Avaya 1408 User manual

For Sales & Service
Contact
p. 1300 651 350
e. [e-mail]
w. www.candour.com.au
Avaya P Office PBX System
Avaya
1408/
1416
User
Guide

Your New 1408/1416 Digital Phone
C
ontents
Features Summary ............................................................................... 3
Features in Detail ................................................................................. 4
Basic Use
Making a Call .................................................................................. 5
Receiving a Call ............................................................................... 5
Clearing an Active Call .................................................................... 5
Redial .............................................................................................. 5
Call Handling Keys
Hold ................................................................................................ 6
Transfer .......................................................................................... 6
Conference ..................................................................................... 7
Personal Voice Mail
To Retrieve Messages .................................................................... 8
Soft Key Actions for Voice Mail ...................................................... 9
Contacts
Using Contacts Menu ..................................................................... 10
Adding Personal Contacts .............................................................. 11
Edit Your Personal Contacts ........................................................... 11
Systems Settings
Changing the System Time ............................................................. 12
Changing the System Directory ...................................................... 13
Company Voice Mail
To Retrieve Messages .................................................................... 14
To Personalise the Voice Mail Greetings ........................................ 15
Your New 1408/1416 Digital Phone
Contact: 1300 651 350 15
Systems Settings
System Manager Role
To Personalise the Voicemail Greetings
1. Dial the message retrieval code.
2. Messages will automatically
begin to play.
3. Dial 3 at any time during this
message playback.
You will hear several options:
•Dial 1 to listen to current
greeting.
•Dial 2 to record a new greeting.
• Dial 3 to Save new greeting.
•Dial 4 to save new greeting as a
repeating message (will play
over and over to caller without
giving the option to leave a
message).
Note: After recording a new greeting
you must dial 3 before you hang up
to save and activate this new
greeting.
When recording a new greeting it is
recommended that the handset be
used for improved audio quality.

Your New 1408/1416 Digital Phone
Contact: 1300 651 350 14
Systems Settings
System Manager Role
Company Voicemail
Your Avaya PBX system is set up to allow calls coming to the site which are
not answered during the day, and all calls after business hours to redirect
into the Voicemail system.
When either voicemail box has a message to be checked the red message
lamp will be lit on selected digital telephones (set up to customer request by
the installing engineer when the system is installed, usually Reception).
To Retrieve Messages
1. Dial the message retrieval code (set up by the installing engineer,
generally *200 for day and *300 for night).
2. Messages will be played automatically.
3. Listen to the dial options that follow the message to action each
message. e.g. dialing 4 will delete the current message.
Your New 1408/1416 Digital Phone
Contact: 1300 651 350 3
Features Summary
1.
Call/line Appearance or
Feature Buttons
2. Display
3. Message Lamp
4. Soft keys
5. Message Key
6. Navigation Keys
7.
Call Handling Keys
8. Dialpad
9. Volume Control Keys
10. Mute Key
11. Headset Key
12. Speaker Key
13. Exit Key

Your New 1408/1416 Digital Phone
Contact: 1300 651 350 4
Features In Detail
1. Call Line Appearance or Feature
Buttons
Use to access incoming/outgoing lines
and programmed features. A red light
indicates the currently selected call
appearance.
2. Display
Shows the status for the call
appearances, information for a call,
information provided by the Avaya call
server, the Home screen, the Speed Dial
screen, the Call Log screen and the
Options screen
3. Message Lamp
This lamp is lit when a message has
arrived in your voice mailbox. When you
enable the Flash Message Lamp option,
this lamp flashes to alert you to
incoming calls.
4. Soft Keys
Allow you to perform specific functions.
The functions available and the
corresponding soft key labels change
according to the screen displayed.
To initially view soft key labels, press
any soft key.
5. Message Key
Use to retrieve personal messages
6. Navigation Keys
Use to move between screen pages, to
cycle through Call Log entries, Speed Dial
entries and to move the cursor during
data entry.
7. Call Handling Keys
For call handling activities. See Call
Handling Keys on pages 6 and 7 for more
information.
8. Dialpad
Standard 12 button pad that allows you
to dial telephone numbers.
9. Volume Control Keys
Use to adjust speaker, handset, headset
or ringer volume depending on which
component is un use.
10. Mute Key
Turns on/off the microphone in the
handset, headset or speakerphone.
When the Mute feature is active, the
associated light turns on and the person
at the other end of the call cannot hear
you. You will still be able to hear them.
11. Headset Key
Use to activate a headset which is
connected to the 1416 headset jack.
The light associated with this button
turns on when the headset is active.
12. Speaker Key
Use to access the built in, two way
speakerphone. The light associated with
this button turns on when the
speakerphone is active.
13. Exit Key
Returns you to the first page of the
Home screen.
Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Systems Settings
System Manager Role
Changing System Directory
To change the System Directory you must sign in to a System manager Extn
and access the Contacts Menu.
With an idle phone:
1. Dial *35*333*1234#
2. You will hear the confirmation
tone and the screen now
indicates your Extn is 333.
3. Press (contacts).
4. Press the Right key to reach the
directory you wish to update.
The screen will show
“Directory:<All>”
“Directory:<Personal>”
“Directory:<External>”
“Directory:<Users>”
“Directory:<Groups>”
5. Press the List soft key to edit
the contacts or press the New
soft key to create a new
directory listing. Skip to step 9
in this case.
6. Press the Up and Down keys to
select the desired Directory
listing to be changed.
7.
8.
9.
10.
11.
12.
13.
This feature will modify the System
Direct
13
Systems Settings
System Manager Role
Changing System Directory
To change the System Directory you must sign in to a System manager Extn
Press the Details soft key.
Press the More soft key.
Press the Edit soft key.
Enter the new “Name” or a
number for speed dial and press
the Down key to change the
“Number”. Press the Bksp soft
key to delete the existing name
if applicable.
Enter the new Number and
press the Save soft key. Press
the Bksp soft key to delete the
existing number if applicable.
Press the (Phone/Exit).
Dial *36#. This will return the
phone to the original Extn
number and allow calls on the
phone again.
This feature will modify the System
Direct
ory for all phones.

Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Systems Settings
System Manager Role
Changing the System Time
To change the system time you must sign into a System Manager Extn and
access the System Menu
With an idle phone:
1. Dial *35*333*1234#
2. You will hear the confirmation
tone and the screen now
indicates your Extn is 333.
3. Press the Features soft key.
4. Press the down key twice, the
screen will show “Phone User”.
5. Press the Select soft key.
6. Press the Down key 4 times.
The screen will show “System
Admin…”.
7. Press the Select soft key.
8. Enter the Admin P N “1234”.
9.
10.
11.
12.
13.
14.
15.
This feature will modify the system
for all phones.
12
Systems Settings
System Manager Role
Changing the System Time
To change the system time you must sign into a System Manager Extn and
Press the Done soft key.
Press the down key twice. The
screen will show “Time”.
Press the Select soft key.
Dial in the new Time in 24 hour
format using “*” for “:”.
Press the Done soft key.
Press (phone/Exit).
Dial *36# and then press
(drop). This will return the
phone to the original Extn
number and allow calls on the
phone again.
This feature will modify the system
for all phones.
Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Making a Call
1. Lift handset.
2. Dial Number (no access code
required)
Or
1. Press (Speaker) or
(Headset).
2. Dial Number (no access code
required).
The Avaya PBX system doesn’t
require users to dial 0 for an outside
line, the PBX automatically routes
calls based on what is dialed.
When phone rings
Appearance Key will flash slowly
green. Either:
1.
1.
1.
Clearing an Active Call
Whilst in a conversation either:
Replace handset in cradle.
Or
Press (Speaker) or
(Headset).
Or
Press (drop)
The redial feature provides a list of
recently dialed numbers and allows
you to search through the list using
the up & down navigation arrows.
1.
2.
3.
4.
5
Receiving a call
When phone rings
a Line
Appearance Key will flash slowly
green. Either:
Lift handset
Or
Press (Speaker) or
(Headset).
Or
Press Line Appearance Key
corresponding to the incoming
call (a, b or c).
Redial
The redial feature provides a list of
recently dialed numbers and allows
you to search through the list using
the up & down navigation arrows.
Press (redial).
The number for the most recent
outgoing call in your personal
call log is listed in the Display
screen.
To list other recently dialed
numbers scroll down using the
navigation arrows.
When the desired number is
displayed press OK to call.

Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Call Handling Ke
Hold
The Hold feature puts a call on hold
until you can return to it.
To put a call on hold press the red
Transfer
The transfer feature allows you to transfer a call from your telephone to
another extension or outside number
(outside transfer is not available on
some systems).
To transfer the current call
1. While on a call, press
(transfer)
2. When you hear the dial tone,
dial the number to which the
call is to be transferred.
1. Perform one of the following
steps:
• To transfer the call without
announcing it, press
(transfer) again and hang
up. The transfer will
complete automatically.
4.
5.
6
Call Handling Ke
ys
To put a call on hold press the red
(hold) button.
The transfer feature allows you to transfer a call from your telephone to
(outside transfer is not available on
• To announce the call before
transferring it, wait for the
called party to answer and
continue to step 4.
When the called party answers,
announce the call and press
(drop). The ‘Transfer
Completed’ message appears.
f the line is busy or there is no
answer, press (drop).
Then you can return to the held
call by pressing its Line
Appearance key (a, b or c) which
will be flashing green quickly to
indicate line on hold.
Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Adding Editing Y
our Personal Contacts
So long as the telephone system capacity has not been reached, you can add
up to 100 personal directory entries.
Adding Personal Contacts
1. Press (contacts). The
directory menu is displayed.
2. Use the left and right arrow
keys to select your Personal
directory.
3. Press the New soft key. The
menu now allows editing of the
name and number. Use the up
and down arrow keys to switch
between number and name
entry.
4. When the name has been
entered as required, press the
OK soft key
5. When the number has been are
required, press the Save soft
key.
6. To exit without making any
changes, press the Cancel soft
key.
1.
2.
3.
4.
5.
6.
7.
8.
11
our Personal Contacts
So long as the telephone system capacity has not been reached, you can add
Edit Your Personal Contacts
Press (contacts). The
directory menu is displayed.
Use the left and right arrow
keys to select your Personal
directory.
Either press the List soft key to
display all the directory entries
or start dialing the name to
display only matching entries.
Use the up and down arrow
keys to scroll through the
matching entries.
Locate the required entry.
Press the Details soft key. Press
the More soft key and then the
Edit soft key. The menu now
allows editing of the name and
number.
When the name has been
entered, press the OK soft key.
When the number has been
entered, press the Save soft
key.

Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Contacts
You can use any directory contacts to make a call. You can also use the
directory in almost any telephone function where you need to select the
number for a destination, for example during transfers.
Using Contacts Menu
1. Press (contacts). The
directory menu is displayed.
2. Use the left and right arrow
keys to select which type of
directory entries you want
displayed.
· All
All directory entries.
· External
Directory entries stored by the
telephony system for all users to
use.
· Groups
The names and numbers of hunt
groups on the telephone system.
· Users
The names and numbers of other
users on the telephone system.
· Personal
Your own personal directory entries.
3.
4.
5.
6.
7.
10
Contacts
You can use any directory contacts to make a call. You can also use the
directory in almost any telephone function where you need to select the
number for a destination, for example during transfers.
Using Contacts Menu
Either press the
List
soft key to
display all the directory entries
or start dialing the name of the
contact, or the allocated speed
dial number to display only
matching entries.
Use the up and down arrow
keys to scroll through the
matching entries.
To return to the start to match a
different directory selection,
press the Clear soft key.
When the required entry is
displayed, press the Call soft
key.
Continue as for a normally
dialed call.
Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Conference
The conference feature allows you to conference up to 64 parties (including
yourself) on a call.
Whilst in a call, to add another party
to a call:
1. Press (conference). The
current call will be automatically
put on hold.
2. When you hear the dial tone,
dial the number of the person
you want to add to the call.
3. Wait for an answer.
4. To add the person to the call,
press (conference) again.
f the called party does not
answer or does not want to join
in, press (drop). You can
then return to the held call by
pressing its line appearance key
(a, b or c).
5. Repeat steps 1 through 4 for
additional conference
connections.
f you have more than one held call,
or one held call and a connected
call, pressing
start a conference between yourself
and the calls.
You can add additional parties to an
existing conference.
P
ress
conference on hold. This does not
affect the other conference parties
who can continue talking to each
other.
Press an available appearance key
on which to make a call.
Dial the party that you want to add
to the conference.
f
they answer and want to join the
call, press
f the called party does not answer
or does not want to join in, press
the held call by pressing its line
appearance key (a, b or c).
7
Conference
The conference feature allows you to conference up to 64 parties (including
f you have more than one held call,
or one held call and a connected
call, pressing
(conference) will
start a conference between yourself
and the calls.
You can add additional parties to an
existing conference.
ress
(hold) to put the
conference on hold. This does not
affect the other conference parties
who can continue talking to each
other.
Press an available appearance key
on which to make a call.
Dial the party that you want to add
to the conference.
they answer and want to join the
call, press
(conference) again.
f the called party does not answer
or does not want to join in, press
(drop). You can then return to
the held call by pressing its line
appearance key (a, b or c).

Your New 1408/1416 Digital Phone
Contact: 1300 651 350
Personal Voicema
(see Systems Settings on page 13 for ompany Voicemail Settings)
The message lamp on your phone is used to indicate when you have new
messages in your voicemail mailbox. The lamp will remain lit until you have
played each of the new messages.
The sys
tem administrator can also configure it so that you receive new
message waiting indication for a hunt group.
To Retrieve Messages
1. Press (Message).
Depending on how your system
is configured, you may be
required to enter your voicemail
password and then press the
Done soft key.
2. The visual voice menu is
displayed. The numbers shown
against the Listen option
indicate the number of new, old
and saved messages in your
mailbox.
If the system administrator has
configured you to receive
message waiting indication for
any hunt group mailboxes, you
can also use the up and down
arrow keys to display the hunt
group names and the number of
messages in those mailboxes.
3.
4.
5.
6.
8
Personal Voicema
il
(see Systems Settings on page 13 for ompany Voicemail Settings)
The message lamp on your phone is used to indicate when you have new
messages in your voicemail mailbox. The lamp will remain lit until you have
tem administrator can also configure it so that you receive new
message waiting indication for a hunt group.
To Retrieve Messages
Press the Select soft key.
Use the up and down arrow
keys to select which messages
(New, Old or Saved) that you
want to listen to and press
Select. The details of the first
message of that type are
displayed.
You can use the up and down
arrow keys to scroll through the
messages
Use the soft keys to control the
playback actions:
Your New 1408/1416 Digital Phone
Contact: 1300 651 350 9
Soft Key Ac
tions for Voicemail
Listen
/
Pause
Start/stop playback of the currently
displayed message.
Delete
Delete the message.
More
Switch between the different sets of
available soft key functions.
Save
Mark the message as saved. Saved
messages are not normally
automatically deleted.
Copy
Copy the message to another
mailbox. The menu will prompt you
to enter the destination number.
Call
Call the person who left the
message.