Avaya B199 User manual

Avaya Conference Phone
B199 Quick Reference Guide
Release 1.0.8
Issue 1
September 2022
© 2019-2022, Avaya, Inc.
All Rights Reserved.
Overview
Physical layout
1
2
4
3
6
5
6
6
1
1
Figure 1: Front view of Avaya Conference Phone B199
The following table lists the buttons and the other
elements of B199 Conference Phone.
Callout
number
Description
1 Mute buttons
2 Volume down button
3 Volume up button
4 NFC tag
5 Touch screen
6 LED status indicators
Connection layout
Figure 2: Connection layout of Avaya Conference Phone
B199
The following table lists the sockets and ports available on
B199 Conference Phone for connection.
Callout
number
Description
1 PoE/Ethernet connection socket
2 USB Type-A
3 Micro-USB Type-B
4 Audio expansion ports
5 Kensington® security lock port
6 NFC tag for Bluetooth® LE
LED status indicators
LED color Description
Steady red The LEDs are steady red in the
following instances:
• Microphones are on mute.
• The connected microphone is
upgrading.
Flashing red A call is on hold. Microphones and the
speaker are turned off.
Steady green The LEDs are steady green in the
following instances:
• A call is in progress.
• An outgoing call is in progress.
Flashing green An incoming call is ringing.
Table continues…
LED color Description
Flashing blue The phone is in Bluetooth® pairing
mode.
LEDs off The device has the LEDs off in the
following instances:
• The phone is in Idle mode.
• Active Bluetooth® connection.
• The user starts A2DP streaming from
the connected Bluetooth® device.
Handling calls
Making a call
Use this procedure to make a call with Avaya Conference
Phone B199.
1. On the phone screen, tap the Call icon.
The phone displays the Dialpad view.
2. Use the dial pad to dial the number you want to call.
3. (Optional) To edit a dialed number, tap the Delete
icon.
4. Tap the Make Call icon.
The phone starts dialing the number. The LEDs show
a steady green light. When the other person answers,
you can see the duration of the call on the screen.
If the other person discards your call, the phone
shows you the following message: User busy.
Answering a call
Use this procedure to answer an incoming call. When
there is an incoming call, the phone plays a ringtone, the
green LED starts flashing, and the phone displays the
number of the calling person on the screen.
1. On the phone screen, tap the Answer icon.
When you answer the call, the phone displays the
timer to control the duration of the call, the phone
number or the name of the caller or both. If the
caller information is unavailable, the phone displays
Unknown.
2. To end an ongoing call, tap the Hang Up icon.
Answering a call while on another call
Use this procedure to answer an incoming call when you
are on a call without dropping the first call. When there
1

is a second incoming call, the phone shows the caller’s
number and the green LED starts flashing.
1. On the phone screen, tap one of the following:
a. Answer: To answer the second call, and put the
first call on hold.
b. Hang Up: To ignore the second call, and continue
the first call.
2. Go on with the call.
B199 Conference Phone stops ringing.
Redialing a number
Use this procedure to redial the number from your call list.
1. On the phone screen, tap the Recent icon.
The phone displays the list of the last incoming,
outgoing and missed calls.
2. Scroll through the list and select the number you want
to call.
The phone displays the following information about
the call:
• Number
• Date or time
• Direction
3. Tap the Make Call icon to redial the number.
The phone dials the selected number.
Clearing call history
Use this procedure to clear the call history in the call list
on Avaya Conference Phone B199. Note that after 30
seconds of inactivity, the phone stops displaying the pop-
up window.
Ensure you have at least one call on the call list.
1. On the phone screen, tap the Recent icon.
The phone displays the list of the last incoming,
outgoing, and missed calls.
2. On the title bar, tap the Clear call history icon.
The phone displays a pop-up window with the
following message: Clear all call history?
3. Tap Yes.
The phone clears all the recent call history data.
Conference calls
Setting up a conference call
Use this procedure to set up a conference call on your
phone.
1. On the phone screen, tap the Call icon.
The phone displays the Dialpad view.
2. Dial the number of the first party to include in the
conference call.
3. When the party answers, tap Add Participant.
The phone displays the Add Participant screen.
4. Dial the number of the second party to include in the
conference call. You can do it as follows:
• Choose the number in the Recent tab from the
recent calls list. Here, the Call Log functionality
must be enabled for Recent to be active.
• Dial the number using the Dialpad.
• Choose the number in the Contacts tab from the
LDAP phone book.
5. Tap Conference when the called party answers.
The phone displays the conference call window and
starts the conference call. The conference call window
displays the names or numbers of the participants on
the call and a call timer.
Adding a participant to a conference call
Use this procedure to add participants to an ongoing
conference call.
Start a conference call.
1. On the phone screen, tap Add Participant.
The phone displays the Add Participant screen.
2. To add a participant, do one of the following:
• On the Recent tab, choose the number of the
participant to include in the conference from the
recent calls list.
Here, the Call Log functionality must be enabled for
Recent to be active.
• Dial the number using the Dialpad.
• On the Contacts tab, choose the number of the
participant to include in the conference from the
LDAP phone book.
3. When the called party answers the call, tap
Conference.
The phone includes the called person in the
conference call.
Managing an active conference call
• To put a participant of a conference call on hold, do the
following:
1. On the phone screen, tap the participant’s number
or the icon.
2. Tap the Hold icon to put the participant on hold.
3. Tap the On Hold icon for the participant to rejoin
the conference call.
•To talk privately with a participant of a conference call,
do the following:
1. On the phone screen, tap the participant’s number
or the icon.
2. Tap the Talk Private icon to talk privately with the
participant.
The phone puts all other participants on hold
and they are not able to listen to the discussion
between you and the selected participant.
3. Tap the Conference icon to rejoin the conference
call.
• To drop a participant from a conference call, do the
following:
1. On the phone screen, tap the participant’s number
or the icon.
2. Tap the Hang Up icon.
The phone drops the participant from the
conference call.
• To split an ongoing conference call into several calls,
do the following:
1. On the phone screen, tap the Split icon.
The phone places all participants to separate calls
and puts the calls on hold.
2. To resume the call with any one of the
participants, tap the participant’s entry and then
the On Hold icon.
3. Tap the Conference icon to connect all the
separate calls to the conference call.
Bluetooth® calls
Pairing and connecting Bluetooth®
devices
To enable Bluetooth® communication between B199
Conference Phone and another Bluetooth® device, you
must pair the two devices and ensure that they are in
a connected state. The devices remain paired until you
remove the pairing.
Note:
You can connect only one device supporting
Bluetooth® at a time.
1. On the B199 Conference Phone screen, tap
Settings > Bluetooth > Pair with device.
The LEDs start flashing blue, and the phone displays
the following message: This phone is now
discoverable as “<Phone Name>”.
2

The time-out value for discoverable mode is 120
seconds.
2. On your Bluetooth® device, find B199 Conference
Phone in the list of devices available for Bluetooth®
connection and tap the phone name.
B199 Conference Phone establishes the connection
with the Bluetooth® device and displays the Bluetooth®
icon and the message confirming the connection.
Note:
B199 Conference Phone is not visible in the
Avaya® Conference Assistant application while the
conference phone and the Bluetooth® device are in
the connected state.
Removing Bluetooth® pairing
1. Tap Settings > Bluetooth > Remove pairing.
The phone displays the following question: Do you
want to remove all Bluetooth pairing
information from the phone?
2. To confirm that you want to delete the Bluetooth®
pairing information, tap Ok.
The phone restarts the application to apply the
changes.
Handling Bluetooth® calls
You can use Avaya Conference Phone B199 to handle
calls coming to and from your mobile device if the two
devices are in a paired and connected state. You can use
B199 Conference Phone to answer, reject, or end the call.
• To reject an incoming call, tap the Hang Up icon.
• To answer an incoming call, tap the Answer icon.
When you answer the call, the LEDs on B199
Conference Phone show a steady green light, the
phone displays the caller ID and the following
message: Bluetooth call.
• To end an ongoing call, tap the Hang Up icon.
• To cancel the outgoing call before the other person
answers, tap the Hang Up icon.
• To end an ongoing call, tap the Hang Up icon.
Call transfer
B199 Conference Phone supports the Call Transfer
feature for you to direct an ongoing phone call to
another person. The transfer can be either attended or
unattended.
Note:
The Call Transfer feature is available only for the regular
phone calls and not available for the conference calls.
Making an attended transfer
Use this procedure to transfer a call to another extension
after consultation with the transfer target person.
1. Tap the Arrow Right icon.
2. Tap the Attended Transfer button.
3. Do one of the following:
• Dial the number of the transfer target manually.
• In the Contacts or Recent tab, select the number
of the transfer target.
• To return to the initial call, tap Back to Call on the
top of the screen. In this case, start the procedure
from the beginning to transfer the call.
4. Tap the Call Transfer button.
5. Wait for the transfer target to answer, explain the
reason for calling, and do one of the following:
• To transfer the call, tap Call Transfer.
• To drop the call with the transfer target and return to
the initial call, tap Cancel.
Making an unattended transfer
Use this procedure to transfer an active call without
consultation with the transfer target.
1. Tap the Arrow Right icon.
2. Tap Unattended Transfer.
3. Do one of the following:
• Dial the number of the transfer target manually.
• In the Contacts or Recent tab, select the number
of the transfer target.
• To return to the initial call, tap Back to Call on the
top of the screen. In this case, start the procedure
from the beginning to transfer the call.
4. Tap the Call Transfer button.
USB only user mode
Avaya Conference Phone B199 supports USB only user
mode. With this feature, the conference phone can
operate with no SIP account and SIP register configured.
In USB only user mode B199 acts as a speakerphone that
the user can use to conduct virtual meetings and listen to
audio files.
In USB only user mode, the phone operates as a USB
device connected to a USB host.
In this mode, the phone supports connection to Bluetooth®
devices using Bluetooth® Classic.
Volume level indication
Avaya Conference Phone B199 provides the following
volume levels: Level 0 to Level 12. Here, Level 0 is
volume off, and Level 12 is the loudest volume level. You
can turn the volume down to Level 0 only when the phone
is connected to a USB host. Here, the phone displays the
Volume Off icon and the audio on the phone is muted.
Volume synchronization
When you connect Avaya Conference Phone B199 to the
USB host and select it as an audio device, the phone
synchronizes its volume level with the connected USB
host.
Avaya Conference Phone B199 also synchronizes the
volume level with the USB host when it switches between
Playback and Call mode. If you receive a call during audio
playback, the phone automatically changes the volume
level for the call. The phone synchronizes the volume with
the USB host and applies the Call mode volume. When
the call ends, the phone changes the volume back to the
Playback mode volume.
Phone management application
Avaya® Conference Assistant
You can manage your Avaya Conference Phone B199
from a mobile phone or a tablet if you have Avaya®
Conference Assistant installed on the device. You
can download and install Avaya® Conference Assistant
free from App Store and Google Play like any other
application. You can use the NFC tag to easily start
downloading the application. For that, you must bring the
mobile device with the NFC enabled to the NFC tag on
the conference phone, and the web browser on the mobile
device opens the web page with the application in App
Store or Google Play.
Pairing and connecting devices
Use this procedure to pair your Avaya Conference Phone
B199 with Avaya® Conference Assistant on your mobile
device the first time when you use them together. After
that, they connect with one touch when you run the
application near the conference phone.
The connection range is up to 20 meters. The connection
breaks if this range is exceeded. You see a request to
reconnect when Avaya® Conference Assistant is within the
range of B199 Conference Phone. Reconnection requires
only one touch.
3

Important:
You can pair up to 100 mobile phones or tablets
with your B199 Conference Phone. But only one user
connection is active at a time.
1. On your mobile device, open Avaya® Conference
Assistant.
The mobile phone displays the closest B199
Conference Phone.
2. To select the phone you want to connect, perform one
of the following actions:
• If your mobile device displays B199 Conference
Phone you want to connect, tap Connect on the
mobile device screen.
• If your mobile device does not display B199
Conference Phone you want to connect, tap Skip
and then tap the connection symbol in the upper left
corner of your mobile device screen.
The mobile device displays the list of available
conference phones.
The mobile phone displays a pairing code for about 30
seconds.
3. Enter the code with the keypad on the conference
phone.
4. Tap Enter on the conference phone to start pairing.
When the devices are paired, both Avaya®
Conference Assistant and B199 Conference Phone
display the connection symbol.
The conference phone and Avaya® Conference
Assistant remain paired while they are close to one
another.
Note:
You cannot connect B199 Conference Phone to
a Bluetooth® device for call handling or audio
streaming while the Avaya® Conference Assistant
connection is active.
Disconnecting devices
Use this procedure to disconnect your Avaya Conference
Phone B199 from the mobile device with Avaya®
Conference Assistant installed.
Ensure that B199 Conference Phone is connected to a
mobile device with Avaya® Conference Assistant installed.
• To disconnect from the mobile device, do the following:
1. In Avaya® Conference Assistant, tap the
connection symbol in the upper left corner of the
screen.
2. Tap the Disconnect button near the highlighted
connected device name.
The connection symbol in the upper left corner of
the screen becomes inactive.
• To disconnect from B199 Conference Phone, do one of
the following:
- Tap Conference Assistant > Disconnect Device.
- Tap Settings > Conference Assistant >
Disconnect Device.
The phone displays the following question:
Disconnect device <Device Name>?
To confirm, tap Ok.
The phone shows the Avaya® Conference Assistant
icon and informs that the application is disconnected.
Checking the calendar and scheduled
events
Use this procedure to check your calendar on your mobile
device with Avaya® Conference Assistant installed. Then
you can arrange calls with the paired Avaya Conference
Phone B199 and Avaya® Conference Assistant.
You must allow your mobile device with Avaya®
Conference Assistant to connect to your calendar and
agenda.
1. On your mobile device, open Avaya® Conference
Assistant.
2. Tap the Calendar icon.
The mobile phone shows all calendar events on the
screen. Some of these events are meeting invitations
with the meeting information included. In the Overview
tab, you see the time, duration, and title of the
meeting. In the Participants tab, the application shows
the list of persons invited to the meeting.
3. Select a conference call from the list.
The mobile phone displays an overview and a list
of other participants of the conference call. Avaya®
Conference Assistant finds the phone numbers, PIN
codes, and meeting links in the calendar.
Participating in a conference call from
the calendar
Use this procedure to participate in a conference call
from the calendar accessible with Avaya® Conference
Assistant.
Your calendar must contain an invitation to a conference
call. The contact information in the conference invitation
must comply with the E164 international phone number
standard. This guarantees that Avaya® Conference
Assistant interprets the information correctly.
1. After you receive a notification about the upcoming
conference call on your mobile device, open Avaya®
Conference Assistant.
The application finds the closest Avaya Conference
Phone B199.
2. In the conference room, pair Avaya® Conference
Assistant and Avaya Conference Phone B199.
3. Connect to the meeting from the mobile device by
tapping the conference in the calendar.
Avaya® Conference Assistant dials the phone number
and enters the PIN code from the conference call
invitation.
Starting an unscheduled call
Use this procedure to start a call that is not scheduled in
the calendar. You will have complete control over Avaya
Conference Phone B199 during the call from your mobile
device with Avaya® Conference Assistant installed.
Ensure that Avaya Conference Phone B199 is paired with
Avaya® Conference Assistant.
1. Do one of the following to choose a number to call:
• Select a number from your Contacts list.
• Select a number from your Favorites list.
• Select a number from the your recent calls list.
• Dial a number using the keypad.
The phone dials the number, and the call starts. The
screen displays the name and the number of the
person called.
2. (Optional) Do one or more of the following:
a. Adjust the volume on the screen of you mobile
device by moving the Volume up slider.
b. Add additional participants by tapping the Add
Participant icon.
c. Split the conference call to separate calls by
tapping Split.
d. Mute the microphone by tapping Microphone
Muted. To unmute, tap Microphone Muted
again.
e. Enter Dual Tone Multi Frequency (DTMF) digits
by tapping Keypad.
f. Put the call for any participant on hold by tapping
Arrow down > Hold.
g. Talk to any participant in private by tapping Arrow
down > Talk Private.
h. Disconnect any participant from the call by
tapping Arrow down > Hang Up.
4

3. To end the call, tap the Hang Up icon.
Managing contacts
Use this procedure to manage contacts with Avaya®
Conference Assistant.
1. On your mobile device, open Avaya® Conference
Assistant.
2. Tap the Contacts icon.
3. To add a contact to your favorite contacts list, tap
the Contacts tab and press the star symbol near the
selected contact.
4. To open a list of your favorite contacts, tap Favorites.
5. To create a new conference group in the phone book,
tap Groups > Plus on the screen.
Features and accessories
Expansion of the phone coverage
You can use your Avaya Conference Phone B199 on
larger conference tables or when the number of a meeting
participants is greater than 10. In this case you can
ensure high-level quality of audio signal by expanding the
phone coverage in the room without a PA system. You
can do it by connecting Smart Mic expansion microphones
to the phone or by cascading several B199 devices in a
daisy chain.
Arranging a daisy chain
Use this procedure to arrange a daisy chain of one
main B199 phone and one or two expansion conference
phones or expansion microphones.
If you arrange the daisy chain made of several conference
phones, prepare the connection cables. The cables in the
Avaya Daisy Chain kit are 5 and 10 meters long. You can
purchase the Avaya Daisy Chain kit as an accessory.
The cable of the Avaya Smart Mic is 3 m long.
1. Connect the cable to the audio expansion port on the
phone.
2. Connect the other end of the cable to the audio
expansion port of the other phone.
In case of expansion microphones, the other end of
the cable is fixed in the device.
Headset lecture mode
You can use your Avaya Conference Phone B199
in various setups that require remote lecturing and
presentation during an active call. In this Headset lecture
mode, the lecturer gets primary attention, and all other call
participants can actively participate.
To enable Headset lecture mode, you must connect the
supported headset to the USB host port of the phone.
Here, Headset lecture mode activates and B199 transmits
audio signal both from the speakers and microphones of
the phone and from the headset. The priority of the audio
signal from the headset is higher and the lecturer's words
override all other sounds.
Smart Mic automatic upgrade
You can upgrade the expansion microphone firmware
to the Avaya Conference Phone B199 firmware version
when your Smart Mic has an older firmware installed.
Regularly updating the expansion microphone firmware
to match the phone firmware ensures the best possible
audio performance.
The phone suggests an automatic upgrade of the
expansion microphone firmware when you connect your
Smart Mic to B199. You can connect one or two Smart
Mics simultaneously.
Upgrading expansion microphone firmware
Use this procedure to upgrade the expansion microphone
firmware when the Smart Mic and your device have
different firmware installed.
Make sure B199 is in Idle Mode.
1. Connect the expansion microphone to your
conference phone using the available audio
expansion port.
The expansion microphone LEDs flash red once.
A pop-up dialog window shows the following
message: A connected microphone needs
firmware upgrade. Upgrade now?
2. On the pop-up dialog window, tap Yes to start the
upgrade.
The LEDs on the phone turn red to indicate that it
is busy with the microphone upgrade. The expansion
microphone LEDs start flashing green.
The phone displays the Upgrade in progress
message and shows the upgrade progress in
percentage (0%-100%).
When you connect one Smart Mic to B199, the phone
shows the upgrade status for Smart Mic 2 as N/A.
3. (Optional) To cancel the upgrade, tap No.
In this case, you postpone the upgrade until the phone
reboots.
Additional information
Go to www.avaya.com/support for the most up-to-
date support information, including the using guide,
the installing and administering guide, and software
downloads.
5