Avaya IP Office 960 Seris User manual

Issue 03e - (28 March 2011)
9600 Series Phone User Guide
IP Office

9600 Series Phone User Guide Page 2
Issue 03e (28 March 2011)IP Office
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Contents
Contents
Introduction1. ..................................................................... 91.1 Important Safety Information
..................................................................... 101.2 9608 Telephone
..................................................................... 111.3 9620 Telephone
..................................................................... 121.4 9621 Telephone
..................................................................... 131.5 9630 Telephone
..................................................................... 141.6 9640 Telephone
..................................................................... 151.7 9641 Telephone
..................................................................... 161.8 9650 Telephone
..................................................................... 171.9 Status Letters
..................................................................... 181.10 Button Modules
..................................................................... 191.11 Phone Keys
..................................................................... 191.12 Touch Screen Operation
..................................................................... 201.13 The Phone Stand
Making Calls2. ..................................................................... 222.1 En-Bloc Dialing
..................................................................... 232.2 Call Soft Key Options
..................................................................... 242.3 Calling from the Contacts List
..................................................................... 242.4 Calling from the Call Log/History
..................................................................... 252.5 Redialling a Previous Number
..................................................................... 252.6 Making a Page Call
..................................................................... 252.7 Withholding Your Number
..................................................................... 262.8 Adjust the Call Volume
..................................................................... 262.9 Muting a Call
..................................................................... 262.10 Ending Calls
Answering Calls3. ..................................................................... 293.1 Divert a Call to Voicemail
..................................................................... 293.2 Ignore an Incoming Call
..................................................................... 293.3 Answering a Page Call
..................................................................... 303.4 Call Pickup
Redialling4. ..................................................................... 324.1 Redial (Last Dialed Mode)
..................................................................... 324.2 Redial (Call Log Mode)
..................................................................... 324.3 Selecting Your Redial Mode
Holding and Parking Calls5. ..................................................................... 355.1 Holding Calls
............................................................................ 355.1.1 Holding a Call
............................................................................ 355.1.2 Taking a Call Off Hold
............................................................................ 355.1.3 Switching Between Calls
............................................................................ 355.1.4 Transfer a Held Call
..................................................................... 365.2 Parking Calls
............................................................................ 365.2.1 Park Using the Menu
............................................................................ 365.2.2 Unpark (Status Menu)
Transferring Calls6. ..................................................................... 386.1 Transfer to Voicemail
..................................................................... 386.2 Transferring a Held Call
Account Codes7. ..................................................................... 407.1 Forced Account Code Entry
..................................................................... 407.2 Manual Account Code Entry
Conference Calls8.
..................................................................... 428.1 Starting a Conference
..................................................................... 428.2 Adding a Call to a Conference
..................................................................... 428.3 Viewing Conference Details
..................................................................... 438.4 Dropping/Muting Parties
..................................................................... 438.5 Holding a Conference Call
..................................................................... 438.6 Transferring Calls Using Conference
Headset/Handsfree Operation9. ..................................................................... 469.1 Headset Operation
............................................................................ 469.1.1 Headset Volume
............................................................................ 469.1.2 Default Handsfree Audio Path
..................................................................... 479.2 Handsfree Speaker Operation
............................................................................ 479.2.1 Speaker Volume
............................................................................ 479.2.2 Default Handsfree Audio Path
Contacts/Directory10. ..................................................................... 5010.1 Managing External Contacts
..................................................................... 5110.2 Viewing Contacts Details
..................................................................... 5210.3 Make a Call from the Directory
..................................................................... 5210.4 Using the Directory for Other Functions
..................................................................... 5310.5 Adding a New Contact
............................................................................ 5310.5.1 Add a Contact from the Call Log/History
..................................................................... 5410.6 Editing a Contact
..................................................................... 5410.7 Deleting a Contact
Call Log/History11. ..................................................................... 5711.1 Accessing the Call Log/History
..................................................................... 5711.2 Making a Call
..................................................................... 5811.3 Viewing Call Details
..................................................................... 5911.4 Deleting a Record
..................................................................... 5911.5 Deleting All Records
..................................................................... 5911.6 Adding a Record to Your Contacts
Voicemail12. ..................................................................... 6212.1 Message Waiting Indication
..................................................................... 6312.2 Checking Messages
..................................................................... 6412.3 Sending a Message
..................................................................... 6412.4 Mailbox Greeting
..................................................................... 6512.5 Email Mode
..................................................................... 6512.6 Changing Your Voicemail Code
..................................................................... 6612.7 Voicemail On/Off
..................................................................... 6612.8 Transfer to Voicemail
..................................................................... 6612.9 Send a Call to Voicemail
..................................................................... 6612.10 Visual Voice
Logging In/Out13. ..................................................................... 6913.1 Logging In
............................................................................ 6913.1.1 Logging In on a Phone Already in Use
............................................................................ 6913.1.2 Logging In on a Not Logged In Phone
............................................................................ 6913.1.3 Logging In on an Unregistered Phone
..................................................................... 7013.2 Logout ..................................................................... 7013.3 Lock ..................................................................... 7013.4 Unlock ..................................................................... 7113.5 Auto Lock..................................................................... 7113.6 Changing Your Security PIN
Redirecting Calls14. ..................................................................... 7514.1 Follow Me
............................................................................ 7614.1.1 Follow Me To (Features Menu)

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............................................................................ 7614.1.2 Follow Me (Status Menu)
............................................................................ 7614.1.3 Follow Me Here (Features Menu)
..................................................................... 7714.2 Forwarding Calls
............................................................................ 7914.2.1 Forward Unconditional (Status Menu)
............................................................................ 7914.2.2 Forward Unconditional (Features Menu)
............................................................................ 80
14.2.3 Forward On Busy/No Answer (Features
Menu)
............................................................................ 8014.2.4 Forward On No Answer (Status Menu)
............................................................................ 8014.2.5 Forward On Busy (Status Menu)
..................................................................... 8214.3 Do Not Disturb
............................................................................ 8314.3.1 DND On/Off (Features Menu)
............................................................................ 8314.3.2 DND Off (Status Menu)
............................................................................ 8314.3.3 Do Not Disturb Exceptions
..................................................................... 8414.4 Twinning
............................................................................ 8414.4.1 Mobile Twinning Control
Groups15. ..................................................................... 8715.1 Group Membership
............................................................................ 8715.1.1 Group Membership On/Off (Status Menu)
............................................................................ 8715.1.2 Group Membership On/Off (Features Menu)
..................................................................... 8815.2 Group Service Status and Fallback
............................................................................ 89
15.2.1 Changing the Group Service Status
(Features Menu)
............................................................................ 89
15.2.2 Changing the Group Service Status (Status
Menu)
............................................................................ 9015.2.3 Changing the Group Fallback
Button Features16. ..................................................................... 9316.1 Editing Your Programmable Buttons
..................................................................... 9416.2 Abbreviated Dial
..................................................................... 9416.3 Absence Text
..................................................................... 9416.4 Account Code
..................................................................... 9416.5 Automatic Callback
..................................................................... 9416.6 Breakout ..................................................................... 9416.7 Call Forward All
..................................................................... 9516.8 Call Park ..................................................................... 9516.9 Call Park to Other
..................................................................... 9516.10 Call Pickup
..................................................................... 9516.11 Call Pickup Any
..................................................................... 9516.12 Drop Call
..................................................................... 9516.13 Flash Hook
..................................................................... 9616.14 Group BLF
..................................................................... 9616.15 Hunt Group Night Service
..................................................................... 9616.16 Internal Auto Answer
..................................................................... 9616.17 Paging ..................................................................... 9616.18 Ringer Off
..................................................................... 9616.19 Self Administer
..................................................................... 9616.20 Send All Calls
..................................................................... 9716.21 Supress Digits
..................................................................... 9716.22 User BLF
Phone Settings17. ..................................................................... 10117.1 Mobile Twinning
..................................................................... 10117.2 Withhold Number
..................................................................... 10117.3 Redial Mode
..................................................................... 10217.4 En-Bloc Dialing
..................................................................... 10217.5 Auto Lock
..................................................................... 10317.6 Ringer Controls
............................................................................ 10417.6.1 Disabling the Ringer
............................................................................ 10417.6.2 Visual Alerting
............................................................................ 10417.6.3 Coverage Ring
............................................................................ 10517.6.4 Ring Sound
............................................................................ 10617.6.5 Ringer Volume
............................................................................ 10617.6.6 Internal Auto Answer
..................................................................... 10717.7 Display Controls
............................................................................ 10817.7.1 Display Brightness
............................................................................ 10817.7.2 Display Contrast
............................................................................ 10817.7.3 Last Call Duration Display
............................................................................ 10917.7.4 Call Timer Display
............................................................................ 11017.7.5 Display Language
............................................................................ 11017.7.6 Show Call Waiting
............................................................................ 11017.7.7 Inactivity Timer (Auto Return)
............................................................................ 11117.7.8 Quick Touch Lines
..................................................................... 11217.8 Volume and Sound
............................................................................ 11217.8.1 Button Clicks
............................................................................ 11217.8.2 Error Tones
............................................................................ 11217.8.3 Ringer Volume
............................................................................ 11317.8.4 Handset Volume
............................................................................ 11317.8.5 Headset Volume
............................................................................ 11317.8.6 Speaker Volume
............................................................................ 11317.8.7 Automatic Gain Control
............................................................................ 11417.8.8 Default Handsfree Audio Path
..................................................................... 11517.9 Backup/Restore
............................................................................ 11517.9.1 Backup
............................................................................ 11517.9.2 Restore
Status Menu18. ..................................................................... 11818.1 Do Not Disturb
..................................................................... 11818.2 Follow Me To
..................................................................... 11918.3 Follow Me Here
..................................................................... 11918.4 Forward On Busy
..................................................................... 12018.5 Forward On No Answer
..................................................................... 12018.6 Forward Unconditional
..................................................................... 12018.7 Forwarded Here
..................................................................... 12118.8 Group Membership
..................................................................... 12118.9 Group Service Status
..................................................................... 12118.10 Mobile Twinning
..................................................................... 12218.11 Parked Calls
..................................................................... 12218.12 System Alarms
Short Codes19.
System Administration20. ..................................................................... 12820.1 Checking the System Information
..................................................................... 12820.2 Setting the Date
..................................................................... 12920.3 Checking the Time Server Status
..................................................................... 13020.4 Setting the Time
..................................................................... 13020.5 Setting the Time Offset
..................................................................... 13120.6 System Shutdown
..................................................................... 13220.7 Memory Card Management
..................................................................... 13320.8 System Alarms
Menus21. ..................................................................... 13621.1 Features Menu
..................................................................... 13721.2 Status Menu
..................................................................... 13821.3 A Menu
Glossary22.

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Contents
..................................................................... 14022.1 Abbreviated Ring
..................................................................... 14022.2 Appearance Button
..................................................................... 14022.3 Attention Ring
..................................................................... 14022.4 Auto Hold
..................................................................... 14022.5 Bridged Appearance Button
..................................................................... 14022.6 Call Appearance Button
..................................................................... 14022.7 Call Coverage Button
..................................................................... 14022.8 Coverage Ring
..................................................................... 14022.9 Do Not Disturb
..................................................................... 14122.10 Do Not Disturb Exceptions
..................................................................... 14122.11 Follow Me
..................................................................... 14122.12 Follow Me Here
..................................................................... 14122.13 Follow Me To
..................................................................... 14122.14 Forward on Busy
..................................................................... 14122.15 Forward on No Answer
..................................................................... 14122.16 Forward Unconditional
..................................................................... 14222.17 Group ..................................................................... 14222.18 Idle Line Preference
..................................................................... 14222.19 Internal Twinning
..................................................................... 14222.20 Line Appearance Button
..................................................................... 14222.21 Logged Out
..................................................................... 14222.22 Login Code
..................................................................... 14222.23 Missed Call
..................................................................... 14222.24 Missed Group Call
..................................................................... 14222.25 Mobile Twinning
..................................................................... 14322.26 Park Call
..................................................................... 14322.27 Park Slot Number
..................................................................... 14322.28 Ringing Line Preference
..................................................................... 14322.29 Short Codes
..................................................................... 14322.30 Small Community Network
..................................................................... 14322.31 System Administrator
..................................................................... 14322.32 System Phone User
..................................................................... 14322.33 Twinning
...............................................................................145Index

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Introduction
Chapter 1.

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Introduction:
1. Introduction
This guide is for 9600 Series telephones supported by IP Office Release 7.0 running on IP Office 500 and 500v2 systems.
·9600 Series Phones
These are IP phones supported by IP Office and other Avaya telephone systems. Running H323 firmware, tThe
supported phones are the:
Phone
Programmable
Buttons
Colour
Screen
Touch
Screen
Gigabit*
Headset
Speaker
Phone
Button
Module
Support
9608
24
No
No
No
Yes
Yes
x 3
9620L
24
No
No
No
Yes
Yes
x 3
9620C
24
Yes
No
No
Yes
Yes
–
9621G
24
Yes
Yes
Yes
Yes
Yes
–
9630G
24
No
No
Yes
Yes
Yes
x 3
9640
24
Yes
No
No
Yes
Yes
x 3
9640G
24
Yes
No
Yes
Yes
Yes
x 3
9641G
24
Yes
Yes
Yes
Yes
Yes
x 3
9650
24
No
No
No
Yes
Yes
x 3
9650C
24
Yes
No
No
Yes
Yes
x 3
·Gigabit Support
This column indicates that the phone natively supports Gigabit Ethernet. Other phones can support Gigabit through
the use of a suitable Gigabit adapter.
·Unsupported Features
The 9600 Series phones are supported on a number of Avaya telephone systems and support different features
depending on the telephone system. This guide covers just features supported on an Avaya IP Office telephone
system.
1.1 Important Safety Information
·!Warning: This handset may pickup small metal objects such as metal 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.
·The phone should not be connected directly to the outdoor telecommunication network.
10
11
11
12
13
14
14
15
16
16

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1.2 9608 Telephone
The IP Office supports the 9608 telephone.
The phone supports 24 programmable call appearance/feature buttons. The labels for these are displayed in the main
display and can be controlled by the adjacent buttons.
Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration . Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.
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Introduction: 9608 Telephone
1.3 9620 Telephone
The IP Office supports the 9620L and 9620C versions of the 9620 telephone.
The phone supports 12 programmable call appearance/feature buttons. The labels for 3 of these are displayed in the main
display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll
the display. You can also use the left and right arrow keys to move through the button feature in pages of 3.
Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration . Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.
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1.4 9621 Telephone
The IP Officeice supports the 9621 telephone.
The phone supports 24 programmable call appearance/feature buttons. The labels for 6 of these are displayed in the main
display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll
the display. You can also use the left and right arrow keys to move through the button feature in pages of 6.
Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration . Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.
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Introduction: 9621 Telephone
1.5 9630 Telephone
The IP Office supports the 9630G version of the 9630 telephone.
The phone supports 24 programmable call appearance/feature buttons. The labels for 6 of these are displayed in the main
display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll
the display. You can also use the left and right arrow keys to move through the button feature in pages of 6.
Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration . Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.
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1.6 9640 Telephone
The IP Office supports the 9640 and 9640G versions of the 9640 telephone.
The phone supports 24 programmable call appearance/feature buttons. The labels for 6 of these are displayed in the main
display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll
the display. You can also use the left and right arrow keys to move through the button feature in pages of 6.
Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration . Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.
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Introduction: 9640 Telephone
1.7 9641 Telephone
The IP Office supports the 9641 telephone.
The phone supports 24 programmable call appearance/feature buttons. The labels for these are displayed in the scrollable
main display along with icons for the status of the buttons.
In addition, the features of some button can also be accessed using fixed buttons displayed at the bottom of the screen.
Through the phone's own menus you can select whether to display 1 row of 4, 2 rows of 2 or no fixed buttons at the
bottom of the display.
Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration . Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.
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1.8 9650 Telephone
TheIP Office supports the 9650 and 9650C versions of the 9650 telephone.
The phone supports 24 programmable call appearance/feature buttons. The labels for 3 of these are displayed in the main
display and can be controlled by the adjacent buttons to the right. You can use the up and down arrow keys to scroll
the display. You can also use the left and right arrow keys to move through the button feature in pages of 3.
In addition, the features of 16 of the 24 buttons (buttons 04 to 11 and 12 to 19) can be accessed as using the auxiliary
feature buttons below the display. They are shown in two pages of 8 with the SHIFT key next to the display used to
switch between which page is being displayed at any time.
Functions can be assigned to the phone's call appearance/feature buttons by your system administrator or by yourself
using self-administration . Note that you cannot replace call appearances features assigned to buttons by your system
maintainer but you can replace other features. However also note there are features that the system maintainer can
assign that are not available to you to assign. This guide just includes features that you can assign yourself if required.
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Introduction: 9650 Telephone
1.9 Status Letters
When your own extension name is shown on the second line of the display, for example when the phone is idle, the name
may be followed by a series of letters. These letters are used to indicate your current status.
·B = Barred
A Bis shown on your phone's display when the system administrator has set you to outgoing call barred status.
You will only be able to make internal calls while this is applied.
·D = Diverting (Forwarding) Calls
A Dis shown after your extension name on the phone's idle display when you have forward unconditional enabled.
·G = Group Member (In Group)
A Gis shown after your extension name on the phone's idle display when have been configured as a member of a
hunt group and your membership is enabled. While this is the case, you may receive calls targeted to the hunt
group.
·N = No Calls (Do Not Disturb)
An Nis shown after your extension name on the phone's idle display when you have do not disturb enabled.
·O= Out of Service
An Ois shown on your phone's display when any of the groups of which you are enabled as a member is set to
night service mode. In that mode calls to that group are diverted to its fallback if set or otherwise to voicemail if
available.
·R = Resilience
An Ris shown after your extension name on the phone's idle display your phone is working in resilience mode. This
is used when there may have been a problem with the telephone system to which your phone was registered and
another system is currently providing support for your phone. In this mode, some features may not be available
and calls may be routed differently.
·S = System Alarm
If you are configured as a system administrator , an Sin the phone's display indicates a system alarm .
·T = Twinned
A Tis shown after your extension name on the phone's idle display if it is internally twinned with your phone. Calls
to you will alert on both phones and can be answered by you at either phone.
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1.10 Button Modules
The addition of a button module allows the phone to support additional programmable buttons.
·Do not connect or disconnect a button module yourself. Your system administrator will arrange this if necessary.
Failure to connect and restart the equipment in the correct order may cause the phone and or the button module to
not function correctly.
9608 and 9641 Phones
These phones support BM12 button modules. Each button module provides the phone with an additional 24 buttons (2
pages of 12) which can be used as appearance buttons and or feature buttons .
Up to 3 button modules can be attached to a each phone. However the number of button modules supported by the
telephone system may be limited by the total number of button modules attached to other phones on the telephone
system.
These phones also support BM24 button modules (see below). However the phones cannot support a mix of button module
types.
9630, 9640 and 9650 Phones
All variants of these phones supports BM24 button modules. Each button module provides the phone with an additional 24
buttons which can be used as appearance buttons and or feature buttons .
Up to 3 button modules can be attached to a each phone. However the number of button modules supported by the
telephone system may be limited by the total number of button modules attached to other phones on the telephone
system.
9620 and 9621 Phones
These phones do not support any additional button modules.
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Introduction: Button Modules
1.11 Phone Keys
The following keys are found on the phone:
Key
Description
Soft Keys - The keys below the display have variable functions. When the key is active, its function is
indicated by the text label above it. On touch screen phones the labels on the screen can be pressed.
Message - This key is used to access your voicemail system. By default this uses a series of menus on your
phone's display.
Navigation Keys - Press the up and down arrow keys to scroll through lists. In some menus, you can
also use the left and right arrow keys to enter and exit different levels of the menu. A menu option that
accesses a sub-menu is indicated by the ... dots (ellipsis) icon after its name.
OK - The OK key normally matches the function offered by the left hand soft key below the screen.
PHONE - This key is used to exit any menu you are in and return to the appearance buttons menu. During a
call it can also be used to toggle the options displayed on the appearance menu.
MENU /HOME - This key is used to access a menu for phone settings and information.
CONTACTS - This key is used to display the various directories (personal and shared) of names and
telephone numbers to which you have access.
CALL LOG / HISTORY - This key displays a record of you most recent answered, missed and
outgoing calls. The button is illuminated when you have new missed calls.
VOLUME - Press + plus or – minus on the Volume key to adjust the volume of the incoming call.
Separate volumes can be adjusted for the ringer, handset, headset and speaker.
HEADSET - This key is used to answer and end calls using a headset connected to the phones headset
socket. The button is lit when you are connected to a call using the headset.
MUTE - This key can be used to mute your speech to the currently connected call. The button is lit while
mute is active.
SPEAKER - This key is used to answer and end calls using the phone's handsfree speaker and
microphone. The button is lit when you are connected to a call handsfree.
FORWARD - Provides direct access to the forwarding menu options. This button is not present on the
9620 and 9650 models.
or
These keys have two roles:
·Appearance Keys - These button represent calls that you can make or receive.
·Feature Buttons - Those key not configured as appearance keys can be used for other functions.
·On touch screen phones these buttons are replace by their text labels on the screen.
·The CONFERENCE, DROP, HOLD, REDIAL and TRANSFER keys found on other Avaya phones are presented as
soft key functions when appropriate to the current call to which you are protected.
1.12 Touch Screen Operation
The 9621 and 9641 phones use a touch sensitive screens to replace many of the buttons required on other phones. These
are pressure sensitive so can be operated with you fingers or a stylus. However you must take care not to use any device
that may scratch or cause wear to the screen.
Where on other phones in the range, you need to highlight an option on the screen using the arrow keys and then select
that option using either the Select soft key, on a touch screen you can simply directly press the required option.
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1.13 The Phone Stand
The phones all include a stand that clips to the base of the phone. The stand allows the phone to be used in either of two
different angles.
When changing the position of the stand, be sure to check that the stand has locked into the chosen position. A small
plastic peg is located just under the phone's handset. This peg can be reversed to more securely anchor the handset when
the stand places the phone in an upright position.
9608
The stand cannot be flipped to another position except by removing it to change the position. The angle of the display on
these phones is not adjustable.
Other 9600 Phones
Once attached, the stand can be used in either position to change the angle of the phone. The angle of the phone can also
be adjusted as shown below. The angle of the display on these phones can also be adjusted.
Other Stands
If the phone needs to be used in a situation other than on a desk, for example wall mounted, a number of other stand
designs are available from Avaya. Contact your system maintainer.