Telephone User Guide For. Avaya IP500. Phone: Fax: Brisbane Road, Mooloolaba, Qld 4557 V11 1

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1 Telephone User Guide For Avaya IP500 Phone: Fax: Brisbane Road, Mooloolaba, Qld 4557 V11 1

2 Quick Reference Guide AVAYA IP 500 Handset Overview V11 2

3 Function Function Description ANSWER A CALL Lift handpiece OR Press Speaker button OR Press Headset Button To answer an incoming call from any handset Universal Answer Lift handset Dial *30 to answer a call ringing anywhere OR Dial *32*Ext No# to answer the call for a particular extension. DEFAULT RINGING PATTERNS Internal Calls Single ring External Calls Double ring CHANGING RING OPTIONS You can chose from eight different ring sounds. Press the Soft Key for Option Press the Soft Key for Ring Options Press the Soft Key for Ring Pattern To select a ring pattern press the arrow keys or use the key pad to dial between 1 and 8 you will hear the different tones as you scroll through When you have selected the ring pattern, press the Soft Key for Save MAKE A CALL To Access: Lift handset or Press Speaker key or Press Headset Button Dial 0 Dial phone number V11 3

4 REDIAL Last Number Redial Without lifting the handset, Press Redial Twice, then lift handset OR Scroll through the last 10 numbers dialed: Press Redial Press Arrow Keys to scroll through the last 10 numbers Press the soft key beside the number on the screen to dial CALLER ID The log can store up to 48 entries for both incoming & outgoing caller ID. NOTE: This must be activated by your service provider e.g. Telstra Press the second Soft Key for Log on the menu on the screen Then Press the Soft Key for one of the following options: - Missed Calls - Incoming Answered Calls - Outgoing Calls - More to display a second menu for All Calls Press the arrows to display further pages of entries Press the Soft Key option to Call, Delete, Save or Done/Exit to exit. HOLD To place an outside call on Hold: Press the HOLD button The symbol will change next to the call appearance key To pick up the outside call again: Press the Call Appearance Key next to the screen TRANSFER TRANSFERRING CALLS OFFSITE To transfer an incoming call to another extension: Press Transfer Dial Extension number Announce call Press the Transfer key again Hang Up Whilst on the first call press Transfer Dial the offsite/external telephone number Announce the call Press Transfer then hang up V11 4

5 TRANSFER CALLS FROM A PANASONIC CORDLESS PHONE After taking an incoming call to place it on hold look at the screen; the word recall will appear on the bottom left hand side of the telephone screen. To place the call on hold, press the black button on the left hand side Dial the extension number Announce the caller Press off to hang up and the call will be transferred. Note: To avoid any confusion the hold button on the handset is only used when the Panasonic is not part of a telephone system PARKING CALLS You are able to park a call so it can be retrieved by another extension. The call is allowed to be parked for 5 minutes before the parked call will ring back to your extension if it is idle. Note: A slot ID must be assigned before following this procedure. Feature keys can be setup to park & un-park calls. To park a call to be picked up by any extension: Dial *37*N# - where N is the slot ID you have assigned Inform your colleagues of the parked call & the slot ID you have assigned. To un-park a call from another extension: Dial *38*N# - where N is the slot ID you have assigned MUTE To prevent the other person on the line from hearing you: Press MUTE button to turn on and off Microphone for Hands free operation, also acts as mute button INTERCOM To initiate an internal intercom call: Lift Handset OR Press Speaker button OR press Headset button Dial extension number To answer an Intercom call: Lift handset or Press Speaker or Press Headset RING BACK REQUEST Note: Must be activated in system programming To request an extension to call you back when they are no longer busy: Dial the Extension Number When you hear the busy tone, Press the Soft Key for RBak Hang Up When the extension becomes free your handset will ring. Lift the handset and you will be connected to that extension V11 5

6 CONFERENCE To set up a Conference Call: Make or Receive Intercom or Outside call Press the Conference key Dial extension you want to add OR Access an outside line. When called party answers, Press Conference Repeat steps 2-4 to add more parties. To exit a Conference without affecting the other parties: Hang up. VOLUME CONTROL To Adjust Ringing Volume: Press the Volume Arrow keys whilst you hear the sound to adjust Speaker volume when on hook Ring volume when station is ringing Receiving volume when call in progress ADJUSTING DISPLAY CONTRAST Press the Soft Key for Option Press the Soft Key for Contrast Press Arrow keys to adjust level of contrast When finished either press Soft Key for Done or Press Exit Button CALL FORWARD To Activate Call Forward to another extension or external number. To set the number to which your calls are forwarded: Dial *07*Ext No# To switch call forwarding on dial: For Forward Unconditional - *01. To take off *02 For Forward When Busy - *03. To take off *04 For Forward When No Answer - *05. To take off *06 To cancel all forwarding: Dial *00 DO NOT DISTURB When activated, you will not receive any internal or external calls to your extension. You are still able to make outgoing calls. To Activate: Dial *08 An N is displayed. To Deactivate: Dial *09 Note: Callers will hear either busy tone or are re-directed to your voic . V11 6

7 DEFAULT PHONE/ ERASE ALL SETTINGS To erase all settings on a handset personlised options, call log and speed dial list, for example if a staff member leaves: Press the Soft Key for Option Press the Arrow Keys until a menu called Select Items to Erase is displayed Press the Side Soft Key to select the items that you wish to erase for either: - Speed Dials - Call Log - User Labels - Language - Options - All Then Press the Soft Key for Erase Press the Soft Key for Done when finished V11 7

8 STATION SPEED DIALLING To Store a Phone Number into Speed Dial (can store up to 48): Press the Soft Key for SpDial Press the Soft Key for Add Press the Side Soft Key beside Name Enter the name using the letters on the key pad Press the Arrow keys to move to the left or right Press the Soft Key for Space to leave a space If you make a mistake, press the Soft Key on the left side for Backspace Press the Side Soft Key for Number Type in the number using the keypad Press the arrow keys to move left or right Press the Side Soft Key for Backspace if you make a mistake Press the Soft Key for Save (will return to the speed dial list) To Dial a Speed Dial Number Press the Soft Key for SpDial To scroll through the alphabet press the Arrow Keys OR Key the first letter of the name to jump to the page with a matching entry When you see the entry you wish to dial, press the Side Soft Key next to the entry to dial Editing a Speed Dial Number: Press the Soft Key for SpDial Press the Soft Key for Edit Select the speed dial you wish to edit by either scrolling to find it or jumping to the letter, then press the Side Soft Key next to the entry Edit the entry using the same methods as for adding a speed dial Press the Soft Key for Save To delete a Speed Dial Entry Press the Soft Key for SpDial Press the Soft Key for Delete Select the speed dial you wish to delete by either scrolling to find it or jumping to the letter, then press the Side Soft Key next to the entry To delete the entry press the Side Soft Key for Yes To return to the Speed Dial List press the Soft Key for Done V11 8

9 FUNCTION KEY PROGRAMMING If any one of the keys on the phone is programmed with an Admin or Admin1 feature key, it allows you to program further features against other function keys. Both Admin and Admin1 are allocated to your function keys by your system administrator and would appear as follows: V11 9

10 To assign a feature against a Function Key (Soft Key): Press the Side Soft Key for Admin or Admin1 (generally will be Admin) The names shown above are the features that you can assign to soft keys. Press the Arrow Keys to scroll through the list of features/pages To select a feature, press the Side Soft Key adjacent to the feature on the screen If the function requires some data to be entered, [ ] is shown at the bottom of the display. Enter the data using the normal phone keypad. The upper part of the display reverts to showing the features currently assigned to the soft keys (before you have re-programmed them) To select the soft key against which to program the new feature, press the desired soft key CAUTION: Do not select the soft key used for the Admin function. Replacing this function will lock the telephone for further programming until reset through the telephone system. If the soft key is not already used, it will confirm that the soft key has been programmed by saying BUTTON PROGRAMMED. To end programming, press EXIT. To continue, press the soft key for Cont Repla, Keep and Delet are shown along the right hand edge of the display. Press the soft key for repla to replace existing feature with the new feature Press the soft key for Keep to keep the existing feature that is already there Press the soft key for Delet to delete the existing feature and not program anything there V11 10

11 V11 11

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