Avaya IP Office 9650 User manual

TELEPHONE SETS
9620
9650
COMMON FUNCTIONS & FIXED BUTTONS
Fixed Feature Buttons
Using Fixed Feature Buttons
Processing Telephone Calls
Call Forward
Call Log
Call Pick-Up
Directory
Redial
Send All Calls
Contacts and Speed Dial
HOW TO MAKE AN OUTSIDE CALL
TRANSFERRING & CONFERENCE CALLS
EC500 FEATURE
VOICEMAIL INSTRUCTIONS
ONE-X SPEECH ACCESS FEATURE
COMPLETE ONE-X SPEECH ACCESS USER GUIDE

For a complete reference on how your telephone operates go to the Avaya one-X™
Deskphone Edition for 9650 IP Telephone User Guide visit the Brookdale website at:
http://www.brookdalecc.edu/pages/1928.asp.
9650 SET

For a complete reference on how your telephone operates go to the Avaya one-X™
Deskphone Edition for 9620 IP Telephone User Guide visit the Brookdale website at:
http://www.brookdalecc.edu/pages/1928.asp.
9620 SET

Common Functions & Fixed Buttons
Message Waiting Lamp
Voice Mail access button
Navigator arrow & OK buttons
Contacts, Menu, & Call Log buttons
Phone/Exit button
Speaker Phone & Mute buttons
Impaired Hearing Volume Control for Receiver
Redial soft/key button
Headset on/off button
Adjustable Tilt Screen
Two-position adjustable stand (upright/reclining)

USING THE FIXED FEATURE BUTTONS OF THE PHONE:
•The Speaker button activates the Speakerphone Operation
•The Mute button turns on/off:
- The Speakerphone microphone
- The Receiver microphone
•The Volume +/- buttons adjust:
- The ringer volume - when the phone is not in use
- The receiver/listen volume - when talking on the phone
- The speaker volume - when using the Speakerphone
•The Message button automatically calls Voice Mail
•The Phone button exits menus and returns the display to the 1st page
•The Headset button turns on/off a headset connected using the HIS/Quick
Disconnect connector

TRANSFERRING AND CONFERENCE CALLS
•To Transfer a call without Conferencing:
oPRESS Transfer (Receive Dial Tone) Dial 3rd Party
oPRESS Complete Hang Up
•To Transfer a call and Conference the 3rd Party:
oPRESS Conf (Receive Dial Tone) Dial 3rd Party
oWhen 3rd Party answers, Announce the call and if the 3rd Party accepts the call
PRESS Join
oIntroduce Parties and begin 3-way call
•To add a 4th - 6th party to a 3-Way Conference:
oPRESS Add (Receive Dial Tone) Dial next Party
oWhen Party answers, PRESS Join
oIntroduce Parties
NOTES:
Note 1 – If either you cannot reach the 3rd Party, (ring-no-answer, busy, recording, etc.),
or the 3rd Party does not wish to accept the call, Press Cancel before continuing. If you
misdial, Press Clear to receive a new dial tone
Note 2 – When/If you Hang Up, one of the remaining parties must be either an extension
within the system or an incoming outside call
Note 3 – You may place a Conference Call on Hold if desired
Note 4 –A maximum of 6-parties including you may be conferenced together

Feature Buttons
•In-Use/Feature Activated Indicator – When a feature is activated or a
line/feature appearance of an extension is in use, the associated button LED
illuminates
-Redial Re-dials the most recently dialed number. It only appears on a newly
booted or re-booted phone after an initial call has been made. It will not redial a
number the extension class of service may not have dialing access to.
-Send Calls (Send All Calls) activates the Coverage Feature and sends all of
your calls to the fist available Coverage Point (Receptionist, Assistant, or
VoiceMail) depending on individual telephone parameters
oWhen a call covers to an Assistant, the call is bridged on both your phone and
the Assistant’s phone. Either of you may pick up the call
•Send All Calls
-The Soft-Key labeled “Send All” applies only to the Set-ID
-A check mark (√) appears when the feature is active
-Send All Calls for other extensions on your phone will appear on the 2nd page
(Feature Appearances) blow the one for the Set-ID and will have SAC and the
associated extension number
-After inspecting the Caller ID on an incoming call, you may Press To VMail the to
send that call to Coverage

DIRECTORY
•Directory - Found on the 2nd (Features) Screen/Page provides the ability to spell an
Avaya telephone system user’s name, find the number and, if desired, automatically
call the person.
oTo use:
Press Directory
Spell the name using the Dial Pad and entering Last Name first
Special characters (Hyphen, Period, etc.) are not used in spelling:
-Use Next to scroll through the list of names created from the
characters entered or key in more characters of the name.
-Use the (1) button as the Comma between the Last Name and the
First Name
Press Make Call to automatically call the displayed party
Press Phone (exit) when finished

CALL FORWARD
•CFrwd - Call Forward All Calls provides the ability to forward calls to another
extension.
oTo Activate using a feature button:
Be sure that your Send All (SendAllCalls) button/feature is not active
PRESS CFrwd (Hear Dial Tone)
-Dial the number to which you wish to forward (Hear Confirmation
Tone)
-Hang Up
Feature button indicates activation
-Forwarding is activated
oTo Cancel using a CFrwd feature button:
PRESS CFrwd
-Feature button indicator go out
-Forwarding is canceled
•Call-Pickup – Provides the ability to answer calls ringing on up to 50 other phones to
which you have no line/button or Coverage access. This feature is available on
request through your Telephone Administrator
oTo Activate using a Call-Pickup feature button:
Hear a phone ringing and observe the blinking button beside the (Call
Pickup) button
PRESS Call-Pickup Begin talking immediately

EC500 FEATURE
• EC500 – For Business Continuity/Disaster Recovery and enhanced ability to receive calls,
the Extension-to-Cellular (EC500) feature is available. When requested by your Telephone
Administrator, this feature provides the ability to have incoming calls to your desk phone
ring at the same time on your Cell Phone
oTo Activate:
-Be sure that your Send All button/feature is not activated
-Press EC 500
-This feature can be activated/cancelled remotely
by calling 732-224- 2021 to activate/732-224-2022 to cancel
oIf you answer a call on the cell phone, you may pick up the call on the desk
phone and hang up the cell phone
oUsing the Extend Call feature button, a call in progress on the desk phone can be
extended to the cell phone, so that the desk phone can be hung up and the call
continued on the cell phone
oWhen calling an office location from the cell phone, the called party sees your
Name and Extension number rather than your cell phone number. This occurs
regardless of whether or not your EC500 feature button is active for incoming
calls. However, this will only work for Offices that are part of the Avaya system

Local Calling:
You do not have to wait for a second Dial Tone after dialing (9). Dial as follows:
oLocal Calls 9 + 10-digits
oDirectory Assistance 9 + 411 or 9 + 1 + (Area Code) + 555-1212*
oToll Free 9 + 1 + (Toll Free Number)
Long Distance Calling:
oDomestic & Canada 9-1-Area Code & Number
oInternational 9-011-Country Code, City Code & Number
Calling Card Calling:
oDial 9 and the Toll Free Number to access the Carrier of the Calling Card
Rings:
oone-short ring a call from another extension
oone-short tone an intercom call
otwo-short rings a call from outside the system
othree-short rings a priority call

CONTACTS AND SPEED DIAL
oThe Contacts list can be accessed by Pressing the Contacts button or the
+Contact Soft-key in the Call Log as shown below
oWhen +Contacts is used, the call log information is automatically transferred
into the Contact form and you are taken to the Contacts list as shown below:
•The More provides additional soft keys supporting the following name and number
fields typing/editing functions:
oClear
oSymbol (provides a list of symbols)
oAbc (Mixed Case letters) Toggles to the following:
-123 (Numbers)
-Abc (Mixed Case, 1st Character of word is capitalized)
-abc (All Lower Case letters)
-ABC (All Upper Case letters)

CONTACTS AND SPEED DIAL: (continued)
•Up to three numbers may be entered for each contact
•Each Number may be designated as to type by selecting the Type field associated
with the number and using the left/right navigation arrows to select one of the
following::
-General
-Work
-Mobile Home
•Once changes have been completed, Save isPressed
•Press Phone (exit)to exit the editing process
•When Save is Pressed, you are taken to the Contacts list. This is the same
display you would receive if you Pressed Contacts It provides Soft-Keys as
follows:
•Call (places a call to the selected number)
•Voice (enables/disables speech recognition)
oOnce Voice is enabled, the “New, Delete, Edit, More” menu below becomes
the 2nd set of choices when accessing Contacts
-Details (provides a list of numbers for the Contact entry)
-More (provides the following additional Soft-Key)
-New (adds a new entry)
-Delete (deletes a selected entry)
-Edit (edits a selected entry)
-More (returns to the previous choices)

CONTACTS AND SPEED DIAL: (continued)
•The first two times Contacts is selected, the following prompt will be received:
-“With Voice Dialing you can call someone in your Contacts list by speaking their
name. Just press the Contact button and say “Name,” or “Call Name.” For best
results, say the name exactly as it is listed. If you have more than one Number
for a person, you can say their name followed by “at Home,” “Mobile,” “Office,” or
“Work.”
•To activate Voice Dialing, select the Voice Soft-Key
-Outlook Contacts can be exported and then imported into your telephone
Contacts. The details of this procedure are provided in a separate document.
-You can store a maximum of 250 entries in your Contacts list

CALL LOG:
•The Call Log button provides access to a log of telephone calls
-Look for the Missed Call indicator on the top left line of the display to see how
many calls have been missed (2 missed as shown below 2 x)
-The Missed Call indicator is removed once the Call Log is accessed
•To Use the Log:
-Press Call Log
-Select a call using either Navigation arrows or line/feature buttons
-Press Call to call the selected entry.
-Press Details to see the complete call details including call duration
•Press +Contact to add the information into the telephone based Contacts Speed Dial
list
•Press More for additional choices

CALL LOG: (continued)
•To Use the Log: (concluded)
-Press More for additional choices (concluded)
-Press Delete to delete the selected entry
-Press Clear All to delete all log entries
-Press More to return to the 1st set of Soft-Keys
-Press Phone (exit) to exit the Log
•Calls are logged by the following types:
-Incoming All (Missed and Answered)
-Outgoing All
•A call that is logged can be automatically placed in the phone-based Speed Dial list
as described herein under Contacts - Speed Dial Phone List.
•The Call Log (Missed, Incoming Answered, Outgoing) can store a maximum of 100
entries (all 96xx phone types) and overwrites the oldest call with the newest when
full

VOICEMAIL INSTRUCTIONS
Log In
Express Messaging
Personal Greetings and Recorded Prompts
Create a Personal Greeting
Create an Extended Absence Greeting
Create a Please Hold Prompt
Create a Spoken Name
Change Your Password
Listening to Messages
Message Notification Options (Outcalling)
Playback Controls
Sending Messages
Shortcuts and Feature Codes
Personal Operator

VOICEMAIL INSTRUCTIONS
Log In
1. Dial the Modular Messaging telephone access number 732-224-2900.
2. Press #.
3. Enter your Four Digit Extension.
4. Enter your Password.
5. Press #.
Note: If accessing Modular Messaging from your extension, skip to step 4.
Express Messaging
Express Messaging allows you to call directly into an extension's voicemail without
ringing their telephone.
1. Dial the Modular Messaging telephone access number 2901 or remotely
732-224-2901.
2. Enter desired parties extension
Personal Greetings and Recorded Prompts
Create a Personal Greeting
1. Login to your voicemail.
2. Press 411 to record your personal greeting.
3. Follow the instructions given from the system (see note).
Note: It is recommended you tell callers they may press zero to reach someone else
in your office. Please see the instructions for changing your Personal Operator to set
up this feature.
Create an Extended Absence Greeting
1. Login to Modular Messaging.
2. Press 412.
3. Follow the instructions given from the system
Create a Please Hold Prompt
1. Login to Modular Messaging.
2. Press 415.
3. Follow the instructions given from the system.
4. When prompted, record: Please hold for your name.

Create a Spoken Name
1. Login to Modular Messaging.
2. Press 416.
3. Follow the instructions given from the system.
4. When prompted record your name (see note).
Note: This name will be played to callers when no personal greeting is recorded,
when others receive messages from you, and when you retrieve your messages.
Change Your Password
1. Login to Modular Messaging.
2. Press 4and follow the instructions.
Listening to Messages
oPress 1,1to retrieve your voice messages.
oPress 2, 2to retrieve your email over the phone.
oPress 33 to forward to the end of the message.
oPress #to skip.
oPress 9to save.
oPress 4to replay.
oPress 5to play message header.
oPress 7to delete.
oPress 6, 1to forward the message without a comment.
oPress 6, 2to forward the message with a comment.
oPress 8, 1to reply to the message sender.
oPress 8, 2to reply to all recipients.
oPress 8, 8to call the message sender.
oPress 8, 9to hear a list of the message recipients.
Message Notification Options (Outcalling)
1. Login to your voicemail.
2. Press 42 to enable or disable notifications.
3. Follow the instructions given from the system to update your Find Me, Call
Me or Notify Me status.
Note: To create or update your notification numbers and options refer to the Web
Options or Outlook Voicemail Options Quick Reference Guide listed below.

Playback Controls
You can control playback while listening to a message by using the following codes:
1- Rewind
1, 1- Rewind to the beginning of the message
2- Pause
3- Fast Forward
33 - Fast Forward to end of message
4- Slower
5- Plays Message Header
6- Faster
7- Delete Message
9- Save Message
0- Help
#- Skip
Sending Messages
1. Login to Modular Messaging.
2. Press 2to create a message.
3. Record your message.
4. Press #.
5. Dial the extension to send the message to.
6. Follow the instructions.
7. Press #.
8. Repeat steps 5-7 for each recipient.
Shortcuts and Feature Codes
oTo bypass the greeting for the party you called, press #.
oTo back up to the previous menu item, press *.
oTo transfer out of voicemail to an extension, press 9and the 4-digit
extension.
oFor Help, press 0.
Personal Operator
To change your personal operator (the extension dialed when callers press 0):
1. Login to Modular Messaging.
2. Press 47.
3. Enter the new extension you would like to use as your personal operator.