Avaya 1403 User manual

Using IP Office 1403 Phones
Issue 2
May 2020

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The following applies only if the H.264 (AVC) codec is distributed with
the product. THIS PRODUCT IS LICENSED UNDER THE AVC
PATENT PORTFOLIO LICENSE FOR THE PERSONAL USE OF A
CONSUMER OR OTHER USES IN WHICH IT DOES NOT RECEIVE
REMUNERATION TO (i) ENCODE VIDEO IN COMPLIANCE WITH
THE AVC STANDARD (“AVC VIDEO”) AND/OR (ii) DECODE AVC
VIDEO THAT WAS ENCODED BY A CONSUMER ENGAGED IN A
PERSONAL ACTIVITY AND/OR WAS OBTAINED FROM A VIDEO
PROVIDER LICENSED TO PROVIDE AVC VIDEO. NO LICENSE IS
GRANTED OR SHALL BE IMPLIED FOR ANY OTHER USE.
ADDITIONAL INFORMATION MAY BE OBTAINED FROM MPEG LA,
L.L.C. SEE HTTP://WWW.MPEGLA.COM.
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HOSTING OF AVAYA PRODUCTS OR SERVICES. THE PRODUCT
OR HOSTED SERVICE MAY USE THIRD PARTY COMPONENTS
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HOSTING OF AVAYA PRODUCTS MUST BE AUTHORIZED IN
WRITING BY AVAYA AND IF THOSE HOSTED PRODUCTS USE
OR EMBED CERTAIN THIRD PARTY SOFTWARE, INCLUDING
BUT NOT LIMITED TO MICROSOFT SOFTWARE OR CODECS,
THE AVAYA CHANNEL PARTNER IS REQUIRED TO
INDEPENDENTLY OBTAIN ANY APPLICABLE LICENSE
AGREEMENTS, AT THE AVAYA CHANNEL PARTNER’S EXPENSE,
DIRECTLY FROM THE APPLICABLE THIRD PARTY SUPPLIER.
WITH RESPECT TO CODECS, IF THE AVAYA CHANNEL
PARTNER IS HOSTING ANY PRODUCTS THAT USE OR EMBED
THE H.264 CODEC OR H.265 CODEC, THE AVAYA CHANNEL
PARTNER ACKNOWLEDGES AND AGREES THE AVAYA
CHANNEL PARTNER IS RESPONSIBLE FOR ANY AND ALL
RELATED FEES AND/OR ROYALTIES. THE H.264 (AVC) CODEC
IS LICENSED UNDER THE AVC PATENT PORTFOLIO LICENSE
FOR THE PERSONAL USE OF A CONSUMER OR OTHER USES
IN WHICH IT DOES NOT RECEIVE REMUNERATION TO: (I)
ENCODE VIDEO IN COMPLIANCE WITH THE AVC STANDARD
(“AVC VIDEO”) AND/OR (II) DECODE AVC VIDEO THAT WAS
ENCODED BY A CONSUMER ENGAGED IN A PERSONAL
ACTIVITY AND/OR WAS OBTAINED FROM A VIDEO PROVIDER
LICENSED TO PROVIDE AVC VIDEO. NO LICENSE IS GRANTED
OR SHALL BE IMPLIED FOR ANY OTHER USE. ADDITIONAL
INFORMATION FOR H.264 (AVC) AND H.265 (HEVC) CODECS
MAY BE OBTAINED FROM MPEG LA, L.L.C. SEE HTTP://
WWW.MPEGLA.COM.
Compliance with Laws
You acknowledge and agree that it is Your responsibility for
complying with any applicable laws and regulations, including, but not
limited to laws and regulations related to call recording, data privacy,
intellectual property, trade secret, fraud, and music performance
rights, in the country or territory where the Avaya product is used.
Preventing Toll Fraud
“Toll Fraud” is the unauthorized use of your telecommunications
system by an unauthorized party (for example, a person who is not a
corporate employee, agent, subcontractor, or is not working on your
company's behalf). Be aware that there can be a risk of Toll Fraud

associated with your system and that, if Toll Fraud occurs, it can
result in substantial additional charges for your telecommunications
services.
Avaya Toll Fraud intervention
If You suspect that You are being victimized by Toll Fraud and You
need technical assistance or support, call Technical Service Center
Toll Fraud Intervention Hotline at [phone] for the United
States and Canada. For additional support telephone numbers, see
the Avaya Support website: https://support.avaya.com or such
successor site as designated by Avaya.
Security Vulnerabilities
Information about Avaya’s security support policies can be found in
the Security Policies and Support section of https://
support.avaya.com/security.
Suspected Avaya product security vulnerabilities are handled per the
Avaya Product Security Support Flow (https://
support.avaya.com/css/P8/documents/100161515).
Downloading Documentation
For the most current versions of Documentation, see the Avaya
Support website: https://support.avaya.com, or such successor site
as designated by Avaya.
Contact Avaya Support
See the Avaya Support website: https://support.avaya.com for
product or Hosted Service notices and articles, or to report a problem
with your Avaya product or Hosted Service. For a list of support
telephone numbers and contact addresses, go to the Avaya Support
website: https://support.avaya.com (or such successor site as
designated by Avaya), scroll to the bottom of the page, and select
Contact Avaya Support.
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Avaya is a registered trademark of Avaya Inc.
All non-Avaya trademarks are the property of their respective owners.
Linux® is the registered trademark of Linus Torvalds in the U.S. and
other countries.

Contents
Chapter 1: Navigation............................................................................................................... 6
LED button indicators.............................................................................................................. 8
Icons in the telephone display.................................................................................................. 9
Paper labels............................................................................................................................ 9
Avaya menu.......................................................................................................................... 10
Chapter 2: Operation.............................................................................................................. 11
Telephone safety and other considerations.............................................................................. 11
Making a call......................................................................................................................... 11
Redialing a telephone number................................................................................................ 11
Answering a call.................................................................................................................... 12
Muting a call......................................................................................................................... 12
Putting a call on hold............................................................................................................. 12
Transferring a call.................................................................................................................. 13
Conference calls................................................................................................................... 13
Working with conference calls.......................................................................................... 13
Accessing voice mail messages............................................................................................. 14
Chapter 3: Related resources................................................................................................ 15
Documentation...................................................................................................................... 15
Finding documents on the Avaya Support website............................................................. 15
Training................................................................................................................................ 15
Viewing Avaya Mentor videos................................................................................................. 16
Additional IP Office resources................................................................................................. 17
Chapter 3: Support................................................................................................................. 18
May 2020 Using IP Office 1403 Phones 5
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Chapter 1: Navigation
The following image shows the key controls on the phone.
Some features described in this document might not be available on your phone. If you find that a
feature is not available, contact your system administrator.
May 2020 Using IP Office 1403 Phones 6
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Message
Waiting
Indicator
Display
Call/Line Appearance
or Feature buttons
Conference
Transfer
Drop
Redial
Hold
Avaya Menu
Mute
Volume
Speaker
Figure 1: Phone controls
Phone controls Description
Message Waiting
Indicator (MWI)
An illuminated red light in the upper-right corner of your phone indicates you have
voice mail messages waiting. If Visual Alerting is enabled, this light flashes when you
receive an incoming call.
Table continues…
May 2020 Using IP Office 1403 Phones 7
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Phone controls Description
Avaya menu Press the A button to access the Avaya menu. See Avaya menu on page 10.
Press the button again to exit the Avaya menu.
Redial button Press to dial the last number you called.
Hold button Press to put the active call on hold.
Conference button Press to add another party to an existing call.
Transfer button Press to transfer a call to another number.
Drop button Press to drop the active call. While on a conference call, press Drop to drop the last
person added to the conference call.
Volume button Press + or - while active on the handset or speaker to adjust the volume. To adjust the
volume of the ringer, press + or - on the Volume button while the handset and
speaker are inactive.
Mute button Press to mute a call in progress. To take a call off mute, press Mute again.
Speaker button Press to use the speaker phone. To take a call off speaker phone, lift the handset.
Feature and Call
appearance
buttons
There are three buttons that can be programmed by the system administrator as
either Call appearance or Feature buttons. Press a Call appearance button to make
or answer a call or resume a call on hold. Press a labeled feature button to enable or
disable that feature. Typically, two buttons are administered as Call appearance
buttons and one button is administered as a Feature button. The Feature button
provides access to an Avaya call management system feature that has been
administered for your extension. The green LED next to the Feature button indicates if
the feature is currently on or off. If the light is on, the feature is on.
LED button indicators
Each button has two LEDs, one green and one red, to indicate the status of the button. The status
is identified by whether the LED is turned on, off, or blinking as described in the following tables.
Appearance button LEDs
LED status Description
Steady green Call appearance is active.
Slow blinking green Call appearance is ringing.
Fast blinking green Call appearance is on hold.
Very fast blinking green Conference or call transfer is pending.
Steady red Call appearance is selected and will be used when the phone is off the
hook. The indicator remains steady red while you use the call
appearance.
Off Call appearance is available.
Navigation
May 2020 Using IP Office 1403 Phones 8
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Feature button LEDs
LED status Description
Steady green Feature is active.
Blinking green Feature is pending. The request is being processed and not immediately
available.
Off Feature is not active.
Icons in the telephone display
Icons are provided in the phone display to indicate the state of a call and navigation choices. The
icons in the phone display are described in the following table.
Icon Description
Call forward or Send All Calls is active.
Note:
These features are only 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. This icon appears when you are using the Conference or
Transfer feature.
Conference is active.
Conference is on hold.
Scroll up or down for other options.
Paper labels
Paper labels are next to buttons on the telephone. The label identifies the feature that your
administrator has programmed for the button. You can remove and change paper labels or write
on a blank paper label.
Printed labels are also available for your telephone. For more information about printed labels,
contact your system administrator.
Icons in the telephone display
May 2020 Using IP Office 1403 Phones 9
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Avaya menu
You can use the Avaya menu to adjust and customize phone settings, select the display language,
view network settings, and log out.
Avaya menu on the 1403 telephone
Menu Option Description
Screen and Sounds Bright Adjust the display brightness.
Contrast Adjust the display contrast.
Ring type Select the ringing sound.
Clicks Enable or disable the clicks heard
when moving around phone
menus.
Error tones Enable or disable the tones heard
when using phone menus.
Call settings Visual alert Enable or disable the flashing that
appears when an incoming call is
waiting to be answered.
Audible alert Enable or disable the audible
ringer.
Advanced Language Select a language for the phone
menus. The languages available
depend on the languages that are
installed.
Erase options Reset all options to their defaults.
Erase language Reset the phone back to the
default language.
Self test Put the phone into its self-test
mode. All lights on the phone turn
on and a tone plays for every
button pressed.
Navigation
May 2020 Using IP Office 1403 Phones 10
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Chapter 2: Operation
Telephone safety and other considerations
Warning:
• The handset might pick up small metal objects, such as pins or staples.
• 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.
• Using a cell phone, mobile phone, GSM phone or two-way radio in close proximity to an
Avaya telephone might cause interference.
• Avoid connecting your phone directly to the outdoor telecommunication network.
Making a call
About this task
Use the following process to make a new call when not already on a call.
Procedure
1. Lift the handset.
2. Press Speaker or an available line button.
3. Dial the number you want to call.
Redialing a telephone number
Procedure
Press Redial to call the last number dialed.
May 2020 Using IP Office 1403 Phones 11
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Answering a call
About this task
The telephone usually selects incoming calls automatically. However, if you are on another call or
if you receive multiple incoming calls at a time, you might need to select the call you want to
answer manually. Use one of the following methods to answer an incoming call.
• If you are not on another call, do one of the following:
- Lift the handset
- Press the call appearance with a flashing green LED for the incoming call
- Press Speaker to answer the call on speakerphone.
• If you are on another call, press the call appearance with a flashing green LED for the
incoming call.
Note:
If your administrator has enabled the auto hold feature, you can answer a new call
without putting the active call on hold.
If auto hold is not enabled, you must put the active call on hold before answering the new
incoming call. Otherwise, the active call will drop when you answer the new call.
Muting a call
About this task
When you mute a call, the other party cannot hear you. If a call is on mute, and you switch
between the handset, headset, or speakerphone, the mute is turned off.
• To put the call on mute, press Mute.
When the Mute button light is on, the call is muted.
• To turn off mute, press Mute again.
Putting a call on hold
• To put your active call on hold, press Hold.
A very fast blinking green LED appears next to the call appearance.
• To resume the call, press the call appearance button.
Operation
May 2020 Using IP Office 1403 Phones 12
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Transferring a call
About this task
You can transfer a call to a new user or simply transfer the call to an existing call on hold.
Procedure
1. If the call you want to transfer if not your active call, press the call appearance button for
the call you want to transfer.
2. Press Transfer.
A very fast blinking green LED appears next to the call appearance. This indicates that the
call is being transferred.
3. Do one of the following:
• To transfer the call to another number, dial that number.
• To transfer the call to a call on hold, press the call appearance button for the call on
hold.
4. Press Transfer again or hang up to complete the transfer.
Conference calls
You can use conference calls to speak with up to three people in different locations on the same
call. You might be able to access additional conference options with the Expanded Meet-Me
Conferencing functionality. Contact your system administrator for more information about this
option.
Working with conference calls
About this task
You can change a normal call to a conference call.
Procedure
1. To start a conference call, do the following:
a. In your active call, press Conference.
A very fast blinking green LED appears next to the call appearance.
b. Dial the telephone number.
c. Press Conference again to add the person to the call.
2. To put the call on hold, press Hold.
To resume the call, press the call appearance button.
Transferring a call
May 2020 Using IP Office 1403 Phones 13
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3. To drop a conference participant, press Drop.
• Press # to drop the person shown.
• Press * to go to the next person.
Accessing voice mail messages
About this task
A red light on the upper right corner of your telephone indicates when you have new voice mail
messages. Voice mail messages are an administered function. If you have questions, contact your
system administrator.
Procedure
1. To log in to your voice mail, follow the instructions provided by your system administrator.
2. Once you are logged in, follow the voice prompts to access your messages.
Operation
May 2020 Using IP Office 1403 Phones 14
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Chapter 3: Related resources
Documentation
For a complete list of IP Office documents, see Avaya IP Office™ Platform Start Here First at
support.avaya.com.
Finding documents on the Avaya Support website
Procedure
1. Go to https://support.avaya.com.
2. At the top of the screen, type your username and password and click Login.
3. Click Support by Product > Documents.
4. In Enter your Product Here, type the product name and then select the product from the
list.
5. In Choose Release, select the appropriate release number.
The Choose Release field is not available if there is only one release for the product.
6. In the Content Type filter, click a document type, or click Select All to see a list of all
available documents.
For example, for user guides, click User Guides in the Content Type filter. The list only
displays the documents for the selected category.
7. Click Enter.
Training
Avaya training and credentials are designed to ensure our Business Partners have the capabilities
and skills to successfully sell, implement, and support Avaya solutions and exceed customer
expectations. The following credentials are available:
• Avaya Certified Sales Specialist (APSS)
• Avaya Implementation Professional Specialist (AIPS)
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• Avaya Certified Support Specialist (ACSS)
Credential maps are available on the Avaya Learning website at http://avaya-learning.com/.
The following courses are also available on the Avaya Learning website. After logging in to the
website, enter the course code or the course title in the Search field.
Course code Course title
2S00012W APSS – Small and MidMarket Communications – IP Office™ Platform and Select
Overview
4601W Avaya IP Office™ Platform — Components
4602W Avaya IP Office™ Platform — Editions
2S00015O Small and Midmarket Communications — IP Office — Endpoints
10S00005E Knowledge Access: Avaya IP Office™ Platform Implementation
5S00004E Knowledge Access: Avaya IP Office™ Platform Support
Included in all Knowledge Collection Access offers above is a separate area called IP Office
Supplemental Knowledge. This floor in the Virtual Campus contains self-directed learning objects,
which cover IP Office delta information. This material can be consumed by technicians
experienced in IP Office.
Viewing Avaya Mentor videos
Avaya Mentor videos provide technical content on how to install, configure, and troubleshoot
Avaya products.
About this task
Videos are available on the Avaya Support website, listed under the video document type, and on
the Avaya-run channel on YouTube.
• To find videos on the Avaya Support website, go to https://support.avaya.com/ and do one of
the following:
- In Search, type Avaya Mentor Videos, click Clear All and select Video in the Content
Type.
- In Search, type the product name. On the Search Results page, click Clear All and select
Video in the Content Type.
The Video content type is displayed only when videos are available for that product.
In the right pane, the page displays a list of available videos.
• To find the Avaya Mentor videos on YouTube, go to www.youtube.com/AvayaMentor and do
one of the following:
- Enter a key word or key words in the Search Channel to search for a specific product or
topic.
Related resources
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- Scroll down Playlists, and click a topic name to see the list of videos available for the topic.
For example, Contact Centers.
Note:
Videos are not available for all products.
Additional IP Office resources
You can find information at the following additional resource websites.
Avaya
https://www.avaya.com is the official Avaya website. The front page also provides access to
individual Avaya websites for different countries.
Avaya Sales & Partner Portal
https://sales.avaya.com is the official website for all Avaya Business Partners. The site requires
registration for a user name and password. Once accessed, the portal can be customized for
specific products and information types that you wish to see and be notified about by email.
Avaya IP Office Knowledge Base
https://ipofficekb.avaya.com provides access to an online, regularly updated version of the IP
Office Knowledge Base.
Avaya maintenance, lifecycle and warranty information
Avaya support services complement standard Avaya maintenance, lifecycle and warranty policies
that are posted on https://support.avaya.com. For more information, send email to
[email protected].
International Avaya User Group
https://www.iaug.org is the official discussion forum for Avaya product users.
Additional IP Office resources
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Chapter 3: Support
Go to the Avaya Support website at https://support.avaya.com for the most up-to-date
documentation, product notices, and knowledge articles. You can also search for release notes,
downloads, and resolutions to issues. Use the online service request system to create a service
request. Chat with live agents to get answers to questions, or request an agent to connect you to a
support team if an issue requires additional expertise.
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Index
A
answer call ...........................................................................12
Avaya menu .........................................................................10
Avaya support website .........................................................18
C
call
conference ....................................................................13
hold ...............................................................................12
inbound .........................................................................12
incoming ....................................................................... 12
mute ..............................................................................12
outbound .......................................................................11
outgoing ........................................................................ 11
pause ............................................................................12
transfer ......................................................................... 13
call last number ....................................................................11
conference ........................................................................... 13
start ...............................................................................13
considerations ......................................................................11
controls .................................................................................. 6
H
hold ...................................................................................... 12
I
icons
display ............................................................................ 9
indicators
LED .................................................................................8
L
label
paper .............................................................................. 9
printed .............................................................................9
LED ........................................................................................8
M
make call ..............................................................................11
conference ....................................................................13
multi-party .....................................................................13
menu
Avaya ............................................................................10
messages
voice mail ......................................................................14
mute call .............................................................................. 12
N
navigation .............................................................................. 6
P
phone .....................................................................................6
R
redial .................................................................................... 11
related documentation ......................................................... 15
resource websites ................................................................17
S
safety ....................................................................................11
support .................................................................................18
T
training ................................................................................. 15
transfer call .......................................................................... 13
V
videos .................................................................................. 16
voice mail
access .......................................................................... 14
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