Avaya IP Office Basic Edition 9500 Series User manual

IP Office 9500 Series Quick
Reference
Release 11.1
Issue 1
April 2020
© 2020, Avaya Inc.
All Rights Reserved.
Appearance Buttons
The phone can handle several simultaneous calls. Each
call uses one of the phone’s appearance buttons. By
default these are labelled a=, b=, etc.
1. Pressing an appearance button makes, answers,
holds or unholds the call on that button.
2. The button’s lamps indicate the state of its call:
•Slow Green Flash: Incoming call. Pressing the
button answers it and put any other calls on hold.
•Green On: Connected call. Pressing the button
puts the call on hold.
•Fast Green Flash: Held call. Pressing the button
takes it off hold and puts any other calls on hold.
•Red On: The button affected if you lift/replace the
handset or press Speaker or Headset.
Soft Keys
The keys at the base of the screen change depending on
which call appearance button is current highlighted.
1. Use the cursors to move the screen highlight.
2. Moving the highlight does not affect the currently
connected call. This allows you to select soft-key
functions for calls other than the currently connected
one.
Making a Call
If you are not already on a call:
1. Dial the number required.
2. The first available appearance button is used.
Redialing a Previous Number
1. Press Redial.
2. Use the up/down cursor to scroll through the calls.
3. To call the highlighted contact, press Call.
Calling from Your Call Log
You can use your call history to make calls:
1. Press the Call Log button.
• Use the left/right cursor to select All, Outgoing,
Incoming or Missed.
2. Use the up/down cursor to scroll through the calls.
3. To call the highlighted contact, press Call.
Calling from Contacts
You can use the contacts directory to make a call. You can
also use contacts in any function where Dir is displayed.
1. Press the key.
2. Use the left/right cursor to select All, Personal,
External, Users and Groups.
3. Use the up/down cursor to scroll through the list.
• Alternatively, simply start dialing the name you want
to display possible matches.
4. To view details of the highlighted contact, press
Details. To return to the directory, press List.
5. To call the highlighted contact, press Call.
Set a Callback
If your call to an internal user is not answered, you can
press Callback and end the call attempt.
When that user next ends a call, the system calls you.
When you answer, it makes another call attempt to the
internal user.
Answering Calls
A slow flashing green appearance button indicates an
alerting call. If you are currently not on a call:
•Silence the ringing: Press Ignore. The call will
continue alerting visually.
•Redirect the your mailbox: Press To VM if shown.
•Answer: Lift the handset.
•Answer handsfree: Press Speaker.
•Answer on a headset: Press Headset.
Answering Another Call
If you are already on a call, answering a new call
automatically puts the existing call on hold.
1. To answer, press the waiting call’s appearance button.
2. Alternatively, using the up/down cursor to highlight the
waiting call. Then select the action you want: Answer,
To VM, Ignore or Drop.
Diverting a Call to Voicemail
You can transfer calls to you directly to your voicemail.
1. If the call is not the currently highlighted, highlight it
using the up/down cursor.
2. Press To VM.
Adjusting the Call Volume
You can adjust the volume of the incoming audio while
you are on the call:
1. With the call connected, press the –/+Volume key.
2. Use the + plus and – minus keys to adjust the volume.
Switching Call Modes
Once you have answered the call, you can switch
between different modes. To:
•Switch to the handset: Simply lift the handset.
•Switch to handsfree: Press Speaker. Replace
the handset.
•Switch to headset: Press Headset. Replace the
handset.
Holding a Call
1. To hold your current call, press Hold or it’s call's
appearance button.
2. The held call is shown by its call appearance button
fast-flashing green.
3. While held, the caller hears music on hold or a double
tone every few seconds.
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Muting a Call
Muting a call stops the caller from hearing you though you
can still hear them.
1. To mute, press Mute. The button is lit.
2. To switch mute off, press Mute again.
Ending a Call
1. To end the currently connected call:
• Speaker: If lit, press it.
• Headset: If lit, press it.
•Handset: Replacing the handset.
2. To end any call: Use the cursors to highlight the call.
Press Drop.
Starting a Conference
If you have a connected call and held calls, pressing Conf
conferences those calls.
Otherwise, to start a conference or to add another party to
a conference:
1. Press Conf. Your current call is put on hold.
2. Dial the party that you want to add to the conference.
3. If they want to join, press Conf again.
4. If they do not want to join or do not answer, press
Drop. Then press the appearance key of the held call.
Dropping/Muting Other Parties
1. While in a conference, press Details.
2. Scroll through the list of conference parties:
• To drop a caller, highlight them and press Drop.
• To mute a caller, highlight them and press Mute.
Transferring Calls
1. Press Transfer. The current call is put on hold.
2. Dial the number for the transfer.
• If the destination does not answer or want to accept
the call, press Cancel.
• Otherwise, press Complete.
Transferring Calls to Voicemail
You can use the Messages key to transfer a call to
another user's or group's voicemail mailbox.
1. With a call connected, press Messages. You can
continue talking.
2. Dial the extension number and press Select.
Adding/Editing a Contact
1. Press the key. Use the left/right cursor to select
Personal.
2. To add a contact, press New. To edit a contact,
highlight it and press Edit.
a. Use the up/down cursor to switch between name/
number entry.
b. When set as required, press Save.
Adding a Contact from Your Call Log
You can add a name and number shown in your call
history to your personal contacts.
1. Press the Call Log button. Use the left/right cursor
to select the calls shown: All, Outgoing, Incoming or
Missed.
2. Use the up/down cursor to scroll through the calls.
3. Press More and then press +Contact.
a. Use the up/down cursor to switch between name/
number entry.
b. When set as required, press Save.
Checking Your Messages
1. Press the Messages button. Enter your voicemail
password if requested and press Done.
2. The numbers next to Listen are the number of new,
old and saved messages.
3. Highlight Listen and press Select.
4. Use the up/down cursor to highlight the messages
(New, Old or Saved) you want and press Select.
5. The details of the first message are displayed:
• Use the up/down cursor to scroll through the
messages.
• Use the soft keys to control the message playback.
• Messages are automatically deleted a set time after
being played.
Voicemail On/Off
You can control whether voicemail is used for your
unanswered calls. This does not switch off your mailbox –
you can still play existing messages and use other
functions.
1. Press the Messages button. Enter your voicemail
password if requested and press Done.
2. Use the up/down cursor to highlight Voicemail.
3. Press Change to select On or Off.
4. Press Save to save the change.
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