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Broadconnect IP Office 1408 User Manual

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IP Office
1408, 1416 Phone User Guide
15-601040 Issue 06a - (25 October 2011)

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Summary of Contents for Broadconnect IP Office 1408

  • Page 1 IP Office 1408, 1416 Phone User Guide 15-601040 Issue 06a - (25 October 2011)
  • Page 2 © 2011 AVAYA All Rights Reserved. License types Designated System(s) License (DS). End User may install and use each copy Notices of the Software on only one Designated Processor, unless a different number While reasonable efforts have been made to ensure that the information in of Designated Processors is indicated in the Documentation or other materials this document is complete and accurate at the time of printing, Avaya available to End User.

  • Page 3: Table Of Contents

    Contents 6.1 Transfer to Voicemail ..............52 Contents 6.2 Transferring a Held Call ..............52 Account Codes Introduction 7.1 Forced Account Code Entry ..............54 1.1 Important Safety Information ..............9 7.2 Manual Account Code Entry ..............54 1.2 '08 Phones ..............
  • Page 4 14.5 Unlock ..............89 17.2.23 Time of Day ................122 14.6 Changing Your Login Code ..............90 17.2.24 Timer ................122 14.7 Unregistering ..............90 17.2.25 User ................123 Redirecting Calls Phone Settings 15.1 Follow Me ..............93 18.1 Mobile Twinning ..............
  • Page 5 Contents 21.4 Setting the Time ..............158 21.5 Setting the Time Offset ..............158 21.6 System Shutdown ..............159 21.7 Memory Card Management ..............160 21.8 System Alarms ..............161 The Phone Menus 22.1 Features Menu ..............165 22.2 Self-Administer Menu ..............

  • Page 7: Introduction

    Chapter 1. Introduction 1408, 1416 Phone User Guide Page 7 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 9: Important Safety Information

    Introduction: 1. Introduction This guide is for 1408 and 1416 phones when being used on an Avaya IP Office telephone system. 1416 Telephone 1408 Telephone 1.1 Important Safety Information Warning: This handset may pickup small metal objects such as metal pins or staples. ·...

  • Page 10: 08 Phones

    1.2 '08 Phones The diagram below shows the main features of a 1408 phone. · This phone has 8 programmable buttons. · By default the first 3 buttons are used as appearance buttons for calls you make and receive. Your system administrator can configure additional appearance buttons.

  • Page 11: 16 Phones

    Introduction: '08 Phones 1.3 '16 Phones The diagram below shows the main features of a 1416 phone. · The display angle can be adjusted for optimal viewing. · This phone has 16 programmable buttons. · The phone also supports up to 3 add-on BM32 button modules, each providing an addition 32 buttons. ·...

  • Page 12: Button Modules

    1.4 Button Modules The 1416 and 1616 phones can support addition units called button modules. Each button module provides the phone with an additional 32 buttons which can be used as appearance buttons and or feature buttons Up to 3 button modules can be attached to a 1416 or 1616 phone. However the number of button modules supported by the telephone system may be limited by the total number of button modules attached to other phones on the telephone system.

  • Page 13: Phone Keys

    Introduction: Button Modules 1.5 Phone Keys The following keys are found on the phone: Description Soft Keys - These 3 keys below the display have variable functions. When the key is active, its function is indicated by the text label above it. The left hand key is usually linked to the OK key. Message - This key is used to access your voicemail system.

  • Page 14: The Phone Stand

    1.6 The Phone Stand The phones all include a two-position stand that clips to the base of the phone as shown below. Once attached the stand can be used in either position to change the angle of the phone. When changing the position of the stand, be sure to check that the stand has locked into the chosen position. A small plastic peg is located just under the phone's handset.

  • Page 15: Labels

    Introduction: The Phone Stand 1.7 Labels Next to each call appearance button and feature button is a paper label. The label identifies the feature that has been programmed on the button by your system administrator. You can remove the labels if you want to change a label or write on a blank one.
  • Page 16 Switching Menus With a call connected, you can still access the other main menus. Press the PHONE key to toggle between the normal appearance menu or one that lists the other menus accessible. You can also use the left arrow key to switch between the Appearance menu , Features menu and Button Features menu.

  • Page 17: Other Menus

    Introduction: The Main Phone Menus 1.9 Other Menus In addition to the main phone menus , there are a number of additional menus which are accessed by pressing specific keys. The Redial Menu This menu accesses by pressing the key. It shows a list of up to the 10 last outgoing calls that you have made.

  • Page 18: Phone Status Letters

    1.10 Phone Status Letters The series of letters that appear in the top left of the display are used to indicate the status of various features. · B = Barred A B is shown on your phone's display when the system administrator has set you to outgoing call barred status. You will only be able to make internal calls while this is applied.

  • Page 19: Appearance Buttons/Menu

    Introduction: Phone Status Letters 1.11 Appearance Buttons/Menu Appearance buttons are used to represent calls made and received by you and other users on the telephone system. They are configured by your system administrator. Normally your first 3 buttons are call appearance buttons but additional buttons can be configured as appearance buttons.

  • Page 20: Using The Appearance Menu

    1.11.1 Using the Appearance Menu These icons are shown to indicate the status of the call on the currently displayed appearance button: 1. Use the up and down arrow keys to scroll through details of the current call on each appearance button. 2.

  • Page 21: Call Apperance Buttons

    Introduction: Appearance Buttons/Menu 1.11.2 Call Apperance Buttons Call appearance buttons are used to display calls to and from your phone. By having several call appearance buttons, you are able to answer and make several calls, switch between calls and perform other actions. When all your call appearance buttons are in use, any further calls to your number follow your forward on busy setting if set or otherwise go to voicemail if available.
  • Page 22 Call Appearance Button Display Idle Indicates that the call appearance is available to be used to make a call or to receive an incoming call. Alerting This call appearance is alerting with an incoming call. You can press the >> double-arrow soft key to select the Ignore or ToVm soft key options.

  • Page 23: Bridged Appearance Buttons

    Introduction: Appearance Buttons/Menu 1.11.3 Bridged Appearance Buttons A bridged appearance button shows the state of one of another user's call appearance buttons. It can be used to answer or join calls on that other user's call appearance button. It can also be used to make a call that the call appearance user can then join or retrieve from hold.
  • Page 24 Bridged Appearance Button Display Idle By default, a bridged appearance is labeled with the name of the user and the label of their call appearance button that your bridged appearance matches. In Use The bridged appearance will show when the matching call appearance is in use on a call.

  • Page 25: Call Coverage Buttons

    Introduction: Appearance Buttons/Menu 1.11.4 Call Coverage Buttons Each call coverage button is associated with another user on your telephone system. The button allows you to be alerted when that user has an unanswered call still ringing. You can view the details of the call and answer it if required. The settings of the user being covered control how long it rings at their phone before it also starts alerting on your call coverage button for that user.
  • Page 26 Call Coverage Button Display Idle By default the display shows the name of the user being covered and Cov. In this state the button cannot be used to make calls or perform other actions. Alerting If the covered user has any alerting call, when their call coverage time is reached the call will also being alerting on your call coverage button for that user.

  • Page 27: Line Appearance Buttons

    Introduction: Appearance Buttons/Menu 1.11.5 Line Appearance Buttons Line appearance buttons allow you to make and receive calls on a specific telephone line connected to your telephone system. The button also allows you to see when the line is in use by other users. For incoming calls, the telephone system still determines the destination for the call.

  • Page 29: Making Calls

    Chapter 2. Making Calls 1408, 1416 Phone User Guide Page 29 IP Office 15-601040 Issue 06a (25 October 2011)
  • Page 30 2. Making Calls If you are not already on a call, then you can just dial the number. The currently selected appearance button, shown by a red lamp, will be used for the call. Alternatively, you can press a specific appearance button in order to make a call using that button. Using this method you can press the Dir soft key to select a number from the directory If the number you dial matches a user or group on the telephone system, the directory name of the user or group is...

  • Page 31: En-Bloc Dialing

    Making Calls: 2.1 En-Bloc Dialing By default, when you start dialing a number on your phone, the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system. You cannot correct the digits you have already dialed except by ending the call and starting again.

  • Page 32: Call Soft Key Options

    2.2 Call Soft Key Options When making, answering and during a call, a >> double-arrow soft key appears on the display, it indicates that there are additional options that you can access. The options will vary according to the type of call and system features available to you.

  • Page 33: Calling A Person From The Contacts List

    Making Calls: Call Soft Key Options 2.3 Calling a Person from the Contacts List 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. 1.

  • Page 34: Redialling A Previous Number

    2.5 Redialling a Previous Number Your phone's REDIAL key can work in one of two ways, set by its redial mode setting List Mode This redial method is used when your phone's redial mode is set to List. 1. Access the redial list. a.

  • Page 35: Withholding Your Number

    Making Calls: Making a Page Call 2.7 Withholding Your Number You can select to withhold your number on external calls. Note that this option may not be supported in all situations. It may depend on the configuration of your phone system and options supported by your telephone line provider. 1.

  • Page 36: Adjust The Call Volume

    2.8 Adjust the Call Volume While talking, you can adjust the volume of the incoming call. The volume is separately adjusted for which every device you are currently using (handset, headset or speaker). 1. With the call connected, press the key.

  • Page 37: Answering Calls

    Chapter 3. Answering Calls 1408, 1416 Phone User Guide Page 37 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 38: Answering Another Call

    3. Answering Calls A slow flashing green lamp on an appearance button indicates an alerting call. This may also be accompanied by ringing and by the message lamp flashing. Selected Button If the button also has a red lamp ( ) that indicates that it is already the selected button that will be used if you lift the handset or go off hook in any other way.

  • Page 39: Divert A Call To Voicemail

    Answering Calls: 3.1 Divert a Call to Voicemail You can transfer a call targeted at you directly to voicemail. 1. If the call is not the current call on the display, use the up and down arrow keys to scroll the display to the alerting call.

  • Page 40: Call Pickup

    3.5 Call Pickup Pickup is used to answer a call ringing elsewhere on the phone system. There are a number of pickup options: · Answer any ringing call on the telephone system. · Answer a call ringing a particular user. ·...

  • Page 41: Redialling

    Chapter 4. Redialling 1408, 1416 Phone User Guide Page 41 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 42: Redial A Call (One Mode)

    4. Redialling The phones redial operation can work in either of the following modes: · List If this mode is selected, pressing the Redial will display a menu of the 10 most recent outgoing calls in your call log. You can select the call that you want to redial and perform a number of other functions. ·...

  • Page 43: Selecting Your Redial Mode

    Redialling: Redial a Call (List Mode) 4.3 Selecting Your Redial Mode You can select whether your phone uses the redial list or last call redial mode. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 44: View Call Details

    4.4 View Call Details You can view additional details about the currently shown call. 1. Access the redial list. a. Press the Redial key. The list of outgoing calls is displayed. b. Use the up and down arrow keys to scroll through the 10 most recent outgoing calls. 2.

  • Page 45: Holding And Parking Calls

    Chapter 5. Holding and Parking Calls 1408, 1416 Phone User Guide Page 45 IP Office 15-601040 Issue 06a (25 October 2011)
  • Page 46 5. Holding and Parking Calls Holding a call and parking a call are two similar actions. The current caller is placed on hold and hears music on hold if available. The table below summarizes the main differences between parking a call or holding a call. When used to park or hold a call...

  • Page 47: Holding Calls

    Holding and Parking Calls: 5.1 Holding Calls You can hold a call or several calls. · The held call will still occupy the appearance button on which it was made or answered. · While held the caller will hear music on hold. If your system does not have music on hold available, the caller will hear double beep tones every few seconds.

  • Page 48: Switching Between Calls

    5.1.3 Switching Between Calls With a call on hold (fast flashing green appearance button) and another call connected (red and green appearance button), you can switch between calls by pressing the appearance button of the held call. The current call is automatically put on hold and the previously held call connected.

  • Page 49: Parking Calls

    Holding and Parking Calls: Holding Calls 5.2 Parking Calls Parking a call is similar to holding a call. However parked calls can be unparked by other users on the phone system. Each parked call is given a number. By default the number is your extension number plus a digit. Calls that you have parked will return to your phone if they remain parked for too long.

  • Page 50: Park Using The Menu

    5.2.1 Park Using the Menu 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key. 2. Use the up and down arrow keys to scroll the menu to Park.

  • Page 51: Transferring Calls

    Chapter 6. Transferring Calls 1408, 1416 Phone User Guide Page 51 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 52: Transfer To Voicemail

    6. Transferring Calls To transfer a call your phone must have an available call appearance button. If all your current call appearance buttons are in use, you must park one of your existing calls. 1. Press the TRANSFER key. The current call is automatically put on hold. 2.

  • Page 53: Account Codes

    Chapter 7. Account Codes 1408, 1416 Phone User Guide Page 53 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 54: Forced Account Code Entry

    7. Account Codes The telephone system can store a number of account codes. Account codes may be used to keep track of calls in relation to particular activities or clients. They can also be used to keep track of calls by particular users or sets of users. ·...

  • Page 55: Conference Calls

    Chapter 8. Conference Calls 1408, 1416 Phone User Guide Page 55 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 56: Starting A Conference

    8. Conference Calls Multiple conference calls are supported, with parties addable to each conference call until the system's conference capacity, up to 128, is reached. However, a maximum of 64 parties is supported in any particular conference call. Conference resources are also used for call recording and other features, reducing the available conference capacity for ordinary conference calls.

  • Page 57: Viewing Conference Details

    Conference Calls: Adding a Call to a Conference 8.3 Viewing Conference Details You can display a list of the parties involved in a conference call. 1. If not already displayed, press the up or down arrow key to display the conference call. 2.

  • Page 58: Holding A Conference Call

    8.5 Holding a Conference Call Using the HOLD key you can put a conference call on hold in the same way as you can for a normal call. The appearance key for the conference call will show a fast flashing green lamp. To take the conference call off hold, press the appearance key.

  • Page 59: Headset Operation

    Chapter 9. Headset Operation 1408, 1416 Phone User Guide Page 59 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 60: Headset Volume

    9. Headset Operation Your phone has a headset socket located under the phone. This is suitable for the connection of phone headsets that connect via a HIS headset cable. · Pressing the HEADSET key can be used to answer a call through the headset. It can also be pressed to end a headset call.

  • Page 61: Handsfree Speaker Operation

    Chapter 10. Handsfree Speaker Operation 1408, 1416 Phone User Guide Page 61 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 62: Speaker Volume

    10. Handsfree Speaker Operation Your phone has a speaker and microphone that allows you make and answer calls handsfree. The speaker is located under the handset. The microphone is located near the bottom right of the phone's keypad. · Pressing the SPEAKER key can be used to answer a call handsfree.

  • Page 63: Contacts/Directory

    Chapter 11. Contacts/Directory 1408, 1416 Phone User Guide Page 63 IP Office 15-601040 Issue 06a (25 October 2011)
  • Page 64 11. Contacts/Directory This menu is accessed by pressing the key. It is used to display names and numbers that you can then use for making calls. The directory includes names stored for use by all users, names stored for use by just you and the name and numbers of all the other users and groups on the phone system.

  • Page 65: Viewing Contacts Details

    Contacts/Directory: 11.1 Viewing Contacts Details 1. Access the contacts directory: a. Press the CONTACTS key. The directory menu is displayed. b. Use the left and right arrow keys to select which type of directory entries you want displayed. · All All directory entries.

  • Page 66: Make A Call From The Directory

    11.2 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. 1.

  • Page 67: Adding A New Contact

    Contacts/Directory: Using the Directory for Other Functions 11.4 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.

  • Page 68: Add A Contact From The Call Log

    11.4.1 Add a Contact from the Call Log You can add a name and number shown in your call log to your personal contacts. 1. Access the call log. a. Press the CALL LOG button. b. The display will change to show your call log records. The caller's name is shown if known, otherwise the number.

  • Page 69: Editing A Contact

    Contacts/Directory: Adding a New Contact 11.5 Editing a Contact You can edit the contacts in your own personal directory. 1. Access your personal directory contacts: a. Press the CONTACTS key. The directory menu is displayed. b. Use the left and right arrow keys to select your Personal directory.

  • Page 70: Deleting A Contact

    11.6 Deleting a Contact You can delete a contact from your own personal directory. 1. Access your personal directory contacts: a. Press the CONTACTS key. The directory menu is displayed. b. Use the left and right arrow keys to select your Personal directory. c.

  • Page 71: Call Log

    Chapter 12. Call Log 1408, 1416 Phone User Guide Page 71 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 72: Missed Calls

    12. Call Log This menu is accessed by pressing the Call Log key. The call log you see is a call log stored on the telephone system. If you login at another phone that does this, your call log moves with you. Your call log contains your 10 most recent answered calls, 10 most recent calls you made and 10 most recent missed calls.

  • Page 73: Using The Call Log

    Call Log: 12.1 Using the Call Log 1. Access the call log. a. Press the CALL LOG button. b. The display will change to show your call log records. The caller's name is shown if known, otherwise the number. c. Use the left and right arrow keys to select which call log records you are viewing.

  • Page 74: Viewing Call Details

    12.3 Viewing Call Details You can view additional details about the currently shown call. 1. Access the call log. a. Press the CALL LOG button. b. The display will change to show your call log records. The caller's name is shown if known, otherwise the number.

  • Page 75: Deleting A Record

    Call Log: Viewing Call Details 12.4 Deleting a Record You can delete the currently displayed call record. If the record is a missed hunt group call, the record is also deleted from the call log of other users configured to see the same hunt group's missed calls. 1.

  • Page 76: Adding A Record To Your Contacts

    12.6 Adding a Record to Your Contacts You can add a name and number shown in your call log to your personal contacts. 1. Access the call log. a. Press the CALL LOG button. b. The display will change to show your call log records. The caller's name is shown if known, otherwise the number.

  • Page 77: Voicemail

    Chapter 13. Voicemail 1408, 1416 Phone User Guide Page 77 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 78: Message Waiting Indication

    13. Voicemail If your telephone system includes a voicemail server, pressing the MESSAGES button accesses a series of menus referred to as "visual voice". You can use these menus to playback messages and change various voicemail settings. Checking Messages · Record and Send a Message ·...

  • Page 79: Checking Messages

    Voicemail: Message Waiting Indication 13.2 Checking Messages 1. Press the MESSAGES button. · Depending on how your system is configured, you may be required to enter your voicemail password and then press the Done soft key. 2. The visual voice menu is displayed. The numbers shown against the Listen option indicate the number of new, old and saved messages in your mailbox.

  • Page 80: Sending A Message

    13.3 Sending a Message You can use visual voice to record and send a voicemail message to other users' mailboxes. 1. Press the MESSAGES button. · Depending on how your system is configured, you may be required to enter your voicemail password and then press the Done soft key.

  • Page 81: Mailbox Greeting

    Voicemail: Sending a Message 13.4 Mailbox Greeting While the voicemail system will play a generic greeting to caller, prompting them to leave a message, you can record your own greeting. 1. Press the MESSAGES button. · Depending on how your system is configured, you may be required to enter your voicemail password and then press the Done soft key.

  • Page 82: Email Mode

    13.5 Email Mode Voicemail email is a feature where emails are sent to your email address when your voicemail mailbox receives a new voicemail message. The email can include the voicemail message as an attachment or it can be just an alert. This option is only available if configured by your system administrator.

  • Page 83: Changing Your Voicemail Code

    Voicemail: Email Mode 13.6 Changing Your Voicemail Code 1. Press the MESSAGES button. · Depending on how your system is configured, you may be required to enter your voicemail password and then press the Done soft key. 2. The visual voice menu is displayed. 3.

  • Page 84: Transfer To Voicemail

    13.8 Transfer to Voicemail When set to visual voice mode, the key can be used to transfer your current call to the voicemail mailbox of another user or group. 1. With the call connected, press the key. You are still connected to the call and can continue talking. 2.

  • Page 85: Logging In/Out

    Chapter 14. Logging In/Out 1408, 1416 Phone User Guide Page 85 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 86: Default Short Codes

    14. Logging In/Out You may always use the same phone in the same location. However the telephone system provides a number of features that allow you to use any phone on the system to make and receive your calls. Log In ·...

  • Page 87: Logging In

    Logging In/Out: 14.1 Logging In When you login to a phone, you take control of that phone. Incoming calls for you are redirected to it phone and your user information and settings are available. Any existing user on the phone is logged off when you login. The method for logging in depends on the current state of the phone: Phone In Use ·...

  • Page 88: Lock

    14.3 Lock Rather than logging out, you can lock your phone. You can either lock your phone manually using the steps below or have automatically locked after a period of phone inactivity. When your phone is locked: · It can only be used to make internal and emergency calls. ·...

  • Page 89: Auto Lock

    Logging In/Out: Lock 14.4 Auto Lock Rather than logging out, you can lock your phone. You can either lock your phone manually using the steps below or have it automatically locked after a period of phone inactivity. When your phone is locked: ·...

  • Page 90: Changing Your Login Code

    14.6 Changing Your Login Code You can change your own login code. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 91: Redirecting Calls

    Chapter 15. Redirecting Calls 1408, 1416 Phone User Guide Page 91 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 92: Voicemail

    15. Redirecting Calls This section looks at the different ways that you can redirect your calls to another phone. Follow Me · Temporarily redirect all your calls to another phone that you will be sharing with that phone's normal user. This function can be used in two ways: ·...

  • Page 93: Follow Me

    Redirecting Calls: 15.1 Follow Me Follow me to is used to redirect your calls to another extension where you will be working. The calls are presented with your user name so that they can be distinguished from calls for the extensions normal user. This allows you to share another person's phone without logging them off their phone.

  • Page 94: Follow Me To (Features Menu)

    15.1.1 Follow Me To (Features Menu) Using the user menu you can set and clear follow me to settings. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 95: Follow Me Here (Features Menu)

    Redirecting Calls: Follow Me 15.1.3 Follow Me Here (Features Menu) You may be able to change follow me here using the Features menu. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 96: Forwarding Calls

    15.2 Forwarding Calls Forwarding is used to redirect calls to another extension or an external number. Forward Unconditional Forward unconditional can be used to immediately redirect your calls. · By default this function is only applied to incoming external calls to you. However, if required internal calls and or hunt group calls can also be selected.
  • Page 97 Redirecting Calls: Forwarding Calls Default Short Codes Short codes are numbers that you can dial to enable and disable various features. The following are default short codes that may be available. Your system administrator will confirm any additional short codes that they may have configured for your use.

  • Page 98: Forward Unconditional (Status Menu)

    15.2.1 Forward Unconditional (Status Menu) You can clear or change your forward unconditional settings through the Status menu. 1. Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

  • Page 99: Forward Unconditional (Features Menu)

    Redirecting Calls: Forwarding Calls 15.2.2 Forward Unconditional (Features Menu) You may be able to change your forward unconditional settings using the Features menu. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 100: Forward On No Answer (Status Menu)

    15.2.3 Forward On No Answer (Status Menu) If your phone is set to forward on no answer , you can clear or change the forward settings through the Status menu. 1. Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

  • Page 101: Forward On Busy (Status Menu)

    Redirecting Calls: Forwarding Calls 15.2.4 Forward On Busy (Status Menu) If your phone is set to forward on busy, you can clear or change the forward settings through the Status menu. 1. Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

  • Page 102: Forward On Busy/No Answer (Features Menu)

    15.2.5 Forward On Busy/No Answer (Features Menu) You may be able to use the Features menu to switch forward on no answer, forward on busy on or off. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 103: Do Not Disturb

    Redirecting Calls: Forwarding Calls 15.3 Do Not Disturb · When you are in 'do not disturb', you callers are redirected to voicemail if available or otherwise hear busy tone. · The only people who can call you are those calling from numbers in your do not disturb exceptions list. Forwarding can still be applied to these calls.

  • Page 104: Dnd On/Off (Features Menu)

    15.3.1 DND On/Off (Features Menu) You can use the Features menu to switch do not disturb on or off. Enabling DND will not affect any calls already being presented to your phone. Hunt group calls will also still be presented if you are the only available member of the group. 1.

  • Page 105: Twinning

    Redirecting Calls: Do Not Disturb 15.4 Twinning Twinning is a process whereby your calls ring on two phones. Twinning is only available if configured by the system administrator. There are two methods of twinning supported, internal twinning mobile twinning Internal Twinning This method of twinning twins your normal phone with another internal phone.

  • Page 107: Groups

    Chapter 16. Groups 1408, 1416 Phone User Guide Page 107 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 108: Group Membership

    16. Groups Your system administrator can include you as a member of a group along with other users. Each group has its own extension number which can be used as the destination for call. When a call is presented to a group, it is presented to the available group members, either one at a time or all at the same time, until answered by one of the members.

  • Page 109: Group Membership On/Off (Features Menu)

    Groups: Group Membership 16.1.2 Group Membership On/Off (Features Menu) You may be able to enable or disable your group membership for some of the groups to which you belong. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 110: Group Service Status And Fallback

    16.2 Group Service Status and Fallback · Group Service Status A hunt group can be in one of the following service modes: · InServ = In Service The groups operates a normal, distributing calls to available members of the group. ·...

  • Page 111: Changing The Group Service Status (Features Menu)

    Groups: Group Service Status and Fallback 16.2.1 Changing the Group Service Status (Features Menu) Using the Features menu you may be able to change the service status of some groups to which you belong. 1. Press the Features soft key if shown. ·...

  • Page 112: Changing The Group Service Status (Status Menu)

    16.2.2 Changing the Group Service Status (Status Menu) If the system administrator has allowed you, you can change the service state of a group through the Status menu. 1. Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

  • Page 113: Changing The Group Fallback

    Groups: Group Service Status and Fallback 16.2.3 Changing the Group Fallback You may be able to use the Features menu to change the fallback group destination for some of the hunt groups of which you are a member. 1. Press the Features soft key if shown. ·...

  • Page 115: Button Features

    Chapter 17. Button Features 1408, 1416 Phone User Guide Page 115 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 116: Fixed Buttons

    17. Button Features Those buttons not configured by the system administrators as appearance buttons can be used for other special features. The button feature can be accessed by pressing the appropriate button. However they can also be accessed through the Button Features section of the Features menu (press the Features soft key and selecting Button Features).

  • Page 117: Features

    Button Features: Programming a Button 17.2 Features There are a wide range of actions that can be assigned to the buttons. This guide only includes details of those that you can assign to a button using the self-administer menu. Functions that can only be assigned by your system administrator will be explained by the system administrator.

  • Page 118: Abbreviated Dial

    17.2.1 Abbreviated Dial This action can be used as a speed dial button. While setting up the button, enter the number you would like it to dial. You can enter a partial number and complete the dialing after pressing the button. For example pre-program the button with a particular international dialing code.

  • Page 119: Call Park

    Button Features: Features 17.2.8 Call Park Button setup with this action can be used to park and unpark calls. The button can be setup with or without a park slot number. · When associated with a specific park slot number, the button will park and unpark calls from that park slot and indicate when a call is parked in that park slot.

  • Page 120: Group

    17.2.15 Group A button set to this function monitors the status of a hunt group queue. This is only supported for hunt groups with queuing enabled. The user does not have to be a member of the group being monitored. The button will indicate when the group has calls ringing (Green flash) and calls queued (Red flash).

  • Page 121: Self-Administer

    Button Features: Features 17.2.20 Self-Administer A button configured for this action can be used to access the self-administer menu and assign any of the following functions onto programmable buttons: Abbreviated Dial Drop · · Abbreviated Dial Prog Flash Hook · ·...

  • Page 122: Time Of Day

    17.2.23 Time of Day This action is not supported on your phone as it displays the time and date by default. 17.2.24 Timer When a call is made or answered on a call appearance, the call appearance line can include a call timer. This is controlled by the phone's Call Timer setting.

  • Page 123: User

    Button Features: Features 17.2.25 User Monitors whether another user's phone is idle or in use. The Telephone Number field should contain the users name enclosed in double quotes. The button can be used to make calls to the user or pickup their longest waiting call when ringing.

  • Page 125: Phone Settings

    Chapter 18. Phone Settings 1408, 1416 Phone User Guide Page 125 IP Office 15-601040 Issue 06a (25 October 2011)
  • Page 126 18. Phone Settings Pressing the MENU key accesses a menu that can be used to control various phone settings. These are mainly settings stored by the phone rather than user settings that move with you. Phone A-Menu diagram shows a summary of the menu options. General Display Controls Mobile Twinning...

  • Page 127: Mobile Twinning

    Phone Settings: 18.1 Mobile Twinning This menu option is only available is you have been configured by the system administrator to be able to use mobile twinning. · The addition of a button set to the Twinning function is recommended, contact your system administrator. Such a button allows you to transfer a call to your twinning destination, retrieve a call from the twinning destination and access the menu options below to set the twinning destination number and switch twinning on/off.

  • Page 128: Redial Mode

    18.3 Redial Mode You can select whether your phone uses the redial list or last call redial mode. 1. Press the Features soft key if shown. · To access the menu during a call, press the right arrow key or press the PHONE key and then press the Features soft key.

  • Page 129: En-Bloc Dialing

    Phone Settings: Redial Mode 18.4 En-Bloc Dialing By default, when you start dialing a number on your phone, the phone immediately connects to the telephone system and starts passing the digits you dial to the phone system. You cannot correct the digits you have already dialed except by ending the call and starting again.

  • Page 130: Auto Lock

    18.6 Auto Lock Rather than logging out, you can lock your phone. You can either lock your phone manually using the steps below or have it automatically locked after a period of phone inactivity. When your phone is locked: · It can only be used to make internal and emergency calls. ·...

  • Page 131: Ringer Controls

    Phone Settings: Auto Lock 18.7 Ringer Controls This section covers controls for adjusting the ringing used by your phone. Switch the Ringer On/Off · Flash the message lamp for calls (Visual Alerting) · Audible Alerting On/Off · Coverage Ring · Ring Sound ·...

  • Page 132: Visual Alerting

    18.7.2 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 133: Ring Sound

    Phone Settings: Ringer Controls 18.7.5 Ring Sound Calls are presented with a number of different ring patterns. · Internal Calls: Repeated single ring. · External Calls: Repeated double ring. · Ringback/Return Calls: Repeated single-ring followed by two short rings. This type of ring is used for calls that are returning to your phone. For example, a call that you put on hold and which is returning due to being left on hold too long.

  • Page 134: Ringer Volume

    18.7.6 Ringer Volume You can adjust the ringer volume while the phone is idle or while it is ringing. 1. With the phone idle or ringing, press the key. 2. Use the + plus and – minus keys to adjust the volume. 3.

  • Page 135: Display Controls

    Phone Settings: Ringer Controls 18.8 Display Controls This section covers controls for adjusting the phones display and the information shown on the display. Display Brightness · Adjust the brightness of the display. Display Contrast · Adjust the contrast of the display. Call Timer ·...

  • Page 136: Call Timer Display

    18.8.3 Call Timer Display When you have calls alerting on appearance buttons, the phone can include a timer in the appearance details shown on the display. The timer shows how long the call has been alerting and, if you answer the call, resets to show how long the call has been connected.

  • Page 137: Display Language

    Phone Settings: Display Controls 18.8.5 Display Language The system administrator can configure which languages are available for use by the phone for its own menus. Up to 5 languages can be made available. Though the phone's menu you can select which of those languages the phone should use. Note that many of the messages displayed on the phone use text sent from the telephone system.

  • Page 138: Display Name

    18.8.6 Display Name You can select what information is displayed on the top line of the phone display when the phone is idle. Normal idle phone display showing Optional idle phone display showing extension number, time and date. extension number and name. 1.

  • Page 139: Show Call Waiting

    Phone Settings: Display Controls 18.8.8 Show Call Waiting By default, when you are connected on a call, the display will show details of that call. In order to see details of a another call such as a held call or a waiting call you need to scroll the display using the up and down arrow buttons. Using the Show Call Waiting option, you can select to have the current call display automatically toggle between details of the current call and the waiting call display.

  • Page 140: Volume And Sound

    18.9 Volume and Sound This section covers controls that relate to the various sounds that your phone uses and to the volume. These are in addition to the ringer controls available. Button Click · Turn the phone menu key click on or off. Error Tones ·...

  • Page 141: Button Clicks

    Phone Settings: Volume and Sound 18.9.1 Button Clicks While using the phone menus, the phone can provide a key press confirmation click sound. This can be turned off if it is annoying. 1. Press the MENU button. 2. Press the Select soft key. 3.

  • Page 142: Speaker Volume

    18.9.6 Speaker Volume While talking handsfree via the phone's speaker, you can adjust the volume of the incoming call. 1. With the call connected on the speaker, press the key. 2. Use the + plus and – minus keys to adjust the volume. 3.
  • Page 143 Phone Settings: Volume and Sound 1408, 1416 Phone User Guide Page 143 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 145: Status Menu

    Chapter 19. Status Menu 1408, 1416 Phone User Guide Page 145 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 146: Do Not Disturb

    19. Status Menu The Status menu is not always visible. It is shown when you have any special call routing features active. For example do not disturb switched on. It is also shown if the system administrator has given you the rights to change the status of your hunt group memberships or to change the service status of the hunt groups.

  • Page 147: Follow Me Here

    Status Menu: Follow Me To 19.3 Follow Me Here If other users has a follow me set to you phone, you can clear or change the setting through the Status menu. 1. Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

  • Page 148: Forward On No Answer

    19.5 Forward On No Answer If your phone is set to forward on no answer , you can clear or change the forward settings through the Status menu. 1. Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

  • Page 149: Forwarded Here

    Status Menu: Forward Unconditional 19.7 Forwarded Here This option allows you to see the names of users who are currently forwarding calls to you. It includes forward unconditional, forward on no answer and forward on busy. A separate entry is shown for each user. 1.

  • Page 150: Mobile Twinning

    19.10 Mobile Twinning If you have been configured as a mobile twinning user, you can use the status menu to switch mobile twinning mode off. 1. Press the Status soft key if shown. To access the status menu during a call, press the PHONE key and then press the Status soft key if shown.

  • Page 151: Short Codes

    Chapter 20. Short Codes 1408, 1416 Phone User Guide Page 151 IP Office 15-601040 Issue 06a (25 October 2011)
  • Page 152 20. Short Codes Short codes are numbers that you can dial to enable and disable various features. The following are default short codes that may be available. Your system administrator will confirm any additional short codes that they may have configured for your use.

  • Page 153: Hunt Group

    Short Codes: Forwarding · Cancel All Forwarding: *00 Switch off any forwarding. Includes forward unconditional, forward on busy, forward on no answer, follow me and do not disturb. · Set the Forward Unconditional Destination: *07*N# Set the destination number (N) for forward unconditional when it is switched on. ·...

  • Page 155: System Administration

    Chapter 21. System Administration 1408, 1416 Phone User Guide Page 155 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 156: Checking The System And Software Version

    21. System Administration If necessary, the system administrator can configure you as a 'system phone' user. This allows you to performs a range of addition functions to help maintain your phone system. · Edit external contacts stored by the phone system. ·...

  • Page 157: Checking The Time Settings

    System Administration: Checking the System and Software Version 21.2 Checking the Time Settings When the phone system is configured to get the time automatically from a time server, you can view the settings through the phone. The details include the address of the time server, the UTC time value obtained and the current local time. If daylight saving time (DST) is being used, the DST setting being applied is also shown.

  • Page 158: Setting The Time

    21.4 Setting the Time The process below can be used when the telephone system does not obtain the time and date automatically. On systems that are configured to obtain the time automatically, the current time server settings can be displayed. 1.

  • Page 159: System Shutdown

    System Administration: Setting the Time Offset 21.6 System Shutdown You can shutdown the telephone system for a specified number of minutes. Note that this is not a polite shut-down, once you have confirmed the action, any existing calls and services using the telephone system will start being disconnected. The telephone system will then remain unavailable for the duration you specify, the default being 10 minutes.

  • Page 160: Memory Card Management

    21.7 Memory Card Management The telephone system can be fitted with an additional memory card or cards which are used for various functions. The memory card menu allows you to check the status of the card or cards fitted to your telephone system and to perform a number of actions on the cards.

  • Page 161: System Alarms

    System Administration: Memory Card Management 21.8 System Alarms If you have been configured as a system administrator (also called a system phone user), an S on the phone's display indicates a system alarm message. While you are not expected to be able to fix the error causing the alarm, the error message allows you to report the problem to your system maintainer.

  • Page 163: The Phone Menus

    Chapter 22. The Phone Menus 1408, 1416 Phone User Guide Page 163 IP Office 15-601040 Issue 06a (25 October 2011)
  • Page 164 22. The Phone Menus This section gives summaries of the phone menus. Features Menu · This menu allows you to change a number of your user settings. Self-Administer Menu · This is a sub-menu of the Features menu. It allows you to assign functions to the feature buttons. Visual Voice Menu ·...

  • Page 165: Features Menu

    The Phone Menus: 22.1 Features Menu This menu is accessed by pressing the Features soft key. It can be used to access a range of user settings. To exit the whole user menu and return to the appearance menu, press the PHONE/EXIT button or, if displayed, press the Exit soft key.
  • Page 166 · While the phone is locked , the Features menu cannot be accessed to change user settings. · The system administrator is able to configure if you can access the Membership, State and Fallback options of a group. If you are not configured for any groups then the Group menu is not shown. ·...

  • Page 167: Self-Administer Menu

    The Phone Menus: Features Menu 22.2 Self-Administer Menu This menu is accessed by pressing the Features soft key and selecting Phone User and then Self-Administer. 1408, 1416 Phone User Guide Page 167 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 168: Visual Voice Menu

    22.3 Visual Voice Menu This menu is accessed by pressing the key. The system administrator may have configured it so that you are required to enter your voicemail code after pressing the button. The Email option is only available if configured by the system administrator. Hunt group mailbox access is only available if configured by the system administrator.

  • Page 169: Status Menu

    The Phone Menus: Visual Voice Menu 22.4 Status Menu This menu is accessed by pressing the Status soft key. 1408, 1416 Phone User Guide Page 169 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 170: Phone A-Menu

    22.5 Phone A-Menu This menu is accessed by pressing the key. It is used mainly for phone specific settings rather than your user settings. It can also be used to view details of the phones software. The following options are not used with IP Office and are not included in this documentation; Applications, Log- Answered, Log-Un-Answered, Log-Outgoing, Log-Bridged, Erase Contacts, Erase Call Log and Stay in Contacts 1408, 1416 Phone User Guide Page 170...

  • Page 171: Call Log Menu

    The Phone Menus: Phone A-Menu 22.6 Call Log Menu This menu is accessed by pressing the key. The diagram below summarizes the structure of the menu. 1408, 1416 Phone User Guide Page 171 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 172: Contacts Menu

    22.7 Contacts Menu This menu is accessed by pressing the key. This menu is used to access your own personal contacts and the system directory of contacts. 1408, 1416 Phone User Guide Page 172 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 173: Redial Menu

    The Phone Menus: Contacts Menu 22.8 Redial Menu This menu is accessed by pressing the key. This menu is only used when you set your redial mode to List. The numbers (up to 10) shown come from your outgoing call log. 1408, 1416 Phone User Guide Page 173 IP Office...

  • Page 174: Phone Locked Menu

    22.9 Phone Locked Menu When your phone is locked: · It can only be used to make internal and emergency calls. · None of the menus for your user settings can be accessed. · To unlock the phone requires your login code if you have configured a login code 1408, 1416 Phone User Guide Page 174...

  • Page 175: System Admin Menu

    The Phone Menus: Phone Locked Menu 22.10 System Admin Menu This menu is only available to users who have been configured as a system phone user. 1408, 1416 Phone User Guide Page 175 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 176: Error Screens

    22.11 Error Screens Display Likely Cause NoUser This screen is displayed when there is no user currently logged in on the phone. The phone can still be used for internal and emergency calls. To login press Select. PHONE LOCKED This screen is displayed if the user has locked it. The phone can still be used to make and receive internal calls and to make emergency calls.

  • Page 177: Glossary

    Chapter 23. Glossary 1408, 1416 Phone User Guide Page 177 IP Office 15-601040 Issue 06a (25 October 2011)

  • Page 178: Abbreviated Ring

    23. Glossary 23.1 Abbreviated Ring A single non-repeated ring. By default this is the type of ring used when another call alerts you when you already have a call in connected. 23.2 Appearance Button Appearance buttons are used to represent calls made and received by you and other users on the telephone system. They are configured by your system administrator.

  • Page 179: Do Not Disturb Exceptions

    Glossary: Do Not Disturb Exceptions 23.10 Do Not Disturb Exceptions · These are numbers for caller's who can call you even when you are set to do not disturb. This only applies for calls to you. It does not apply for calls to a hunt group of which you are a member. 23.11 Follow Me Follow me to is used to redirect your calls to another extension where you will be working.

  • Page 180: Group

    · D = Diverting (Forwarding) Calls A D is shown on your phone's display when you have forward unconditional enabled. 23.17 Group Your system administrator can include you as a member of a group along with other users. Each group has its own extension number which can be used as the destination for call.

  • Page 181: Park Call

    Glossary: Park Call 23.26 Park Call Parking a call is similar to holding a call. However parked calls can be retrieved by other users on the telephone system. A call that you park and leave parked for too long will recall to your phone. The recall will ignore any do not disturb and forwarding settings, recalling to the phone from which it was parked.

  • Page 183: Index

    Index Call Settings 31, 35, 43, 54, 104, 127, 128, 129, 131, 132, Index Audible alerting on/off Abbreviated ring 23, 25, 132, 178 Audio Path 60, 62, 142 Access Control Auto-Answer 39, 134 Fallback 108, 109, 110, 111, 112, 113, 149 Internal Auto-Answer 39, 134 Follow Me...
  • Page 184 Do Not Disturb 18, 103, 178 104, 146 Handset Status 104, 146 Volume Headset 10, 11 Edit Volume 60, 141 Contact 67, 69 Held 21, 23, 25, 27 External contact 64, 67, 69, 70 Held call Follow me here 95, 147 Transfer 48, 52, 58 En-bloc 31, 129...
  • Page 185 Index More 73, 79, 80, 81 Follow Me here Music on hold 47, 58 Follow Me To 94, 146 Forward on Busy 101, 147 Forward on No Answer 100, 148 N 18, 103, 178 Forward unconditional 98, 148 Forwarded to Here Contact 44, 68, 76 Group membership...
  • Page 187 1408, 1416 Phone User Guide Page 187 IP Office 15-601040 Issue 06a (25 October 2011)
  • Page 188 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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