Avaya J169 User manual

J169 Phone Quick Reference Guide Page 1
04a (3/29/2018)
IP Office
IP Office J169 Telephone
Quick Reference Guide
Making Calls
If you are not already on a call, just dial the number. The first available appearance button is usedfor the call.
Alternatively, press another appearance button in order to hold your current call and to make a separate call.
Set a Callback
If your call to an internal user is not answered, or if the status of the user is set to Do Not Disturb , you can press
CallBack and end the call attempt. When the user ends their current or next call, or disables their DND status, the
system calls you. When you answer, the system automatically makes another call attempt to the internal user.
Calling a Person from the Contacts List
You can use any directory contact to make a call. You can also use the directory in any function where Dir is displayed.
1. Press the CONTACTS key. The directory menu is displayed.
2. Use the left/right cursor keys to select the type of directory entries you want to display; All,Personal (your own
personal directory contacts), External, Users, and Groups.
3. Use the up/down cursor keys to scroll through the list. Alternatively, you can use the number keypad to enter
the name for which you want to display matching entries. If you dial a name, press Clear to return to thefull list.
4. To view more details of the highlighted name, press Details. To return to the directory, press List.
5. When therequired entry is highlighted, press the Call button.
Calling from Your Call Log
You can use your call history to make calls:
1. Press theCALL LOG button. Use the left/right cursor keys to select which calls are shown: All, Outgoing,
Incoming or Missed.
2. Use the up/down cursor keys to scroll through therecords.
3. Press Call to call the number displayed in the call record.
Redialling a Previous Number
1. Press Redial. Use the up/down cursor keys to scroll through your most recent outgoing calls.
2. Press Call to call the number displayed in the call record.
Answering Calls
A slow flashing appearance button indicates an alerting call. This may also be accompanied by ringing and by the
message lamp flashing. If you are currently not on a call:
To quiet theringing, press Ignore. The call will continue alerting visually.
To redirect the call to your mailbox, press To VM if shown.
To answer the call using the handset, lift the handset.
To answer the call handsfree, press the SPEAKER key.
To answer the call on a headset, press the HEADSET key.
Once you have answered the call, you can switch between different talk modes:
To switch to using the handset, simply lift the handset.
To switch to handsfree, press the SPEAKER key. If you were using the handset you can now replace it.
To switch to headset mode, press the HEADSET key. If you were using the handset you can now replace it.
Pressing the call's appearance key or any other appearance key will put the call on hold.
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IP Office
Answering Another Call
If you are already on a call, answering a new call automatically puts the existing call on hold.
To answer the call, press the appearance button.
Alternatively, using the up/down cursor keys, scroll the display to highlight the waiting call and select the action
you want to apply; Answer, To VM, Ignore or Drop.
Diverting a Call to Voicemail
You can transfer directly to your voicemail mailbox any call targeted at you.
1. If the call is not the currently highlighted call on the display, use the up/down cursor keys to highlight it.
2. Press To VM to redirect the call to your mailbox.
Call Handling
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.
Note: The volume for the device currently in use (handset, headset, or speaker) is adjusted separately.
Holding a Call
1. To put your current call on hold, press the Hold soft key or the call's appearance button.
2. The held call will be indicated by its call appearance button with a fast-flashing green lamp. On phones with only a
single call appearance button (or icon), the phone displays "On-Hold" before the call information on the call's
application line.
3. While held, the caller will hear music on hold. If your system does not have music on hold available, the caller will
hear double beep tones every few seconds.
4. You can scroll the display using the up and down cursor keys.
Muting a Call
Muting a call stops thefar end from hearing you although you can still hear thefar end.
1. To activate mute, press theMUTE key. The button will be lit while mute is active.
2. To switch mute off, press theMUTE key again.
Ending a Call
The Drop button can be used to end the currently highlighted call.
If the call is on the phone's speaker, theSPEAKER key is lit. Pressing the key again will end the call.
If the call is on the phone's headset, the HEADSET key is lit. Pressing the key again will end the call.
If the call is on the phone's handset, replacing the handset will end the call.
Conferencing
Starting a Conference
If you have a connected call and have held alternate calls, pressing Conf will start a conference with those held calls and
the connected call.
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 answer and want to join the call, press Conf again.
4. If they do not want to join or do not answer, press Drop and then press the appearance key of the held call.

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IP Office
Dropping/Muting Parties
While in a conference, press the Details key. Scroll through the list of callers in the conference and:
To drop a caller from the conference, highlight them and press Drop.
To mute a caller, highlight them and press Mute. Repeat this to unmute them.
To return to the call display, press Back.
Transferring Calls
Transferring Calls
You can transfer calls even if no call appearance buttons are available.
1. Press Transfer. The current call is put on hold.
2. Dial the number for the transfer. Alternatively, press Dir to select a destination from the directory, or press
Redial if applicable.
To complete a supervised transfer, press Complete after the call has been answered.
To complete an unsupervised transfer, press Complete while the call is still ringing.
If the transfer destination does not answer or does not want to accept the call, press Cancel.
Transferring Calls to Voicemail
You can use the Message key to transfer a call to another user's or group's voicemail mailbox.
1. With a call connected, press the Message key. You can continue talking.
2. Dial the extension number of the user or group and press Select.
Redirecting Calls
Do Not Disturb
When you select 'Do Not Disturb', your calls are redirected to voicemail if available or otherwise hear busy tone. Calls to
any group of which you are a member are not presented to you. You can still use the phone to make outgoing calls. When
you go off-hook you will hear broken dial tone.
1. Press Features. Use the up/down cursor keys to highlight Call Settings. Press Select.
2. Select Do Not Disturb.
3. Press Change to change the setting.
4. Press Save to save the setting.
Forward Unconditional
You can change your forward unconditional settings using the Features menu.
1. Press Features. Use the up/down cursor keys to highlight Forward. Press Select.
2. Use the up/down cursor keys to highlight Forward Unconditional. Press Select.
To switch on/off: Highlight Fwd Unconditional. Press On or Off. If no destination is currently set, the
display jumps to the destination field.
To select which calls: Highlight Call Type. Press Change and when the required option is displayed press
Save. Options are External Only, External and Group, Non Group Calls and All Calls.
To set the destination: Highlight Destination. Press Edit and enter the number required or press To VM to
forward to voicemail.
Follow Me
You can redirect your calls temporarily to another extension.
1. Press Features. Use the up/down cursor keys to highlight Forward. Press Select.
2. Use the up/down cursor keys to highlight Follow Me To. Press Select.
3. Dial the number of another user or press Dir to select from the directory. Press Save.

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Contacts
Adding a New Contact
You can add up to 100 personal directory contacts. This number is limited by the capacity of the telephone system
directory. If capacity is met, you will not be able to add new contacts.
1. Press the CONTACTS key. Use the left/right cursor keys to select your Personal directory.
2. To add a contact, press New. To edit a contact, highlight it and press Edit.
Use the up/down cursor keys to switch between number and name entry.
When the name and number have been entered as required, press Save.
Add a Contact from Your Call History
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 keys to select which calls are shown: All, Outgoing,
Incoming or Missed.
2. Use the up/down cursor keys to scroll through the records.
4. Press More and then press +Contact.
5. Use the up/down cursor keys to switch between the name and number details for the new contact.
6. When the name and number are set as required, press Save.
Voicemail
Checking Messages
1. Press the MESSAGE button. Enter your voicemail password if requested and press Done.
2. The numbers shown next to Listen indicate the number of new, old and saved messages.
3. Highlight Listen and press Select.
4. Use the up/down cursor keys to highlight which messages (New, Old or Saved) that you want to listen to and
press Select. The details of the first message of that type are displayed.
5. You can use the up/down cursor keys to scroll through the messages.
6. Use the soft keys to control the playback actions for the current message.
By default, messages are automatically deleted a set time after being played. The delay depends on the particular
voicemail server (24 hours for embedded voicemail, 30 days for Voicemail Pro).
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 MESSAGE button. Enter your voicemail password if requested and press Done.
2. Use the up/down cursor keys to highlight Voicemail.
3. Press Change to switch between On or Off.
4. Press Save to save the change.
More Information
Go to www.avaya.com/support for the latest support information, including user guides, installation and maintenance
guides, interactive documents and software downloads.
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1
User Voice Mail
Access Voice Mail
From Inside
From Outside
Press the Voicemail button on your phone
Enter extension and #.
Enter password and #. (default is #)
Call
Enter extension and #
Enter password and #
Initial mailbox setup
Enter NEW password and pound sign
Re-enter NEW password and pound sign
Press 1 and speak your name.
Press 1 when you’re finished
Approve by pressing #
Activity Menu
To Record Messages, press 1
After the tone, record your message
Press # to approve
Enter extension(s) and # (repeat for multiple people) or *5 to use lists
Finish addressing press #
To Get Messages, press 2
Header plays.
To listen, press 0
To start listening at the beginning, press 0
To respond to or forward, press 1
To reply to sender, press 1 (if sent from mailbox)
To forward with comment, press 2
To skip to the next header, press #
To listen to the header, press 2 3
To skip to the next category, press *#
To replay the last few seconds, press 5
To advance a few seconds, press 6
To advance to the end of the message, press *6
To delete, press *3
To skip press #
To Administer Personal Greetings, press 3
To listen to a greeting, press 0
To create, change or delete a greeting, press 1
Enter greeting number (use 1)
Record at the tone
21 to re-record if you make a mistake
Press # to approve
To use this for all calls press 1
To scan all your greetings, press 2
To activate a greeting, press 3
To activate a greeting, enter the greeting number.
Customize Mailbox
Mailing Lists Press 1
Change Password Press 4
Record Name, Press 5
Message addressing, press 6
Call Answer Options, press 7
Scan Messages
Scan headers and messages, press 1
Scan headers only, press 2
Scan messages only, press 3
First
time
mailbox
setup
1
Record
Messages
2
Get
Messages
3
Administer
Personal
Greetings
5
Customize
Mailbox
7
Scan
Messages

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Questions & Answers about everyday tasks
For help press *4 at any time while logged into voicemail.
Q. How can I record a greeting that plays in my own voice instead of the standard default one?
A. You need to record and activate a personal greeting.
1. Login to your voice mail box
2. Press 3 to administer personal greetings
3. Press 1 to create, change or delete a greeting.
4. When prompted for a greeting number, use number 1
5. Record your greeting
Sample Personal Greeting:
You’ve reached the voice mail of ___________________ with ___________. For today, Monday, Jan 1, I am in the office. I
am either on another call or away from my desk. Please leave your name, number and a brief message and I will return your
call as soon as possible. Thank you.
6. Press 1 to use this greeting for all calls.
Q. How do I forward messages to others?
A. Follow these steps:
1. While (or after) listening to a message, press 1 to forward
2. Record your comments. This will be played to the recipient BEFORE the message you’re forwarding.
3. Press # to approve your recording.
4. Enter the extension number of the recipient and # sign. To send to more than one person, repeat this step.
5. Press the # sign when finished addressing.
Q. How do I get messages from my any phone on the system?
A. Follow these steps:
1. Log in by pressing the MESSAGES button.
2. Enter your extension and #
3. Enter you password and # (if this is your first time logging in, your password defaults to # by itself.)
4. Press 2 to get messages
5. Press 0 to listen
Q. How do I get messages remotely?
A. Call
Enter extension and #. Enter password and #
Q. How do I change my password?
A. Follow these steps
Login to you voice mail box
Press 5 (this menu option is not presented to you unless you press *4 for help at the activity menu)
Press 4 to change your password.
Q. How do I re-record my name?
A. Follow these steps
Login to you voice mail box
Press 5 (this menu option is not presented to you unless you press *4 for help at the activity menu)
Press 5 to re-record your name.

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Summary of Mailbox Options
Here is a summary of the options that are available for collecting voicemail messages. The options that are shown in gray
are not supported by IP Office Intuity emulation.

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Options for Mailbox Callers
When you call an extension and are directed to voicemail can access a number of other options. You can skip past the
greeting message and go straight to the tone that indicates when to leave your message.
To skip a mailbox greeting:
1.Call the extension number.
2.As soon your call is answered, press 1to skip the greeting. You then hear the tone after which you can record
your message.
Options after leaving a message:
When you leave a voicemail message you can designate the message as priority or private or both. Mailbox owners hear
priority messages first when they listen to their messages. Priority Private Messages are played before Priority Messages.
Private messages cannot be forwarded to another mailbox.
1.Call the extension number.
2.Leave a message.
3.Instead of hanging up, press #.
4.To mark a message as private, press 1. To mark a message as priority, press 2. You hear a confirmation message.
Follow the instructions that you hear if you want to change the status again.
5.Press #again to send the message.
6.You can now press *7 to login to a mailbox or *8 to be transferred to an extension number.

Editing Your Programmable Buttons
Self Administer is used to select and apply afunction to a button. It can be
used to replace or delete existing functions.
1.Press the Features soft key if shown. To do this during a call, press the
PHONE key and then press the Features soft key.
2.Use the up and down cursor keys to highlight Phone User. Press Select.
3.Use the up and down cursor keys to highlight Self-Administer. Press Select.
4.Enter your security PIN (1357) and press Done.
5.Use the up and down cursor keys to scroll through the list of current functions
assigned to each button.
•To assign a function to the highlighted button press Replace. You can select
UserBLF to assign a internal extension to the button or use Abbreviated Dial
to assign a external number to the button. Then press Select.
•The button will be given a default label. To change the label, press More and
then select Label. Use the keyboard to enter the text you want to display for
the button label. Note that the label is only shown while editing the label and
after you exit the administration menu.
7.When completed press Back.