Avaya 1408 User manual

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Contact
p. 1300 651 350
e. [email protected]
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Avaya IP Office PBX System
Avaya
1408/
1416
User
Guide

Your ew 9504/9508 Digital Phone
Contents
F eatures Summary ............................................................................... 3
Features in Detail ................................................................................. 4
Basic Use
Making a Call .................................................................................. 5
Receiving a Call ............................................................................... 5
Clearing an Active Call .................................................................... 5
Redial .............................................................................................. 5
Call Handling Keys
Hold ................................................................................................ 6
Transfer .......................................................................................... 6
Conference ..................................................................................... 7
Personal Voice Mail
To Retrieve Messages .................................................................... 8
To Record a Greeting...................................................................... 9
Soft Key Actions for Voice Mail ...................................................... 9
Contacts
Using Contacts Menu ..................................................................... 10
Adding Personal Contacts .............................................................. 11
Edit Your Personal Contacts ........................................................... 11
Advanced Features
Call Pick Up ..................................................................................... 12
Do ot Disturb ............................................................................... 12
Follow Me ....................................................................................... 13
Forwarding Calls ............................................................................. 13

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
15

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
14

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
3
Features Summary
1. Call/line Appearance or
Feature Buttons
2. Display
3. Message Lamp
4. Soft Key Labels
5. Soft Keys
6. OK
7. Exit Key
8. History Call Log
9. Contacts
10. Dialpad
11. Volume Control Keys
12. Mute Key
13. Headset Key
14. Speaker Key
15. Message Key
16. avigation Keys

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
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Features In Detail
1. Call/Line Appearance or Feature
Buttons
Use to access incoming/outgoing lines
and programmed features. A red light
indicates the currently selected call
appearance.
2. Display
Shows the status for the call
appearances, information for a call,
information provided by the Avaya call
server, the Home screen, the Speed
Dial screen, the Call Log screen and the
Options screen
3. Message Lamp
This lamp is lit when a message has
arrived in your voice mailbox. When
you enable the Flash Message Lamp
option, this lamp flashes to alert you to
incoming calls.
4. So t Keys
Allow you to perform specific
functions. The functions available and
the corresponding soft key labels
change according to the screen
displayed.
To initially view so t key labels, press
any so t key.
5. Message Key
Use to retrieve personal messages
6. Navigation Keys
Use to move between screen pages, to
cycle through Call Log entries, Speed
Dial entries and to move the cursor
during data entry.
7. Call Handling Keys
For call handling activities. See Call
Handling Keys on pages 6 and 7 for
more information.
8. Dialpad
Standard 12 button pad that allows
you to dial telephone numbers.
9. Volume Control Keys
Use to adjust speaker, handset,
headset or ringer volume depending
on which component is un use.
10. Mute Key
Turns on/off the microphone in the
handset, headset or speakerphone.
When the Mute feature is active, the
associated light turns on and the
person at the other end of the call
cannot hear you. You will still be able
to hear them.
11. Headset Key
Use to activate a headset which is
connected to the 9504/9508 headset
jack. The light associated with this
button turns on when the headset is
active.
12. Speaker Key
Use to access the built in, two way
speakerphone. The light associated
with this button turns on when the
speakerphone is active.
13. Exit Key
Returns you to the first page of the
Home screen.

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Follow Me
The Follow Me feature allows you to have any calls placed to your
extension forwarded to another extension automatically.
1. Press the Features soft key
2. Use the navigational buttons
to scroll down to Forward
menu.
3. Press the Select soft key or OK
4. Highlight Follow Me To and
press the Select Soft key
5. Press the Dir Soft key and use
the navigational buttons to
scroll down to the desired
extension.
6. To check the extension is the
correct one press the Details
soft key to display the
extension number.
7. Press the Select Soft Key
8. Press the Save Soft Key.
9. To clear the Follow Me to
directions repeat steps 1-4 on
your own extension and press
the Clear soft key. Then Press
the Save Soft Key.
Forwarding Calls
To forward your calls when your extension is either busy or there is no
answer:
1. Press the Features soft key
2. Use the navigation arrows to
scroll down to the Forward
menu
3. Press the Select soft Key or
press OK.
4. Scroll Down to either Forward
Unconditional or Forward
Busy/ o Answer menus.
5. Press the Select soft key or
Press OK.
6. .Use the navigational keys to
change the on/off label to your
preference.
7. Scroll down to the call type
menu and use the navigational
keys to change your
preference on which type of
calls the forward applies to
8. Scroll down to the Destination
menu and press the Edit soft
key.
9. Key in the destination number
you wish your calls to be
forwarded to.

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
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Advanced
Features
The Features soft key located on the right hand side allows the user to do
a number of functions
Pick Up
The pick up feature allows you to answer any other extension.
1. Press the Features soft key
2. Press the Select soft key or
OK
3. To pick up any extension
press the Any soft key.
4. To pick up a certain extension
press the Dir soft key and use
the navigation keys to scroll
down to the correct
extension.
5. A short cut to pick up any
ringing extension is *30.
Do Not Disturb
To place your telephone on Do ot Disturb:
1. Press the Features soft key
2. Use the navigation arrows to
scroll down to the Call Settings
soft label.
3. Press the Select soft Key or
press OK.
4. With the Do ot Disturb
feature highlighted use the
left/right navigation arrows to
select On or Off
1. You can also provide
exceptions to the Do ot
disturb by selecting D D
Exceptions soft label and press
the Edit soft key.
2. Press the Dir Soft key to
choose which telephone
numbers will be exempt.
3. Use the navigational arrows to
scroll down to the names
required and press the Select
soft key.
4. Press the Add soft key and
repeat the process until all
exemptions are included.
5. Then press the Done soft key.

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
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Making a Call
1. Lift handset.
2. Dial umber (no access code
required)
Or
1. Press (Speaker) or
(Headset).
2. Dial umber (no access code
required).
The Avaya PBX system doesn’t
require users to dial 0 for an
outside line, the PBX automatically
routes calls based on what is
dialed.
Receiving a call
When phone rings a Line
Appearance Key will flash slowly
green. Either:
1. Lift handset
Or
1. Press (Speaker) or
(Headset).
Or
1. Press Line Appearance Key
corresponding to the incoming
call (a, b or c).
Clearing an Active Call
Whilst in a conversation either:
Replace handset in cradle.
Or
Press (Speaker) or
(Headset).
Or
Press the drop soft key.
Redial
The redial feature provides a list of
recently dialed numbers and allows
you to search through the list using
the up & down navigation arrows.
1. Press the Redial soft key.
2. The number for the most
recent outgoing call in your
personal call log is listed in the
Display screen.
3. To list other recently dialed
numbers scroll down using the
navigation arrows.
4. When the desired number is
displayed press OK to call.

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Contact: 1300 651 350
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Call Handling Keys
Hold
The Hold feature puts a call on hold
until you can return to it.
To put a call on hold press Hold
soft key.
Trans er
The transfer feature allows you to transfer a call from your telephone to
another extension or outside number (outside transfer is not available on
some systems).
To transfer the current call
1. While on a call, press the
trans er soft key.
2. When you hear the dial tone,
dial the number to which the
call is to be transferred.
1. Perform one of the following
steps:
•To transfer the call
without announcing it,
press the complete soft
key and hang up. The
transfer will complete
automatically.
•To announce the call
before transferring it, wait
for the called party to
answer and continue to
step 4.
4. When the called party
answers, announce the call
and press the complete soft
key. The ‘Transfer Completed’
message appears.
5. If the line is busy or there is no
answer, press the drop soft
key. Then you can return to
the held call by pressing its
Line Appearance key (a, b or c)
which will be flashing green
quickly to indicate line on
hold.

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
11
Adding/Editing Your Personal Contacts
So long as the telephone system capacity has not been reached, you can
add up to 100 personal directory entries.
Adding Personal Contacts
1. Press (contacts). The
directory menu is displayed.
2. Use the left and right arrow
keys to select your Personal
directory.
3. Press the New soft key. The
menu now allows editing of
the name and number. Use the
up and down arrow keys to
switch between number and
name entry.
4. When the name has been
entered as required, press the
OK soft key
5. When the number has been
are required, press the Save
soft key.
6. To exit without making any
changes, press the Cancel soft
key.
Edit Your Personal Contacts
1. Press (contacts). The
directory menu is displayed.
2. Use the left and right arrow
keys to select your Personal
directory.
3. Use the up and down arrow
keys to display all the directory
entries or start dialing the
name to display only matching
entries.
4. Use the up and down arrow
keys to scroll through the
matching entries.
5. Locate the required entry.
6. Press the Details soft key.
Press the More soft key and
then the Edit soft key. The
menu now allows editing of
the name and number.
7. When the name has been
entered, press the OK soft key.
8. When the number has been
entered, press the Save soft
key.

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
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Contacts
You can use any directory contacts to make a call. You can also use the
directory in almost any telephone function where you need to select the
number for a destination, for example during transfers.
Using Contacts Menu
1. Press (contacts). The
directory menu is displayed.
2. Use the left and right arrow
keys to select which type of
directory entries you want
displayed.
· All
All directory entries.
· External
Directory entries stored by the
telephony system for all users to
use.
· Groups
The names and numbers of hunt
groups on the telephone system.
· Users
The names and numbers of other
users on the telephone system.
· Personal
Your own personal directory
entries.
3. Either press the List soft key
to display all the directory
entries or start dialing the
name of the contact, or the
allocated speed dial number
to display only matching
entries.
4. Use the up and down arrow
keys to scroll through the
matching entries.
5. To return to the start to match
a different directory selection,
press the Clear soft key.
6. When the required entry is
displayed, press the Call soft
key.
7. Continue as for a normally
dialed call.

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Contact: 1300 651 350
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Con erence
The conference feature allows you to conference up to 64 parties
(including yourself) on a call.
Whilst in a call, to add another
party to a call:
1. Press the con erence soft key.
The current call will be
automatically put on hold.
2. When you hear the dial tone,
dial the number of the person
you want to add to the call.
3. Wait for an answer.
4. To add the person to the call,
press the con erence soft key
again. If the called party does
not answer or does not want
to join in, press the drop soft
key. You can then return to the
held call by pressing its line
appearance key (a, b or c).
5. Repeat steps 1 through 4 for
additional conference
connections.
If you have more than one held
call, or one held call and a
connected call, pressing the
conference soft key will start a
conference between yourself and
the calls.
You can add additional parties to
an existing conference.
Press the hold soft key to put the
conference on hold. This does not
affect the other conference parties
who can continue talking to each
other.
Press an available appearance key
on which to make a call.
Dial the party that you want to add
to the conference.
If they answer and want to join the
call, press the con erence soft key
again. If the called party does not
answer or does not want to join in,
press the drop soft key. You can
then return to the held call by
pressing its line appearance key (a,
b or c).

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
8
Personal Voicemail
(see Systems Settings on page 15 for Company Voicemail Settings)
The message lamp on your phone is used to indicate when you have new
messages in your voicemail mailbox. The lamp will remain lit until you
have played each of the new messages.
The system administrator can also configure it so that you receive new
message waiting indication for a hunt group.
To Retrieve Messages
1. Press (Message).
Depending on how your system
is configured, you may be
required to enter your
oicemail password and then
press the Done soft key.
2. The visual voice menu is
displayed. The numbers shown
against the Listen option
indicate the number of new,
old and saved messages in
your mailbox.
If the system administrator has
configured you to recei e
message waiting indication for
any hunt group mailboxes, you
can also use the up and down
arrow keys to display the hunt
group names and the number
of messages in those
mailboxes.
3. Press the Select soft key.
4. Use the up and down arrow
keys to select 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 and down
arrow keys to scroll through
the messages
6. Use the soft keys to control
the playback actions:

Your ew 9504/9508 Digital Phone
Contact: 1300 651 350
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To Record Greeting
1. Press (Message).
Depending on how your
system is configured, you
may be required to enter
your oicemail password and
then press the Done soft key.
2. The visual voice menu is
displayed. Use the up and
down arrow keys to scroll
through to the option
Greeting. Press the Select
soft key or OK.
3. Press the Record soft key. The
greeting must be more than 3
seconds long.
4. To listen to the new greeting
press the Listen soft key.
5. To save the greeting press the
Submit soft key.
6. To delete your current mailbox
greeting, press the Delete soft
key.
So t Key Actions or Voicemail
Listen / Pause
Start/stop playback of the
currently displayed message.
Delete
Delete the message.
More
Switch between the different sets
of available soft key functions.
Save
Mark the message as saved.
Saved messages are not normally
automatically deleted.
Copy
Copy the message to another mailbox.
The menu will prompt you to enter the
destination number.
Call
Call the person who left the message.