Related Manuals for Avaya 140
Summary of Contents for Avaya 140
- Page 1 IP Office Essential Edition Quick Version 1400/9400/9500 Phone User Guide - Issue 3b - (23 February 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 5.1 Viewing Contacts Details ..............54 Contents 5.2 Make a Call from the Directory ..............55 5.3 Editing a Contact ..............55 Introduction 5.4 Adding a New Contact ..............56 1.1 1403 Telephone ..............8 5.4.1 Add a Contact from the Call Log ................ -
Page 5: Introduction
Chapter 1. Introduction Quick Version 1400/9400/9500 Phone User Guide Page 5 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 7: Programmable Buttons
Introduction: 1. Introduction This guide covers the basic operation of Avaya 1400 Series, 9400 Series and 9500 Series phones on a Quick Version phone system. Key System or PBX System The Quick Version 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. -
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: 9404/9504 Telephones
Introduction: 1416 Telephone 1.4 9404/9504 Telephones The programmable buttons are arranged in 2 pages of 4 to match the 4 physical buttons. The buttons are numbered from top-down, left to right on each page. The left arrow and right arrow buttons are used to switch between pages during normal operation. -
Page 12: 9408/9508 Telephones
1.5 9408/9508 Telephones The programmable buttons are arranged in 3 pages of 8 to match the 8 physical buttons. The buttons are numbered from top-down, left to right on each page. The left arrow and right arrow buttons are used to switch between pages during normal operation. -
Page 13: Dialing Codes
Introduction: 9408/9508 Telephones 1.6 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 14: Feature Codes
1.7 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 15 Introduction: Feature Codes Feature Code Description System IP Displays the IP address of the systems LAN port. Address SD Card Serial Displays the feature key number of the System SD card. This is the number used for validation Number of licenses entered into the system configuration. System Speed Dial the selected system speed dial number.
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Page 17: Call Handling
Chapter 2. Call Handling Quick Version 1400/9400/9500 Phone User Guide Page 17 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 18: 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 19: 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 20: 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 21: 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 22: 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 23: 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 24: 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 25: 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 26: 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 27: 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 28: 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 29: 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 30: 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 31: 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 33: Other Features
Chapter 3. Other Features Quick Version 1400/9400/9500 Phone User Guide Page 33 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 34: 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 35: 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 36: 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 37 Other Features: Call Coverage To Create a Call Coverage Button (Not 1403) 1. At the extension press Admin. 2. Use the up or down arrows to scroll to Telephone Programming. Press Select. 3. Press the programmable button you want to change. Alternatively: ·...
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Page 38: 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 39: 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 40: 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 41: Using Voicemail
Chapter 4. Using Voicemail Quick Version 1400/9400/9500 Phone User Guide Page 41 IP Office Essential Edition - Issue 3b (23 February 2011) - Page 42 4. Using Voicemail 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: Accessing Your Mailbox
Using Voicemail: 4.1 Accessing Your Mailbox Your system administrator can also configure other methods of access including access to your mailbox from other phones. Accessing Your Mailbox 1. Press an idle intercom or call appearance button and dial 777. · To access your mailbox from another extension, dial 778 and enter your own extension number when asked which mailbox you want to access. -
Page 44: Listening To Your Messages
4.2 Listening to Your Messages When you log in to your mailbox you are automatically played any new messages. After a message has been played it is marked as being an old message. Old messages are automatically deleted after 24 hours unless you mark the message as saved. -
Page 45: Record Your Name
Using Voicemail: Listening to Your Messages 4.3 Record Your Name You can record your name if required. Your name recording is then used for various features such as telling callers which mailbox they have reached rather than just stating the extension number. To record or change your greeting Login to your mailbox. -
Page 46: Changing Your Access Code
4.4 Changing Your Access Code You can set an access code for your mailbox. If you set an access code, it will be requested whenever you access the mailbox to collect messages. When changing your access code: · Enter at least four digits. If you enter less than four digits you will be prompted to enter a longer code. ·... -
Page 47: Changing Your Greeting
Using Voicemail: Changing Your Access Code 4.5 Changing Your Greeting By default the system plays a general greeting to callers who are directed to your mailbox. That general greeting states your extension number, or name if you have recorded one , and asks the caller to leave a message after the tone. -
Page 48: Voicemail Coverage On/Off
4.6 Voicemail Coverage On/Off You can chose to have calls to your extension 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 49: Forwarding A Message
Using Voicemail: Voicemail Coverage On/Off 4.7 Forwarding a Message You can forward a message to a different mailbox or to several mailboxes at the same time. When you forward a message you can record your own comment to the start of the message. To forward a message 1. -
Page 50: Voicemail Email
4.9 Voicemail Email You can have notification of new messages sent to your email address. The notification can be a simple alert to tell you that you have a message or a copy of the voicemail message if required. In order to use this feature your system administrator must configure your phone system to use email and enter your email address into the system configuration. -
Page 51: Outcalling
Using Voicemail: Voicemail Email 4.10 Outcalling You can have the voicemail system call a number that you have set whenever you receive a new message. This option is only supported on systems running IP Office Release <%BOMBAY%> or higher. Embedded voicemail outcalling only supports a single destination number with no escalation and no time profiles. -
Page 52: Visual Voice
4.11 Visual Voice You can access your mailbox messages and settings using a series of menus displayed on the phone (not 1403). This is called Visual Voice. To access visual voice press the MESSAGE button on the phone. The controls available are: ·... -
Page 53: Contacts
Chapter 5. Contacts Quick Version 1400/9400/9500 Phone User Guide Page 53 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 54: 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 55: 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 56: 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 57: Call Log
Chapter 6. Call Log Quick Version 1400/9400/9500 Phone User Guide Page 57 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 58: 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 59: 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 60: 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 61: Button Programming
Chapter 7. Button Programming Quick Version 1400/9400/9500 Phone User Guide Page 61 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 62: 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 63: Changing A Button Label
Button Programming: Programming a Button 7.2 Changing a Button Label The default text label shown for a button depends on the function assigned to that button. On 9400/9500 Series phones you can override this by applying your own text label. 1. -
Page 64: Button Functions
7.3 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. Account Code Entry This function allows you to enter an account code prior to making a call or during a call. - Page 65 Button Programming: Button Functions Saved Number Redial This function allows you to save the number dialed during a call and to redial that number when idle. This can be used when the number dialed does not answer. Station Lock This function allows you to lock and unlock your extension from being used to make calls. When selected, you are prompted to enter a four digit code after which the extension is locked.
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Page 67: Phone Settings
Chapter 8. Phone Settings Quick Version 1400/9400/9500 Phone User Guide Page 67 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 68: 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 69: 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 70: 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 71: 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 72: The Admin Menu
8.12 The Admin Menu The Admin option is used to access a series of menus. The range of menu options will vary depending on which phone is being used. 1. Press Admin. 2. If just Telephone Programming is displayed, press Select. ·... -
Page 73: 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. 1400 Series Phones 9400/9500 Series Phones Quick Version 1400/9400/9500 Phone User Guide Page 73 IP Office Essential Edition - Issue 3b (23 February 2011) -
Page 74: A-Menu Auto Exit
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 75: Index
Index CONTACTS 54, 55, 56 Index Make call Count 59 Absent Text Message 34 Coverage Account Code 39 Call Voicemail Contact 56, 60 Alert Notification 14, 64 Default Mailbox Access 43 Delete Message 44 Call Log 56, 58, 59, 60 Details Contacts 54, 55... - Page 76 Message waiting lamp 69 Messages 43 Your Mailbox 43 Missed 56, 58, 59, 60 Missed calls Hunt group calls Mobile Twinning 35 More 58 Name 68 Contact 56, 60 Notification 14, 64 On holiday until 34 On vacation 34 Out to lunch 34 Outgoing 56, 58, 59, 60 Parking Calls 27 Persoanl Speed Dial 24...
- Page 77 Quick Version 1400/9400/9500 Phone User Guide Page 77 IP Office Essential Edition - Issue 3b (23 February 2011)
- Page 78 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.