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Summary of Contents for Avaya IP Office Basic 1400 Series
- Page 1 IP Office Basic Edition IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide - Issue 6b - (23 November 2011)
- Page 2 Avaya is not responsible for the contents or reliability of any linked Web sites consent of Avaya can be a criminal, as well as a civil, offense under the referenced within this site or documentation(s) provided by Avaya. Avaya is applicable law.
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Page 3: Table Of Contents
Contents 6.4 Deleting a Record ..............52 Contents 6.5 Deleting All Records ..............52 6.6 Adding a Record to Your Contacts ..............52 Introduction Button Programming 1.1 1403 Telephone ..............8 7.1 Programming a Button ..............54 1.2 1408 Telephone .............. -
Page 5: Introduction
Chapter 1. Introduction IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 5 IP Office Basic Edition - Issue 6b (23 November 2011) - Page 7 Introduction: 1. Introduction This guide covers the basic operation of Avaya 1400 Series phones on a IP Office Basic Edition - PARTNER Mode phone system. Key System or PBX System The IP Office Basic Edition - PARTNER Mode system can operate in either of two modes; key mode or PBX mode. Your system administrator will confirm the mode being used by your system.
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Page 8: 1403 Telephone
1.1 1403 Telephone The programmable buttons are numbered from 01 to 03 from left to right. · For systems running in key system mode, the first two programmable buttons, 01 and 02, are fixed as Intercom 1 and Intercom 2 buttons. ·... -
Page 9: 1408 Telephone
Introduction: 1403 Telephone 1.2 1408 Telephone The order of button numbering depends on the mode in which the system is running. · For systems running in key system mode, the programmable buttons are numbered from 01 from left to right, bottom to top. -
Page 10: 1416 Telephone
1.3 1416 Telephone The order of button numbering depends on the mode in which the system is running. · For systems running in key system mode, the programmable buttons are numbered from 01 from bottom to top. The first two buttons are fixed as intercom buttons Intercom 1 and Intercom 2. ·... -
Page 11: Dialing Codes
Introduction: 1416 Telephone 1.4 Dialing Codes The following features can be used by dialing the appropriate number. Feature Dial Summary Call Pickup 6 <Extension Number> Answer the longest waiting call ringing at an extension. Group Pickup 66 <Pickup Group> Answer the longest waiting call ringing any extension that is a member of the pickup group (1 to 4) selected. -
Page 12: Feature Codes
1.5 Feature Codes The following feature codes can be dialed from most phones after pressing Feature. Most of these features can also be assigned to programmable buttons. Feature Code Description Do Not Disturb This function allows you to switch do not disturb on or off. "... - Page 13 Introduction: Feature Codes Feature Code Description SD Card Serial Displays the feature key number of the System SD card. This is the number used for Number validation of licenses entered into the system configuration. System Speed Dial 600 to Dial the selected system speed dial number. Personal Speed Dial 80 to Dial the selected personal speed dial number.
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Page 15: Call Handling
Chapter 2. Call Handling IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 15 IP Office Basic Edition - Issue 6b (23 November 2011) -
Page 16: Making Calls
2. Call Handling 2.1 Making Calls 2.1.1 Making Internal Calls 1. If already on a call, end the call by pressing Drop or put it on hold by either pressing Hold or pressing the button which the call is on. 2. -
Page 17: Making External Calls
Call Handling: Making Calls 2.1.3 Making External Calls 1. If already on a call, end the call by pressing Drop or put it on hold by either pressing Hold or pressing the button which the call is on. 2. Press an idle Line Appearance or Call Appearance button. 3. -
Page 18: Making Page Or Direct Calls
2.1.4 Making Page or Direct Calls You can make calls that are automatically answered if the extension or extensions called support auto answer. There are two methods: page calls and direct voice calls, however the method for making both types of call is much the same. To Make a Direct Voice Call For a call to an individual extension, putting * in front of the extension number of the user being called makes the call a direct voice call. -
Page 19: Answering Calls
Call Handling: Making Calls 2.2 Answering Calls You can answer telephone calls that are ringing your extension or at another extension. If you regularly pick up calls for a specific extension you can program a call pickup button for that specified extension. 1. -
Page 20: Call Pickup
2.2.2 Call Pickup If you hear another phone ringing, there are a number of ways that you can answer the call if you know the user, group or line being called. 1. If already on a call, end the call by pressing Drop or put it on hold by either pressing Hold or pressing the button which the call is on. -
Page 21: Speed Dialing
Call Handling: Answering Calls 2.3 Speed Dialing There are a number of ways that you can dial a stored number. 2.3.1 System Speed Dials The system administrator can program up to 100 frequently used number as system speed dial numbers 600 to 699. Any user in the system can use a system speed dial by pressing FEATURE and dialing the three digit code of the system speed dial required. -
Page 22: Personal Speed Dials
2.3.2 Personal Speed Dials You can create up to 20 personal speed dial codes, 80 to 99, to store frequently dialed numbers. The numbers can be quickly dialed by pressing FEATURE and the two-digit code for that personal speed dial. The personal speed dial numbers programmed for a particular extension can only be used at that extension. -
Page 23: Auto Dialing
Call Handling: Speed Dialing 2.3.3 Auto Dialing An auto dialing button is used to store a frequently used or important number. Whenever the number needs to be dialed, pressing the button will dial the stored number. To Use an Auto Dial Button 1. -
Page 24: Adjusting The Volume
2.4 Adjusting the Volume While the phone is connected to a call you can adjust the volume. The volume that gets adjusted will depend on whether you are using the handset, speakerphone or headset at the time you use this process. 1. -
Page 25: Holding Calls
Call Handling: Mute 2.6 Holding Calls When you put a call on hold, you can make and receive other calls. However, if a call is left on hold for to long, by default 15 seconds, it will automatically alert your phone again if you are not on another call To Put a Call on Hold 1. -
Page 26: Transferring Calls
2.8 Transferring Calls You can transfer a call to another extension. 1. While the call is active, press TRANSFER. The call is put on hold and the green light next to the button flashes rapidly. 2. Make a call to the transfer destination. Then do one of the following: ·... -
Page 27: Conferencing Calls
Call Handling: Transferring Calls 2.9 Conferencing Calls The Conference feature allows you to conference other parties (including yourself) into a call. The system supports multiple conferences of up to 64 parties in total, including up to 2 external analog trunk in each conference. To Create a Conference Call 1. -
Page 28: Using Handsfree
2.10 Using Handsfree The telephone has a speaker and microphone which you can control using the SPEAKER button. · To make and answer calls handsfree, use the SPEAKER button in the same way as lifting or replacing the handset. The button is lit while the phone is in handsfree mode. ·... -
Page 29: Using A Headset
Call Handling: Using Handsfree 2.11 Using a Headset The telephone (except 1403 phones) has a headset socket which you can control using the HEADSET button. · To make and answer calls on the headset, use the HEADSET button in the same way as lifting or replacing the handset. -
Page 31: Other Features
Chapter 3. Other Features IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 31 IP Office Basic Edition - Issue 6b (23 November 2011) -
Page 32: Absent Text Messages
3. Other Features 3.1 Absent Text Messages The absent text message feature assists internal callers by displaying a message on their telephone. When another extension calls your extension, your active absent text message appears on the caller's display. To set and clear an absent text message you need to assign the feature to a programmable button with lights. The button can then be used to activate, select and deactivate the message. -
Page 33: Forwarding Calls
Other Features: Absent Text Messages 3.2 Forwarding Calls All external, internal and transferred calls directed to your extension can be diverted to a different internal extension number. You can enter the destination extension telephone number and select when calls are redirected using a programmed button. -
Page 34: Call Coverage
3.3 Call Coverage Call coverage is used to redirect all intercom, transferred, DID and outside calls on lines assigned to you to another extension. When call coverage is in use, covered calls are routed to the covering extension after a specified number of rings set by the system administrator. - Page 35 Other Features: Call Coverage To Create a Call Coverage Button (Not 1403) 1. Press the Admin soft key on the display. · If you access phone administration during a call, only the SPEAKER, MUTE and HEADSET buttons still affect the connected call. 2.
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Page 36: Locking Your Extension
3.4 Locking Your Extension You can use the lock feature to prevent unauthorized people from making outside calls from your extension while you are away from the extension. The user of the first extension on the system can unlock extensions without needing to know the code used to lock the phone. -
Page 37: Account Codes
Other Features: Locking Your Extension 3.5 Account Codes An account code is typically used to identify a department, project, or client for charge-back or tracking purposes. An account code can be either forced or optional. When an extension is set up with the forced account code feature, the user must enter an account code before they can dial outside calls To Manually Enter an Account Code 1. -
Page 38: Do Not Disturb
3.6 Do Not Disturb Use this feature to be able to press a programmed button to prevent incoming calls for the extension from ringing (lights may still flash). You can still use the extension to make calls and to answer calls using line appearance buttons. ·... -
Page 39: Do Not Disturb Exceptions
Other Features: Do Not Disturb 3.6.1 Do Not Disturb Exceptions You can create a set of up to 20 numbers, calls from which are able to still ring you even when you have do not disturb switched on. You can include wildcards in the number in order to create an exception for a range of numbers. 1. -
Page 41: Using Voicemail
Chapter 4. Using Voicemail IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 41 IP Office Basic Edition - Issue 6b (23 November 2011) - Page 42 4. Using Voicemail The telephone system includes embedded voicemail and each extension on the system has a voicemail mailbox by default. The message lamp on your phone is lit when you have new messages in your mailbox. Except for special cases, for example the extensions connected to the fax machine and loudspeaker, the mailboxes are used when the extension has calls it does not answer within a set time (by default 15 seconds though this can be adjusted for each extension by the system administrator).
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Page 43: Voicemail Coverage On/Off
Using Voicemail: 4.1 Voicemail Coverage On/Off Calls to your extension can be rerouted to your voicemail mailbox if you do not answer the call within a set number of rings, the default being 3 rings. This is called VMS Cover. The number of rings used for your extension is set by your system administrator. - Page 44 IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 44 IP Office Basic Edition - Issue 6b (23 November 2011)
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Page 45: Contacts
Chapter 5. Contacts IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 45 IP Office Basic Edition - Issue 6b (23 November 2011) -
Page 46: Viewing Contacts Details
5. Contacts The contacts directory contains system directory number, systems users and hunt groups and your own personal contacts. Not available on 1403 phones. This menu is accessed by pressing the key. It is used to display names and numbers that you can then use for making calls. -
Page 47: Make A Call From The Directory
Contacts: Viewing Contacts Details 5.2 Make a Call from the Directory You can use any directory contacts to make a call. You can also use the directory in almost any telephone function where you need to select the number for a destination, for example during transfers. ·... -
Page 48: Adding A New Contact
5.4 Adding a New Contact So long as the telephone system capacity has not been reached, you can add up to 100 personal directory entries. 1. Access your personal directory contacts: a. Press the CONTACTS key. The directory menu is displayed. b. -
Page 49: Call Log
Chapter 6. Call Log IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 49 IP Office Basic Edition - Issue 6b (23 November 2011) -
Page 50: Using The Call Log
6. Call Log This menu is accessed by pressing the CALL LOG or HISTORY key. Not available on 1403 phones. Making a Call · Viewing Call Details · Deleting a Record · Deleting All Records · Add a Record to Your Contacts ·... -
Page 51: Viewing Call Details
Call Log: Making a Call from the Call Log 6.3 Viewing Call Details You can view additional details about the currently shown call. 1. Access the call log. a. Press the CALL LOG or HISTORY button. b. The display will change to show your call log records. The caller's name is shown if known, otherwise the number. -
Page 52: Deleting A Record
6.4 Deleting a Record You can delete the currently displayed call record. 1. Access the call log. a. Press the CALL LOG or HISTORY button. b. The display will change to show your call log records. The caller's name is shown if known, otherwise the number. -
Page 53: Button Programming
Chapter 7. Button Programming IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 53 IP Office Basic Edition - Issue 6b (23 November 2011) -
Page 54: Programming A Button
7. Button Programming You can assign functions to the programmable buttons on your phone. However, you cannot override any Intercom, Call Appearance or Line Appearance buttons assigned by the system and your system maintainer. 7.1 Programming a Button Use the following process to set or change the function of a button. ·... -
Page 55: Button Functions
Button Programming: Programming a Button 7.2 Button Functions You can assign the following functions to programmable buttons on your phone. Function Description Absent Message This function allows you to set or clear an absent message for display on you phone. When set, the absent message is also displayed on other extensions when they call the user. - Page 56 Privacy This function allows you to turn privacy on or off. When on, other extensions are not able to bridge into your calls. Recall This function allows you to send a recall or hook flash signal. Saved Number Redial This function allows you to save the number dialed during a call and to redial that number when idle.
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Page 57: Phone Settings
Chapter 8. Phone Settings IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 57 IP Office Basic Edition - Issue 6b (23 November 2011) -
Page 58: Naming Your Extension
8. Phone Settings 8.1 Naming Your Extension You can assign a name to your extension, up to 20 characters long. The name is then displayed on the phone and also on other extensions when you make or receive calls. To change your extension name (Not 1403) 1. -
Page 59: Visual Alerting
Phone Settings: Naming Your Extension 8.2 Visual Alerting The message waiting lamp at the top-right corner of the phone can also be used to indicate when you have a call alerting your phone. The lamp is flashed to indicate a call waiting to be answered. 1. -
Page 60: Ringer Volume
8.5 Ringer Volume When the phone is not on any calls, you can adjust the volume used for the ringer. 1. With the phone idle, use the up arrow and down arrow keys to change the volume. 8.6 Display Brightness 1. -
Page 61: Error Tones
Phone Settings: Display Language 8.9 Error Tones 1. Press the MENU button. 2. Use the up and down arrow keys to locate Screen/Sounds or Screen & Sound Options. Press the Select soft key. 3. Use the up and down arrow keys to locate the option Error Tone. 4. -
Page 62: The Admin Menu
8.12 The Admin Menu The Admin option is used to access a series of menus for phone based administration. 1. Press the Admin soft key on the display. · If you access phone administration during a call, only the SPEAKER, MUTE and HEADSET buttons still affect the connected call. -
Page 63: The A Menu
Phone Settings: The Admin Menu 8.13 The A MENU MENU key is used to access a range of phone settings. These are mainly settings held by the phone, not the phone system. IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 63 IP Office Basic Edition - Issue 6b (23 November 2011) - Page 64 IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 64 IP Office Basic Edition - Issue 6b (23 November 2011)
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Page 65: A-Menu Auto Exit
Phone Settings: The A MENU 8.14 A-Menu Auto Exit The Show Phone Screen option only applies to the A-menu screens accessed when you press the key. If the option is on, if you receive a call while in the A-menu, the phone will automatically exit the menus and display the call details. 1. -
Page 67: Index
Index Count 51 Index Coverage Call Absent Text Message 32 Voicemail Account Code 37 Details Contact 48, 52 Call Log Alert Notification 55 Directory 48, 52 Call Log 48, 50, 51, 52 Edit 47, 48 Contacts 46, 47 Make call Answer a Call 19 Do Not Disturb 32, 38 Answered 48, 50, 51, 52... - Page 68 On holiday until 32 On vacation 32 Out to lunch 32 Outgoing 48, 50, 51, 52 Parking Calls 25 Persoanl Speed Dial 22 Personal 46, 47 Please call 32 Reason 51 Ring Again 16 Ring Back 16 Ring Time 51 Ringer Audible alerting on/off Ringer volume 24...
- Page 69 IP Office Basic Edition - PARTNER Mode 1400 Series Phone User Guide Page 69 IP Office Basic Edition - Issue 6b (23 November 2011)
- Page 70 Performance figures and data quoted in this document are typical, and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract. The company reserves the right to make alterations or amendments to the detailed specifications at its discretion. The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others.
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