Avaya PARTNER Version 140 Phone User manual

- Issue 3b - (23 February 2011)
Quick Version 1400/9400/9500 Phone
User Guide
IP Office Essential Edition

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- Issue 3b (23 February 2011)IP Office Essential Edition
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Contents
Contents
Introduction1. ..................................................................... 81.1 1403 Telephone
..................................................................... 91.2 1408 Telephone
..................................................................... 101.3 1416 Telephone
..................................................................... 111.4 9404/9504 Telephones
..................................................................... 121.5 9408/9508 Telephones
..................................................................... 131.6 Dialing Codes
..................................................................... 141.7 Feature Codes
Call Handling2. ..................................................................... 182.1 Making Calls
............................................................................ 182.1.1 Making Internal Calls
............................................................................ 182.1.2 Setting a Callback
............................................................................ 192.1.3 Making External Calls
............................................................................ 202.1.4 Making Page or Direct Calls
............................................................................ 202.1.5 Redial
..................................................................... 212.2 Answering Calls
............................................................................ 212.2.1 Answer a Page Call
............................................................................ 222.2.2 Call Pickup
..................................................................... 232.3 Speed Dialing
............................................................................ 232.3.1 System Speed Dials
............................................................................ 242.3.2 Personal Speed Dials
............................................................................ 252.3.3 Auto Dialing
..................................................................... 262.4 Adjusting the Volume
..................................................................... 262.5 Mute ..................................................................... 272.6 Holding Calls
..................................................................... 272.7 Parking Calls
..................................................................... 282.8 Transferring Calls
............................................................................ 282.8.1 Voice Mailbox Transfer
..................................................................... 292.9 Conferencing Calls
..................................................................... 302.10 Using Handsfree
..................................................................... 312.11 Using a Headset
..................................................................... 312.12 Joining Calls
Other Features3. ..................................................................... 343.1 Absent Text Messages
..................................................................... 353.2 Forwarding Calls
..................................................................... 363.3 Call Coverage
..................................................................... 383.4 Locking Your Extension
..................................................................... 393.5 Account Codes
..................................................................... 403.6 Do Not Disturb
Using Voicemail4. ..................................................................... 434.1 Accessing Your Mailbox
..................................................................... 444.2 Listening to Your Messages
..................................................................... 454.3 Record Your Name
..................................................................... 464.4 Changing Your Access Code
..................................................................... 474.5 Changing Your Greeting
..................................................................... 484.6 Voicemail Coverage On/Off
..................................................................... 494.7 Forwarding a Message
..................................................................... 494.8 Calling a Message Sender
..................................................................... 504.9 Voicemail Email
..................................................................... 514.10 Outcalling..................................................................... 524.11 Visual Voice
Contacts5.
..................................................................... 545.1 Viewing Contacts Details
..................................................................... 555.2 Make a Call from the Directory
..................................................................... 555.3 Editing a Contact
..................................................................... 565.4 Adding a New Contact
............................................................................ 565.4.1 Add a Contact from the Call Log
..................................................................... 565.5 Deleting a Contact
Call Log6. ..................................................................... 586.1 Using the Call Log
..................................................................... 586.2 Making a Call from the Call Log
..................................................................... 596.3 Viewing Call Details
..................................................................... 606.4 Deleting a Record
..................................................................... 606.5 Deleting All Records
..................................................................... 606.6 Adding a Record to Your Contacts
Button Programming7. ..................................................................... 627.1 Programming a Button
..................................................................... 637.2 Changing a Button Label
..................................................................... 647.3 Button Functions
Phone Settings8. ..................................................................... 688.1 Naming Your Extension
..................................................................... 698.2 Visual Alerting
..................................................................... 698.3 Audible Alerting
..................................................................... 698.4 Ringer Sound
..................................................................... 708.5 Ringer Volume
..................................................................... 708.6 Display Brightness
..................................................................... 708.7 Display Contrast
..................................................................... 708.8 Display Language
..................................................................... 718.9 Error Tones
..................................................................... 718.10 Button Clicks
..................................................................... 718.11 Default Handsfree Audio Path
..................................................................... 728.12 The Admin Menu
..................................................................... 738.13 The A MENU
..................................................................... 748.14 A-Menu Auto Exit
...............................................................................75Index

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Introduction
Chapter 1.

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Introduction:
1. Introduction
This guide covers the basic operation of Avaya 1400 Series, 9400 Series and 9500 Series phones on a Quick Version
phone system.
Key System or PBX System
The Quick Version system can operate in either of two modes; key mode or PBX mode. Your system administrator will
confirm the mode being used by your system. The mode affects the order and role of some of the buttons on your phone.
Programmable Buttons
Each of the phones has a number of programmable buttons. The function of each such button is set either by the
telephone system or by your system administrator or can be set by yourself. The role of the first few buttons is
determined by whether your system is set to key system or PBX system mode.
Key System Mode
·Intercom Buttons
The first two programmable buttons are set as Intercom buttons and cannot be changed. These buttons are used
to make and receive internal calls.
·Line Appearance Buttons
The next buttons are set as line buttons by your system administrator. These buttons are used to make and receive
external calls. Your system administrator can adjust the number of line appearance buttons on your phone and
which lines they represent.
·Other Buttons
Any remaining buttons can be programmed for a range of features. This is done by your system administrator or by
yourself through the phone's menus. For more information refer to the Quick Version Phone Base Administration
manual.
PBX System Mode
·Call Appearance Buttons
For a system in PBX system mode, the first three programmable buttons are set call appearance buttons. These
buttons are used to make and receive internal and external calls.
·Line Appearance Buttons
Your system administrator can assign the next buttons as line appearance buttons if required. This allows you to
make and answer calls on a specific line if required. on your phone and which lines they represent.
·Other Buttons
Any remaining buttons can be programmed for a range of features. This is done by your system administrator or by
yourself through the phone's menus. For more information refer to the Quick Version Phone Base Administration
manual.

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1.1 1403 Telephone
The programmable buttons are numbered from 01 to 03 from left to right.
·For systems running in key system mode, the first two programmable buttons, 01 and 02, are fixed as Intercom 1
and Intercom 2 buttons.
·For systems running in PBX system mode, the first three buttons, 01 to 03, are fixed as call appearance buttons.
Button Numbering
01
02
03
Key System Mode
Intercom
1
Intercom
2
03
PBX System Mode
Call
Appearance
Call
Appearance
Call
Appearance

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Introduction: 1403 Telephone
1.2 1408 Telephone
The order of button numbering depends on the mode in which the system is running.
·For systems running in key system mode, the programmable buttons are numbered from 01 from left to right,
bottom to top. The first two buttons are fixed as intercom buttons Intercom 1 and Intercom 2.
·For systems running in PBX system mode, the programmable buttons are numbered from 01 from left to right, top
to bottom. The first three buttons are fixed as call appearance buttons.
Key System Mode
05
06
07
08
Intercom
1
Intercom
2
03
04
PBX System Mode
Call
Appearance
Call
Appearance
Call
Appearance
04
05
06
07
08

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1.3 1416 Telephone
The order of button numbering depends on the mode in which the system is running.
·For systems running in key system mode, the programmable buttons are numbered from 01 from bottom to top.
The first two buttons are fixed as intercom buttons Intercom 1 and Intercom 2.
·For systems running in PBX system mode, the programmable buttons are numbered from 01 from top to bottom.
The first three buttons are fixed as call appearance buttons.
Key System Mode
PBX System Mode
16
15
14
13
12
11
10
09
08
07
06
05
04
03
Intercom 2
Intercom 1
Call Appearance
Call Appearance
Call Appearance
04
05
06
07
08
09
10
11
12
13
14
15
16
Additional buttons can be added by the addition of up to 3 DBM32 button modules, each module providing 32
programmable buttons. On the button modules, buttons are numbered from top down or bottom up depending on the
system mode and then left to right.

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Introduction: 1416 Telephone
1.4 9404/9504 Telephones
The programmable buttons are arranged in 2 pages of 4 to match the 4 physical buttons. The buttons are numbered from
top-down, left to right on each page. The left arrow and right arrow buttons are used to switch between pages during
normal operation.
The button numbering order on these phones does not depend on the system mode. However, the default button usage is
affected by the system mode.
·For systems running in key system mode, the first two programmable buttons, 01 and 02, are fixed as Intercom 1
and Intercom 2 buttons.
·For systems running in PBX system mode, the first three buttons, 01 to 03, are fixed as call appearance buttons.
Page 1
Page 2
01
03
02
04
05
07
06
08

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1.5 9408/9508 Telephones
The programmable buttons are arranged in 3 pages of 8 to match the 8 physical buttons. The buttons are numbered from
top-down, left to right on each page. The left arrow and right arrow buttons are used to switch between pages during
normal operation.
The button numbering order on these phones does not depend on the system mode. However, the default button usage is
affected by the system mode.
·For systems running in key system mode, the first two programmable buttons, 01 and 02, are fixed as Intercom 1
and Intercom 2 buttons.
·For systems running in PBX system mode, the first three buttons, 01 to 03, are fixed as call appearance buttons.
Page 1
Page 2
Page 3
01
05
02
06
03
07
04
08
09
13
10
14
11
15
12
16
17
21
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Introduction: 9408/9508 Telephones
1.6 Dialing Codes
The following features can be used by dialing the appropriate number.
Feature
Dial
Summary
Call Pickup
6 <Extension Number>
Answer the longest waiting call ringing at an extension.
Group Pickup
66 <Pickup Group>
Answer the longest waiting call ringing any extension that is a
member of the pickup group (1 to 4) selected.
Idle Line Pickup
8 <Line Number>
Seize the specified line if it is idle and then make a call using that
line.
Active Line Pickup
68 <Line Number>
Answer or seize the call on the specified line.
Loudspeaker Paging
70
Page the loudspeaker device attached to the system.
Simultaneous Paging
*70
Page both the loudspeaker device attached to the system and the
extensions in calling group 71.
Group Calling – Ring
7 <Calling Group>
Call the available extensions in one of the calling groups (1 to 4).
Group Calling – Page
*7 <Calling Group>
Page the available extensions in one of the calling groups (1 to
4).
Group Hunting – Ring
77 <Hunt Group>
Call the available extensions in one of the hunt groups (1 to 6).
Group Hunting – Page
*77 <Hunt Group>
Page the first available extension in one of the hunt groups (1 to
6).

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1.7 Feature Codes
The following feature codes can be dialed from most phones after pressing Feature. Most of these features can also be
assigned to programmable buttons.
Feature
Code
Description
Do Not Disturb
01
This function allows you to switch do not disturb on or off.
" Cancel
01
Recall
03
This function allows you to send a recall or hook flash signal.
Save Number
Redial
04
This function allows you to save the number dialed during a call and to redial that number
when idle. This can be used when the number dialed does not answer.
Last Number
Redial
05
This function allows you to redial the last external number dialed.
Conference Drop
06
This function allows you to select and drop a call from a conference.
Privacy
07
This function allows you to turn privacy on or off. When on, other extensions are not able to
bridge into your calls.
Call Forward
11
This function allows you to redirect all your calls to another number. If the system
administrator has configured your for Remote Call Forwarding, you can forward calls externally
by specifying a personal speed dial as the destination.
Call Forward
Cancel
11
Account Code
Entry
12
This function allows you to enter an account code prior to making a call or during a call.
Voice Mailbox
Transfer
14
This function allows you to transfer your current call to another extension's mailbox. Your
current call is put on hold and you enter the target extension number to indicate the mailbox
required.
VMS Cover
15
This function allows the you to switch use of voicemail coverage for your extension on or off.
Caller ID Name
Display
16
This function allows you to swap the display of caller ID name and number information on the
phone.
Caller ID
Inspect
17
This function allows you to see the caller ID of a call on another line without interrupting the
current call to which you are connected.
Call Coverage
20
This function allows you to switch call coverage on or off. When on, any calls to you that ring
unanswered also start ringing at your call coverage extension.
Station Lock
21
This function allows you to lock and unlock your extension from being used to make calls.
When selected, you are prompted to enter a four digit code after which the extension is locked.
If the extension is already locked, use of this function prompts for reentry of the four digit
code to unlock the extension.
Station Unlock
22
This function can only be used by the first two extensions in the system. It allows the user to
unlock any extension without needing to know the code that was used to lock that extension.
Caller ID Log
23
This function allows you to view the phone system's call log of all caller IDs of calls received by
the system. To use this you must be one of the three extensions configured for call ID logging
by your system administrator.
Hot Dial
26
This function allows you to dial a stored number without first going off hook or pressing the
SPEAKER button.
Message Alert
Notification
27
This function allows you to see the current state of other user's message waiting lamps. It is
used in conjunction with other users for which you have Auto Dial - Intercom buttons.
Absent Message
28
This function allows you to set or clear an absent message for display on you phone. When set,
the absent message is also displayed on other extensions when they call the user.
Contact Closure
1
41
This function you to operate the system's contact closure 1 or 2 connection. To use this you
must be a member of the system's contact closure group.
Contact Closure
2
42
System Release
590
Displays the core software level that the system is running.
40
40
20
29
31
35
35
39
28
48
36
38
38
34

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Introduction: Feature Codes
Feature
Code
Description
System IP
Address
591
Displays the IP address of the systems LAN port.
SD Card Serial
Number
592
Displays the feature key number of the System SD card. This is the number used for validation
of licenses entered into the system configuration.
System Speed
Dial
600
to
699
Dial the selected system speed dial number.
Personal Speed
Dial
80 to
99
Dial the selected personal speed dial number.
DND Exception
Numbers
700
to
719
Set a DND exception number.
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24
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Call Handling
Chapter 2.

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2. Call Handling
2.1 Making Calls
2.1.1 Making Internal Calls
1.If already on a call, end the call by pressing Drop or put it on hold by either pressing Hold or pressing the
button which the call is on.
2.Press an idle Intercom or Call Appearance button.
3.Dial the extension number or the code for the feature you wanted to access.
·To call an extension:
Dial the extension number. If you put a * in front of the extension number, the system will attempt to make a
direct voice call .
·To call a group or attempt a call pickup:
Dial one of the numbers in the table below. If you put a * in front of the group number, the system will make
a page call .
Feature
Dial
Summary
Loudspeaker
Paging
70
Page the loudspeaker device attached to the system.
Simultaneous
Paging
*70
Page both the loudspeaker device attached to the system and the
extensions in calling group 71.
Group Calling –
Ring
7 <Calling
Group>
Call the available extensions in one of the calling groups (1 to 4).
Group Calling –
Page
*7 <Calling
Group>
Page the available extensions in one of the calling groups (1 to 4).
Group Hunting –
Ring
77 <Hunt
Group>
Call the available extensions in one of the hunt groups (1 to 6).
Group Hunting –
Page
*77 <Hunt
Group>
Page the first available extension in one of the hunt groups (1 to 6).
2.You will hear the call progress. You can continue the call handsfree or switch to using the handset or headset (press
the HEADSET button).
·If the other extension doesn't answer, press AutCB or Callback to have the system call you when that
extension is next free.
2.1.2 Setting a Callback
If the call is to a user, and they do not answer, you can set a callback. When a callback is set, when the other user next
uses their phone or ends their current call, the system will call you and when you answer, automatically makes another
call to the user.
To Set a Callback
1.While the call is still ringing or if you hear busy:
·1400 Series Phones: Press >> and then press AutCB.
·9400/9500 Series Phones: Press Callback.
2.End your call attempt by replacing the handset or pressing Drop.
To Clear a Callback
If you have a callback set, you can cancel it using the following process:
1.Press Feature #2.
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Call Handling: Making Calls
2.1.3 Making External Calls
1.If already on a call, end the call by pressing Drop or put it on hold by either pressing Hold or pressing the
button which the call is on.
2.Press an idle Line Appearance or Call Appearance button.
3.Dial the telephone number.
·If using a Call Appearance button, some systems may require you to dialing a specific prefix when making
external calls. Your system administrator will inform you if a prefix is required.
·To dial a personal speed dial , press FEATURE or # and select the speed dial between 80 and 89.
·To dial a system speed dial , press FEATURE or # and select a speed dial between 600 to 699.
·To select a number from the directory press CONTACTS.
4.You will hear the call progress. You can continue the call handsfree or switch to using the handset or headset (press
the HEADSET button).
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2.1.4 Making Page or Direct Calls
You can make calls that are automatically answered if the extension or extensions called support auto answer. There are
two methods: page calls and direct voice calls, however the method for making both types of call is much the same.
To Make a Direct Voice Call
For a call to an individual extension, putting *in front of the extension number of the user being called makes the call a
direct voice call. If supported by the phone being called, the call is automatically answered after the called users hears 3
beeps.
Unlike a page call, the called user can also speak without having to take any further action is their phone has a handsfree
microphone. Otherwise they need to pickup the handset to be heard.
If the user called is already on a call when you attempt a direct voice call to them, you call is turned into a normal waiting
call.
1.If already on a call, end the call by pressing Drop or put it on hold by either pressing Hold or pressing the
button which the call is on.
2.Dial * and then the extension number of the user.
·If the user's phone is idle and supports auto answer, you can speak and be heard by them immediately. You
can also hear them.
·If you hearing ringing, then either the user called already has another call in progress or has a phone that does
not support answer.
To Make a Page Call
For a call to a group of extensions, putting a * in front of the extension number of the group being called make the call a
page call. The group type is ignored, instead, all users who are members of the group, have phones that support auto
answer and are currently not on another call, hear a single beep and can then hear you. However, you cannot hear the
group members.
One of users being paged can answer the page if they want to. That turns the page call into a normal call between just
you and the answering user.
2.If already on a call, end the call by pressing Drop or put it on hold by either pressing Hold or pressing the
button which the call is on.
2.Dial *and then the extension number of the group.
To Page the Loudspeaker Device
The telephone system can include a connection to a loudspeaker paging device. To page this device make a normal
internal call to the extension number 70. If you make an internal call to *70, you will page both the loudspeaker device
and the available users in the calling group 71.
2.1.5 Redial
1.Press Redial.
·On 1400 Series phones this is a fixed button. 1403 phones immediately redial the most recent outgoing call
only.
·On 9400 and 9500 Series phones, it is a display soft key on idle phones.
2.The display will show you your outgoing call log.
3.Use the up and down arrow keys to scroll through the records.
4.When the name or number required is shown, press Call.
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