At A Glance

    Some labels are not editable. If you can't scroll to a certain line or hear an error tone when you press the line button, you cannot edit that label. 3. Press Edit or the OK button. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Monitoring other extensions at a glance July 2011...

  • Page 62: Setting Up Automatic Call Back

    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. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 63: Call Forwarding When Your Line Is Busy Or If You Don't Answer

    The Call Forward Busy/No Answer feature allows you to set a number to which your calls will be forwarded when your line is busy or when you don't answer a call. You must enter the telephone number where the calls will be forwarded each time you use this feature. Procedure 1.

  • Page 64: Displaying Your Extension On Outgoing Calls

    Use the Call Park feature to answer a held call at another extension if you are part of a telephone coverage or hunt group. For example, if you need to go to another location to verify some information, you can park your current call and answer it at another location within your group.

  • Page 65: Unparking A Call

    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 for 9640/9640G IP Telephone User Guide Unparking a call July 2011...

  • Page 66: 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. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 67: Tracing A Malicious Call

    Use the One Touch Recording (OTR) feature to record a malicious call on your voice mail system. This feature is available only if your administrator has set up the feature on your telephone. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Tracing a malicious call July 2011...

  • Page 68: Making A Priority Call

    Other parties on the call cannot hear the page, and the person who makes the page cannot hear anyone on the call. If the paged user has a display telephone, the paged user can see your caller ID. For example, users A and B are on a call. You have an urgent ™...

  • Page 69: Configuring Simultaneous Ringing For Multiple Telephones (Ec500)

    The EC500 feature allows you to have incoming calls to your desk phone ring on your office telephone and your 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.
  • Page 70 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 for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 71: Chapter 12: Browser

    The applications available through the Web browser vary depending upon how your telephone is configured. Contact your system administrator with any questions. Access the browser through the Avaya Menu. If you do not see the Browser option on the Avaya Menu, no Web applications are available for your phone.

  • Page 72: About Web Browser Icons And Labels

    Home or More X (Cancel) ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Description Softkey that exits the current Web application or function and displays the Home page. Softkey that refreshes the display (re-display the current Web page).

  • Page 73: 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 Calendar is active, a Calendar label displays beneath your last call appearance on the Phone screen.
  • Page 74 - Prev or Next to move backward or forward from one appointment to another. - To call the person with whom you have the appointment, a telephone number must be present on the Appointment detail screen. Call to call that person.

  • Page 75: Chapter 14: Limited Access During Failover

    • Messages like “Acquiring service” (if telephone registration has not completed), “Link recovery,” “Limited phone service” (if the telephone is unable to log in to any of the servers), and “Calls may be lost ” may inform you of a failover situation.
  • Page 76 “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 for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 77: Chapter 15: About Locking And Logging In To And Out Of Your Telephone

    Chapter 15: About locking and logging in to Logging in and out maintains your preferences, call information, and options if you share a telephone with other users. Lock your phone or log out to prevent unauthorized use of your telephone during an absence.

  • Page 78: Locking And Unlocking Your Telephone

    If you logged in to this phone as a guest user, the deskphone's original settings are restored upon logout. ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Comments? infodev@avaya.com July 2011...

  • Page 79: Index

    Button labels ... personalizing ... Button labels, restoring to default labels ... Button module, adjusting brightness or contrast ... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Index Calendar ... about ... reminders ... reviewing appointments on ...
  • Page 80 Features ... about ... accessing ... forwarding ... a call ... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide turning off ... Forwarding ... a call ... Forwarding calls ... about ... Guest login ... Handset ...
  • Page 81 ... page ... Parking calls ... Phone Screen on ringing ... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide setting ... Phone Screen Options on calling ... setting ... Phone Settings ... about ...
  • Page 82 ... Voice Mail, transferring bridged call to ... voicemail, logging in ... ™ Avaya one-X Deskphone SIP for 9640/9640G IP Telephone User Guide Web page ... navigating ... Whisper page ... July 2011...

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