Avaya one-X 9621G User manual

Avaya one-X®Deskphone H.323 9621G and
9641G User Guide
Release 6.2 Service Pack 3
16-603594
Issue 3
December 2012

©2012 Avaya Inc.
All Rights Reserved.
Notice
While reasonable efforts have been made to ensure that the
information in this document is complete and accurate at the time of
printing,Avaya assumes no liability for any errors.Avaya reserves the
right to make changes and corrections to the information in this
document without the obligation to notify any person or organization of
such changes.
Note
Using a cell, mobile, or GSM phone, or a two-way radio in close
proximity to an Avaya IP telephone might cause interference.
Documentation disclaimer
“Documentation” means information published by Avaya in varying
mediumswhichmayincludeproductinformation,operatinginstructions
and performance specifications that Avaya generally makes available
to users of its products. Documentation does not include marketing
materials. Avaya shall not be responsible for any modifications,
additions, or deletions to the original published version of
documentation unless such modifications, additions, or deletions were
performed byAvaya. End User agrees to indemnify and hold harmless
Avaya,Avaya's agents, servants and employees against all claims,
lawsuits, demands and judgments arising out of, or in connection with,
subsequentmodifications,additionsordeletions tothisdocumentation,
to the extent made by End User.
Link disclaimer
Avaya is not responsible for the contents or reliability of any linked
websites referenced within this site or documentation provided by
Avaya.Avaya is not responsible for the accuracy of any information,
statement or content provided on these sites and does not necessarily
endorse the products, services, or information described or offered
within them.Avaya does not guarantee that these links will work all the
time and has no control over the availability of the linked pages.
Warranty
Avaya provides a limited warranty on its hardware and Software
(“Product(s)”). Refer to your sales agreement to establish the terms of
the limited warranty. In addition, Avaya’s standard warranty language,
as well as information regarding support for this Product while under
warranty is available toAvaya customers and other parties through the
Avaya Support website: http://support.avaya.com. Please note that if
you acquired the Product(s) from an authorizedAvaya reseller outside
of the United States and Canada, the warranty is provided to you by
said Avaya reseller and not by Avaya. “Software” means computer
programs in object code, provided by Avaya or an Avaya Channel
Partner, whether as stand-alone products or pre-installed on hardware
products, and any upgrades, updates, bug fixes, or modified versions
thereto.
Licenses
THE SOFTWARE LICENSE TERMSAVAILABLE ON THE AVAYA
WEBSITE, HTTP://SUPPORT.AVAYA.COM/LICENSEINFO/ ARE
APPLICABLE TO ANYONE WHO DOWNLOADS, USES AND/OR
INSTALLS AVAYA SOFTWARE, PURCHASED FROM AVAYA INC.,
ANY AVAYAAFFILIATE, OR AN AUTHORIZED AVAYA RESELLER
(AS APPLICABLE) UNDER A COMMERCIAL AGREEMENT WITH
AVAYA OR AN AUTHORIZED AVAYA RESELLER. UNLESS
OTHERWISE AGREED TO BY AVAYA IN WRITING, AVAYA DOES
NOT EXTEND THIS LICENSE IF THE SOFTWARE WAS OBTAINED
FROMANYONEOTHERTHANAVAYA,ANAVAYAAFFILIATEORAN
AVAYAAUTHORIZED RESELLER; AVAYA RESERVES THE RIGHT
TO TAKE LEGALACTION AGAINST YOU AND ANYONE ELSE
USING OR SELLING THE SOFTWARE WITHOUT A LICENSE. BY
INSTALLING, DOWNLOADING OR USING THE SOFTWARE, OR
AUTHORIZING OTHERS TO DO SO, YOU, ON BEHALF OF
YOURSELFAND THE ENTITY FOR WHOM YOU ARE INSTALLING,
DOWNLOADING OR USING THE SOFTWARE (HEREINAFTER
REFERRED TO INTERCHANGEABLYAS “YOU” AND “END USER”),
AGREE TO THESE TERMS AND CONDITIONS AND CREATE A
BINDING CONTRACT BETWEEN YOU AND AVAYA INC. OR THE
APPLICABLE AVAYAAFFILIATE ( “AVAYA”).
Avaya grants you a license within the scope of the license types
described below, with the exception of Heritage Nortel Software, for
which the scope of the license is detailed below. Where the order
documentation does not expressly identify a license type, the
applicablelicensewillbeaDesignatedSystemLicense.Theapplicable
numberoflicensesandunits ofcapacityforwhichthe licenseisgranted
willbeone(1),unlessadifferent number of licensesorunitsofcapacity
is specified in the documentation or other materials available to you.
“DesignatedProcessor”meansasinglestand-alonecomputingdevice.
“Server” means a Designated Processor that hosts a software
application to be accessed by multiple users.
License types
Designated System(s) License (DS). End User may install and use
each copy of the Software only on a number of Designated Processors
up to the number indicated in the order. Avaya may require the
Designated Processor(s) to be identified in the order by type, serial
number, feature key, location or other specific designation, or to be
provided by End User to Avaya through electronic means established
by Avaya specifically for this purpose.
Shrinkwrap License (SR). You may install and use the Software in
accordance with the terms and conditions of the applicable license
agreements, such as “shrinkwrap” or “clickthrough” license
accompanying or applicable to the Software (“Shrinkwrap License”).
Copyright
Except where expressly stated otherwise, no use should be made of
materials on this site, the Documentation, Software, or hardware
provided byAvaya.All content on this site, the documentation and the
Product provided by Avaya including the selection, arrangement and
design of the content is owned either by Avaya or its licensors and is
protectedbycopyright and otherintellectualpropertylaws includingthe
sui generis rights relating to the protection of databases. You may not
modify, copy, reproduce, republish, upload, post, transmit or distribute
in any way any content, in whole or in part, including any code and
software unless expressly authorized by Avaya. Unauthorized
reproduction, transmission, dissemination, storage, and or use without
the express written consent of Avaya can be a criminal, as well as a
civil offense under the applicable law.
Third Party Components
“Third Party Components” mean certain software programs or portions
thereof included in the Software that may contain software (including
open source software) distributed under third party agreements (“Third
Party Components”), which contain terms regarding the rights to use
certain portions of the Software (“Third Party Terms”). Information
regarding distributed Linux OS source code (for those Products that
have distributed Linux OS source code) and identifying the copyright
holders of the Third Party Components and the Third Party Terms that
applyisavailableinthe Documentation or onAvaya’swebsiteat: http://
support.avaya.com/Copyright. You agree to the Third Party Terms for
any such Third Party Components.
Preventing Toll Fraud
“TollFraud” istheunauthorizeduseofyourtelecommunicationssystem
by an unauthorized party (for example, a person who is not a corporate
employee, agent, subcontractor, or is not working on your company's
behalf). Be aware that there can be a risk of Toll Fraud associated with
your system and that, if Toll Fraud occurs, it can result in substantial
additional charges for your telecommunications services.
Avaya Toll Fraud Intervention
If you suspect that you are being victimized by Toll Fraud and you need
technical assistance or support, call Technical Service Center Toll
Fraud Intervention Hotline at [phone] for the United States
2 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

andCanada.Foradditionalsupporttelephone numbers, see theAvaya
Support website: http://support.avaya.com. Suspected security
vulnerabilities with Avaya products should be reported to Avaya by
sending mail to: [email protected].
Trademarks
All non-Avaya trademarks are the property of their respective owners,
and “Linux” is a registered trademark of Linus Torvalds.
Downloading Documentation
For the most current versions of Documentation, see the Avaya
Support website: http://support.avaya.com.
Contact Avaya Support
See the Avaya Support website: http://support.avaya.com for product
notices and articles, or to report a problem with your Avaya product.
For a list of support telephone numbers and contact addresses, go to
the Avaya Support website: http://support.avaya.com, scroll to the
bottom of the page, and select Contact Avaya Support.
Federal Communications Commission (FCC) Interference
Statement
This equipment has been tested and found to comply with the limits for
a Class B digital device, pursuant to Part 15 of the FCC rules. These
limits are designed to provide reasonable protection against harmful
interference in a residential installation. This equipment generates,
uses, and can radiate radio frequency energy and, if not installed and
used in accordance with the instructions, may cause harmful
interference to radio communications. However, there is no guarantee
that interference will not occur in a particular installation. If this
equipment does cause harmful interference to radio or television
reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one of
the following measures:
• Reorient or relocate the receiving antenna.
• Increase the separation between the equipment and receiver.
• Connect the equipment into an outlet on a circuit different from
that to which the receiver is connected.
• Consult the dealer or an experienced radio/TV technician for
help.
This device complies with Part 15 of the FCC Rules. Operation is
subject to the following two conditions: (1) This device may not cause
harmful interference, and (2) this device must accept any interference
received, including interference that may cause undesired operation.
FCCCaution:Anychangesormodificationsnotexpresslyapprovedby
the party responsible for compliance could void the user's authority to
operate this equipment.
FCC/Industry Canada Radiation Exposure Statement
This device complies with the FCC's and Industry Canada's RF
radiation exposure limits set forth for the general population
(uncontrolled environment) and must not be co-located or operated in
conjunction with any other antenna or transmitter.
Warning
The handset receiver contains magnetic devices that can attract small
metallic objects. Care should be taken to avoid personal injury.
Power over Ethernet (PoE) warning
This equipment must be connected to PoE networks without routing to
the outside plant.
VCCI-Class B statement:
This is a Class B product based on the standard of the VCCI Council.
If this is used near a radio or television receiver in a domestic
environment, it may cause radio interference. Install and use the
equipment according to the instruction manual.
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 3

4 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

Contents
Chapter 1: Introduction to 9621G and 9641G deskphones............................................. 7
Overview................................................................................................................................................... 7
Scrolling and navigation............................................................................................................................ 10
About icons............................................................................................................................................... 10
Administrative messages.......................................................................................................................... 15
Adjustable stand and display screen........................................................................................................ 15
Using the On-screen Keyboard................................................................................................................. 16
Cleaning the screen.................................................................................................................................. 17
Viewing Network Information.................................................................................................................... 18
Ringing on wireless headsets................................................................................................................... 18
Chapter 2: The Home Screen............................................................................................. 19
Settings menu........................................................................................................................................... 20
Call Settings..................................................................................................................................... 21
Application Settings.......................................................................................................................... 27
Screen & Sound Options.................................................................................................................. 29
Advanced Options............................................................................................................................ 33
Browser..................................................................................................................................................... 35
Chapter 3: About Features................................................................................................. 37
Using the Features menu.......................................................................................................................... 37
Feature Table............................................................................................................................................ 37
Calling a person from the directory........................................................................................................... 38
Configuring simultaneous ringing for multiple phones using EC500......................................................... 39
Chapter 4: Answering a call............................................................................................... 41
Chapter 5: Making a call..................................................................................................... 43
Making an emergency call........................................................................................................................ 43
Clearing a number..................................................................................................................................... 44
Redialing a number................................................................................................................................... 44
Making a call using edit dialing................................................................................................................. 44
Calling a person from the contacts list...................................................................................................... 45
Calling a person from the call history........................................................................................................ 45
Making a call using a Click to dial link....................................................................................................... 46
Chapter 6: Standard Call-Related Features...................................................................... 47
Muting a call.............................................................................................................................................. 47
Putting a call on hold................................................................................................................................. 47
Transferring a Call..................................................................................................................................... 48
Using the conference feature.................................................................................................................... 48
Setting up a conference call............................................................................................................. 48
Adding a person on hold to a conference call.................................................................................. 49
Putting a conference call on hold..................................................................................................... 49
Muting a person on a conference call.............................................................................................. 49
Dropping a person from a conference call....................................................................................... 50
About forwarding calls............................................................................................................................... 50
Send All Calls................................................................................................................................... 50
Forwarding calls............................................................................................................................... 51
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 5

Enabling and disabling the call timer........................................................................................................ 51
About Call Recording................................................................................................................................ 52
Chapter 7: Using bridged call appearances..................................................................... 53
Answering a call on a bridged line............................................................................................................ 53
Joining a call on a bridged line.................................................................................................................. 53
Making an outgoing call on a bridged line................................................................................................. 54
Chapter 8: Using the contacts feature.............................................................................. 55
Searching for a contact............................................................................................................................. 55
Viewing contact details.............................................................................................................................. 56
Adding a new contact................................................................................................................................ 56
Editing a contact........................................................................................................................................ 57
Setting up Favorite contacts...................................................................................................................... 58
Changing the primary contact number...................................................................................................... 58
Deleting a contact..................................................................................................................................... 59
Chapter 9: Call History....................................................................................................... 61
Viewing the call history.............................................................................................................................. 61
Viewing call history details........................................................................................................................ 61
Adding an entry from the call history to your contacts list......................................................................... 62
Removing an entry from call history.......................................................................................................... 62
Clearing all call history entries.................................................................................................................. 63
Turning off call history............................................................................................................................... 63
Chapter 10: Using USB Flash Drives with your phone.................................................... 65
Adding contacts from an external file to your contacts list........................................................................ 65
Overwriting contacts list with an external file............................................................................................ 66
Copying your contacts list to a USB flash drive........................................................................................ 67
Temporarily using a USB contacts list....................................................................................................... 67
Using pictures from your USB device as a screensaver........................................................................... 68
Chapter 11: Receiving your messages............................................................................. 69
Logging into your voice mail..................................................................................................................... 69
Chapter 12: About Logging In and Logging Out.............................................................. 71
Logging in to your deskphone extension.................................................................................................. 71
Logging out of your deskphone extension................................................................................................ 72
Logging in as a guest user........................................................................................................................ 72
Chapter 13: Avaya Home Screen Applications................................................................ 75
Adding World Clock locations................................................................................................................... 75
Viewing World Clock details...................................................................................................................... 76
Using the Weather application.................................................................................................................. 77
Using the Calculator.................................................................................................................................. 78
Chapter 14: Setting up a Bluetooth®headset.................................................................. 81
Pairing a Bluetooth®headset with your phone......................................................................................... 81
Operating a Bluetooth®headset............................................................................................................... 82
Index..................................................................................................................................... 85
6 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012

Chapter 1: Introductionto9621Gand9641G
deskphones
The 9621G and 9641G deskphones provide many features, including a touch-based Phone screen to
viewand manage your calls, a menuof options and settings, aContacts list, an integrated WMLbrowser,a
calculator, Web applications like Weather and a World Clock, and voice mail access. The 9621G and
9641G deskphones provide a color LCD display. You can also attach up to three button modules to your
deskphone to expand the available number of call appearances and features. The button modules that
you attach must be of the same type and model. The 9621G model does not provide a port for button
module attachment.
The letter G in 9621G and 9641G indicates the presence of a built-in Gigabit Ethernet adapter that
increases data transmission speed. The 9621G deskphone has a smaller display area than the 9641G
deskphone and does not have a USB interface. Unless specifically stated in this guide, the two models
are essentially the same in terms of features and functionality.
All the functions and features described in this user guide might not be available on your deskphone. If
you find that a function or feature is not available, please contact your system administrator.
Overview
The following section describes the display, keys, buttons, and the associated features that
are available on the deskphone.
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 7

The following table provides descriptions of buttons and features of the 9621G and 9641G
deskphones.
No. Name Description
1 USB port If administered, you can insert a USB device such as a
memory stick, thumb drive, or flash drive to transfer
contactsbetweenyour phone andanexternaldata source.
See Importing and Exporting Contacts using USB
Devices on page 65 for more information. The USB port
can be used also for login and as a picture source for
screensaver.Youcan alsorechargesome battery-powered
devices by connecting the device to the USB port of the
deskphone using a USB cable.The 9621G does not have
a 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 VisualAlerting
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 Thefirst lineshowsstatus informationsuchasthetimeand 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
Introduction to 9621G and 9641G deskphones
8 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

No. Name Description
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.
Thenumber of lines available on touchscreendeskphones
depend on how the Quick Touch Panel (QTP) is
administered. For more information, see Setting the Quick
Touch panel) on page 33. Touch the line to initiate or
answer a call. The last display line shows the QTP that
displaystheoptionsthatareadministeredfortheextension
such as EC500, Call Forwarding, or Extended Call
Forwarding.
4 Features and
call
appearance
lines
On touchscreen deskphones, call-related icons on the
lines show the lines that are in use or available for calls.
Touch the line to select the line that you want to use. Lines
also indicate if a feature is enabled or disabled in the
Feature view.
5 Quick Touch
Panel (QTP) The QTP displays the options that are administered for the extension such as EC500, Call Forwarding, or Extended
Call Forwarding.
6 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
7 Message Press Message to connect directly to your voice mail
system. This button is illuminated when you have voice
mail messages waiting.
8 Contacts Press Contacts to view the entries in your contact list.
9 Home Press Home to gain access to the Home screen to
configure options and settings, access the browser and or
any applications available to you, log out, or view network
information.
10 History Press History to view the history of your outgoing,
incoming,andmissedcalls.Theicononthe 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.
11 Volume While on an active call, press +or -on the Volume button
to adjust the volume of your handset, headset, or speaker.
Overview
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 9

No. Name Description
While you are not on an active call, pressing these buttons
adjusts the ringer volume.
12 Mute Press the Mute button to mute a call in progress. To take
a call off mute, press Mute again.
13 Speaker Press the Speaker button to use the speakerphone. To
take a call off speakerphone, lift the handset or press the
Headset button.
14 Headset Press the Headset button to use the headset if connected.
Note: Only HIS headset cords are compatible with your
phone.
15 Forward Press Forward to display the Forwarding menu.
Scrolling and navigation
Use the up and down arrow buttons on the right side of the screen to scroll up or down the
list.
Touch and hold the appropriate scroll icons on the touch screen to scroll through a page at a
time in the direction you choose or to activate the scrolling auto repeat feature.
To switch between call appearances and features, touch Features or Calls on the touch
screen.
When you touch the details button, a blue, right-facing arrow, you can view more information
about the item. For example, if you touch the arrow to the right of a contact name, the
deskphone displays a screen with all the numbers that you have stored for that person.
You can touch a line or softkey or touch the onscreen softkey labels. Softkey labels change
according to the context. For example, you can touch a contact to place a call to that person
and touch a line on the Phone screen to answer an incoming call, to go off hook, to place a
call, or to resume a call on hold.
You can also gain access to the Phone screen or the Home screen anytime by pressing the
appropriate buttons on the deskphone.
About icons
The icons in the following table indicate the state of a call, navigation choices, Call History
types, Contact phone types, feature status, or the status of an attached or paired device.
Depending on their purpose, some icons appear on the top line, for example, to notify you that
a headset is active or that you have missed calls in the Call History. Other icons display on call
Introduction to 9621G and 9641G deskphones
10 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

appearance lines to show call states. Icons also appear on application screens like the
ContactsorCallHistorylists,orWorldClockandWeather.Homescreeniconsaretouch-based
to let you initiate actions like changing phone settings, accessing the Web browser, or
accessingAvayaapplicationsliketheCalculator,WorldClock,andWeather.Youradministrator
might make other, optional Home screen icons available to you that do not appear in this table.
Such icons represent optional applications for which your administrator can provide
information.
Icon Description
Indicates an incoming call.
Indicates a call appearance line that is not currently in
use.
Indicates that a call is active.
Indicates that you have placed this call on hold.
Indicates that your calls are being forwarded.
Indicates that a bridged call appearance is in use.
Indicates that the EC500 feature is activated.
Indicates that a conference call is active.
Indicates that you have placed a conference call on
hold.
Indicates that the speakerphone volume is being
adjusted.
Indicates that the headset volume is being adjusted.
Indicates that more related information is available or
additional screens can be accessed.
Indicates that the call in progress is muted.
Indicates that the ringer volume is off. To reinstate
volume, press + on the Volume button.
About icons
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 11

Icon Description
To turn off the ringer press the Volume button until the
volume turns off.
This icon, placed by your administrator, on one of your
softkeys indicates an energy-saving measure. This icon
may also appears on the Settings menu. Pressing this
softkey turns the display backlight off. When the
backlight is off, any activity on your telephone turns it
back on.
Indicates that your phone is in an “Unnamed
Registration” state, caused by not entering an extension
within 60 seconds of being prompted for one or not
entering a password. In this situation, your phone may
register with its call server but will show only one call
appearance, no features, and will allow only outgoing
calls. To switch from the unnamed registration state,
login with a valid extension and password.
This Team icon indicates that this team member is
available. Your system administrator sets up teams as
applicable.
This Team icon indicates that this team member is
having calls forwarded.
This Team icon indicates that this team member is busy
on a call and not available.
This Team icon indicates that this team member is busy
and is forwarding all calls.
This Team icon indicates that the team member is busy
and a has an incoming call ringing.
This Team icon indicates that the team member is busy
and is having more incoming calls ringing.
This Team icon indicates that a team member is
calling.
The Home screen icon that indicates the general phone
number for a favorite Contact.
The Home screen icon that indicates the home phone
number for a favorite Contact.
The Home screen icon that indicates the work phone
number for a favorite Contact.
Introduction to 9621G and 9641G deskphones
12 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

Icon Description
The Home screen icon that indicates the mobile phone
number for a favorite Contact.
Indicates Call History for all calls.
Indicates Call History for Missed calls.
Indicates Call History for Outgoing calls.
Indicates the Call History for Answered calls.
Indicates the General telephone number for a contact.
Indicates the Home telephone number for a contact.
Indicates the Mobile Telephone number for a contact.
Indicates the Work telephone number for a contact.
Indicates the Favorite contact.
Indicates that the Contact-Favorite Feature is on.
Indicates that the Contact-Favorite Feature is off.
Indicates that the phone is paired with and able to
communicate with a Bluetooth®headset.
Indicates the Home screen WML Browser application if
available.
Indicates the Home screen (telephone) Settings menu.
Indicates the My Pictures application where you can
display pictures from the USB folder.
About icons
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 13

Icon Description
Indicates the VPN settings menu.
Indicates the icon for viewing the About Avaya one-X
screen.
Indicates the Home screen Calculator application.
Indicates the Home screen World Clock application.
Indicates the Home screen Weather application.
Indicates that the weather is clear and fair.
Indicates that the weather is partly cloudy.
Indicates that the weather is cloudy.
Indicates that the weather is a light rain.
Indicates that the weather is rainy.
Indicates that the weather is snowy.
Indicates that the weather is icy.
Indicates that there is an ongoing thunderstorm.
Indicates that the weather is windy.
Indicates that there are severe storms.
Indicates the Main Menu Touch Screen Cleaning
option.
Indicates the Main Menu Guest Login option.
Introduction to 9621G and 9641G deskphones
14 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

Icon Description
Indicates the Main Menu Log out option.
Indicates the Main Menu Network info options.
Indicates the Options & Settings Screen and Sounds
Options menu.
Indicates the Options & Settings Call Settings menu.
Indicates the Options & Settings Application Settings
menu.
Indicates the Options & Settings Advanced Settings
menu.
Administrative messages
Your administrator can send important messages such as notification of an early office shut
down due to inclement weather or information about an imminent service interruption to your
deskphone.
These types of messages can take any of the following forms:
• a text message streaming across the top display line, accompanied by an audible alert
• an audible alert broadcast through the Speaker or the headset if that device is active
• an interrupt screen notifying you that you are receiving an audio alert
While receiving an audible alert, you can switch between the Speaker, handset, and headset,
can terminate the pushed audio content by going on-hook, and can adjust the volume, as you
normally would during a call.
Adjustable stand and display screen
You can adjust the display screen as required. To move the display screen, gently pull from
thetop of the displayscreentowards you even asyou hear clicking sound.Each of these clicks
indicates a locking position. You can push the screen back to return to the original flat
Administrative messages
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 15

position.Gentlypullthedisplayscreenallthewaytowardsyouandpushtoreturnittoitsoriginal
flat position.
The phone can be placed on the stand in a flat position or at an angle.If you have placed the
phone vertically for wall mounting, reverse the tab located under the switchhook in the top ear
piece pocket on the phone to ensure that the handset is in the correct position. You need a
small screwdriver to lift the tab after it is reversed.
Using the On-screen Keyboard
A keyboard appears on the screen when you add or edit a contact name or number, or when
you personalize labels for your call appearances or features. You can switch between
alphabetic and numeric keyboards, and you can use the keyboard to enter symbols and
accented letters.
The following diagrams help you to understand how to add or change names, telephone
numbers, or labels. Touching and holding the backspace button produces an automatic repeat
action where the letters are cleared one by one moving backwards as long as you keep
Introduction to 9621G and 9641G deskphones
16 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

pressing the Backspace button. Touch the Done check mark when you finish editing. Use the
Cancel mark to discard any edits and return to the previous screen.
Figure 1: Text Entry Keyboard
Figure 2: Numeric Entry Keyboard
Cleaning the screen
Clean the touch screen periodically to remove fingerprints and other marks by using a soft,
slightly damp, lint-free cloth. From the Home screen, select Settings and then select Touch
ScreenCleaningtodisablethetouchscreensothatyou donotinitiateanactionorapplication.
Follow the instructions that appear and press any phone button when you complete
cleaning.
Warning:
Cleaning the screen
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 17

Use plain water or a cleaner specifically designed for LCD, computer, or touch screens. Do not
use harsh chemicals, window cleaner, abrasives, aerosol sprays, ammonia, or solvents to
clean the touch screen. Do not let the cleaning liquid enter the phone through the openings.
Viewing Network Information
Your system administrator might ask you to check certain phone or network settings to
investigate problems. You can obtain network information from HOME>Settings >Network
Information.
Network Information has five different screens for viewing the options:Audio parameters, IP
(Internet Protocol) parameters, Quality of Service, Interfaces, and Miscellaneous.
Use the and the icons on the upper right corner of the display to navigate and view the
network information on the various screens.
Your system administrator will instruct you further as to which network information options and
settings are needed.
Ringing on wireless headsets
For an incoming call, you can set the ringing tone on the wireless headset instead of the
speaker of the deskphone.
Note:
This feature is available only if enabled by your administrator for your deskphone.
When you go off-hook with the headset or change from a non-headset device to the headset,
the wireless headset is activated. When you go on-hook with an activated headset or change
from wireless headset device to non-headset, the wireless headset is deactivated.
When an incoming call arrives:
• If the deskphone is in an idle mode, a ringing tone is heard in the wireless headset.
• If the phone is already in a headset call, a short beep is heard in the wireless headset.
Introduction to 9621G and 9641G deskphones
18 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]

Chapter 2: The Home Screen
The Home screen provides several user-friendly features. Using the icons on the Home screen, you can
customize options and settings of your phone, view phone and network settings, obtain information about
the time and weather through Web-based applications, use a calculator, and use Favorite speed dial
buttons. The way you use the Home screen depends on how the administrator has set up the system.
You need to press the Home button under display to gain access to the Home screen. The Home screen
includes the following standard Avaya features:
•Settings: Displays a menu that you can use to change your call settings, the language to display the
information on the screen, the way your screen looks, pair your phone with a Bluetooth headset, log
into a phone as a guest, clean your screen, log out your phone, and more.
•World Clock: Shows the time and weather in different parts of the world.
•Weather: Shows the current weather conditions in an area you choose and provides a weather
forecast.
•Calculator: Provides a simple, four-function calculator.
•My Pictures: Using this feature you can use pictures from a USB device as your telephone
screensaver. Note: This feature is applicable only to the 9641 deskphone.
•Web application: You can set up shortcuts to view 9 web applications or information pages using
this feature.
•Favorites Help: Using the help outlined here, you can add a person in your contacts list to your
display as a quick dial number. Touch the number to make a call to that person.
YoucanalsouseContactstoenablespeeddialiconsforupto16FavoritenumbersonyourHomescreen.
Your administrator might make available other Web-based applications such as a corporate directory or
support page. To invoke an application you see on the Home screen, touch the icon. If the number of lines
in the list is greater than the number of lines in the Application area of the Home screen, You can scroll
to view the next line. Touch the scroll bar on the right side of the Home screen to view the next page.
You can also administer up to 9 WML applications on home screen.
Note:
The Settings options that appear depend on how your extension was administered. Some options
described in this guide may not be available to you.
Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012 19

Settings menu
This section describes the following menu items:
•Options & Settings
•Bluetooth Setup
•Network Information
•Guest Login
•VPN Settings
•Log Out
•LightOff
•Touch Screen Cleaning
•About Avaya one-X
The Options & Settings menu provides access to:
•Call Settings, including options for automatically displaying the Phone screen when you
get an incoming call or when you place a call, turning call timers on or off, controlling how
Redial works and turning VisualAlerting on or off.
•Application Settings, including options for personalizing button labels, for turning call
History on or off, and for including bridged calls in your call History.
•Screen & Sound Options, including options for adjusting the brightness of your phone
display or an attached button module, changing the contrast on an attached button
module, changing the ring pattern, selecting a different display language, showing the
quick touch panel, and setting button clicks and tones.
•Advanced Options,including optionsfor backingup andrestoring your settings,options,
andbutton labels.Youcanalsoset theHandset equalization(HAC) values andAutomatic
Gain Control (AGC) for your headset, handset, or speaker audio.
Bluetooth Setup helps you pair a Bluetooth enabled wireless headset with your phone, so
you are not tied to your desk during calls. Bluetooth setup is not available on the 9621G
deskphone model.
Network Information shows summaries of network-related parameters for your phone, used
for troubleshooting. For more information, see Viewing Network Information on page 18.
Guest Login feature, helps you log in to another 9621G or 9641G phone and can use your
own phone's features and functionality.
VPN settings option is available only if you are an authorized VPN user. If you require
information on how to set up VPN, see the VPN Setup Guide for 9600 Series IP Telephones
Document, Number 16–602968.
The Home Screen
20 Avaya one-X®Deskphone H.323 9621G and 9641G User Guide December 2012
Comments? [email protected]