Avaya 46xx User manual

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage
Telephone System
46xx Model IP-Telephones
By Joseph T. Massey, Jr.
JTM Associates, Inc.
Revised 05-13-06
© 2006 JTM Associates, Inc. ®

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
TABLE OF CONTENTS
Page Section
4 Extension Format and Inter-Office Dialing
Local Calling
Long Distance Calling
5 Telephones and Use
SetID
1
st Three Buttons
6 Caller ID
7 Screen – Multiple Pages
Left/Right Arrow Keys
Exit Key
Speaker Button
Mute Button
Up/Down Arrow Keys
Transfer Button
Conference Button
Drop Button
Redial Button
8 Telephone Features Summary
Send All Calls
Intercom
Auto Intercom
Dial Intercom
EC500
9 Call Log
10 Speed Dial (SD) Buttons
11 Speed Dial Phone List
12 Label Button
14 Directory
Next
Make Call
Stored Number
Options
Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ® Page 2 of 43

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
TABLE OF CONTENTS
Page Section
Telephone Features Summary (concluded)
15 In-Use/Feature Activated Indicator
Busy Indicator
17 Line Status Indicators
18 Call Transfer/Conference
20 Call Forward (Activate/Cancel)
Forwarding to a Long Distance Number
21 Telecommuting Features
Remote EC500 (Activate/Cancel)
22 Remote Forwarding (Activate/Cancel)
23 Remote Send All Calls (Activate/Cancel)
24 Voice Mail
Access and Password
Messages Button
Default Password for initial login
25 Transferring to the Operator or Extension from Voice Mail
26 Voice Mail Message Playback
28 Configuring Speakers vs. Telephone
37 Interchanging between Speaker/Telephone Playback
40 Scrolling the messages on the Player
41 Voice Mail Telephone User Interface (TUI) Summary
Voice Mail Assistant Procedures
42 IP-Softphone
43 Call History
LDAP Directory Access
Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ® Page 3 of 43

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Extension Format and Inter-office Dialing:
Office extensions remain 4-digits. However, additional numbers have been obtained to
support growth.
•You must dial 4-digits when calling extensions.
•To call FGCU offices, dial as follows:
oNumbers in the 239-590-1xxx and 590-7xxx (dial 1xxx or 7xxx)
oNew Numbers in the 239-745-3xxx and 745-4xxx (dial 3xxx or 4xxx)
Local Calling:
There are no changes for local calls except that you do not have to wait for a second Dial
Tone after dialing (9). Dial as follows:
•Ft. Myers
o9 + 7-digits for Local and Extended Local calls
Long Distance Calling:
To ensure authorized use of the phone system, a 5-digit Authorization Code will be
entered immediately after dialing an International Long Distance number when 3-beeps
and dial tone is received. Please see the Multivantage Dialing Instructions card for
details.
•Routine Long Distance:
oDial (9) + 1 + Area Code and Number
•International:
oDial (9) + 011 + Country Code + Route Code + Number: Receive 3-beeps
followed by Dial Tone: Dial 5-digit Authorization Code
•Suncom:
oSuncom has been changed. Dialing (8) and the 7-dgit number is no longer
provided by Suncom. All calls are processed by dialing as instructed
above.
Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ® Page 4 of 43

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephones and Use:
•Please use the Dialing Instructions Card until you become familiar with the
processes detailed on the card. This will provide Step-by-Step procedures for
Transferring calls and programming functions.
•When the phone is not in use, the display provides the Set ID on the left side and
the Time /Date on the right side of the display.
•The first three buttons on the left side of the first Page/Screen on your phone are
the extension assigned to the phone. These allow for three calls.
oOne extension button is automatically reserved by the system for outgoing
and/or incoming Intercom calls. The actual button selected by the system
for outgoing calls varies depending on which buttons you actually have
calls.
Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ® Page 5 of 43

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephones and Use: (continued)
•The Telephone Screen provides caller ID for incoming calls in the display area at
the top of the phone.
•When a call is received, the button ID associated with the call is displayed, e.g., a,
b, c along with the Caller ID.
oCaller Name and Number are displayed when provided by the calling
party as shown below, e.g., Bell, Bryan calling from extension 6-2903.
oA bell symbol appears by the ringing line button.
Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ® Page 6 of 43

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephones and Use: (concluded)
•The Telephone Instrument has a screen with multiple pages (4-pages 4610 model
and 2-pages 462x model) of information and uses for the buttons down each side
of the screen.
oUse the large left/right arrows to navigate to different pages
oUse the PHONE/EXIT button to return to the HOME/1st-page and to exit
menu functions.
oIf your phone display is not on the HOME/1st-page, you can answer a call
and process it (place on hold, transfer, etc.) however, you must return to
the Home/1st-page to return to a call that is on hold or to abort a
transfer process.
•The Speaker button activates the Speakerphone Operation. The Mute button
turns off the Speakerphone microphone and/or the Receiver microphone.
•The Up/Down Arrow keys on the lower left of the dial pad adjust:
oThe ringer volume - when the phone is not in use.
oThe receiver/listen volume - when talking on the phone.
oThe speaker volume - when using the Speakerphone.
•The Transfer button places an existing call on temporary hold, e.g., the call on
the (a) button, and provides a Dial Tone, e.g., on the (b) button, for call transfer.
A subsequent depression of Transfer completes the call transfer.
oWhen attempting to transfer a call and you make a dialing error, wish to
try another number, or return to the original party, depress the line button
of the original party, e.g., button (a).
•The Conference button sets up a conference between two parties and yourself as
follows:
oWith a party on the line, depress either Transfer or Conference to call a
second party. When the party answers, depress Conference.
•The Drop button drops the 3rd/last party from a Conference.
•The Redial button redials the most recently dialed number.
Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ® Page 7 of 43

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary:
•Send All Calls – The Send All Calls (SendAllCalls) feature button activates the
Coverage Feature and sends all of your calls to a Receptionist, Assistant, or Voice
Mail depending on individual telephone parameters.
oThis button can be toggled on/off to send a call to Coverage after
incoming caller ID inspection while the line is ringing.
oWhen a call covers to an Assistant, the call is bridged on both your phone
and Assistant’s phone. Either of you may pick up the call.
•Intercom – Depending on how the Telephone Administrator for your area setup
the Intercom, there are two ways to use the Intercom when it is provided:
oAuto-Intercom (AutoIc) – Depression of this button places a call on the
intercom to one telephone (usually the Assistant).
oDial-Intercom (Dial Icom) – Depression of this button provides a Dial
Tone. A 2-digit code is then dialed for the telephone desired.
oYour Telephone Administrator can have the Intercom configured for
hands-free answer on the Intercom.
•EC500 – For Business Continuity/Disaster Recovery and enhanced ability to
receive calls, the Extension-to-Cellular (EC500) feature is available. When
requested by your Telephone Administrator, this feature provides the ability to
have incoming calls to your desk phone, ring at the same time on your Cell
Phone. The feature is activated by depressing the (EC500) feature button on your
phone.
oTo Activate:
Be sure that your (SendAllCalls) button/feature is not activated.
Depress the (EC500) Feature button.
This feature can be activated/cancelled remotely as detailed later in
this document under Telecommuting Features.
oIf you answer a call on the cell phone, you may pickup the call on the desk
phone and hang up the cell phone.
oUsing the (Extend Call) feature button, a call in progress on the desk
phone can be extended to the cell phone, so that the desk phone can be
hung up and the call continued on the cell phone.
oWhen calling an office location from the cell phone, the called party sees
your Name and Extension number rather than your cell phone number.
This occurs regardless of whether or not your EC500 feature button is
active for incoming calls. However, this will only work for Offices that
are part of the Avaya system.
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•EC500 – concluded
oIf your Cell Phone voice mail is programmed to answer in fewer rings
than your office phone, or if your cell phone is turned-off or out of range,
your office Voice Mail will not be able to answer a call when EC500 is
active. Your Telephone Administrator can assist in having the ringing
intervals for the office/cell phone adjusted, as needed, to minimize calls to
the cell phone voicemail. Another option is to have the cell phone
voicemail removed so that all unanswered EC500 calls route only to the
office voice mail.
oYou cannot call your office extension from the phone administered as
your EC500 phone.
oIf you have your home phone administered as your EC500 phone, people
calling you from the home phone will first have to dial the “Privacy”
feature code provided by the Telephone Company. Having your Home
Phone administered as your EC500 destination is not recommended.
•Call Log - provides access to a log of telephone calls using the Screen Labeled
Key (SLK) designated as (Log) found at the bottom of the screen.
oTo Use the Log:
Depress (Log).
Select a call using the buttons on the left side of the screen or
follow the instructions provided on the screen.
Depress the SLK (Call) to call the selected entry.
Depress (PHONE/EXIT).
oThe (Log) button and feature provides call information including the
duration of the call.
oThis information is not available when using IP-Softphone (detailed later
herein) but can be replicated in Softphone.
oThere is no indication that calls have been logged other than checking the
log.
oCalls are logged by the following types:
Missed
Incoming Answered
Outgoing
oA call that is logged can be automatically placed in the Speed Dial list as
described herein under Speed Dial Phone List.
oEach Call Log (Missed, Incoming Answered, Outgoing) can store a a
maximum number of entries as follows:
15 (4610)
30 (462x)
Revised 05/13/06– JTM © 2006 JTM Associates, Inc. ® Page 9 of 43

TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Speed Dial Buttons – Speed Dial (SD) buttons (shown below) are those which
you can program to dial numbers.
oThe number that is programmed is stored in the telephone system
independent of the telephone instrument.
oThis information is also available when using IP-Softphone (detailed later
herein).
oThese buttons can be labeled with a name if you like using the (Label)
button found on the lower right side of the screen. Instructions for
labeling are provided later in this document.
oProgramming Summary:
Get Dial Tone and dial (#80) – the #sign must be dialed.
Depress the SD button to be programmed.
Dial (9 for calls outside the system) and the number to be called as
you would normally dial it. A maximum of 16-digits may be
entered.
Re-Depress the SD button being programmed.
Hang up. The button has been programmed.
Depress (PHONE/EXIT)
It may take a few moments for the display to refresh after
programming a button.
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Speed Dial Phone List – The Telephone Instruments also provide Speed Dial that
is programmed into the telephone instrument.
oWhile this information is backed up to a server, it is possible that it could
be lost.
oThis information is not available when using IP-Softphone (detailed later
herein) but can be replicated in Softphone.
oUp to 48 Speed Dial entries (4610 Model) and 108 entries (462x Models)
can be made
oThe (SpDial) button found on the lower left of the screen is used to access
the list for adding entries or making calls.
oAdding a Speed Dial entry:
Depress the (SpDial) button.
Depress the SLK (Add).
Spell the Name using the Dial pad using SLKs for special
characters (Apostrophe, Hyphen, Comma, and Space).
•Depress the selected Dial pad buttons multiple times to
scroll through the associated letters and numbers.
•Depress the SLK arrow Key (→) when the same button is
used twice in a row, e.g. AB for the name Abbott).
Select the button for the Number and enter the number. An entry
cannot be saved until a number has been provided.
Depress the SLK (Save). Entries are stored in Alphabetical order.
Depress (PHONE/EXIT).
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Speed Dial Phone List – The Telephone Instruments also provide Speed Dial that
is programmed into the telephone instrument (concluded).
oTo add a Log entry to the Speed Dial Phone List:
Depress (Log).
Select a call using the buttons on the left side of the screen or
follow the instructions provided on the screen.
Depress the SLK (AddToSD).
Modify the Name/Number, as necessary, by depressing the button
on the left side of the screen by the Name/Number field.
Depress (Save).
Depress (PHONE/EXIT).
•Label – provides the ability to customize the label (13 Characters Maximum) for
Busy and Speed Dial buttons, e.g., David, HOME, using the (Label) button. To
use:
oDepress (Options) found above and to the left of the (Hold) button.
oDepress (Right Page Arrow Button →).
oDepress (Feature Button Labeling).
oDepress (Relabel feature buttons).
oScroll to the Busy or SD button desired using the Left/Right Page arrow
keys.
oDepress the Busy/SD button to be relabeled.
Be sure you only label buttons designated as “Busy” or “SD” as
the default value. Relabeling other buttons can inhibit the
maintenance support of your phone.
Spell the Name using the Dial pad using SLKs for special
characters (Apostrophe, Hyphen, Comma, and Space).
•Depress the selected Dial pad buttons multiple times to
scroll through the associated letters and numbers.
Depress the SLK arrow Key (→) when the same button is used
twice in a row, e.g. AB for the name Abbott).
•Change to Upper/Lower Case characters using the SLK
(Case) button.
Depress (Save) when finished.
Depress (Return) to label another button.
Depress (PHONE/EXIT) when finished.
oTo see numbers programmed on buttons after labeling them, see Stored
Number later in this document.
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Label – provides the ability to customize the label (concluded)
oBusy 62925 is shown below before Labeling.
oBusy 62925 is shown below after Labeling (David Douglass)
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Directory – The (Directory) button, usually found on the 2nd Screen/Page,
provides the ability to spell an Avaya telephone system user’s name, find the
number and, if desired, automatically call the person. To use:
oDepress (Directory).
oSpell the name using the Dial Pad and entering Last Name first.
Special characters (Hyphen, Period, etc.) are not used in spelling.
Use the (Next) button to scroll through the list of names created
from the characters entered or key in more characters of the name.
Use the (*) button as the Comma between the Last Name and the
First Name.
oUse the (Make Call) button to automatically call the displayed party.
oDepress (PHONE/EXIT) when finished.
•Stored Number – This function allows you to see what number is programmed
on an (SD) or (Busy) button after you have labeled it.
oDepress (Options) found above and to the left of the (Hold) button.
oDepress (Right Page Arrow Button →).
oDepress (Feature Button Labeling).
oDepress (View default labels).
oScroll to the Busy or SD button desired using the Left/Right Page arrow
keys.
oDepress (PHONE/EXIT) when finished.
•The other options found after pressing the (Options) button should not be used
unless specific training in the navigation of these functions is provided.
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•In-Use/Feature Activated Indicator – When a feature is activated or a
line/feature appearance of an extension is in-use, the associated button shading
changes. For IP-Softphone, a lamp indicator is provided.
•Busy – A Busy button changes shading when the associated telephone station is
in-use.
oIt also provides the ability call the station by depressing the associated
button.
oIt does not provide the ability to override Send All Calls to Coverage when
that feature activated.
To override Send All Calls when calling another person in your
office, you will need either an Intercom button or a Speed Dial
button to that person that is programmed by Telecommunications
with the Priority Calling feature.
oA busy button changes shading and will display a diamond Symbol when
the associated station calls you.
oThe IP-Softphone example below shows that David Douglass’ phone is
busy.
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Busy – A busy button changes shading when the associated telephone station is in
use. (concluded)
oThe example below shows a button that has been programmed by
Telecommunications with Priority Calling (SD sssssss). This button will
need you to provide a Label, e.g. Douglass-Priority.
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Line Status Indicators – Provide a visual indication of the line status as show in
the example below:
oButton 1 = Line is on Hold (Symbol matches Hold-button Symbol)
oButton 2 = Line is on Soft-Hold (Being Transferred/Conferenced)
oButton 3 = Line is Off-Hook (you are calling/talking on it)
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
•Call Transfer/Conference – You can transfer any call and hang up leaving the
parties connected as long as at least one of the following conditions is met:
oOne of the remaining parties is an extension on the system.
oOne of the remaining parties, while outside the system, had called into the
system.
oTo Transfer/Conference:
With one party on the line, Depress (Transfer).
•Your 1st party is placed on Soft-hold indicating which
button is being transferred.
•You will receive a Dial Tone from another button
appearance.
Dial the 3rd Party:
•If the party cannot be reached for any reason, re-depress the
button of the party that is on Soft-hold and either try the
process again or notify the 1st party. Do not use the (Drop)
button.
When the 3rd party is reached, announce the call.
Depress (Conference).
•Introduce the parties and hang up.
The (Drop) button should only be used to drop the 3rd/last party
from a conference.
1st Party is on Line appearance (a) Transfer is Depressed. (a) on Soft-Hold
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (continued)
Call Transfer/Conference – You can transfer any call… (concluded)
3rd Party Answers. Announce Call. Depress Conference. 1st Party on (a) is
combined with 3rd Party on (b).
Introduce Parties.
Hang up or repeat the process to
Conference up-to 6 parties (you and five
others).
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TELEPHONE TIPS
A Quick Reference Guide for the Avaya MultiVantage Telephone System
46xx Model IP-Telephones
Telephone Features Summary: (concluded)
•Call Forward – The system provides the ability to forward calls to another
phone. This is usually used when you are temporarily located in a Conference
Room and wish to answer your calls there.
oTo Activate:
Be sure that your (SendAllCalls) button/feature is not active.
Get a Dial Tone and Dial (*2) followed by:
The 4-digit extension to which you wish to forward or
Dial (9) and the outside number to which you wish to forward.
•Be sure to enter the number as you would normally dial it
from your office, e.g., 9 & Number or, 9-1-Area Code &
Number.
oIf you do not answer a call at the forwarded-to phone, the system will send
the call to your normal Coverage point, e.g., Assistant, Voice Mail.
oTo Cancel:
Get a Dial Tone from your phone and Dial (#22).
•Forwarding to a Long Distance Number:
oIf you need to be able to forward to a number that is Long Distance from
your office, the Class of Restriction (COR) on your phone will need to be
changed to a (14). Your Telephone Administrator can request this change.
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