Avaya 1408 User manual

Avaya 1408 and 1416 Telephones -
connected to Integral 5 - User Guide
16-603588
Issue 1
May 2010

Notice
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Using a cell, mobile, or GSM phone, or a two-way radio in close
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Downloading documents
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support
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4 1408/1416 at Integral 5 - User Guide May 2010

Contents
Chapter 1: Introduction.............................................................................................................9
Introduction to the 1400 Series Digital Deskphones.........................................................................................9
Overview of phone buttons and features..........................................................................................................9
About LEDs.....................................................................................................................................................12
About this manual...........................................................................................................................................13
Chapter 2: Making calls..........................................................................................................15
Introduction to making calls.............................................................................................................................15
Calling an internal call number........................................................................................................................15
Calling an external call number.......................................................................................................................15
Calling with a destination key..........................................................................................................................16
Calling a person from the call log....................................................................................................................16
Calling a person from the phone book entry...................................................................................................17
Calling partners...............................................................................................................................................17
Calling using the speakerphone......................................................................................................................17
Requesting automatic callback.......................................................................................................................18
Redialing.........................................................................................................................................................18
Requesting automatic redialing.......................................................................................................................19
Joining another call (cut-in)*............................................................................................................................19
Presenting yourself with specified call numbers *...........................................................................................20
Making an announcement...............................................................................................................................20
Making an individual announcement...............................................................................................................21
Replying to an announcement........................................................................................................................21
Calling anonymous..........................................................................................................................................21
Chapter 3: Handling calls.......................................................................................................23
Introduction to handling calls...........................................................................................................................23
Answering a call..............................................................................................................................................23
Answering a call ringing at another phone (pick-up).......................................................................................23
Answering a call for a partner.........................................................................................................................24
Forwarding calls to forwarding stations...........................................................................................................24
Putting a call on hold.......................................................................................................................................24
Muting a call....................................................................................................................................................25
Referring back during a call (consultation call)...............................................................................................25
Switching between two calls (brokering).........................................................................................................25
Transferring a call............................................................................................................................................26
Answering an additional call (second call)......................................................................................................26
Chapter 4: Call diversion........................................................................................................27
Introduction call diversion................................................................................................................................27
Diverting calls for your telephone....................................................................................................................27
Diverting calls to your telephone.....................................................................................................................28
Diverting calls for another telephone*.............................................................................................................29
Signaling calls on two telephones (twinning)..................................................................................................30
Diverting bundles*...........................................................................................................................................31
Chapter 5: Three-party conference call.................................................................................33
Introduction to three-party conference calls....................................................................................................33
Making a conference call................................................................................................................................33
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Expanding conference with another participant..............................................................................................33
Connecting conference participants with each other......................................................................................34
Ending the conference call..............................................................................................................................34
Chapter 6: Conference bridge................................................................................................35
Introduction conference bridge........................................................................................................................35
Dialing into conference bridge.........................................................................................................................35
Managing conference bridge calls..................................................................................................................36
Reserving conference bridge (one-time appointment)....................................................................................37
Reserving conference bridge (recurring appointment)....................................................................................38
Reserving a conference bridge for others.......................................................................................................39
Checking and deleting reservations................................................................................................................39
Chapter 7: Managing the call log...........................................................................................41
Call log............................................................................................................................................................41
Symbols in the call log....................................................................................................................................41
Viewing the call log..........................................................................................................................................42
Removing entries from the call log..................................................................................................................42
Deleting call log entries automatically.............................................................................................................42
Adding an entry from the call log to the phone book.......................................................................................43
Adding additional entries in the call log...........................................................................................................44
Chapter 8: Managing the phone book...................................................................................45
Introduction to the phone book........................................................................................................................45
Creating a new entry in the phone book.........................................................................................................45
Editing an entry in the phone book..................................................................................................................46
Deleting an entry.............................................................................................................................................47
Chapter 9: Messages...............................................................................................................49
Introduction messages....................................................................................................................................49
Viewing and deleting received text messages................................................................................................49
Writing and sending own text messages.........................................................................................................49
Sending a standard text..................................................................................................................................50
Sending a text message for an internal caller.................................................................................................50
Chapter 10: Mobile System Subscribers (Managed Mobility Access)................................53
Introduction MMA............................................................................................................................................53
Dialing into your system..................................................................................................................................53
Dialing into your system using callback..........................................................................................................54
Calling using your system...............................................................................................................................54
Placing a call..........................................................................................................................................54
Referring back........................................................................................................................................55
Starting a conference call.......................................................................................................................55
Ending a call...........................................................................................................................................55
Modifying the twinning/call diversion number.........................................................................................56
Deactivating call diversion / twinning......................................................................................................56
Calling code dialing destinations.....................................................................................................................56
Chapter 11: Using the Avaya Menu........................................................................................59
Call charges....................................................................................................................................................59
Introduction to call charges.....................................................................................................................59
Viewing the charge display.....................................................................................................................59
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Viewing charges for lines / subscribers..................................................................................................60
Deleting call charges..............................................................................................................................60
Locking the telephone.....................................................................................................................................61
Telephone lock........................................................................................................................................61
Changing the PIN...................................................................................................................................61
Locking the telephone............................................................................................................................61
Unlocking the telephone.........................................................................................................................62
Managing appointments..................................................................................................................................62
Appointments (reminders)......................................................................................................................62
Entering an appointment for today.........................................................................................................63
Entering a one-time appointment...........................................................................................................63
Entering a recurring appointment...........................................................................................................64
Acknowledging an appointment..............................................................................................................64
Deleting an appointment.........................................................................................................................65
Setting appointments for others..............................................................................................................65
Chapter 12: Customizing your telephone.............................................................................67
Setting parameters for your telephone............................................................................................................67
Changing the acoustic signaling.............................................................................................................67
Setting the ringing tone melody..............................................................................................................68
Applying ring tone melodies...................................................................................................................68
Setting the contrast.................................................................................................................................69
Setting the language...............................................................................................................................70
Adjusting the setting for handsfree operation.........................................................................................70
Deactivating ringing tone temporarily (Do not disturb)....................................................................................71
Activating night service...................................................................................................................................71
Activating automatic handsfree after dialing...................................................................................................72
Seizing exchange line automatically...............................................................................................................73
Seizing external line automatically when going off-hook.................................................................................73
Setting the number of redials..........................................................................................................................74
Setting redial interval.......................................................................................................................................75
Setting the number send to external subscribers............................................................................................75
Accepting calls automatically (Handsfree answer back).................................................................................76
Turning direct dialing on or off.........................................................................................................................77
Deactivating second call.................................................................................................................................77
Assigning code numbers *..............................................................................................................................78
Extending call display......................................................................................................................................79
Deactivating VIP call signaling (pager) *.........................................................................................................79
Removing telephone from hunt groups...........................................................................................................80
Removing telephone from general call............................................................................................................80
Activating remote headset...............................................................................................................................81
Function, destination, line and partner keys....................................................................................................81
Introduction function keys.......................................................................................................................81
Assigning functions to keys....................................................................................................................82
Assigning destinations to keys...............................................................................................................82
Assigning lines to keys...........................................................................................................................83
Assigning partners to keys.....................................................................................................................84
Deleting key assignments.......................................................................................................................84
Conference bridge settings.............................................................................................................................85
Set up conference bridge *.....................................................................................................................85
Setup reservation permissions...............................................................................................................85
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Changing access PIN.............................................................................................................................86
Setup standard access *.........................................................................................................................86
Changing standard PIN *........................................................................................................................87
Managed Mobility Access settings..................................................................................................................88
Introduction MMA settings......................................................................................................................88
Adding dial-in authorized numbers *.......................................................................................................88
Changing dial-in authorized numbers *..................................................................................................89
Deleting dial-in authorized numbers *.....................................................................................................90
Using call filter.................................................................................................................................................91
Deleting entries from the call filter...................................................................................................................92
Chapter 13: Settings for your telephone system..................................................................93
Introduction.....................................................................................................................................................93
Assigning operators for day service *..............................................................................................................93
Assigning operators for night service *............................................................................................................94
Assigning call forwarding destinations *..........................................................................................................95
Setting second call barring *...........................................................................................................................96
Setting date and time......................................................................................................................................97
Setting customer password *..........................................................................................................................97
Showing traffic statistics *................................................................................................................................98
Chapter 14: Auxiliary devices................................................................................................99
Button module DBM32....................................................................................................................................99
Using a headset............................................................................................................................................100
Chapter 15: Hotel functions..................................................................................................103
Introduction...................................................................................................................................................103
Layout of the hotel functions on the DBM32 button module *.......................................................................104
Checking in *.................................................................................................................................................105
Checking out *...............................................................................................................................................105
Querying call charges *.................................................................................................................................106
Listening to messages *................................................................................................................................106
Messaging to guest: message at reception *................................................................................................107
Setting direct dial to rooms *.........................................................................................................................107
Setting guest-to-guest connection *..............................................................................................................108
Determining the charge limit *.......................................................................................................................108
Waking guests *............................................................................................................................................109
Chapter 16: Menus.................................................................................................................111
Menu overview...............................................................................................................................................111
Appendix A: Remote features..............................................................................................115
Changing call diversion remotely *................................................................................................................115
Index.......................................................................................................................................117
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Chapter 1: Introduction
Introduction to the 1400 Series Digital Deskphones
The Avaya 1400 Series telephones are ISDN telephones for use with the Integral 5 call
processing system.This user guide is written for the 1408 and 1416 Digital Deskphones.These
deskphones put convenient features and capabilities at your fingertips, including a phone
screen to view and manage your calls, a contacts list, a call log, a menu of options and settings
to customize your phone, and access to your voice mail.
Not all features described in this user guide may be available on your telephone. If you find
that a feature is not available, contact your system administrator.
Overview of phone buttons and features
Avaya 1408 Telephone
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Avaya 1416 Telephone
No. Name Description
1 Call/Message
Waiting Indicator
This light flashes when you receive an incoming call.
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.
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 labeled function key to enable or disable that
function. The function keys provide the same functions that
Introduction
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No. Name Description
are available in the menu. When a call number is
programmed on the key press the key to dial the
destination. (Partners are special destinations, see chapter
Partners for more information)
7 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.
11 Headset Press the Headset button to use the headset if it is
connected. Only HIS headset cords are compatible with
your phone.
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
dialed 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 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 the
entries 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
voicemail 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.
Overview of phone buttons and features
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About LEDs
Each function, partner or destination key has two LEDs, one green and one red, to indicate
the status of the function or partner. The status is identified by whether the LED is on, off, or
blinking as described in the following tables.
Note:
If a key is assigned to a destination the LEDs are always off.
Table 1: Function key LEDs
LED Description
Steady green Function is active, e. g. call diversion is set to on.
Off Function is not active.
Table 2: Partner key LEDs
LED Description
Steady green Partner has set call diversion to.
Blinking red slow Partner receives an internal call.
Blinking red fast Partner receives an external call.
Steady red Partner is on a call.
Table 3: Line key LEDs
LED Description
Steady red Line busy.
Off Line free.
Blinking red fast Calling / recalling
Blinking red slowly Line waiting or allocated
Related topics:
Assigning partners to keys on page 84
Introduction
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About this manual
Descriptions of optional features are marked with an asterisk in the title. For more information
about the optional features, see your system administrator.
All the descriptions in this user guide assume a standard assignment of the function keys. If
you re-assign the function keys, the procedures may change from those provided in this guide.
About this manual
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Introduction
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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, or
lift the handset and then dial the number. Both orders are correct. However, if you lift the
handset first and then dial the number, you will not be able to correct a dialing error.
Calling an internal call number
1. Enter the desired call number.
If you have switched Direct dial on, the call number is dialled immediately and you
cannot correct input errors.
2. Lift the handset.
Related topics:
Turning direct dialing on or off on page 77
Calling an external call number
1. Enter the external line code, for example 0.
Note:
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Instead of entering the external line code, you can also press a line key. If you have
activated 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 key
1. Press the destination key for the desired subscriber.
2. Lift the handset.
Related topics:
Introduction function keys on page 81
Calling a person from the call log
1. Press the Call Log button.
2. Select the desired call number.
3. Lift the handset.
Related topics:
Call log on page 41
Making calls
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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 page 45
Calling partners
1. Press the appropriate partner key.
2. Talk using the speakerphone, or lift the handset to talk using the handset.
Calling using the speakerphone
The Monitoring function allows you to hear the person you are on a call with through the
loudspeaker. The Handsfree function provides the Monitoring function and the ability to
speak using the phone's built-in microphone, rather than the handset.
Both functions are operated by means of the Speaker button.
1. Enter the desired call number.
2. Press the Speaker button.
Calling a person from the phone book entry
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3. To adjust the volume, press + or - on the Volume button.
4. Do one of the following:
a. To continue the call using the handset, lift the handset. To activate the speaker
additionally (Monitoring), press the Speaker button. To activate Handsfree
press the Speaker button once more.
b. To end the call, press the Speaker button.
Requesting automatic callback
If an internal call number you dialed is busy or unanswered, use this procedure if you want
your telephone system to call you back when the number is no longer busy, or the called person
had another call while you are waiting.
In case of external calls, Automatic callback is only presented as an option if the network
provider and the system connection support it.
1. Select the Callback softkey.
2. Replace the handset.
Your telephone system calls you back as soon as the called number is free or free
again.
3. Lift the handset
Your telephone system calls the dialled call number again.
4. To delete the automatic callback again:
a. Select status information Callback act.
b. Press the OK button.
c. Press the Delete softkey.
Redialing
You can redial one of the last numbers called.
If you selected a special number to present to the call recipient, this will also be used for redial.
Making calls
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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 exchange line.
The external number dialed is busy. The Auto redial menu item is offered.
1. Select the Auto redial menu item.
2. Press the OK button.
3. Replace the handset, if you have lifted it.
Result
Automatic redial is stopped if you press any button or lift the handset.
Related topics:
Setting the number of redials on page 74
Joining another call (cut-in)*
You call an internal extension. The user is already on a call. Use this feature to join the call.
This feature may not be available. Your system administrator must configure it for your
extension as well as for the extension of the other person. See your system administrator for
more information.
1. Select Cut-In.
2. Press the OK button.
Requesting automatic redialing
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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 select the
number you want to present to the call recipient. This is called Calling Line Identification
Presentation (CLIP). The number could represent your “service”, “head office” or “workshop”,
for example.
You can assign the numbers with which you want to present yourself to the function keys. If
you press one of these function keys before lifting the handset when making an external call,
the number selected will be presented to the party called.
Note:
If you have deactivated number display for external calls, you will not be offered numbers
for presentation.
1. Enter the desired external call number.
2. Select the desired group number or name, you want to present, e.g. dial with
987654321.
3. Lift the handset.
Your selected number is shown to the call recipient.
Making an announcement
You can also make announcements to subscribers currently not in a call in your telephone
system via the loudspeakers fitted in the telephones. You can address individual subscribers, a
selected group or all subscribers.
1. Lift the handset.
2. Select Announce.
When you want to make an "Announcement to all subscribers", you can also simply
press the Announce function key and make your announcement.
Making calls
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