Avaya IP Office 9608 User manual

AVAYA MINI-GUIDE

Table of Contents
Avaya Phone at a Glance............................................................................................................................... 2
How to Set up Voicemail Password for the First time .................................................................................. 4
How to Change Your Voicemail Password .................................................................................................... 4
How to Set up Voicemail Greeting................................................................................................................ 5
Listening to New Messages........................................................................................................................... 5
Forwarding Voicemail to Email ..................................................................................................................... 5
Accessing Voice Mail from Outside Concordia ............................................................................................. 6
Transferring calls........................................................................................................................................... 6
Forwarding Calls............................................................................................................................................ 6
Cancelling Forwarding................................................................................................................................... 6
Viewing Call History ...................................................................................................................................... 7
Using the Directory ....................................................................................................................................... 7

Avaya Phone at a Glance
* Referenced from https://downloads.avaya.com/css/P8/documents/100176054

No.
Name
Description
1
USB port
2
Message
waiting
indicator
An illuminated red light in the upper-right corner of your phone
indicates that you have voice mail. If Visual Alerting is enabled,
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.
3
Phone
display
The first line shows status information such as the time and date,
primary extension, error indications, and missed calls. The
second line, called the Status Line, provides information, such as
when you can use the right or left navigation arrows to view
alternate screens or menus. The Status Line also provides
messages related to the current application or the actions that
you must perform on a screen. Call appearances appear below
the Status Line. The number of call appearances available to
make or receive calls depend on how your system is
administered.
4
Features
and call
appearance
lines
The line buttons with integrated LEDs show which lines are in
use and correspond to the lines on the display. Press the line
button to select that line. In case of an incoming call, the green
LED blinks. While the phone is off hook, both the red and the
green LED glow. Lines also indicate if a feature or system
number is enabled or disabled in the Feature or System
Numbers view. The green LED glows to indicate that a feature is
enabled. When you turn off the feature, the LED turns off.
5
Softkeys
Use the softkeys to act on the highlighted line on the screen. The
softkey labels show you the action that each key produces. The
labels and the actions vary depending on the screen being
displayed.
6
OK and
navigation
arrows
The OK button performs the action of the highlighted option of a
menu.
Use the right and left navigation arrows to navigate from one
screen to another, or to move the cursor during text input. Use
the up and down navigation arrows to move from one line to
another. However, if you are using the half-width mode, the up
and down navigation arrows move one screen at a time, instead
of one line at a time.
7
Phone
Press Phone to view the Phone screen. During a call, you can
gain access to the following options from the Phone screen:
• Hold
•Conference
• Transfer
• Drop call

8
Message
Press Message to connect directly to your voice mail system.
This button is illuminated when you have voice mail
messages waiting
9
Contacts
Press Contacts to view the entries in your contact list
10
Home
Press Home to gain access to the Avaya Menu to configure
options and settings, access the browser and or any
applications available to you, log out, or view network
information
11
History
Press History to view the history of your outgoing, incoming,
and missed calls. The icon on the History button is illuminated
when you have missed calls. The top line shows the Missed
Call icon and the number of calls that you have missed
12
Volume
While on an active call, press + or - on the Volume button to
adjust the volume of your handset, headset, or speaker. While
you are not on an active call, pressing these buttons adjusts
the ringer volume
13
Mute
Press the Mute button to mute a call in progress. To take a
call off mute, press Mute again
14
Speaker
Press the Speaker button to use the speakerphone. To take a
call off speakerphone, lift the handset or press the Headset
button
15
Headset
Press the Headset button to use the headset if connected
How to Set up Voicemail Password for the First time
1. Press the Message button.
2. Enter the default password, then press OK.
3. On successful entry of the default password, you will be prompted to enter a new
passcode. Enter a 4 to 6-digit passcode, then press the Save softkey.
How to Change Your Voicemail Password
1. Press the Message button.
2. Enter your current password, then press OK.
3. On successful entry of the current password, use the arrow keys to select Passcode,
then press OK. Enter your current passcode, then press OK.
4. Enter a new 4 to 6 digit passcode, then press OK or the Save softkey.
5. When your screen returns to the Visual Voice screen display, press the Exit softkey.

How to Set up Voicemail Greeting
1. Press the Message button.
2. Enter your voicemail password, then press OK.
3. Using the arrow keys, select Greeting, then press OK.
4. Press the Record softkey.
5. Start your voicemail greeting.
6. When done, press the Stop softkey.
To check your recorded greeting, press the Listen softkey.
7. When you are satisfied with your recorded greeting, click on the Submit softkey.
Listening to New Messages
1. Press the Message button.
2. Enter your voicemail password, then press OK.
3. Select Listen, then press OK.
4. Select New.
5. If there are multiple messages, use the arrow keys to choose the first message to
listen to, then press the Play softkey.
6. To delete the message, press the More softkey, then press the Delete softkey.
Forwarding Voicemail to Email
1. Press the Message button.
2. Enter your voicemail password, then press the Done softkey.
3. Using the arrow keys, choose Email, then using the right side buttons on your
phone display, press the key matching up to Email, and choose between Copy,
Forward, Alert, or Off.
4. Press the Exit softkey.
Note: Copy –a copy of the voicemail will be sent as a sound file to your Concordia
email address, together with a voicemail accessible on your desk phone
Forward –the voicemail is automatically sent as an emailed sound file to your
Concordia email address; no copy is kept on your desk phone
Alert –an email alert is sent to your Concordia email address that you have
voicemail
Off –email forwarding is turned off

Accessing Voice Mail from Outside Concordia
1. Dial 780.479.9399
2. At the prompt, enter your extension number, followed by the # key.
3. At the next prompt, enter your passcode, followed by the # key.
Transferring calls
1. While on a call, press the Transfer softkey.
2. Enter the extension you are transferring the call to.
3. (optional) When the other party picks up their phone, you can relay the information
that you are transferring a call.
4. Press the Complete softkey.
Forwarding Calls
Option 1: Setting up a new number to forward
1. Press the Features softkey.
2. Choose Forward, then press OK.
3. Use the arrow keys to select Forward Unconditional, then press OK.
4. Using the arrow keys, select Fwd Unconditional, then press the On softkey.
5. Type-in the extension number you want your calls forwarded to. A matching name
will display corresponding to the extension you typed-in. Press OK.
6. Press the Save softkey.
Option 2: Using previously set up number
1. On the left-hand side of your phone display, press the button matching up to Call
Forward.
Cancelling Forwarding
1. Press the Status softkey.
2. Press the Off softkey.

Viewing Call History
1. Press the History button.
2. Use the arrow keys to scroll through the list.
Press the Call softkey to call back the listed number.
Press the Delete softkey to delete the number from the list.
Press the More softkey to display more options.
Press DelAll softkey to delete all the entries.
Press +Contact to add the number to your Contacts list.
Using the Directory
1. Press the Contacts button.
2. Using the arrow keys, scroll through the list to find an entry, or press the beginning
letter of the contact’s name.
Press the Call softkey to call the selected number.
Press the New softkey to enter a new entry, then provide the details of the new
contact and press the Save softkey.