Avaya 16-603463 - Manuals

Icon Description Scroll up or down for other options. About this manual Descriptions of optional features are marked with an asterisk in the title. For more informationabout the optional features, see your system administrator. All the descriptions in this user guide assume a standard assignment of ...

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,...

Calling with a destination key 1. Press the destination key for the desired subscriber. 2. Lift the handset. Related topics: Assigning functions or call numbers to keys Calling a person from the call log 1. Press the Call Log or the Redial button. 2. Press the left/right arrow button, to select the ...

You can also search for a name or call number by using an asterisk “*” as a wild card (as you can on your PC). For example, if you input *mobile , all entries which include the string “mobile” will be displayed. 3. Lift the handset. Related topics: Introduction to the phone book on page 39 Calling a...

Chapter 3: Handling calls Introduction to handling calls When you receive an incoming call your telephone rings, the Incoming Call LED flashes andthe call is indicated in the display. You can lift the handset or use the Speaker button and talk with the handset on-hook. You arealso able to answer an ...

You can also pick up calls by entering a code, if your telephone system is administered for the pick-up function. See your system administrator for more information. Related topics: Setting up a macro (diversion and pick-up) on page 76 Putting a call on hold You can put an active call on hold or an ...

The display is deactivated and the call number is not stored in all the call log lists. 2. To reactive the display, press the Display softkey again. Note: When you deactivate your telephone display, the call number is not stored in the call log. Transferring a call 1. Select new call to ... . 2. Pre...

Turning second incoming call on or off If you do not want to answer an additional call (second call) during a call, you can deactivate the second call. 1. Select Second call in the display. 2. Press the OK button. 3. Press the On/Off softkey. 4. Press the Done softkey. 5. To activate the second call...

Chapter 4: Call diversion Introduction to call diversion You can divert your calls to someone else. Different kinds of call diversion are possible: • to: first destination unconditional • to: alternative destination unconditional • on busy: destination only when you are busy • Ex.aft.time : destinat...

4. Select the appropriate kind of diversion. 5. Enter the desired call number . 6. Press the OK button. The status information DIV to call number appears in the display and the LED lights up. 7. To withdraw the diversion, select the appropriate status information and press the OK button . Related to...

Chapter 5: Follow-me Introduction to follow-me * When you are going to visit several colleagues one after the other and don't want to miss anycall arriving meanwhile, you use the follow-me function. This function allows you to use other telephones to set up or change the call diversion on yourteleph...

Chapter 6: Three-party conference Introduction to three-party conference calls You can use a three-party conference call to speak with two people at different locations onthe same call. If the Multiple Conference feature has been enabled in your telephone system,up to seven people can be included in...

1. Select the call number menu item of the participant with whom you want to talk privately. 2. Press the OK button. You can talk privately with the desired participant, while the other call is on hold. 3. To return to the conference press the Conference button or select conference with from the men...

Chapter 7: Multiple conference * Introduction to multiple conference calls If the Multiple conference feature has been enabled in your telephone system for yourextension, you can include up to seven people in a conference call. (Otherwise you can usethe three party conference.) The person who is res...

Adding a waiting participant to a multiple conference You are controller of a multiple conference having several waiting participants. That is, there are several refer-backs waiting. You can switch from one to another. 1. Select the appropriate refer-back back to ... . 2. Press the OK button. You ar...

1. Select Transfer conference ... . 2. Press the OK button. The multiple conference continues without a controller, but at the original controller’s responsibility. When you are in the state Hold/Retrieve locked/disabled , you can alternatively replace the handset. Ending the multiple conference cal...

Chapter 8: Managing the call log Call log You can use the call log to view a list of your recent calls or view separate lists of your outgoing,answered, or missed calls. Icons indicate the history of the calls: Icon call log list max. number of entries >> All calls Missed calls (call list) max...

Chapter 9: Managing the phone book Introduction to the phone book Your telephone has a personal phone book. There you can store up to 268 phone numberswith their associated names, which are available only on your telephone. You can then dial phone book numbers quickly and easily. You can modify the ...

Adding an entry from the call log to the phone book 1. Press the Call Log or the Redial button. 2. Select the desired call number. 3. Press the Details softkey. 4. Press the Down navigation button 5. Press the More button 6. Press the +Contact softkey. 7. Enter a name if required. 8. Press the Save ...

Chapter 10: Voicemail System Introduction to voicemail Callers can leave messages for you similar to an answering machine, if a voicemail system isconnected to your telephone system. You can call to retrieve these voice messages. Furthermore you can receive conventional text messages from a server. ...

The appropriate entry flashes. Press the Clear button once more or the OK button to confirm. Deleting all messages The light at the right upper corner of your telephone indicates that you have voicemail messages waiting. 1. Press the Message button. 2. Select Delete all messages . 3. Press the OK bu...

Chapter 11: Partners Introduction to partners Your system administrator can link together up to 16 telephones in your telephone system tocreate a partner group. You can set up your telephone so that you hear a short tone whenone of your partners is called (partner beep). You can also set up and, if ...

11. Press the OK button. 12. Select the call number of the desired partner. 13. Press the OK button. 14. Select Long name . 15. Enter the appropriate name. 16. Select Short name . 17. Enter the appropriate name. 18. Press the Done softkey. Calling partners 1. Press the appropriate partner key. 2. Ta...

11. Select the partner key whose partner signalling you don't want to get any longer. 12. Press the Change softkey. 13. Press the Done softkey. Activating partner beep Use this procedure if you want to hear a short tone (beep) every time your partner is called. 1. Press the Avaya Menu button. 2. Sel...

Assigning partners on the button module* Use this procedure to transfer all your partners from your telephone's keys to the keys of a button module. Note: The button module is not supplied as standard with your telephone. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4...

5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Set/delete partner div … . 9. Press the OK button. 10. Select Partn. div. from my phone... . 11. Press the OK button. 12. Select the partner to whom you want to divert calls, displayed with off 13. Press the OK button. 14....

Partner diversion is now activated. Diverting partner calls to partners, extended * If you have the appropriate authorization, you can divert any call of a partner group to any call number for another partner. This means that call diversion can be activated to a partner's mobile or home call number....

Setting the deputy key * 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications/Partner . 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Set/delete partner div … . 9. Press the OK button. 10. Select Set deputy key . 11. Pres...

1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications/Partner . 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Adapt partner group size . 9. Press the OK button. 10. Select Expand partner group . 11. Press the OK button. 12...

12. Select the partner who you want to remove. 13. Press the Delete softkey. Restricting partner signaling * Use this procedure if you don't want the partners displays to show whether you are on a call, whether you are being called, whether a call diversion exists for you, etc. The "Restrict par...

1. Press the Executive key. 2. Press the partner key of the partner for whom you want to reserve a line. 3. Press the OK button. The status message Line busy appears in the display of the partner telephone. The partner can continue to dial as usual. Related topics: Assigning functions to keys on pag...

The system administrator initializes the filtering function and sets up the filtering groups.Filtering can be activated for one executive to several receptionists. One receptionist can dealfiltering for several executives. You as a member can assign the function keys for filtering, only if the filte...

Chapter 12: Private User Mobility Private User Mobility * The Private User Mobility feature allows you to log on to any telephone inside the telephonesystem and have access to your personal settings (call list, redial, call diversion, and callbacks).Callers will reach you on this telephone when they...

Logging off the telephone Press the Log out user function key. Your personal settings (call list, redial, call diversion, callbacks entered) are cleared. Note: You are logged off automatically if another subscriber logs on to this telephone. Private User Mobility 60 1408/1416 User Guide January 2010

Chapter 13: Favorite screen Introduction to favorite screen In the favorite screen you can gather functions and destinations that you use frequently. Amaximum of twelve entries are possible. Then you can reach these functions or destinationsvery easily. In addition to providing another way of access...

6. Select Favorite screen active Off . 7. Select On/Off softkey. 8. Press the Save softkey. Entering a function into the favorite screen You can add your favorite functions into the favorite screen for easy access. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Selec...

Chapter 14: Customizing your telephone Introduction to customizing your telephone This section provides procedures to set parameters for your telephone, such as the ring tonemelody and language. It also provides procedures to manage your function and destinationkeys, save personal data, manage VIP f...

10. Press the Done softkey. 11. To reactivate one of these tones, scroll to the relevant menu item and press On/ Off softkey again. Changing the acoustic signaling Use this procedure to change the volume of several tones. You can change the individualsettings during a call by pressing + or - on the ...

Setting the ringing tone melody You can assign different melodies to incoming calls (internal, external, VIP and partner / line). 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 Set acoustics . 7. Press the ...

Setting the contrast and the brightness 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 Set contrast or Set brightness . 7. Increase or reduce the contrast or brightness with the right or left navigation but...

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 Set handsfree . 7. Press the Change softkey to select one of the following. • echo • normal • muffled 8. Press the Done softkey. 9. Select Handsfree . Displayi...

1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Keys . 5. Press the OK button. 6. Select Key beep (off) . 7. Press the OK button. 8. Press the On/Off softkey. 9. Press the Done softkey. 10. To turn the key tone off again, switch the function to Key beep (Off) a...

Note: When using the central lock in your telephone system, the emergency numbers are those defined in your telephone system, not the emergency numbers you saved on your telephone. 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Security . 5. Press the OK butto...

Creating a destination key 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Keys . 5. Press the OK button. 6. Select Set destination keys . 7. Press the OK button. 8. Confirm Set new destination with OK button. 9. Enter name and call number. 10. Press the Assign...

4. Select Keys . 5. Press the OK button. 6. Select Set destination keys . 7. Press the OK button. 8. Confirm Set new destination with the OK button. Note: You can also directly press an unassigned key in idle mode to open this menu item. 9. Select Copy phone book entry . 10. Press the OK button. 11....

8. Select Edit destination key . 9. Press the OK button. 10. Press the key that you want to edit. You can now change the name and the call number. 11. Press Save softkey. Note: A partner key can not be simply overwritten. If the key you want is previously set as partner key, this assignment must be ...

Relocating the telephone 1. Press the Avaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Security . 5. Press the OK button. 6. Select Relocate . 7. Press the OK button. The data is saved locally in the telephone. The status message Relocation prepared appears. 8. Plug the tele...

VIP functions Preparing VIP functions You can set up special functions between telephones of your system, provided you have madethe appropriate preparations. To do this, certain pre-settings on both the sending and thereceiving telephone have to be the same. Two typical applications of the VIP funct...

11. Select one of the following: • Entry from phone book • Entry from key assignment • Ind.emerg.call • Partner 12. Press the OK button. 13. Select the entry for the secretary telephone. 14. Press the OK button. 15. Select sent to user . 16. Press the Change softkey several times, if necessary, unti...

"Announcement": The loudspeaker is activated on the secretary telephone. You canmake an announcement. Note: You can program an “Announcement" function key. This considerably shortens the process of configuring VIP announcement with reply. Press this function key and enter the call number...

Accepting calls automatically (Handsfree answer back) You can set up your telephone so that incoming internal calls are accepted automatically. If you receive a call, you will hear a short signal tone and your telephone's microphone and loudspeaker are activated immediately. This means that you can ...

3. Press the OK button. 4. Select Dial settings . 5. Press the OK button. 6. Select Direct dial . You can set the following parameters: • Direct destination dial • Direct digital dial • Refer-Back destination • Headset 7. Press the OK button. 8. Press the On/Off softkey. 9. Press the Done softkey. 1...

Chapter 15: Using the Avaya Menu Introduction to the Avaya menu This chapter provides the procedures to manage call charges, lock your telephone, manageyour appointments, and customize your telephone. These procedures are performed usingoptions provided in the Avaya menu. Managing call charges Intro...

Viewing the charge display 1. Press the Avaya Menu button. 2. Select Charges . 3. Press the OK button. The charges for the last call are selected. 4. To view charges for one of the last four calls, select the appropriate line. 5. To view the total charges, select Total call charg . Deleting call cha...

5. Press the Change softkey. 6. Press the Done softkey. Recording charges for private calls and projects * You want to dial a number with a project PIN or private PIN. 1. Enter the external line code that is set up in your telephone system for dialing with a project or private code, e.g. 1 . This ex...

• Dialing emergency call numbers, • Activating and deactivating call diversions. Changing the PIN A PIN is required to unlock your telephone. Before you lock your telephone for the first time, you must change the PIN from the default setting. Your PIN must be four to six digits; the first digit cann...

Unlocking the telephone 1. Select Telephone locked . 2. Press the OK button. 3. Enter the current PIN. 4. Press the Done softkey. The status information is cleared. Setting automatic locking * If Automatic locking has been activated, the telephone will be locked every day at the same time. 1. Press ...

Managing appointments Appointments (reminders) You can set your telephone to remind you of important appointments. You can be reminded ofup to 10 appointments. You can specify whether you wish to be reminded once or every day. When the time of the appointment arrives, a signal tone sounds and the me...

11. Press the right/left button, to choose one of the following: • off • one-time appointment • daily appointment 12. Press the OK button. The new appointment is indicated as status information. Acknowledging an appointment Use this procedure to acknowledge an appointment. When the specified time is...

Chapter 16: Menus Menu overview The following table contains an overview of the menu structure of the Avaya 1400 Seriestelephones. The first three menu levels are shown. The menu structure shown here may differfrom the actual menu structure on your telephone. Deviations from the menu overview shownh...

Chapter 17: Appendix Remote features Introduction to remote features Use these procedures at different locations (for instance at home) being connected to yourtelephone system via a public network. You can make external calls using the telephonesystem or you can divert incoming calls from your telep...

Chapter 18: Auxiliary devices Introduction to auxiliary devices Use the procedures provided in this chapter, if you have a headset or a button moduleconnected to your telephone. Button module BM32 A BM32 button module provides 32 buttons. You can connect one or two BM32 to your Avaya1416 telephone. ...

1 Buttons with LEDs 2 Strips for labeling Use the BM32 buttons just like the destination or partner keys located directly on yourtelephone: Lift the handset and then press the button for the desired subscriber. Using the button module BM32 Use the BM32 buttons like the destination or function keys l...

Chapter 19: Appendix Contact Center If you are agent of a Contact Center and want to know what functions and buttons does yourtelephone provide for this purpose, look it up. Refer to your system administrator or yoursupervisor, if you need more information. The system administrator is in charge of y...

You are prompted by Enter job code in the display. Enter the appropriate job code and press the Send softkey. If you don't enter a correct job code in a certain time, you are reminded by Job code missing or by Invalid job code (if your input is wrong). Requesting help of the supervisor If you need h...

off on The job code is designed, you can optionally enter a job code. blinking on The job code is mandatory, you have to enter a job code. Cancel Wrap-up time Pressing this button you can finish the Wrap-up time . It is activated either automatically by the system or manually by pressing the Wrap-up...

Chapter 20: Abbreviations Abbreviation Description CTI Computer Telephony Integration ELC External Line Code MOD Button mod ule socket MSN Manufacturer Serial Number PIN Personal Identification Number PUM Private User Mobility TCM Terminal Configuration Manager TAPI Telephony Application Programming...

Index A acknowledging appointment ......................................................... 95 acoustic signaling turning off ............................................................. 65 activating ............................................................... 27 , 86 adding participant ..........