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Avaya 46xx Manual

Avaya multivantage telephone system
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TELEPHONE TIPS

A Quick Reference Guide for the Avaya MultiVantage
Telephone System
46xx Model IP-Telephones
By Joseph T. Massey, Jr.
JTM Associates, Inc.
Revised 05-13-06
© 2006 JTM Associates, Inc. ®

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Summary of Contents for Avaya 46xx

  • Page 1: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones By Joseph T. Massey, Jr. JTM Associates, Inc. Revised 05-13-06 © 2006 JTM Associates, Inc. ®...

  • Page 2: Table Of Contents

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones TABLE OF CONTENTS Page Section Extension Format and Inter-Office Dialing Local Calling Long Distance Calling Telephones and Use Set ID Three Buttons Caller ID Screen – Multiple Pages...
  • Page 3 TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones TABLE OF CONTENTS Page Section Telephone Features Summary (concluded) In-Use/Feature Activated Indicator Busy Indicator Line Status Indicators Call Transfer/Conference Call Forward (Activate/Cancel) Forwarding to a Long Distance Number...

  • Page 4: Extension Format And Inter-Office Dialing

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Extension Format and Inter-office Dialing: Office extensions remain 4-digits. However, additional numbers have been obtained to support growth. • You must dial 4-digits when calling extensions.

  • Page 5: Telephones And Use

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephones and Use: • Please use the Dialing Instructions Card until you become familiar with the processes detailed on the card. This will provide Step-by-Step procedures for Transferring calls and programming functions.

  • Page 6: Caller Id

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephones and Use: (continued) • The Telephone Screen provides caller ID for incoming calls in the display area at the top of the phone. • When a call is received, the button ID associated with the call is displayed, e.g., a, b, c along with the Caller ID.

  • Page 7: Speaker Button

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephones and Use: (concluded) • The Telephone Instrument has a screen with multiple pages (4-pages 4610 model and 2-pages 462x model) of information and uses for the buttons down each side of the screen.

  • Page 8: Telephone Features Summary

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: • Send All Calls – The Send All Calls (SendAllCalls) feature button activates the Coverage Feature and sends all of your calls to a Receptionist, Assistant, or Voice Mail depending on individual telephone parameters.

  • Page 9: Call Log

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • EC500 – concluded o If your Cell Phone voice mail is programmed to answer in fewer rings than your office phone, or if your cell phone is turned-off or out of range, your office Voice Mail will not be able to answer a call when EC500 is active.

  • Page 10: Speed Dial (Sd) Buttons

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • Speed Dial Buttons – Speed Dial (SD) buttons (shown below) are those which you can program to dial numbers. o The number that is programmed is stored in the telephone system independent of the telephone instrument.

  • Page 11: Speed Dial Phone List

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • Speed Dial Phone List – The Telephone Instruments also provide Speed Dial that is programmed into the telephone instrument. o While this information is backed up to a server, it is possible that it could be lost.

  • Page 12: Label Button

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • Speed Dial Phone List – The Telephone Instruments also provide Speed Dial that is programmed into the telephone instrument (concluded).
  • Page 13 TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • Label – provides the ability to customize the label (concluded) o Busy 62925 is shown below before Labeling. o Busy 62925 is shown below after Labeling (David Douglass) Revised 05/13/06–...

  • Page 14: Directory

    Telephone Features Summary: (continued) • Directory – The (Directory) button, usually found on the 2 Screen/Page, provides the ability to spell an Avaya telephone system user’s name, find the number and, if desired, automatically call the person. To use: o Depress (Directory).

  • Page 15: In-Use/Feature Activated Indicator

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • In-Use/Feature Activated Indicator – When a feature is activated or a line/feature appearance of an extension is in-use, the associated button shading changes.

  • Page 16: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • Busy – A busy button changes shading when the associated telephone station is in use. (concluded) o The example below shows a button that has been programmed by Telecommunications with Priority Calling (SD sssssss).

  • Page 17: 46Xx Model Ip-Telephones

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • Line Status Indicators – Provide a visual indication of the line status as show in the example below: o Button 1 = Line is on Hold (Symbol matches Hold-button Symbol)

  • Page 18: Call Transfer/Conference

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) • Call Transfer/Conference – You can transfer any call and hang up leaving the parties connected as long as at least one of the following conditions is met: o One of the remaining parties is an extension on the system.

  • Page 19: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (continued) Call Transfer/Conference – You can transfer any call… (concluded) Party Answers. Announce Call. Depress Conference. 1 Party on (a) is combined with 3 Party on (b).

  • Page 20: Call Forward (Activate/Cancel)

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telephone Features Summary: (concluded) • Call Forward – The system provides the ability to forward calls to another phone. This is usually used when you are temporarily located in a Conference Room and wish to answer your calls there.

  • Page 21: Telecommuting Features

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telecommuting Features – The system provides the ability to remotely activate and cancel some features. This is done by dialing the Telecommuting Telephone Number, entering the feature code desired, followed by your Extension and Extension’s Security Code.

  • Page 22: Remote Forwarding (Activate/Cancel)

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telecommuting Features – The system provides the ability to remotely activate and cancel some features. This is done by dialing the Telecommuting Telephone Number, entering the feature code desired, followed by your Extension and Extension’s Security Code.

  • Page 23: Remote Send All Calls (Activate/Cancel)

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Telecommuting Features – The system provides the ability to remotely activate and cancel some features. This is done by dialing the Telecommuting Telephone Number, entering the feature code desired, followed by your Extension and Extension’s Security Code.

  • Page 24: Telephone Tips

    46xx Model IP-Telephones Voice Mail Telephone Access and Password: The new Avaya Modular Messaging voice mail system is integrated with Microsoft Exchange and your Outlook desktop Client. This will allow you to see and access voice mail and email messages from one screen.

  • Page 25: Voice Mail

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Telephone Access and Password: (concluded) When logging in through your telephone, the system will tell you how many unopened/unheard email/voicemail messages you have and how many opened (saved) messages you have in your in box.

  • Page 26: Voice Mail Message Playback

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback: The following screen shows an example of email and voice mail messages in Outlook 2003. The voice mail messages are indicated with a Telephone icon.

  • Page 27: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback: (continued) When a voice mail is opened in Outlook, a player is provided as shown below. A computer Icon (shown above) or Telephone Icon (shown below) is displayed in the player.

  • Page 28: Configuring Speakers Vs. Telephone

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: You can continue to use your telephone to retrieve voice mail as you have always done.

  • Page 29: Options

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) Receive the window below. Then click the Voice Mail tab at the top of the Options window.

  • Page 30: Options

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) Receive the Window below. Under Desktop User Interface, select the Desktop User Interface Options button.

  • Page 31: 46Xx Model Ip-Telephones

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) Receive the Window below. Select the Media Setup tab at the top of the Properties window.

  • Page 32: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) Receive the Window below. If the list box shows Multimedia, your Outlook is configured to play voice mail over your desktop/laptop speakers when you open the message.

  • Page 33: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) To play voice mail through your phone, click the list box and select Telephone as shown below.

  • Page 34: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) After setting your Outlook to Telephone in both conditions, as shown below, click either of the Configure buttons.

  • Page 35: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) Enter your 4-digit telephone extension number in the Extension Number field. This is the extension that the system will call to play voice mail messages to you. The system should display the default “Message Application Server Name”...

  • Page 36: Options

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Configuring Speakers vs. Telephone: (continued) Close the Options window by clicking OK. Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ®...

  • Page 37: Interchanging Between Speaker/Telephone Playback

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Interchanging Between Speaker/Telephone Playback: When you open a voice mail message in Outlook, the system will provide the Player Window as shown below. In the lower left corner of the player, there will be an Icon that either displays a Computer or a Telephone.

  • Page 38: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Interchanging Between Speaker/Telephone Playback: (continued) The picture below shows the Telephone Icon. If the Telephone Icon is displayed, the system will play voice mail to you over the telephone when you open the message.

  • Page 39: Telephone Tips

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Interchanging Between Speaker/Telephone Playback: (concluded) To change the playback media from speakers to phone and vice versa, right click the Computer/Phone Icon and select the alternative as shown below.

  • Page 40: Scrolling The Messages On The Player

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones Voice Mail Message Playback – Scrolling the Messages on the Player: When listening to a series of voice mail, use the up/down arrows▲▼ in the player to scroll to the next message.

  • Page 41: Voice Mail Telephone User Interface (Tui) Summary

    Press 33 to go to end of message. • You must be at the end of a message to delete a message. The Red Lamp above the “AVAYA” logo on the Telephone is the Message Waiting Lamp. Voice Mail - Assistant Procedures: To Transfer a Caller to a Mailbox number which is different from the telephone number dialed by the calling party, e.g., caller dials Assistant’s number but wants someone else’s...

  • Page 42: Ip-Softphone

    46xx Model IP-Telephones IP-Softphone: The Avaya system supports the ability to replicate your telephone on your PC using Avaya IP-Softphone. This allows you to see displays of your telephone and control your telephone from your PC. This also provides the ability to have your telephone displays and controls when using your Laptop at home and to make and receive calls using your office phone when at home or other location.

  • Page 43: Call History

    TELEPHONE TIPS A Quick Reference Guide for the Avaya MultiVantage Telephone System 46xx Model IP-Telephones IP-Softphone: (concluded) Call History: You will receive instruction on how to use this application if you are provided the application. The picture below shows the Call History/Log that is available that automatically provides the duration of each call.

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