Page 5 - Contents
Contents Chapter 1: Introduction.............................................................................................................9 Introduction to the 1400 Series Digital Deskphones.........................................................................................9Overview of phone...
Page 9 - Chapter 1: Introduction; Introduction to the 1400 Series Digital Deskphones
Chapter 1: Introduction Introduction to the 1400 Series Digital Deskphones The Avaya 1400 Series telephones are ISDN telephones for use with the Integral 5 callprocessing system.This user guide is written for the 1408 and 1416 Digital Deskphones.Thesedeskphones put convenient features and capabiliti...
Page 12 - About LEDs
About LEDs Each function, partner or destination key has two LEDs, one green and one red, to indicatethe status of the function or partner. The status is identified by whether the LED is on, off, orblinking as described in the following tables. Note: If a key is assigned to a destination the LEDs ar...
Page 15 - Chapter 2: Making calls; Introduction to making calls; Calling an external call number
Chapter 2: Making calls Introduction to making calls Use the procedures provided in this chapter to make calls from your telephone. Note that when you make a call, you can either dial the number and then lift the handset, orlift the handset and then dial the number. Both orders are correct. However,...
Page 16 - Calling with a destination key; Calling a person from the call log
Instead of entering the external line code, you can also press a line key. If you haveactivated LN on dialing you only need to dial the external number. 2. Enter the desired call number . 3. Lift the handset. Related topics: Seizing exchange line automatically on page 73 Calling with a destination k...
Page 17 - Calling partners
Calling a person from the phone book entry 1. Press the Phone book / Contacts button. 2. Select the entry you want to dial. Note: To reach the entry more quickly, you can also enter one or more of the first letters of the name. 3. Lift the handset. Related topics: Introduction to the phone book on p...
Page 19 - Result
1. Press the Redial button. 2. Select the desired call number. 3. Lift the handset. Requesting automatic redialing Note: You can specify the number of automatic redial attempts and the time between two attempts in the Dial settings . You can only use Automatic redial if you are calling on a digital ...
Page 20 - Presenting yourself with specified call numbers *; Making an announcement
Each person on the call will hear a cut-in tone. You are now included in the call. 3. To disconnect from the call, press the Drop button, or replace the handset. Presenting yourself with specified call numbers * If your system is configured to do so, every time you make an external call you can sele...
Page 23 - Chapter 3: Handling calls; Introduction to handling calls; Answering a call
Chapter 3: Handling calls Introduction to handling calls When you receive an incoming call your telephone rings, the Call LED flashes and the call isindicated in the display. You will be shown the number or name the caller dialled, e.g. when you receive a diverted call. You can lift the handset or u...
Page 24 - Answering a call for a partner; Forwarding calls to forwarding stations; Putting a call on hold
A list of incoming calls will be shown. 3. Press the OK button. 4. Lift the handset. Answering a call for a partner When a partner's telephone rings, the corresponding LED on your telephone flashes. You can pick up that call and answer as deputy. 1. Press the Partner key and wait until the call reac...
Page 26 - Transferring a call; Answering an additional call (second call)
You can now talk to the first talking partner. The second partner is put on hold. Transferring a call 1. Press the Hold button. Your first call is put on hold. 2. Dial the appropriate call number. You do not need to wait until the call is accepted. 3. Press the Transfer button or hang up. Answering ...
Page 27 - Chapter 4: Call diversion; Introduction call diversion; Diverting calls for your telephone
Chapter 4: Call diversion Introduction call diversion You can divert incoming calls to another extension. You can set this up both for your own andother telephones. You can also divert calls to your telephone. In all these variants, you canchoose • whether this should always take place, • only if th...
Page 28 - Diverting calls to your telephone
6. Select one of the following: • immediately • after time • on busy 7. Press the OK button. The status information Divert to … - appears in the display. Alternatively, a clock symbol is shown for call diversion after "after time" or a B for call diversion "on busy". 8. To deactivate...
Page 30 - Signaling calls on two telephones (twinning)
8. Select one of the following: • immediately • after time • on busy 9. Press the OK button. Both subscribers involved will get the status information Divert from … - or Divert to … - . Alternatively, a clock symbol is shown for call diversion after "after time" or a B for call diversion ...
Page 34 - Connecting conference participants with each other; Ending the conference call
If you set up a Conference bridge in your system, up to 9 different subscribers can join the conference bridge. With a conference bridge set up additional conferences with more than three participants are no longer possible. 1. While you are in a three-party conference press the Conference button. 2...
Page 35 - Chapter 6: Conference bridge; Introduction conference bridge; Dialing into conference bridge
Chapter 6: Conference bridge Introduction conference bridge Your system provides you with a virtual conference room (bridge). All conference participantswhich have dialed into the bridge are connected to one another. • Depending on the structure of your system, up to 9 internal and external subscrib...
Page 36 - Managing conference bridge calls
If the conference bridge is reserved again immediately after your conference (15minutes later), an alert tone sounds to warn you that the conference is approachingits end. 10 minutes before the beginning of the next conference, the connection isended. Managing conference bridge calls The inviting pa...
Page 37 - Next steps
The selected participant is dropped from the conference. Reserving conference bridge (one-time appointment) You must have permission to reserve a conference room. The default access PIN must be activated or amended. 1. Press the Avaya Menu button. 2. Select Conference bridge . 3. Press the OK button...
Page 38 - Reserving conference bridge (recurring appointment)
Reserving conference bridge (recurring appointment) You can reserve the conference bridge for recurring appointments. This could be, for example, a weekly group meeting on Friday at 9:00. 1. Press the Avaya Menu button. 2. Select Conference bridge . 3. Press the OK button. 4. Select My conference . ...
Page 41 - Chapter 7: Managing the call log; Symbols in the call log
Chapter 7: Managing the call log Call log If you do not answer an external call, the caller’s number will be stored in the call log togetherwith the time and date of the call. You can also have other entries made in the call log, e.g.internal calls or conversations with external callers. The most re...
Page 42 - Viewing the call log; Removing entries from the call log
Viewing the call log 1. Press the Call Log button. 2. Select the appropriate entry. 3. Press the OK button. The detailed display of the appropriate entry is shown. Removing entries from the call log If you call back an entry from the call log and a connection is established, the entry in the call lo...
Page 44 - Adding additional entries in the call log
Note: If you have entered a number without a name, you can edit the entry later and save it under a name. Adding additional entries in the call log You can set additional entries to be made in the call log. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applic...
Page 45 - Chapter 8: Managing the phone book; Creating a new entry in the phone book
Chapter 8: Managing the phone book Introduction to the phone book Your telephone has a personal phone book. You can store up to 100 individual numbers withnames which will only be available on your telephone. You can then dial phone book numbers quickly and easily. You can modify the individual phon...
Page 46 - Editing an entry in the phone book
If you want to enter an internal number, you have to press Option > internal call number before making the entry. 5. Press the OK button. 6. Enter name. 7. Press the Save softkey. Result The entries in your personal phone book correspond to the code dial destinations starting fromnumber 900. Code...
Page 49 - Writing and sending own text messages
Chapter 9: Messages Introduction messages You can send a text message to subscribers in your system, e.g. when the caller does notanswer or the connection is busy. The messages can consist of standard texts prepared byyour system administrator or your own text. Text messages can only be received by ...
Page 50 - Sending a standard text; Sending a text message for an internal caller
The text message will be sent immediately. Sending a standard text To be able to select from standard texts, these must first have been entered into the system. 1. Press the Avaya Menu button. 2. Select Message . 3. Press the Message button. 4. Select the desired standard text. 5. Press the OK butto...
Page 53 - Chapter 10: Mobile System Subscribers; Dialing into your system
Chapter 10: Mobile System Subscribers (Managed Mobility Access) Introduction MMA You can dial into your system remotely and then make a call as if you were using your companytelephone (MMA, Managed Mobility Access). The number of the telephone making the callmust be registered and it must support DT...
Page 54 - Dialing into your system using callback; Calling using your system; Placing a call
Dialing into your system using callback Note: This feature has to be set up by your system administrator. 1. Dial the dial-in number for your system from a registered external telephone with the callback setting activated.Wait for a ringback tone. After a short time, the Integral 5 disconnects. You ...
Page 56 - Modifying the twinning/call diversion number; Deactivating call diversion / twinning; Calling code dialing destinations
Modifying the twinning/call diversion number You have established a connection to your system from a registered telephone.The telephone from which you are calling must have caller display activated. You hear the dial tone. 1. Press the # key. 2. Press the * key. Twinning/Call diversion is now activa...
Page 59 - Chapter 11: Using the Avaya Menu; Call charges; Introduction to call charges; Viewing the charge display
Chapter 11: Using the Avaya Menu Call charges Introduction to call charges During a call, you can view the current charges. You can view the charges for your last call. All call charges incurred since the last reset are stored and totaled in your telephone system.You can check the charges for each s...
Page 60 - Viewing charges for lines / subscribers; Deleting call charges
Viewing charges for lines / subscribers 1. Press the Avaya Menu button. 2. Select Charges . 3. Press the OK button. 4. Select one of the following: • Total subs. , for showing the charges for a specific subscriber, • Total line , for showing the charges for a specific line. 5. Enter the extension or...
Page 61 - Telephone lock; Locking the telephone
Locking the telephone Telephone lock Locking your telephone prevents unauthorized use during an absence. To unlock yourtelephone, a Personal Identification Number (PIN) is required. The following functions are still available when the telephone is locked: • Answering calls, • Dialing internal call n...
Page 62 - Unlocking the telephone; Managing appointments
1. Press the Avaya Menu button. 2. Press the Lock function key. 3. Press the OK button. The status information Phone locked is shown. Unlocking the telephone 1. Select Phone locked . 2. Press the OK button. 3. Enter the current PIN. Managing appointments Appointments (reminders) You can set your tel...
Page 63 - Entering an appointment for today; Entering a one-time appointment
Entering an appointment for today 1. Press the Avaya Menu button. 2. Select Appointments , and if necessary select Own appointm . All set appointments will be shown. 3. Select an appointment, which is marked empty, e.g. Appt. 1 . 4. Press the OK button. 5. Press the Today softkey. 6. Enter the time ...
Page 64 - Entering a recurring appointment; Acknowledging an appointment
7. Enter or add any text. 8. Press the OK button. Result At the specified time, a signal tone sounds and the text you have entered is displayed. Entering a recurring appointment 1. Press the Avaya Menu button. 2. Select Appointments , and if necessary select Own appointm . All set appointments will ...
Page 65 - Deleting an appointment; Setting appointments for others
Press the OK button. The signal tone stops and the appointment reminder will be deleted in the display. Deleting an appointment 1. Press the Avaya Menu button. 2. Select Appointments , and if necessary select Own appointm . 3. Select the desired appointment. 4. Press the OK button. 5. Press the Dele...
Page 67 - Chapter 12: Customizing your telephone; Setting parameters for your telephone; Changing the acoustic signaling
Chapter 12: Customizing your telephone Setting parameters for your telephone Changing the acoustic signaling Use this procedure to change the volume of several tones. Note: You can change the individual settings during a call by pressing + or - on the Volume button. You can also change any setting b...
Page 69 - Setting the contrast
1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Display/Acoustics . 5. Press the OK button. 6. Select MSN call type (off) . 7. Press the Modify softkey. 8. If you wish to hear your personal ring tones again, change the setting back to (off) . 9. Press the Back ...
Page 70 - Setting the language; Adjusting the setting for handsfree operation
Setting the language 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Display/Acoustics . 5. Press the OK button. 6. Select Language . 7. Press the OK button. 8. Select the language you want to use for display texts. 9. Press the OK button. Your telephone will r...
Page 71 - Activating night service
• 3: Loud connection purely digital or internal connection. This is normally the best setting if you are using your telephone's build-in-loudspeaker. • 4: When you have connected an additional loudspeaker. 10. Press the Back softkey. Deactivating ringing tone temporarily (Do not disturb) If you do n...
Page 72 - Activating automatic handsfree after dialing
The system can activate night service automatically at times programmed by your system administrator. The calling stations for the night service can be set in the menu Settings > System functions . 1. Press the Avaya Menu button. 2. Select Night service . 3. Press the OK button. 4. Select Night s...
Page 73 - Seizing external line automatically when going off-hook
Seizing exchange line automatically You can automatically seize an exchange line every time you dial with the handset on hook. You then never have to dial the external line code. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Dial settings . 5. Press the OK bu...
Page 75 - Setting the number send to external subscribers
Setting redial interval When you activate automatic redial: Use this procedure to set the time that elapses between two automatic redials. You can select times of 15, 30, 60, 90 or 120 seconds. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Dial settings . 5. ...
Page 76 - Accepting calls automatically (Handsfree answer back)
7. Press the Modify softkey several times until the desired setting is shown: • off , to switch the number display off completely, • own , to send your internal extension number (e.g. 7505-12) • Master , to send only your company telephone number (e.g. 7505-0). 8. Press the Back softkey. The new set...
Page 77 - Deactivating second call
Turning direct dialing on or off By default, direct dialing is set to on. Then dialing begins immediately when the first digit or a destination is pressed. You can turn this setting off. Then you can type in a whole call number first and then dial it as a block. You can then check the call number ag...
Page 78 - Assigning code numbers *
6. Select Second call (on) . 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved. Result If you are making a call and have switched off second call, a caller will receive the busy signal. Assigning code numbers * Every outgoing and incoming call can be assigned a code nu...
Page 80 - Removing telephone from hunt groups; Removing telephone from general call
The new setting is saved. Removing telephone from hunt groups If your telephone is assigned to one or more hunt groups: Use this procedure to temporarily remove your telephone from these hunt groups. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications ...
Page 81 - Function, destination, line and partner keys; Introduction function keys
7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved. Activating remote headset Use this procedure to activate the use of a cordless convenience headset. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications . 5. Press the OK ...
Page 82 - Assigning functions to keys; Assigning destinations to keys
Note: All the procedures described in this user manual assume a standard assignment of the function keys. If you re-assign function keys, please bear in mind that this may change the operating procedures. Functions assigned to keys no longer appear in the menu. Related topics: Calling with a destina...
Page 83 - Assigning lines to keys
5. Press the OK button. The description and current assignment of all keys will be displayed. 6. Select the key you want to change or assign. 7. Press the OK button. 8. Select Destination key . 9. Press the OK button. The call numbers or names stored in your individual phone book are displayed. 10. ...
Page 84 - Deleting key assignments
Assigning partners to keys 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Function keys . 5. Press the OK button. The description and current assignment of all keys will be displayed. 6. Select the key you want to change or assign. 7. Press the OK button. 8. S...
Page 85 - Set up conference bridge *
You can now see the function or call number previously assigned to the key. 7. Select delete . 8. Press Delete softkey. The key is now free again. Conference bridge settings Set up conference bridge * The conference bridge can only be reserved by authorized subscribers. Each of thesesubscribers can ...
Page 87 - Changing standard PIN *
4. Select Applications . 5. Press the OK button. 6. Select Conference bridge . 7. Press the OK button. 8. Select Standard PIN . 9. Press the OK button. You are shown that the standard PIN cannot be used, e.g. PIN: 0000 Not active . 10. Select Activate . 11. Press the OK button. 12. Press the Back so...
Page 88 - Managed Mobility Access settings; Introduction MMA settings
Managed Mobility Access settings Introduction MMA settings Up to 50 external numbers can be registered on your system to use Managed Mobility Access(MMA). Each external number is assigned to a fixed internal subscriber. Each internal subscriber canbe assigned to more than one external number. The in...
Page 92 - Deleting entries from the call filter
Deleting entries from the call filter 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications . 5. Press the OK button. 6. Select Call filter . All call filter entries are shown. 7. Select the entry you want to delete. 8. Press the Delete softkey. 9. Press...
Page 93 - Assigning operators for day service *
Chapter 13: Settings for your telephone system Introduction You can perform many of the settings for your telephone system from your Avaya 1400 Seriestelephones. The settings apply to all the telephones in your system. • External callers can often reach your company using various different numbers. ...
Page 96 - Setting second call barring *
5. Press the OK button. 6. Select Call forwarding . 7. Press the OK button. 8. Enter the two-digit number of the line for which you want to set up operators. You can also simply press the corresponding line key instead of entering the linenumber. 9. Select the number for which you want to set up an ...
Page 97 - Setting customer password *
8. Select the number for which you want to change second call barring. 9. Press the OK button. 10. If necessary select other numbers for which you want to change the setting. 11. If necessary press the OK button. 12. Press the Phone/Exit button. The new setting is saved. Result If you are in a call ...
Page 98 - Showing traffic statistics *
1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select System functions . 5. Press the OK button. 6. Select Customer pswd . 7. Press the OK button. 8. Enter the old password if one has already been assigned. 9. Enter the new customer password (new PIN) as four digits....
Page 99 - Chapter 14: Auxiliary devices; Button module DBM32
Chapter 14: Auxiliary devices Button module DBM32 A DBM32 button module provides 32 buttons. You can connect one or two DBM32 to yourAvaya 1416 telephone. No button module can be connected to the Avaya 1408 telephone. Your system administrator can assign the buttons according to your preferences. Th...
Page 100 - Using a headset
1 Buttons with LEDs 2 Strips for labeling Dialing with the DBM32 button module: Use the DBM32 buttons just like the destination or partner keys located directly on yourtelephone: Lift the handset and then press the button for the desired subscriber. Table 4: LED indications LED Connection Blinking r...
Page 103 - Chapter 15: Hotel functions
Chapter 15: Hotel functions Introduction You can use the hotel functions in small to medium-sized hotels and guest houses. Your systemadministrator can connect up to three DBM32 modules to the Avaya 1416 telephone forexecuting these functions. Available functions include checking guests in and out, ...
Page 104 - Layout of the hotel functions on the DBM32 button module *
Layout of the hotel functions on the DBM32 button module * No. Name Description 1 Check-in / Check-out For checking guests in and out. 2 DDD (Disable DirectDial) An external caller cannot directly dial the guest’s room, butmust be connected via the switchboard. 3 Message The switchboard can send a m...
Page 106 - Querying call charges *; Listening to messages *
Result All the guest’s messages, wake-up calls, call diversions and callbacks are deleted upon check-out. Direct dial from other rooms is disabled. On checking out, an automatic printout of the total is also possible. Consult your systemadministrator if necessary. Querying call charges * 1. Press th...
Page 107 - Setting direct dial to rooms *
1. Select this menu item, e.g. 101: New messages (2) . 2. Open the voice mail box by calling the voicemail server. 3. Enter the room number. 4. Press the OK button. The connection to the guest’s voice mail box is established. The voice mail box can be transferred to another telephone in the usual wa...
Page 108 - Determining the charge limit *
1. Press the DDD (Disable Direct inward Dial) button. The button LEDs of all rooms which cannot be called directly light up. 2. Press the button for the desired room. The button LED lights up or goes out, depending of the new DDD status of the room. 3. Press the Exit button. The DBM32 module returns...
Page 111 - Menu overview
Chapter 16: Menus Menu overview The following contains an overview of the menu structure of the Avaya 1400 Series telephonesconnected to Integral 5. The first three menu levels are shown. The menu structure shownhere may differ from the actual menu structure on your telephone. Deviations from the me...
Page 115 - Appendix A: Remote features; Changing call diversion remotely *
Appendix A: Remote features Changing call diversion remotely * You can call your telephone system from outside to set up or change a call diversion for your telephone or for other telephones. This is possible from any telephone with DTMF suffix dialling. In many cases, you can use only certain pre-s...
Page 117 - Index
Index A acknowledging appointment ......................................................... 64 adjusting handsfree operation ............................................. 70 announcement replying ................................................................ 21 anonymous calling .....................
