Avaya IP Office Phone Manual

Transcription

1 Avaya IP Office Phone Manual

2 Contents 1 PHONES Overview of the Overview of the Overview of the Overview of the 1403 / Overview of the 1408 / 1416 / 1608 / Overview of the 9620 / 9630 / 9640 / CALL HANDLING FEATURES - DESKPHONES Make a Call Speakerphone Hold Transfer Clearing a Call Conference Redial Parking a Call Avaya DECT Handsets Call Handling Features DECT Phones Polycom Conferencing Phones Analog Handsets VOIC PROMPTS Embedded Voic Voic Pro CLIENT SYSTEM CUSTOMISATION Customised Programming / ShortCodes Standard ShortCodes Extension List The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 2

3 1 PHONES 1.1 Overview of the 5402 This guide covers the use of the Avaya 5402 / 5602 telephone. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 3

4 1. Display, Call Appearance and Feature Keys: Two Call Appearance Keys allow the user to handle multiple calls and the display shows call information. Details on system features (allocated by your System Administrator) can also be displayed. 2. Message lamp - Lit when the user has voic messages. Can also be set to flash when the phone is ringing. 3. Messages: Access the user's mailbox. 4. Call Handling Buttons: Hold: Place call on hold, retrieves held call. See Hold. Transfer: Transfer call. See Transfer. Conference: Conference held calls. See Conference. Drop: Drop call. See Clearing a Call. Redial: Redial last number dialed. See Redial. 5. Dial pad: Standard 12-button pad for dialing telephone numbers. 6. Volume Controls: Adjusts the speaker, handset, headset, or ringer volume depending on which is currently in use. 7. Handset Socket: The socket for the handset cable can be found on the side of the telephone. The handset can be replaced by a headset. 8. Mute: Turns the microphone on/off in the headset/handset only; the 5402 does not have a microphone. When in use, the associated light is on and the caller cannot hear you. 9. Feature: Provides access to system feature that can be allocated to the 5402 dial pad keys by the System Administrator. 10. Speaker: Accesses the Speaker feature. The associated LED lights steadily when the Speaker is active. The Speaker feature only provides a monitor function and is not a Speakerphone, e.g. the 5402 does not have a handsfree speech function, you can hear a call through the Speaker but you must lift the handset to speak. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 4

5 1.2 Overview of the 5410 This guide covers the use of the Avaya 5410 / 5610 telephone. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 5

6 1. Display, Call Appearance and Feature buttons: Call Appearance Keys allow the user to handle multiple calls and the display shows call information. Details on system features (allocated by your System Administrator) can also be displayed. 2. Message lamp: Lit when the user has voic messages. Can also be set to flash when the phone is ringing. 3. Previous/Next Page: Move through the different pages of the call handling, speed dials and call log screens. Also used to move the cursor during data entry. 4. Messages: Access the user's mailbox. 5. Call Handling Buttons: Hold: Place call on hold, retrieve held call. See Hold Transfer: Transfer call. See Transfer Conference: Conference held calls. See Conference Drop: Drop call. See Clearing a Call Redial: Redial last number dialed. See Redial 6. Dial pad: Standard 12-button pad for dialing telephone numbers. 7. Volume Controls: Adjust the speaker, handset, headset, or ringer volume depending on which is currently in use. 9. Mute: Turns the microphone on/off. When in use, the associated light is on and the caller cannot hear you. 10. Headset: Switches from handset to headset. The light associated with this button turns on when the headset is active. 11. Speaker: Access the speakerphone. The light associated with this button turns on when the speakerphone is active. 12. Exit: Returns you to the main call handling screen. 13. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control certain actions within the features. These keys correspond to the text prompts in the display screen immediately above them. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 6

7 1.3 Overview of the 5420 This guide covers the use of the Avaya 5420 / 5621 telephone. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 7

8 1. Display, Call Appearance and Feature buttons: Call Appearance Keys allow the user to handle multiple calls and the display shows call information. Details on system features (allocated by your System Administrator) can also be displayed. 2. Message lamp: Lit when the user has voic messages. Can also be set to flash when the phone is ringing. 3. Previous/Next Page: Move through the different pages of the call handling, speed dials and call log screens. Also used to move the cursor during data entry. 4. Messages: Access the user's mailbox. 5. Call Handling Buttons: Hold: Place call on hold, retrieve held call. See Hold Transfer: Transfer call. See Transfer Conference: Conference held calls. See Conference Drop: Drop call. See Clearing a Call Redial: Redial last number dialled. See Redial 6. Dial pad: Standard 12-button pad for dialling telephone numbers. 7. Volume Controls: Adjust the speaker, handset, headset, or ringer volume depending on which is currently in use. 8. Mute: Turns the microphone on/off. When in use, the associated light is on and the caller cannot hear you. 9. Headset: Switches from handset to headset. The light associated with this button turns on when the headset is active. 10. Speaker: Access the speakerphone. The light associated with this button turns on when the speakerphone is active. 11. Exit: Returns you to the main call handling screen. 12. Softkeys: Used to navigate to or initiate certain features, such as Speed Dial or Call Log, as well as control certain actions within the features. These keys correspond to the text prompts in the display screen immediately above them. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 8

9 1.4 Overview of the 1403 / 1603 This guide covers the use of the Avaya 1403 /1603 telephone. The 1403, 1603 and 1603SW phones are all similar in their operation and have the same user controls as shown below. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 9

10 Name Message Waiting Indicator Avaya Menu Redial Hold Conference Transfer Drop Volume Mute Speaker Feature Buttons and Call/Line Appearance Buttons Description An illuminated red light in the upper-right corner of your phone indicates you have voic messages waiting. If Visual Alerting is enabled, this light flashes when you receive an incoming call. Press the A button to access the Avaya menu. Press the A button twice to exit the Avaya menu. The Avaya menu provides options that allow you to customize phone settings, select the display language, view network information, and log out. Press Redial to dial the last number you dialed. Press Hold to put the active call on hold. Press Conference to add another party to an existing call. Press Transfer to transfer a call to another number. Press Drop to drop the active call. While on a conference call, press Drop to drop the last person added to the conference call. Press + or - on the volume button while active on the handset or speaker to adjust the volume. To adjust the volume of the ringer, press + or - on the volume button while the handset and speaker are inactive. Press Mute to mute a call in progress. To take a call off mute, press Mute again. Press Speaker to use the speakerphone. To take a call off speakerphone, lift the handset. There are 3 buttons that can be programmed by the system administrator as either call/line appearance buttons or feature buttons. Press a call/line appearance button to make or answer a call or resume a call on hold. Press a labeled feature button to enable or disable that feature. Typically, two buttons are administered as call/ line appearance buttons and one button is administered as a feature button. The feature button provides access to an Avaya call management system feature that has been administered for your extension. The green LED next to the feature button indicates if the feature is currently on or off. If the light is on, the feature is on. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 10

11 1.5 Overview of the 1408 / 1416 / 1608 / 1616 This guide covers the use of the Avaya 1408 / 1416 / 1608 / 1616 telephones. This guide is for 1408, 1608, 1416 and 1616 phones when being used on an IP Office telephone system. Avaya 1408 / 1608 Telephone The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 11

12 Avaya 1416 / 16/16 Telephone The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 12

13 1 Call/Message Waiting Indicator This light flashes when you receive an incoming call. Additionally it indicates you have voic messages waiting. 2 Phone Display There are 3 (1408) or 4 (1416) lines in the phone display. The phone display presents calling or called party identification, user options, and other information relevant to using the phone. When the phone is idle, the top line shows the number of missed calls. The top line also shows the phone number and name you set and the date and time. The top line shows the phone number and name you set and the date and time. The middle line (1408) or two lines (1416) display status information. The bottom line displays the softkey labels. 3 Softkeys Press the softkeys to select the softkey labels. The softkey labels show you the action that each softkey produces. The labels and the actions vary depending on the object that is selected. 4 OK Press the OK button to open a selected menu item or confirm an input. 5 Phone/Exit Press the Phone/Exit button to return back to the idle display from a menu. 6 Function keys / Destination keys / Partner keys There are 8 (1408) or 16 (1416) keys that can be programmed as either function keys or destination keys. Press a labelled function key to enable or disable that function. The function keys provide the same functions that are available in the menu. When a call number is programmed on the key press the key to dial the destination. 7 Hold Press the Hold button (R button) to put the active call on hold or to toggle between an active call and a call on hold. Press the Hold button (R button) to put the active call on hold. 8 Conference Press the Conference button to add another party to an existing call. 9 Transfer Press the Transfer button to transfer a call to another number. 10 Drop Press the Drop button to drop the active call. While on a conference call, press the Drop button to drop the call party which is marked in the display from the conference call. 11 Headset Press the Headset button to use the headset if it is connected. Only HIS headset cords are compatible with your phone. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 13

14 12 Volume Press + or - on the Volume button while active on the handset, headset or speaker to adjust the volume. While not on a call, press + or - to access the audio settings menu. 13 Mute Press the Mute button to mute a call in progress. To take a call off mute, press Mute again. 14 Speaker Press the Speaker button to activate the loudspeaker or the handsfree equipment. 15 Redial Press the Redial button to either dial the last number you dialled or display the redial list from which you can select a number to redial. 16 Call Log Press the Call Log button to view a list of your outgoing, incoming, and missed calls. The icon on the Call Log button is illuminated when you have missed calls. Press the Call Log button to view a list of your missed calls. The Icon on the Call Log button is illuminated when you have missed calls. 17 Phone book /Contacts Press the Phone book / Contacts button to view theentries in your phone book or contact list. 18 Avaya Menu Press the A button to access the Avaya menu. The Avaya menu provides options that allow you to customize phone settings, configure call logging and select the display language. 19 Message Press the Message button to connect directly to your voic system. 20 Navigation Arrows Press the up and down navigation arrows to scroll through lists. Press the right and left navigation arrows to navigate between different views of an application, to move the cursor during text input, or to turn an option on or off. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 14

15 1.6 Overview of the 9620 / 9630 / 9640 / 9650 This guide covers the use of the Avaya IP 9620 / 9630 / 9640 / 9650 telephones. Avaya 9620 / 9630 / 9640 The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 15

16 Avaya 9650 The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 16

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19 2 CALL HANDLING FEATURES - DESKPHONES 2.1 Make a Call You can make calls from the telephone using a variety of methods as follows: To manually make a call: 1. Dial the required number on the key pad (The system will automatically detect if it is and internal or external call) and listen to the progress of the call. 2. Adjust speakerphone volume as necessary. To change the volume use the and buttons. The display shows the volume level. (There are eight volume levels.) or 3. If the call is not answered, you can clear the call by pressing Speaker or Drop 4. When the call is answered, either speak (speakerphone not available on the 5402 handset) or pick up the handset and speak to the called party. To automatically make a call: Do any of the following: or or Press Redial and a call appearance key to have the telephone dial the last number that you dialed. See Redial. Access the Call Log and initiate a call to a specific entry. Access the Speed Dial List in your personal directory and initiate a call to a specific entry. When the call is answered, either speak or pick up the handset and speak to the called party. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 19

20 2.2 Speakerphone The two-way built-in speakerphone allows you to make and answer calls without lifting your handset. Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as in very noisy locations). Not Available on the 5402 Handset To make or answer a call without lifting the handset, or to use the speakerphone with any feature 1. Press Speaker. The LED beside the button illuminates. 2. Make or answer the call, or access the selected feature. 3. Adjust the speakerphone volume if necessary. To change the volume use the and buttons. The display shows the volume level. (There are eight volume levels.) To change from the speakerphone to the handset 1. Pick up the handset and talk. To change from the handset to the speakerphone 1. Press Speaker. 2. Hang up the handset. To end a speakerphone call 1. Press Speaker again. 2.3 Hold If, with a call in progress, a second call arrives and is shown against a Call Appearance key, you can then Hold the first call and answer the second call. To put an existing call on hold: 1. Press Hold or the Call Appearance button with the symbol against it. The symbol changes to ; showing that the line is on hold. 2. Answer the second call by pressing the Call Appearance button with the symbol against it. The symbol changes to ; showing that the line is connected. To return to the held call: 1. If you have a call in progress, then first put that call on hold as above. 2. To retrieve a held call, simply press the Call Appearance button with the against it. Note: After a pre-set time (defined by your System Administrator), you are reminded that you have a call on hold by the hold icon changing for a few moments to and the phone ringing. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 20

21 2.4 Transfer The Transfer feature allows you to transfer a call from your telephone to another extension or outside number. To transfer the current call to another extension: 1. With a call in progress, press Transfer or Hold. 2. When you hear dial tone, dial the number to which the call is to be transferred. 3. Do one of the following: To transfer the call without announcing it, either hang up or press Transfer again. The transfer is complete. If the transferred call is not answered within a preset time, it is returned to you. To announce the call before transferring it, wait for the called party to answer. If the called party is willing to accept the call, press complete the transfer. Transfer again to If the called party does not wish to accept the call, press Drop. You can return to the held call by pressing its call appearance button. If the line is busy or if there is no answer, press Drop. You can return to the held call by pressing its call appearance button. To transfer a new call to a held call using Conference: 1. With a call in progress and you wish to make an enquiry call or another call arrives, press Hold. Make or answer the second call. The second call requires to be transferred to the first held call. 2. To transfer the new call to the held call, press Conference and then Drop. The transfer is complete. 2.5 Clearing a Call To clear an established call either: or 1. Replace the handset 2. Press Drop. You will hear dial tone, unless you are in call centre mode of working when you will then hear silence. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 21

22 2.6 Conference The Conference feature allows you to conference other parties (including yourself) into a call. Notes: 1. The number of parties allowed in a conference is controlled by your telephone system. 2. Two Call Appearance keys are required for the conference feature. To add another party to a call: 1. Press Conference 2. Dial the number of the person you want to add to the call. 3. Wait for an answer. If the called party does not answer or does not want to join the conference, press Drop. 4. To add the person to the call, press Conference again. You can return to the held call by pressing its call appearance button. 5. Repeat steps 1 through 4 for additional conference connections. To add a held call(s) to an active call: 1. Press Conference. 2. All held calls are added to the conference. To leave a conference call: 1. To leave a conference, press Drop. 2.7 Redial The Redial (or Last Number Dialed) feature automatically redials a previously dialed extension or outside number (up to 24 digits). Your 5420 will store the up to ten of the last numbers dialed. Note: If you have dialed the same number twice in succession, it will only have one appearance in the redial list. To redial previously dialed number: 1. Press Redial. Use and to step through the entries. When you have located the required number, press the associated key. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 22

23 2.9 Parking a Call Parking a call is an alternative to holding a call. The call is parked on the telephone system, then retrieved by another extension. When the call is retrieved, the action is known as Ride Call. Each parked call requires a park slot number. Attempting to park a call into a park slot that is already occupied cause an intercept tone to be played. Calls left parked for too long will recall to the original extension that parked the call. The Park Timeout is set through the System. Its normal default is 5 minutes. There are two different methods by which calls can be parked and unparked. These are: The location of the park buttons varies from system to system as they are a programmable feature which is customised during the installation of the system. Typically on a standard handset the buttons will be labelled Park 1 and Park 2. To place a call on one of the park slots you simply press either of the Park buttons, you do not have to place the caller on hold as the system does that when the park button is pressed. If the park button is either highlighted or has a line under the text this indicates that that particular park slot is in use in the alternate park slot should be used. Dependent on system programming which can vary the callback time the system will ring the extension that place the call and Park to remind the user that the call is still there the standard time for this ring back is 300 seconds or 5 minutes. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 23

24 2.10 Avaya DECT Handsets 3720 / 3725 DECT Handset The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 24

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26 1 Headset connector The headset connector is for connecting a headset. The connector is protected against dust by using the headset connector cover. 2 Left Soft key Used with GUI 3 Middle Soft key Used with GUI 4 Right Soft key Used with GUI 5 On-Hook; On/Off key Combined button; to end a call, to return to idle mode, and to switch the telephone on/off by long press. 6 Navigation key Navigation key with Left, Right, Up, Down 8 Voice mail access To listen to a voice mail 9 Key lock and Upper/Lower case Combined key lock and Upper/Lower Case 10 Space To add space between text 11 Sound off Turn off/on audible signals in idle mode, silencing the ring signal at incoming call, and also to turn the microphone on/off during a call. 12 LED Indicates incoming call and charging. 13 Display The full graphic type display is 112 pixels wide and 115 pixels high. The display is monochrome black and white, with backlighting. 7 Off-Hook key To answer a call and to pre-dial a number, and to post-dial. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 26

27 2.11 Call Handling Features DECT Phones Basic Operation Switch the Telephone On/Off The telephone is switched off: 1. Press and hold On-hook key. The telephone will vibrate when it is on and the display lights up. The telephone is in idle mode: 1. Press On-hook key long. A control question will be displayed. 2. Confirm with Soft key Yes. Turn the Audible Signal On/Off The telephone is in idle mode or rings. 1. Press the #-key long. The status of the telephone changes between ring signal on/off. Lock/Unlock the Keypad To prevent accidentally pressing keys and making a call, the keys can be locked. Lock keypad 1. Press * key. 2. Press Soft key Lock. Unlock keypad 1. Press * key. 2. Press Soft key Yes. Calling Incoming Call The flashing LED, accompanied by a ring signal and/or a vibrating telephone, give you notice of a call. Ring signal and vibrator can be disabled. The calling party s telephone number and/or name is shown. The name will be shown if the calling party s telephone number is stored in the local phonebook. Press to answer the call. When a headset is connected to the telephone, the answering button on the headset can be used to answer the call. Answer a Call Your telephone rings. 1. Press Off-hook key to answer the call, or press the Soft key to answer the call in loudspeaking mode. Decline a Call Your telephone rings. 1. Press On-hook key to decline the call. End a Call 1. Press On-hook key to end the call. The duration of the call is shown in the display. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 27

28 Outgoing Call Dial a Number (Pre-Dial) 1. Enter the number. 2. If needed, you can press the Soft key Clear to erase the last entered digit. By using the navigation key it is possible to step and add/delete a digit in the middle of a number. 3. Press Off-hook key to get the line. The number is shown on the display while dialling. Dial a Number directly (Post-Dial) 1. Press Off-hook key to get the line. 2. Enter the number. Each entered digit is dialled immediately. Dial a Number from the Call list 1. Enter the menu by pressing the Menu Soft key. 2. Select Calls icon. 3. Select Call list. 4. Select a number. The number can be edited before the call is started. 1. Press Soft key More 2. Select Edit number. 3. Press Off-hook key. Dial a Number from the Local Phonebook 1. Open the menu by pressing the Soft key Menu. 2. Select Contacts. 3. Select Call contact. 4. Select contact from list, or search name by entering characters. The best matching entry will be automatically selected. 5. Press Soft key Call or the Off-hook key to make the call. Dial a Name from the Central Phonebook 1. Open the menu by pressing the Soft key Menu. 2. Select Contacts. 3. Select Central phonebook. 4. Select Search by name. 5. Enter the first name and/or last name, the whole name does not have to be entered. 6. Press Soft key Search. 7. Press the Soft key Call or Off-hook key to make the call. Adjust the Volume during a Call 1. Use the navigation key, to adjust the volume.the telephone will now store and keep the new volume level. Open Contacts during the Call 1. Press the Soft key More. 2. Select Contacts. 3. Press Soft key Select. Turn the Microphone on/off during a Call 1. Press Soft key More. 2. Select Microphone off. 3. Press Soft key Select. The indicate a silenced microphone. This means that the other part in an ongoing call cannot hear you. Turn the microphone back on 1. Press Soft key More. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 28

29 2. Select Microphone on. 3. Press Soft key Select. Start a New Call during Conversation 1. Press Off-hook key. The first caller is put on hold. 2. Dial the number. Transfer a Call A new call is started during conversation, the first call is on hold. 1. Press Soft key More. 2. Select Transfer. 3. Press Soft key Select. This will connect the first caller with the person you want to transfer the call to. Transfer to new Call 1. Press Soft key More during the call. 2. Select Transfer to new call. 3. Press Soft key Select. 4. Dial the number to the person you want to transfer the call to. 5. Press Off-hook key to transfer the call. Starting a Conference Call A new call is started during conversation, the first call is on hold. 1. Press Soft key More 2. Select Conference call. 3. Press Soft key Select. The person initiating the conference call is the conference leader, and the other are participant members of the conference call. Call Back To enable call back when a call is made to a busy telephone, and to be altered when the telephone is free. 1. Press Soft key More. 2. Select Call back. 3. Press Soft key Select. 4. Press On-hook key. 5. Wait until the telephone alerts. 6. When the telephone alerts, press Off-hook key. The call will automatically be started. Call Waiting During a call. A second call appears and the a short tone could be heard. 1. Press the Soft key More. 2. Select Call waiting. 3. Press Soft key Select. Your are connected with the new caller. The other part is put on hold. When the line is free it will automatically call the hold part again. This is system dependent. Voic Check the Voice Mail inbox Your telephone is in Idle mode. 1. Dial *17 2. Follow the given instruction in the Voice Mail. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 29

30 2.11 Polycom Conferencing Phones LED Indicators The LEDs located on the top of your SoundStation2 indicate the current status of your conference phone: Green - your call is in progress. Blinking green - a call is incoming. Red - your call is muted. Blinking Red - your call is on hold. Menu Displays a menu of settings and options. Exit Exits from current screen to previous menu. Soft Keys The screen will display labels for these keys, to identify their contextsensitive functions Phone Answers incoming calls, dials a call, ends a call, and provides dial tone Conference Call, join, or delete additional call participants during a conference call Scroll Navigate up or down through displayed lists. Mute Toggle on or off during a conversation. Dial Pad These 12 keys provide the 10 digits, the 26 alphabetic characters, and special characters available in context sensitive applications. Select Choose a menu item. Volume Use these to adjust the volume of the handset, headset, speaker, and ringer. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 30

31 Placing a Call SoundStation2 allows you to place a call over an analogue line. Several methods are available to initiate a call. Direct Dial 1. To obtain dial tone, press the key. 2. Dial the desired number. To cancel the call, press the key. Indirect Dial 1. From the Ready screen, dial the desired number. 2. Press the key or the SEND soft key to make the call. If you make a mistake entering the telephone number, press the DEL soft key. SEND Press the CANCEL soft key to cancel the call. Answering a Call Press the key or any number key to answer an incoming call. Pressing the button will override all other telephone activity. The three LEDs will blink green when the phone rings. Answering a Second Call If you are on a call when another call is received, you will hear a Call Waiting tone. Press the Conference button to answer the incoming call. This first call will be automatically placed on hold. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 31

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33 Call Hold To place a call on hold, press the HOLD soft key. The LEDs on the top of your SoundStation2 will blink red. To resume a call, press the RESUME soft key. Call Mute To mute a call, press the mute button. The LEDs on the top of your SoundStation2 will glow red when your call is muted. To release mute, press the mute button again. Ringer Volume Adjustment When the SoundStation2 is in Ready state or on hook, press the Volume buttons to adjust the ringer volume. Dial Tone and Volume Adjustment When the SoundStation2 is off hook, press the Volume buttons to adjust the dial tone volume. Speaker Volume Adjustment During an active call, press the Volume buttons to adjust the speaker volume. Conferencing using the button If your telephone system supports multi-party call conferencing, then you can establish multi-party calls with your SoundStation2. Adding a call While on an active call, press the Conference button. The first call is automatically placed on hold. Dial the number you wish to call. You may use the Redial or Direct Dial method. Press the Conference button to join the second call then dial *47 to finalise the addition of the new calling party. To drop the second call, press the Conference key again. Repeat this as required to add additional callers to the conference. To switch back and forth between calls use the conference button. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 33

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35 2.12 Analog Handsets To make a call to another extension: Pick up the handset and dial the number. If the number is busy, you can use Ring Back When Free as follows: Dial any digit and hang up. When the extension you called is free, your phone will ring (a 1. burst of three rings). 2. Lift the handset and the extension is dialed automatically. To make an external call: Pick up the handset and either dial the number (there is no need to add an external call prefix to get an outside line) or use a speed dial code (contact your system administrator for a list of your speed codes). If you hear busy tone whilst dialling, then the call may be barred. Your system administrator can bar certain calls, such as those to premium rate numbers and international calls To answer a call ringing at your own extension: Pick up the handset; internal calls have a single ring cadence, external calls have a double ring cadence. To answer a call ringing at another extension: You can answer from your own phone by using Call Pick-Up; lift your handset and dial: *30, to answer a call ringing anywhere. *31, to answer a call within your group. *32*201#, to answer the call for a particular extension, in this example 201 To transfer a call to another extension: 1. To get a dial tone, press R and put your current caller on hold. Dial the other extension number; you can either hang up when it rings or wait until the other extension answers. If the call is not answered or the extension is busy, press R to return to the held call. If the caller wishes to wait until the busy extension is free, the call can be queued to that 2. extension as follows: To place the caller on hold, press R. To obtain a dial tone, press R again. To queue the held caller against extension 201, dial *33*201#. Call Waiting alerts you if another call arrives while you are already making a call, by making a beep at a six second interval. If you hear the Call Waiting signal, press R to put the present caller on hold and to connect you to the new call. To return to the original caller, press R again. To turn call waiting on, dial *15. To turn it off, dial *16. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 35

36 You can enable voic to allow callers to leave messages when you are out of the office, away from your desk or engaged on another phone call. Voic messages can be retrieved internally or externally via any phone. Your voic may be set up to deliver your messages by calling you whenever you hang up: this feature is known as Voic Ringback. Note Not all systems support voic or have voic installed. The following options are available for voic To switch voic on, dial *18. To switch it off, dial *19. To retrieve your voic , dial *17. To turn Voic Ringback on, dial *48. To turn it off, dial *49. Dialling a number whilst listening to your messages invokes further facilities: Once messages have been delivered, they are held on the system for 24 hours. You can collect your voic from another extension by using the PIN your system administrator has set up for you. You can collect your messages if you are out of the office, by either dialling from a number that has been registered for the purpose or by dialling your extension number and PIN when prompted. If validation is successful, then dial 2 to retrieve your mail. The system administrator also specifies the reception number, to which the call is diverted if the caller dials 0, and your address if your voic and are integrated. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 36

37 3 VOIC PROMPTS 3.1 Embedded Voic To log in to your mailbox: 1. Press the Messages Button or Dial *17 from your own extension. By default you can access your own mailbox from your own phone without needing to use your access code. Enter your access code is requested. You will hear a prompt telling you how many messages you have. The voic system will start playing your 2. new messages. Once you have accessed your mailbox, you can use the following controls: Press Action 1 Play old messages. 2 Play saved messages. 3 Edit mailbox greeting. 4 Delete current message. 5 Save current message. *04 Change mailbox access code. *05 Record your name *4 Hear Help Prompts. 8 Exit. When you log in to your mailbox you are automatically played any new messages. After a message has been played it is marked as being an old message. Old messages are automatically deleted after 24 hours. When you listen to any of your messages you have the following options: Press 4 to delete the message. Press 5 to save the message. Press 6 to forward the message. See Forwarding a Message. Press 7 to repeat the last message. Press 8 to exit voic . Press 9 to skip to the next message. Press * to rewind the message a few seconds. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 37

38 Press # to advance the message a few seconds. Press ** to return the call. See Replying to Messages. To listen to an old message 1. Log in to your mailbox. 2. Press 1 to listen to your old messages. You can save the message by pressing 5. To save a message 1. Press 5 when listening to a new or old message. 3.2 Voic Pro To log in to your mailbox: 1. Press the Messages Button or Dial *17 from your own extension. By default you can access your own mailbox from your own phone without needing to use your access code. Enter your access code is requested. You will hear a prompt telling you how many messages you have. The voic system will start playing your 2. new messages. You can press 8 at any time to listen to the Help Menu. 1 - Play old messages. 2 - Play saved messages. 3 - Edit your greeting. 4 - Delete the message you are currently listening to. 5 - Save the message you are currently listening to. 6 - Forwarding options. 7 - Repeat the last Message. 8 Help. 9 - Skip the message. ** - Call back the sender (while listening to the message internally only). Changing Your Greeting Message You can record a personalised greeting message by pressing 3 whilst in your mailbox. The following options are given: 1 - Hear your greeting message This option also allows you to hear the message you have just recorded so that you can then decide to rerecord it or save it. 2 - Change your greeting message You will be asked to speak after the tone and then press 2 at the end of the message. The system will see the 2 as the end of message and return to the menu, where you can press 1 to hear the new message and then press 3 to make the recording active. If you do not wish to use the recording you can rerecord it or just hang up and the previous greeting will still be in use. 3 - Save your greeting message If you hang up before pressing 3 the previous greeting will be used. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 38

39 4 - Save your message for playing on a continuous loop This option can be used to continually play the greeting. Callers will not be able to leave a message, but may still press 0 to go to "reception" Edit Hunt Group Greeting Messages The System Administrator may setup a method for you to access the mailbox of a hunt group. You can edit the greeting messages for the hunt group by pressing 3 after entering the mailbox. They will then be given the following options: 1. Standard greeting 2. Out of Hours greeting 3. You are in a queue greeting 4. You are still in a queue greeting The standard greeting is used when the hunt group is In Service but none of the available extensions can answer a call (busy or no answer). The Out of Hours greeting message is used when the hunt group is in Night Service, Out of Service or out of hours specified by a Time Profile and fallback groups are not being used. The remaining two greeting messages are used when a caller is held in a queue. All of the above options are then followed by the following menu: 1. Hear your greeting message 2. Change your greeting message 3. Save your greeting message 4. Save your greeting message for playing on a continuous loop After pressing 2 to change the message, you will be prompted to press 2 again when you have finished recording. You will then be returned back to the menu to enable you to hear the new message, rerecord or save the message. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 39

40 4 CLIENT SYSTEM CUSTOMISATION 4.1 Customised Programming / ShortCodes Shortcode Description / Feature 4.2 Standard ShortCodes Shortcode Description / Feature *01 Forward Unconditional On *02 Forward Unconditional Off *07*N# Set Forward Number Dial *07* Number to forward to # to finish *08 Do Not Disturb On *09 Do Not Disturb Off *17 Voic Collect *30 Call Pickup Any *34 Listen to Hold Music *37*N# *38*N# Park Call Dial *37* N (Park Slot) Usually 1 or 2 and then # to finish Un-Park Call Dial *37* N (Park Slot) Usually 1 or 2 and then # to finish When activating shortcodes on the system you should receive 2 short beeps from the system to indicate that you were successful. The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 40

41 4.3 Extension List Extension Name The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 41

42 The Arnhem Land Progress Aboriginal Corporation Avaya IP Office User Manual Page 42