Avaya 9400 series User manual

Avaya 9400 Series Digital Deskphone User
Guide for Avaya Aura®Communication
Manager
16-603535
Issue 1
August 2011

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“Toll fraud” is the unauthorized use of your telecommunications system
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behalf). Be aware that there can be a risk of Toll Fraud associated with
2 Avaya 9400 Series Digital Deskphone User Guide August 2011
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your system and that, if Toll Fraud occurs, it can result in substantial
additional charges for your telecommunications services.
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Federal Communications Commission (FCC) Interference
Statement
This equipment has been tested and found to comply with the limits for
a Class B digital device, pursuant to Part 15 of the FCC rules. These
limits are designed to provide reasonable protection against harmful
interference in a residential installation. This equipment generates,
uses, and can radiate radio frequency energy and, if not installed and
used in accordance with the instructions, may cause harmful
interference to radio communications. However, there is no guarantee
that interference will not occur in a particular installation. If this
equipment does cause harmful interference to radio or television
reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one of
the following measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from
that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician for
help.
This device complies with Part 15 of the FCC Rules. Operation is
subject to the following two conditions: (1) This device may not cause
harmful interference, and (2) this device must accept any interference
received, including interference that may cause undesired operation.
FCCCaution:Anychangesormodificationsnotexpresslyapprovedby
the party responsible for compliance could void the user's authority to
operate this equipment.
Avaya 9400 Series Digital Deskphone User Guide August 2011 3

4 Avaya 9400 Series Digital Deskphone User Guide August 2011
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Contents
Chapter 1: Introduction to the Avaya 9400 Series Digital Deskphones......................... 7
Overview of phone buttons and features.................................................................................................. 8
Description of LEDs.................................................................................................................................. 11
Description of icons in the telephone display............................................................................................ 12
Navigation tips........................................................................................................................................... 12
Chapter 2: Making calls...................................................................................................... 13
Making a call............................................................................................................................................. 13
Redialing a number................................................................................................................................... 13
Calling a person from the contacts list...................................................................................................... 14
Calling a person from the call history........................................................................................................ 14
Chapter 3: Handling calls................................................................................................... 15
Answering a call........................................................................................................................................ 15
Sending an incoming call directly to voicemail.......................................................................................... 16
Muting a call.............................................................................................................................................. 16
Putting a call on hold................................................................................................................................. 16
Transferring a call..................................................................................................................................... 17
Chapter 4: Using the conference feature.......................................................................... 19
Making a conference call.......................................................................................................................... 19
Adding a person on hold to a conference call........................................................................................... 19
Putting a conference call on hold.............................................................................................................. 20
Dropping the last participant from a conference call................................................................................. 20
Chapter 5: Getting your messages.................................................................................... 21
Logging into your voicemail...................................................................................................................... 21
Chapter 6: Using bridged call appearances..................................................................... 23
Answering a call on a bridged call appearance........................................................................................ 23
Joining a call on a bridged call appearance.............................................................................................. 23
Making an outgoing call on a bridged call appearance............................................................................. 24
Chapter 7: Using the contacts feature.............................................................................. 25
Viewing contact details.............................................................................................................................. 25
Adding a new contact................................................................................................................................ 25
Editing a contact........................................................................................................................................ 26
Deleting a contact..................................................................................................................................... 27
Adding an entry from the call history to your contacts list......................................................................... 27
Chapter 8: Using the call history feature.......................................................................... 29
Viewing the call history.............................................................................................................................. 29
Viewing call history details........................................................................................................................ 29
Adding an entry from the call history to your contacts list......................................................................... 30
Removing an entry from the call history.................................................................................................... 30
Clearing all entries from a call history list.................................................................................................. 30
Setting the call history feature................................................................................................................... 31
Chapter 9: Using advanced telephone features............................................................... 33
Forwarding calls........................................................................................................................................ 33
Sending all calls........................................................................................................................................ 33
Calling a person from the corporate directory........................................................................................... 34
Avaya 9400 Series Digital Deskphone User Guide August 2011 5

Activating Extension to Cellular (EC500).................................................................................................. 34
Chapter 10: Using the Avaya Home menu........................................................................ 35
Setting the VisualAlerting option.............................................................................................................. 35
Setting the Audible Alerting option............................................................................................................ 36
Setting the Audio Path option................................................................................................................... 36
Setting the telephone screen behavior..................................................................................................... 37
Setting the telephone behavior when making a call from your contacts list.............................................. 38
Setting the call history feature................................................................................................................... 38
Customizing button labels......................................................................................................................... 40
Restoring default button labels................................................................................................................. 40
Adjusting the brightness of the telephone display..................................................................................... 41
Adjusting the contrast of the telephone display........................................................................................ 41
Changing the ringing pattern..................................................................................................................... 42
Setting the Button Clicks option................................................................................................................ 43
Setting the Error Tones option.................................................................................................................. 43
Erasing customized settings..................................................................................................................... 44
Verifying telephone operation................................................................................................................... 45
Changing the telephone display language................................................................................................ 45
Setting audio levels on the handset, headset, and speaker..................................................................... 46
Setting the Remote Headset option.......................................................................................................... 48
Setting the Echo Canceller option............................................................................................................. 49
Chapter 11: Using the BM12 button module..................................................................... 51
Answering a call........................................................................................................................................ 52
Making a call using an abbreviated dial button......................................................................................... 52
Adjusting the brightness of the button module display.............................................................................. 52
Adjusting the contrast of the button module display................................................................................. 53
Customizing button labels......................................................................................................................... 53
Using the feature buttons.......................................................................................................................... 54
Index..................................................................................................................................... 55
6 Avaya 9400 Series Digital Deskphone User Guide August 2011

Chapter 1: Introduction to the Avaya 9400
Series Digital Deskphones
The Avaya 9400 Series Digital Deskphones are digital telephones for use by enterprises with theAvaya
Aura®Communication Manager call processing system. These telephones put convenient features and
capabilitiesatyour fingertips,includinga displaytoview andmanageyour calls,acontacts list,callhistory,
a menu of options and settings to customize your telephone, and access to your voice mail.
All features described in this user guide may not be available on your telephone. If you find that a feature
is not available, contact your system administrator.
Avaya 9400 Series Digital Deskphone User Guide August 2011 7

Overview of phone buttons and features
Avaya 9404 telephone
Introduction to the Avaya 9400 Series Digital Deskphones
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Avaya 9408 telephone
No. Name of button
or feature Description
1 Call/Message
Waiting Indicator An illuminated red light in the upper-right corner of your phone indicates you have voicemail messages waiting. This light
flashes when you receive an incoming call. In addition to the
Message Waiting Indicator, the Message button is also
illuminated when you have voice mail messages waiting.
2 Feature Buttons
and Call
Appearance
Buttons
Thereare4 (9404)or8 (9408)buttonsthatcanbeprogrammed
as either call appearance buttons 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. The feature buttons provide access to theAvaya
callmanagementsystemfeaturesthathavebeenadministered
for your extension. The green LED next to each function key
indicates whether the feature is currently on or off. If the light is
on, the feature is on. For more information about the feature
buttons, see Using advanced telephone features on
page 33.
3 Softkeys Press the softkeys to select the softkey labels. The softkey
labels indicate the action that each softkey produces. The
labels and the actions vary depending on your selection.
Overview of phone buttons and features
Avaya 9400 Series Digital Deskphone User Guide August 2011 9

No. Name of button
or feature Description
4 OK Press the OK button for a shortcut to an action. For example,
select an entry from your call history and press OK to dial the
number.
5 Phone Press the Phone button to view and manage your calls. For
example,ifyouareviewingamenu, pressing the Phone button
takes the telephone display back to the home screen.
6 Contacts Press the Contacts button to view the entries in your Contacts
list.
7 Avaya Home Press the Home button to gain access to theAvaya menu.The
Avaya menu provides options that you can use to customize
telephone settings, configure call logging, select the display
language, and verify the telephone operation.
8 History Press the History button to view a list of all your calls. The icon
on the History button lights up when you have missed calls.
9 Volume Press +or -on the Volume button while active on the handset,
headset or speaker to adjust the volume of the speaker or
ringer.
10 Mute Press the Mute button to mute a call in progress or reactivate
a muted call.
11 Microphone The omnidirectional microphone sends and receives signals
from all directions.
12 Speaker Press the Speaker button to use the speakerphone. To take a
call off speakerphone, lift the handset.
13 Headset Press the Headset button to use the headset if it is connected.
For wired headsets, only HIC headset cords are compatible
with your phone.
14 Message Press the Message button to connect directly to your voicemail
system. This button is illuminated when you have voicemail
messages waiting.
15 Navigation
Arrows Pressthe up and down navigation arrows to scroll throughlists. 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.
16 Telephone
Display There are four rows in the 9404 telephone display and eight rows in the 9408 telephone display.
The top row shows the extension number, user name and the
time and date. On the 9404 telephone, the top row also
provides application-specific information.
The middle two rows in the 9404 telephone display and the
middle six rows in the 9408 telephone display provide
application-specific information. The second and the third rows
Introduction to the Avaya 9400 Series Digital Deskphones
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No. Name of button
or feature Description
in both telephone displays provide the name of the current
application (for example, contacts) and a prompt line that
provides context-sensitive prompts, explanations, or help for
the current application. The bottom line displays the softkey
labels.
Description of LEDs
Each call appearance button and feature button has two LEDs, one green and one red, to
indicate the status of the call appearance or feature. The status is identified by whether the
LED is on, off, or blinking, as described in the following tables.
Call appearance button LEDs
LED 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 Transfer is pending.
Steady red Call appearance is selected and will be used when you go off-
hook. It remains steady red while you use the call
appearance.
Off Call appearance is available.
Feature button LEDs
LED Description
Steady green Feature is active.
Blinking green Feature is pending (request is being processed and not
immediately available).
Blinking red Feature is shown on the phone display.
Off Feature is not active.
Description of LEDs
Avaya 9400 Series Digital Deskphone User Guide August 2011 11

Description of icons in the telephone display
Icons are provided in the telephone display to indicate call status and navigation choices. The
icons that appear in the phone display are described in the following table.
Icon Description
Missed call.
Incoming call is ringing.
Call is active.
Call is on hold.
Call is on soft hold (when using Conference or Transfer feature).
History incoming call.
History outgoing call.
Indicates feature button is active.
Indicates feature button is active.
Scroll left or right for other options.
Scroll up or down for other options.
Navigation tips
To navigate through the options and features on your telephone display, use the navigation
arrows to scroll and the OK button to select lines or options.
A navigation icon appears in the telephone display to indicate that you can scroll to more
options or information. Use the right and left navigation arrows to go to other screens when
the paging icon (left- and right-facing arrows) displays on the title line or to move the cursor
right or left when entering text.
When you scroll to a line on the display, that line is selected. The softkey labels change
according to the options available for the line you select. The OK button is a shortcut for the
default action. For example, when you select an entry in your contacts list, pressing the OK
button places a call to that person.
Introduction to the Avaya 9400 Series Digital Deskphones
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Chapter 2: Making calls
Use the procedures in this chapter to make calls from your telephone.
Making a call
About this task
Procedure
1. Do one of the following:
• Lift the handset.
• Press the Speaker button.
• Press the Headset button.
• Press an available call appearance button.
2. Dial the number you want to call.
Redialing a number
Procedure
To redial the last number dialed, press the Redial softkey.
Avaya 9400 Series Digital Deskphone User Guide August 2011 13

Calling a person from the contacts list
Procedure
1. Press the Contacts button.
2. Locate the contact you want by typing the first letter of the contact's name as it is
listed.
For example, if you added John Smith to your contacts list as “Smith, John” you
would type s, the first letter of his last name.
3. Scroll up or down to select the person or number you want to call.
4. Press the OK button or the Call softkey.
Calling a person from the call history
Procedure
1. Press the History button.
2. Scroll to the left or right to view a separate list of all calls, missed (unanswered)
calls, answered calls, or outgoing calls.
3. Scroll up or down to select the person or number you want to call.
4. Press the Call softkey or the OK button.
Making calls
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Chapter 3: Handling calls
Use the procedures in this chapter to handle calls from your telephone. This includes procedures such as
answering a call, muting a call, and transferring a call.
Answering a call
About this task
When you receive an incoming call, the green LED associated with the call will flash. The
incoming call is usually selected automatically. However, if you are already on a call or if you
receive more than one incoming call at a time, you may need to select the call you want to
answer manually.
• If you are not on another call, do one of the following:
- Lift the handset.
- Press the call appearance button whose green LED flashes for the incoming
call.
- Press the Speaker button to answer using the speakerphone.
- Press the Headset button to answer using the headset.
- Press the ON button to answer using a wireless headset.
•If you are on another call, press the call appearance button whose green LED flashes
for the incoming call.
Note:
If the Auto Hold (Communication Manager) feature is enabled by your system
administrator, you can answer another call without first putting an active call on hold.
If Auto Hold is not enabled, you must put your active call on hold before answering
the incoming call; otherwise, you will drop the active call when you answer the
incoming call.
Avaya 9400 Series Digital Deskphone User Guide August 2011 15

Sending an incoming call directly to voicemail
Procedure
To send an incoming call directly to voicemail without answering, press the To Vmail
softkey.
Note:
To send incoming calls directly to voicemail, your voicemail must be administered as
the first entry in your coverage path. See your system administrator for more
information.
Muting a call
Procedure
1. Press the Mute button during a call so that the other person on the call cannot hear
you.
2. Press the Mute button again to unmute the call.
Note:
If a call is on mute and you switch between the handset, headset, or
speakerphone, the mute will be turned off.
Putting a call on hold
Procedure
1. To put your active call on hold, press the Hold softkey.
The fast blinking green LED next to the call appearance button indicates the call is
on hold.
2. To resume the call, press the call appearance button for the call on hold.
Handling calls
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Transferring a call
Procedure
1. Ifthecallyouwanttotransferisnotyouractivecall,pressthecallappearancebutton
for the call you want to transfer.
2. Press the Transfer softkey.
The very fast blinking green LED next to the call appearance button indicates the
call is being transferred.
3. Do one of the following:
• Dial the telephone number.
• Call the person from the contacts list.
• Call the person from the call history.
Note:
To transfer the call to a call that is on hold, press the call appearance button for the
call that is on hold.
4. Press the Transfer softkey to transfer the call.
Once the transfer is complete, Transfer Completed appears in the phone
display.
Transferring a call
Avaya 9400 Series Digital Deskphone User Guide August 2011 17

Handling calls
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Chapter 4: Using the conference feature
You can use conference calls to speak with people from different locations on the same call. Additional
conferencing options may be available through Expanded Meet-Me Conferencing. Contact your system
administrator for more information about this feature.
Making a conference call
Procedure
1. While active on a call, press the Conf softkey.
The very fast blinking green LED next to the call appearance button indicates the
call is being conferenced.
2. Do one of the following:
• Dial the telephone number.
• Call the person from the contacts list.
• Call the person from the call history.
3. Press the Conf softkey to add the person to the existing call.
Adding a person on hold to a conference call
Procedure
1. Select the call appearance button for your active conference call.
2. Press the Conf softkey.
The active conference call is put on soft hold.
3. Press the call appearance button of the call on hold.
Be sure not to choose the call appearance button for the call that is on soft hold.
4. Press the Conf softkey again to add the person to the conference call.
Avaya 9400 Series Digital Deskphone User Guide August 2011 19

Putting a conference call on hold
About this task
When you put a conference call on hold, the other parties can still talk to each other.
Procedure
1. Press the Hold softkey during a conference call.
The blinking green LED next to the call appearance button indicates the conference
is on hold.
2. Press the call appearance button to resume the conference call.
Dropping the last participant from a conference call
Procedure
While active on a conference call, press the Drop softkey.
Using the conference feature
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