Avaya 16-603463 User manual

Avaya 1408 and 1416 Telephones -
connected to Integral Enterprise - User
Guide
16-603463
Issue 1.09
January 2010

© 2009 Avaya Inc.
All Rights Reserved.
Notice
While reasonable efforts were made to ensure that the information in
this document was complete and accurate at the time of printing, Avaya
Inc. can assume no liability for any errors. Changes and corrections to
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releases.
Note:
Using a cell, mobile, or GSM phone, or a two-way radio in close
proximity to an Avaya IP telephone might cause interference.
During a power surge, EFT or ESD, calls may be dropped. After a
power surge, EFT or ESD, it is normal for the phone to restart.
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"Toll fraud" is the unauthorized use of your telecommunications system
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telephone number is 1-800-242-2121 in the United States. For
additional support telephone numbers, see the Avaya Web site: http://
www.avaya.com/support
2 1408/1416 User Guide January 2010

Contents
Chapter 1: Introduction............................................................................................................7
Introduction to the 1400 ISDN Telephone Introduction to the 1400 Series Digital Deskphones......................7
Overview of phone buttons and features..........................................................................................................7
About LEDs....................................................................................................................................................10
Icons in the telephone display........................................................................................................................11
About this manual..........................................................................................................................................12
Chapter 2: Making calls..........................................................................................................13
Introduction to making calls............................................................................................................................13
Calling an internal call number........................................................................................................................13
Calling an external call number......................................................................................................................13
Calling with a destination key..........................................................................................................................14
Calling a person from the call log....................................................................................................................14
Calling a person from the phone book entry..................................................................................................14
Calling a person from a central phone book entry *........................................................................................15
Calling using the speakerphone......................................................................................................................15
Requesting automatic callback......................................................................................................................16
Requesting automatic redialing......................................................................................................................16
Joining another call (cut-in)*............................................................................................................................17
Chapter 3: Handling calls......................................................................................................19
Introduction to handling calls..........................................................................................................................19
Answering a call..............................................................................................................................................19
Answering a call ringing at another phone (pick-up)......................................................................................19
Putting a call on hold......................................................................................................................................20
Muting a call....................................................................................................................................................20
Deactivating your telephone display..............................................................................................................20
Transferring a call............................................................................................................................................21
Answering an additional call (second call)......................................................................................................21
Turning second incoming call on or off............................................................................................................22
Referring back during a call (consultation call)..............................................................................................22
Chapter 4: Call diversion........................................................................................................23
Introduction to call diversion............................................................................................................................23
Diverting calls..................................................................................................................................................23
Automatic call diversion *................................................................................................................................24
Defining automatic call diversion *..................................................................................................................24
Diverting calls automatically *........................................................................................................................25
Chapter 5: Follow-me..............................................................................................................27
Introduction to follow-me *..............................................................................................................................27
Preparing follow-me on your own telephone..................................................................................................27
Activating follow-me on another telephone....................................................................................................27
Switching off follow-me on your own telephone..............................................................................................28
Switching off follow-me on another telephone................................................................................................28
Chapter 6: Three-party conference........................................................................................29
Introduction to three-party conference calls....................................................................................................29
Making a conference call................................................................................................................................29
1408/1416 User Guide January 2010 3

Talking with one participant in a conference call............................................................................................29
Connecting conference participants with each other......................................................................................30
Ending the conference call..............................................................................................................................30
Chapter 7: Multiple conference *............................................................................................31
Introduction to multiple conference calls........................................................................................................31
Adding a participant to a multiple conference call..........................................................................................32
Adding a participant by referring back............................................................................................................32
Adding a waiting participant to a multiple conference....................................................................................33
Answering a call in a multiple conference......................................................................................................33
Transferring a multiple conference call as controller......................................................................................33
Ending the multiple conference call as controller............................................................................................34
Referring back as passive participant on a multiple conference call..............................................................34
Disconnecting from a multiple conference call as passive participant............................................................35
Chapter 8: Managing the call log..........................................................................................37
Call log............................................................................................................................................................37
Viewing the call log..........................................................................................................................................37
Removing an entry from the call log................................................................................................................38
Adding an entry from the call log to the phone book......................................................................................38
Chapter 9: Managing the phone book..................................................................................39
Introduction to the phone book........................................................................................................................39
Creating a new entry in the phone book........................................................................................................39
Adding an entry from the call log to the phone book......................................................................................40
Editing an entry in the phone book..................................................................................................................40
Deleting an entry............................................................................................................................................41
Chapter 10: Voicemail System................................................................................................43
Introduction to voicemail................................................................................................................................43
Diverting calls to voicemail..............................................................................................................................43
Managing voice messages *..........................................................................................................................43
Deleting all messages....................................................................................................................................44
Chapter 11: Partners..............................................................................................................45
Introduction to partners..................................................................................................................................45
Setting up partner names................................................................................................................................45
Calling partners..............................................................................................................................................46
Answering a call for a partner........................................................................................................................46
Assigning partners to another key..................................................................................................................46
Hiding partner keys........................................................................................................................................47
Activating partner beep..................................................................................................................................48
Assigning partners on the button module*......................................................................................................49
Diverting your calls to a partner......................................................................................................................49
Diverting partner calls to your telephone........................................................................................................50
Diverting calls from one partner to another *..................................................................................................51
Diverting partner calls to partners, extended *................................................................................................52
Setting the deputy key *..................................................................................................................................53
Adding a partner to a partner group *..............................................................................................................53
Removing a partner from a partner group *....................................................................................................54
Restricting partner signaling *........................................................................................................................55
Reserving a line as executive line..................................................................................................................55
Setting up a connection for a partner..............................................................................................................56
Filtering *........................................................................................................................................................56
Contents
4 1408/1416 User Guide January 2010

Dealing the filtering function as an executive *......................................................................................57
Dealing the filtering function as a secretary *........................................................................................57
Chapter 12: Private User Mobility..........................................................................................59
Private User Mobility *....................................................................................................................................59
Logging on to the telephone............................................................................................................................59
Logging off the telephone................................................................................................................................60
Chapter 13: Favorite screen..................................................................................................61
Introduction to favorite screen........................................................................................................................61
Toggling between the favorite screen and the telephone status....................................................................61
Displaying the favorite screen in the idle mode..............................................................................................61
Entering a function into the favorite screen....................................................................................................62
Entering a destination into the favorite screen................................................................................................62
Deleting a function or a destination from the favorite screen..........................................................................63
Chapter 14: Customizing your telephone............................................................................65
Introduction to customizing your telephone....................................................................................................65
Setting parameters for your telephone............................................................................................................65
Turning acoustic signaling on or off........................................................................................................65
Changing the acoustic signaling............................................................................................................66
Setting the ringing tone melody..............................................................................................................67
Setting the contrast and the brightness..................................................................................................68
Setting the language..............................................................................................................................68
Adjusting the setting for handsfree operation........................................................................................68
Displaying your name and call number on your telephone....................................................................69
Setting key beep tones to on or off........................................................................................................69
Displaying time zones *..........................................................................................................................70
Saving emergency numbers..................................................................................................................70
Function and Destination keys........................................................................................................................71
Function and destination keys................................................................................................................71
Assigning functions to keys....................................................................................................................72
Creating a destination key......................................................................................................................73
Assigning a destination from the phone book to a key..........................................................................73
Changing an existing destination............................................................................................................74
Deleting key assignments......................................................................................................................75
Setting up a macro (diversion and pick-up)............................................................................................76
Relocating the telephone................................................................................................................................77
Saving personal data......................................................................................................................................77
Saving personal data..............................................................................................................................77
Saving data locally..................................................................................................................................78
Saving data locally automatically............................................................................................................78
Saving data centrally..............................................................................................................................79
Allowing/barring central data saving......................................................................................................79
VIP functions..................................................................................................................................................80
Preparing VIP functions..........................................................................................................................80
1. Using the executive telephone as a two-way intercom system to the secretary................................80
Setting up the executive telephone........................................................................................................80
Setting up the secretary telephone........................................................................................................81
2. Making announcements from the executive telephone......................................................................82
Setting up the executive telephone........................................................................................................82
Setting up the secretary telephone........................................................................................................83
Using the VIP functions..........................................................................................................................83
Making anonymous calls................................................................................................................................84
Contents
1408/1416 User Guide January 2010 5

Accepting calls automatically (Handsfree answer back)................................................................................85
Turning direct dialing on or off........................................................................................................................85
Turning CSTA Answer Call on or off *............................................................................................................86
Chapter 15: Using the Avaya Menu........................................................................................89
Introduction to the Avaya menu......................................................................................................................89
Managing call charges....................................................................................................................................89
Introduction to call charges....................................................................................................................89
Displaying charges during a call............................................................................................................89
Viewing the charge display....................................................................................................................90
Deleting call charges..............................................................................................................................90
Switching the charge display to units....................................................................................................90
Recording charges for private calls and projects *................................................................................91
Locking the telephone....................................................................................................................................91
Telephone lock........................................................................................................................................91
Changing the PIN..................................................................................................................................92
Locking the telephone............................................................................................................................92
Unlocking the telephone........................................................................................................................93
Setting automatic locking *....................................................................................................................93
Managing appointments..................................................................................................................................94
Appointments (reminders)......................................................................................................................94
Entering a new appointment..................................................................................................................94
Acknowledging an appointment..............................................................................................................95
Viewing appointments............................................................................................................................95
Deleting an appointment........................................................................................................................95
Chapter 16: Menus..................................................................................................................97
Menu overview................................................................................................................................................97
Menu settings overview..................................................................................................................................99
Chapter 17: Appendix Remote features..............................................................................103
Introduction to remote features.......................................................... .......................................................... 103
Calling remote using the system *........................................................ ........................................................ 103
Changing call diversion remotely *................................................................................................................103
Chapter 18: Auxiliary devices..............................................................................................105
Introduction to auxiliary devices....................................................................................................................105
Button module BM32.................................................................. .................................................................. 105
Using the button module BM32.......................................................... .......................................................... 106
Using a headset............................................................................................................................................107
About operating cordless headsets....................................................... ....................................................... 107
Chapter 19: Appendix Contact Center........................................ ........................................ 109
Contact Center buttons..................................................................................................................................110
Chapter 20: Abbreviations....................................................................................................113
Index.......................................................................................................................................115
Contents
6 1408/1416 User Guide January 2010

Chapter 1: Introduction
Introduction to the 1400 ISDN Telephone Introduction to the
1400 Series Digital Deskphones
The Avaya 1400 Series telephones are ISDN telephones for use with the Integral Enterprise
call processing system. The 1400 Series Digital Deskphones are for use with the Avaya Aura™
Communication Manager 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. They
put convenient features and capabilities at your fingertips, including a display to view and
manage your calls, a Call Log, a personal as well as a central phone book, 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.The descriptions of such
optional features are marked with an asterisk in the title.
Overview of phone buttons and features
Avaya 1408 Telephone
1408/1416 User Guide January 2010 7

Avaya 1416 Telephone
No. Name Description
1 Call/Message
Waiting Indicator
This light flashes when you receive an incoming call.
Additionally it indicates you have voicemail
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.
Introduction
8 1408/1416 User Guide January 2010

No. Name Description
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 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 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 or to toggle between an active call and a 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.
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.
Overview of phone buttons and features
1408/1416 User Guide January 2010 9

No. Name Description
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
outgoing, incoming, and 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.
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 red Function is active, e. g. the ringing tone is silenced.
Introduction
10 1408/1416 User Guide January 2010

LED Description
Off Function is not active.
Table 2: Partner key LEDs
LED Description
Steady green Partner has set partner diversion.
Blinking red very fast Partner receives two calls in parallel (50 ms on, 50 ms
off).
Blinking red fast Partner receives a call, either in idle state or while on a
call (200 ms on, 50 ms off)
Steady red Partner is on a call.
Related topics:
Introduction to partners on page 45
Icons in the telephone display
Icons are provided in the phone display to indicate the state of a call and navigation choices.
The icons that appear in the phone display are described in the following table.
Icon Description
#XNumber of calls missed, where # represents the number.
Call forward, Send All Calls, or EC500 is active. (These
features are available if they have been administered for your
telephone.)
Incoming call is ringing.
Call is active.
Call is on hold.
Call is on soft hold (when using Conference or Transfer
feature).
Conference is active.
Conference is on hold.
Scroll left for other options.
Scroll right for other options.
Icons in the telephone display
1408/1416 User Guide January 2010 11

Icon Description
Scroll up or down for other options.
About this manual
Descriptions of optional features are marked with an asterisk in the title. For more 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.
Introduction
12 1408/1416 User Guide January 2010

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.
2. Lift the handset.
Calling an external call number
1. Enter the external line code, for example 0.
2. Enter the desired call number.
3. Lift the handset.
1408/1416 User Guide January 2010 13

Calling with a destination key
1. Press the destination key for the desired subscriber.
2. Lift the handset.
Related topics:
Assigning functions or call numbers to keys
Calling a person from the call log
1. Press the Call Log or the Redial button.
2. Press the left/right arrow button, to select the appropriate list.
3. Select the desired call number.
4. Lift the handset.
Related topics:
Call log on page 37
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.
Making calls
14 1408/1416 User Guide January 2010

You can also search for a name or call number by using an asterisk “*” as a wild
card (as you can on your PC). For example, if you input *mobile, all entries
which include the string “mobile” will be displayed.
3. Lift the handset.
Related topics:
Introduction to the phone book on page 39
Calling a person from a central phone book entry *
1. Press the Phone book / Contacts button.
2. Press the Main softkey.
3. Enter one or more of the first letters of the name.
4. Select the entry you want to dial.
5. Lift the handset.
Related topics:
Introduction to the phone book on page 39
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.
3. To adjust the volume, press + or - on the Volume button.
4. Do one of the following:
Calling a person from a central phone book entry *
1408/1416 User Guide January 2010 15

a. To continue the call using the handset, lift the handset. To return to the
speakerphone, 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.
1. Select the Automatic Callback menu item or Callback function key.
2. Press the OK button.
3. Replace the handset.
Your telephone system calls you back as soon as the called number is free or free
again.
4. Lift the handset
Your telephone system calls the dialled call number again.
5. To delete the automatic callback again:
a. Press the Callback softkey
b. Select the desired callback request.
c. Press the Details softkey.
d. Press the Delete softkey.
Requesting automatic redialing
If the call number you dialed is busy, you can select Automatic redial to dial the busy
number every 30 seconds.
1. Select the Automatic redial menu item.
2. Press the OK button.
Making calls
16 1408/1416 User Guide January 2010

The status information Redial repeat every 30 s is shown.
3. Replace the handset, if you have lifted it.
Automatic redial is stopped if you press any button or lift the handset. After you have finished
you will be asked Continue redial ?
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 the Cut-in menu item.
Each person on the call will hear a cut-in tone.
2. To disconnect from the call, select Cut-in again, press the Drop button, or replace
the handset.
Joining another call (cut-in)*
1408/1416 User Guide January 2010 17

Making calls
18 1408/1416 User Guide January 2010

Chapter 3: Handling calls
Introduction to handling calls
When you receive an incoming call your telephone rings, the Incoming Call LED flashes and
the call is indicated in the display.
You can lift the handset or use the Speaker button and talk with the handset on-hook. You are
also able to answer an incoming call ringing at another telephone in your telephone system,
or put an incoming call on hold until you are able to answer the call.
Internal and external calls have different ringing tones.
Answering a call
To answer a call, lift the handset or press the Speaker button to use the speakerphone.
Answering a call ringing at another phone (pick-up)
1. Enter the number of the ringing telephone with your handset on-hook.
The status message Pick-up is shown in the display.
2. Select Pick-up .
3. Press the OK button and wait until the call is signalled at your phone.
4. Lift the handset.
If you want to pick up calls for a particular telephone, you can set up a macro. So you can press
a single key to answer calls ringing at that telephone. See chapter Setting up a macro (diversion
and pick-up) for more information.
1408/1416 User Guide January 2010 19

You can also pick up calls by entering a code, if your telephone system is administered for the
pick-up function. See your system administrator for more information.
Related topics:
Setting up a macro (diversion and pick-up) on page 76
Putting a call on hold
You can put an active call on hold or an incoming call that you have not yet answered. When
you put an incoming call on hold, the ringing tone is turned off, and the call LED continues to
flash. Putting an incoming call on hold is useful when you are performing another task, such
as editing a phone book entry, that you want to complete before you answer the call.
1. Press Hold button, the active call will be keep on hold and you get a possibility to
call another subscriber.
2. Press Drop key to return back to the call or select the call on hold and press OK.
Muting a call
1. Press the Mute button during a call so that the other person cannot hear you.
2. Press the Mute button again to unmute the call.
Deactivating your telephone display
Use this procedure to deactivate the call number of caller in the display. An example of when
you might want to do this is if you do not want the name or number of the person with whom
you are talking to appear in your telephone display.
1. Press the Display softkey.
Handling calls
20 1408/1416 User Guide January 2010