Avaya IP Office 9641 User manual

AVAYA PHONE 9641G
USER GUIDE
This guide was assimila ed by he Car ere Coun y IT depar men o help employees use Avaya one-X
9641G IP phones more effec ively. I is mean o provide an overview of common fea ures and
func ions of he 9641G model Avaya phones only.
If you have ques ions ha are no answered in his guide, please con ac he IT depar men a 252-728-
8506 or submi a suppor reques hrough he IT Por al or by emailing i reques @car ere coun ync.gov.
In an a emp o conserve coun y resources, we ask ha you do no prin ou his manual. This manual
will always be digi ally available o coun y employees.

CONTENTS
User Guide .................................................................................................................................................... 1
1: Overview ............................................................................................................................................... 3
Naviga ing via he phone display .......................................................................................................... 4
Adjus ing he phone s and .................................................................................................................... 4
On-Screen keyboard use ....................................................................................................................... 4
2: Abou fea ures ...................................................................................................................................... 6
Calling from direc ory ........................................................................................................................... 6
Changing ring ones .............................................................................................................................. 6
3: Answering a call .................................................................................................................................... 6
4: Making a call ......................................................................................................................................... 7
Making an emergency call .................................................................................................................... 7
Redialing a number ............................................................................................................................... 7
Calling from he call his ory .................................................................................................................. 7
Mu ing a call .......................................................................................................................................... 7
Pu ing a call on hold ............................................................................................................................ 8
Transferring a call .................................................................................................................................. 8
Se ing up a conference call .................................................................................................................. 8
5: Using he con ac s bu on ..................................................................................................................... 9
Searching con ac s ................................................................................................................................ 9
Adding a new con ac ........................................................................................................................... 9
Edi ing a con ac ................................................................................................................................... 9
Dele ing a con ac ............................................................................................................................... 10
6: Call his ory .......................................................................................................................................... 10
Viewing he call his ory ....................................................................................................................... 10
Adding an en ry from he call his ory o con ac s lis ......................................................................... 11
Removing an en ry from he call his ory ............................................................................................ 11
Clearing all call his ory en ries ............................................................................................................ 11
7: Voicemail ............................................................................................................................................. 12
References .................................................................................................................................................. 12

1: OVERVIEW
Bu on#
Name
Descrip ion
1
USB Por
USB memory device can be used o copy con ac s or pho os o phone. All
coun y con ac s are already s ored on each phone.
2
Message
indica or
If he red ligh
is li , you have a voicemail s ored on he voicemail server. If
you receive only voicemail emails, his will no be applicable.
3
Phone
Display
This is he main screen on he phone, and displays informa ion such as your
ex ension number, ime and da e, and your primary bu on configura ion
including park bu ons and con ac s. The up and down arrows on he righ
can be used o naviga e hrough your bu on menu as needed.
4
Fea ures
and call
appearance
lines
These lines display he number of call lines yo
u have available o use. You
can ouch he line you wish o use.
5
Quick Touch
Panel
This area can be configured o display con ac s or o her op ions ha are
available for use.
6
Phone
This bu on will ake you back o he main screen on he phone.

7
Message
Press he message bu on o connec o he voicemail sys em for
adminis ering your gree ing or checking voicemail messages.
8
Con ac s
Press con ac s o view en ries in your con ac lis . All coun y con ac s are
already included here, and you may add personal con ac s in o he phone
as well. If you are adding an ex ernal number ha is no par of he
Coun y’s Avaya phone sys em, you will need o add a 9 o he beginning of
he phone number.
9
Home
This bu on will display your home screen, wh
ich con ains a world clock,
wea her, my pic ures, calcula or, and se ings by defaul . Web applica ions
is curren ly included, bu is no suppor ed a his ime.
10
His ory
Press his bu on o see pas ou going, incoming, or missed calls. If he
bu on is li , you have missed calls ha you have no viewed. You can
change be ween views o see only incoming, only ou going, or only missed
calls a he menu in he op righ of he his ory display.
11
Volume
Press + or
–
o adjus he volume of a call whi
le a call is ac ive. To adjus
he ringer volume press he + or – while no on a call un il desired volume is
reached.
12
Mu e
Press o mu e a call ha is in progress which will cause he mu e bu on o
ligh up. To ake he call off mu e, press he bu on again.
13
Speaker
Press his bu on o
use speakerphone on an exis ing call or o make a new
call on speakerphone. To ake he call off of speakerphone, pick up he
handse or press he headse bu on.
14
Headse
If a compa ible headse is connec e
d, press his bu on o make he headse
ac ive. When ac ive, he bu on will appear li . To urn off he headse
func ionali y, press he headse bu on again.
15
Forward
Press his bu on o display he forwarding menu.
NAVIGATING VIA THE PHONE DISPLAY
Use he up and down arrows on he ouchscreen o scroll up and down on your menu o view addi ional
programmed bu ons.
To naviga e a page a a ime ins ead of line by line, press and hold he up or down arrow as needed.
ADJUSTING THE PHONE STAND
To adjus he phone s and, press ei her he op or bo om of he s and agains he phone un il i locks
in o place.
ON-SCREEN KEYBOARD USE
The on-screen keyboard is displayed when you add a new con ac o he phone. You will need o use
he on-screen keyboard o en er he name, bu you may use he number bu ons on he phone o en er

he phone number. See he pho os below for more informa ion abou using and swi ching be ween he
ex and numeric on-screen keyboards.
TEXT ENTRY KEYBOARD
NUMERIC ENTRY KEYBOARD

2: ABOUT FEATURES
CALLING FROM DIRECTORY
The IT depar men has se up a direc ory ha has been made available o all phone users which allows
you o dial ano her Avaya phone user by name.
Procedure
1. Press he Contacts bu on
2. Dial he name of he person or depar men you wish o con ac . For example, if you wish o call
“John”, press he number ha corresponds o each le er in he name once. In his example,
you would dial 5-6-4-6. Press 0 for space if needed. Mos depar men s are abbrevia ed in he
con ac lis , such as IT for Informa ion Technology or ROD for Regis er of Deeds.
3. Using he up and down arrow keys, scroll hrough he lis of ma ching resul s un il you see he
con ac you wish o call.
4. Press he name of he person you wan o call (you should see a li le arrow o he lef of he
name indica ing ha he user is curren ly selec ed).
5. Touch Call on he ouchscreen o call he person you have selec ed, or press de ails o view he
name and ex ension number.
CHANGING RING TONES
You can choose your ring one from wo differen se s of sounds. Classic ring ones are simple
syn hesized sounds. Rich ones are richer, more complex sounds. A check mark indica es which ring
one is curren ly selec ed.
Procedure
1. Press he Home bu on.
2. Touch Settings.
3. Touch Options & Settings.
4. Touch Screen & Sounds Options.
5. On he Screen & Sounds menu, ouch Personalized Ringing.
6. If you see a scroll bar, scroll o see he full lis of ring one op ions. To swi ch be ween he
wo se s of ring ones, ouch Classic Tones or Rich Tones.
7. Touch he ring one you wish o use.
8. Touch Save o save he se ing or Cancel o re urn o he menu wi hou saving.
3: ANSWERING A CALL
When you receive a call, he call will be au oma ically selec ed so all you will need o do is pick up he
handse , press he Speaker bu on, or press he headse bu on o answer he call on your headse .
If you are already on ano her call, you will have o manually selec he incoming call by selec ing he

highligh ed line bar on your screen o answer i . The incoming call will be indica ed by a green line wi h
a ringing bell icon. Simply ouch he line o answer he call.
4: MAKING A CALL
If you are no on a call and you wish o make a call, simply lif he handse and dial he number you wish
o call. To make a call on speakerphone or on your headse wi h he headse bu on ac iva ed, simply
dial he number wi hou picking up he handse . If you are calling an ou side line, you will have o dial 9
before he number. If you are calling a long-dis ance number, you will have o dial a 9 and a 1 before
he area code and phone number you wish o call.
If you wish o call an in ernal ex ension, you can dial he 4-digi ex ension direc ly or use he Contacts
bu on o search hrough he in ernal direc ory and follow he ins ruc ions from he previous sec ion
“Calling from Direc ory”.
MAKING AN EMERGENCY CALL
In an emergency, dial 9-1-1 from your phone wi hou any o her prefix.
NOT : If you accidentally dial 9-1-1, please remain on the line and let the dispatcher know that you
called them unintentionally. 9-1-1 hang ups are a serious occurrence that require police involvement.
REDIALING A NUMBER
1. From he phone screen, simply ouch Redial on he ouchscreen.
2. A lis of recen ly dialed calls will be displayed.
3. On he ouchscreen, use he up and down arrows if needed and press he line of he number
you wish o call back.
4. Touch Call on he ouchscreen.
CALLING FROM THE CALL HISTORY
1. Press he History bu on.
2. A lis of pas calls will be displayed.
3. On he ouchscreen, use he up and down arrows if needed and press he line of he number
you wish o call back.
4. Touch Call on he ouchscreen.
MUTING A CALL

If you do no wan he person you are speaking wi h o hear you, press he Mute bu on. While ac ive,
he mu e bu on will be li up in red. To unmu e he call, press he Mute bu on again.
PUTTING A CALL ON HOLD
To place an ac ive call on hold, simply press he Hold bu on on he ouchscreen. To pick he call up
from hold, press he line ha he held call is on.
TRANSFERRING A CALL
1. While on a call, ouch Transfer on he ouchscreen.
2. Dial he number you would like o send he call o or press a user bu on on your phone.
•If you are dialing an in ernal 4-digi ex ension and wish o send he call direc ly o
voicemail, press # prior o dialing he ex ension.
3. Touch Complete o ransfer he call.
SETTING UP A CONFERENCE CALL
1. While on a call, ouch Conf on he ouchscreen.
2. Dial he phone number of he person you wish o add o he call, or call from he con ac s lis .
3. When he person answers, ouch Join o add he person o he exis ing call.
4. To add ano her par y o he conference, ouch Add on he ouchscreen.
5. Repea s eps 2 and 3 un il all desired par ies have been added o he call.
6. To see a lis of he conference par icipan s, ouch Details on he conference call line and hen
you may choose o do any of he following:
•Touch a par icipan name and ouch Silence o mu e he person.
•Touch a par icipan name and ouch Drop o drop his person from he conference call.
•Touch Refresh he refresh he conference de ails.
•Touch Back o exi he conference de ails screen and re urn o he phone screen.
ADDING A PERSON ON HOLD TO A CONFERENCE CALL
Procedure
1. From phone screen, selec your ac ive call
2. Touch Conf, or Add if you are already in a conference.
3. Selec he call on hold ha you wan o add o he conference.
4. Touch Resume o ake he call off hold.
5. Touch Join o add he person o he conference call.

PUTTING A CONFERENCE CALL ON HOLD
You can ouch Hold on he ouchscreen o place a conference call on hold. When his is done,
he o her par ies on he conference call can con inue alking o one ano her.
5: USING THE CONTACTS BUTTON
Up o 250 con ac names wi h up o 3 phone numbers each can be added o your personal con ac lis
on your phone.
SEARCHING CONTACTS
1. Press he Contacts bu on.
2. Dial he name of he person you wish o con ac . For example, if you wish o call “John”, press
he number ha corresponds o each le er in he name once. In his example, you would dial
5-6-4-6. Press 0 for space if needed.
3. Using he up and down arrow keys, scroll hrough he lis of ma ching resul s un il you see he
con ac you wish o call.
4. Touch he name of he person you wan o call (you should see a li le arrow o he lef of he
name indica ing ha he user is curren ly selec ed).
5. Touch Call on he ouchscreen o call he person you have selec ed, or press de ails o view he
name and ex ension number.
ADDING A NEW CONTACT
1. Press Contacts bu on on phone.
2. Touch New on he ouchscreen.
3. En er he name of he person you wan o en er using he on-screen keyboard.
4. Touch he green check mark o move o he number box, or ouch he number line on he
ouchscreen.
5. The firs number en ered is he primary number of a con ac and is always displayed firs .
6. Touch he green check mark o indica e ha you are finished en ering he name and primary
number.
To change he name or number, ouch he line for he respec ive change and choose dit. To
add ano her number for he con ac , ouch Add, selec an icon and en er he number. To
change he primary number, ouch Primary. Click Save af er you are finished working wi h a
con ac , or Cancel if you wish o discard he changes.
EDITING A CONTACT

Procedure
1. Press Contacts bu on on phone.
2. Search for he con ac you wan o edi .
3. Touch Details on he ouchscreen o display informa ion.
4. Touch dit on he ouchscreen.
5. To edi a name or number, follow he appropria e s ep below:
•Touch Primary o change he primary con ac number.
•Touch he name or number you wan o edi .
•Touch a blank line o add a number.
•Touch Cancel o re urn o he con ac s lis .
6. Use he on-screen keyboard o make changes o he con ac informa ion as needed.
7. Touch Done.
8. To change addi ional con ac informa ion, repea S eps 5 hrough 7.
DELETING A CONTACT
Procedure
1. Press Contacts.
2. Search for he con ac you wish o dele e.
3. Touch Details for he selec ed con ac .
4. Touch Delete.
5. Touch Delete again o confirm dele ion or Cancel if you do no wish o dele e he con ac .
6: CALL HISTORY
When pressed, he History bu on provides a lis of informa ion regarding recen incoming, ou going,
and missed calls.
VIEWING THE CALL HISTORY
Procedure
1. Press History
2. You ini ially see he menu con aining all recen calls, bu can choose a more specific lis by:
•Selec he phone icon wi h he blue arrow poin ing up for all ou going calls.
•Selec he phone icon wi h he green arrow poin ing down for all incoming calls.
•Selec he phone icon wi h he red x for all missed calls.
3. Scroll up and down wi h he arrows on he ouch screen as needed o view en ries.
4. If you wish o see call de ails, ouch he line of he desired call and press Details on he
ouchscreen.

5. Touch List o re urn o lis view, or o add he number as a new con ac , press he +Contact
bu on on he ouchscreen. No e ha you may need o ouch More on he ouchscreen o
see he +Contact bu on.
ADDING AN ENTRY FROM THE CALL HISTORY TO CONTACTS LIST
Procedure
1. Press History.
2. Touch he Details bu on of he number you wan o add o your con ac s lis .
3. Touch +Contact (may need o ouch More o see his op ion).
4. Edi he name and elephone number, if necessary.
5. Touch Done, hen Save.
REMOVING AN ENTRY FROM THE CALL HISTORY
Procedure
1. Press History.
2. If you don’ see he en ry you wan o dele e, use he scroll bar o find i .
3. Touch Details for he en ry you wan o dele e o see he call de ails.
4. Touch Delete.
5. Touch Delete again o confirm, or ouch Cancel if you do no wan o dele e his en ry.
CLEARING ALL CALL HISTORY ENTRIES
Procedure
1. Press History.
2. Touch Clear All for he lis you wish o clear.
3. Touch Clear All o confirm dele ion.

7: V OICE MAIL
GR EE TING SE TUP P ROC EDURE
1. Press he Message bu on on he phone o access your voicemail menu.
2. Use he up and down arrows o naviga e hrough he menu if needed.
3. To record your voicemail gree ing, ouch Greeting on he ouchscreen.
a. Touch Record on he ouchscreen o record a new gree ing.
•Once you have recorded your new gree ing, press Stop on he ouchscreen.
•Touch Listen o hear he message you jus recorded.
•Press Submit if you are sa isfied wi h he gree ing, or Record o record a new
gree ing.
•Touch Cancel (you may have o ouch More on he ouchscreen o see his
op ion) or hang up if you wish o discard he newly recorded message and
rever back o he previous gree ing.
b. Touch Listen on he ouchscreen o hear your curren voicemail gree ing.
LISTEN TO VOICE MAIL M ESS AGE S
If your voicemail messages are no forwarded o your email, hen you can use he phone’s
message bu on o view and manage your phone voicemails.
1. Press he Message bu on on he phone o access your voicemail menu.
2. To Lis en o voicemail messages, ouch Listen on he ouchscreen.
3. On he Lis en screen you will be able o view new, old, and saved messages. Selec one of hose
op ions o access he messages in ha ca egory and hen use he op ions below:
a. Play - Play he message.
i. To selec he nex message or previous message, use he down arrow and up
arrow cursor keys.
ii. To fas forward or rewind he curren playing message by 5 seconds, use he lef
arrow and righ arrow cursor keys.
b. Pause - Pause he message playback.
c. Dele e - Dele e he message.
d. Save - Mark he message as a saved message.
e. Call - Call he message sender if a caller ID is available.
REFERE NCES
Pho os and ins ruc ions summarized from informa ion re rieved from h p://www.avaya.com