Avaya 8410B User manual

Communications Manager 1.3.1
8410B (8410D04A) Telephone Guide
Copyright ©2004 Avaya
All Rights Reserved
Printed in USA
Notice
While reasonable efforts were made to ensure that the information contained in the database used to create this
document was complete and accurate, Avaya cannot assume responsibility for any errors. Changes and/or corrections
to the information contained in the Guide Builder software may be incorporated into the data of future issues.
Security Alert: Your Responsibility For Your System's Security
Toll fraud is the unauthorized use of your telecommunications system by an unauthorized party, for example, persons
other than your company's employees, agents, subcontractors, or persons working on your company's behalf. Note that
there may be a risk of toll fraud associated with your telecommunications system, and if toll fraud occurs, it can result
in substantial additional charges for your telecommunications services.
You and your System Manager are responsible for the security of your system, such as programming and configuring
your equipment to prevent unauthorized use. The System Manager is also responsible for reading all installation,
instruction, and system administration documents provided with this product in order to fully understand the features
that can introduce risk of toll fraud and the steps that can be taken to reduce that risk. Avaya does not warrant that this
p
roduct is immune from or will prevent unauthorized use of common-carrier telecommunication services or facilities
accessed through or connected to it. Avaya will not be responsible for any charges that result from such unauthorized
use.
Avaya Fraud Intervention
If you suspect you are being victimized by toll fraud and you need technical support or assistance, call the National
Service Assistance Center at 1 800 628-2888.
Federal Communications Commission (FCC) Statement
This equipment generates, uses, and can radiate radio-frequency energy and, if not installed and used in accordance
with the instruction manual, may cause interference to radio communications. It has been tested and found to comply
with the limits for a Class A computing device pursuant to Subpart J of Part 15 of FCC Rules, which are designed to
p
rovide reasonable protection against such interference when operated in a commercial environment.
O
p
eration of this e
q
ui
p
ment in a residential area is likel
y
to cause interference, in which case the user at his/her own
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expense will be required to take whatever measures may be required to correct the interference.
Trademark Information
DEFINITY ONE is a trademark of Avaya Inc. Guide Builder, AUDIX and DEFINITY are registered trademarks of
Avaya Inc.
About Your Telephone
Your 8410B is a multi-appearance digital telephone.
To familiarize yourself with the buttons and features on your telephone, refer to the figure below and then read the
callout explanations for the buttons and features.
Call Appearance/Feature Buttons
At least three of these 10 buttons are call appearance buttons; used for incoming and outgoing calls and
labeled with an extension number. The remaining buttons access features and are labeled with a feature
name. Each has a red light telling you that this is the line you are using or this is the line you will get when
you lift your handset. The green status light next to each call appearance and feature button tells you that
the line or feature is being used.
Conference Button
For setting up conference calls. This button is labeled Conf.
Dial Pad
The standard 12-
b
utton
p
ad for dialin
g
p
hone numbers and accessin
g
features. The letters "Q" and "Z"
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have been added to the appropriate dial pad keys for directory access, and the "5" button on your dial pad
has raised bars for visually impaired users.
Drop Button
For disconnecting from a call or dropping the last party added to a conference call.
Handset
A handset is provided for placing and answering calls. This is sometimes called the "receiver". In most
cases, you must lift the handset (go off-hook) or activate the speaker or speakerphone before you can use a
feature.
Handset Jack
Located on the back of your telephone, this jack is for connecting a handset to your telephone.
Hold Button
A red button for putting a call on hold.
Line Jack (on back of telephone)
This jack is used for connecting a line cord to your telephone. The jack is labeled "LINE".
Message Light
A red light that goes on when a message has been left for you.
Mute Button
For turning off the microphone associated with the handset or the built-in speakerphone so the other person
on the call cannot hear you.
Ring Button
A button you can use to select a personalized ring for your telephone.
Speaker Button
For accessing the built-in speakerphone.
Note: Your telephone can be set for either the Speaker (listen-only) feature or the Speakerphone (listen and speak) feature. Check with your system manager to
see how your Speaker button is to be used.
Speakerphone/Headset Adapter Jack
Located on the back of your telephone, this jack is used for connecting an external speakerphone (such as
an S101A or S201A Speakerphone) or a headset adapter (such as a 500A Headset Adapter) to your
telephone.
Test Button
When the telephone is initially powered up, the green light next to Test flashes if the link with the switch
is not
(
or not
y
et
)
o
p
erational. The li
g
ht chan
g
es to stead
y
g
reen when the tele
p
hone is able to
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communicate with the switch, and then goes off after a short period of time. After the telephone is powered
up, you can press Test to test the lights and display on your telephone.
Transfer Button
For transferring a call to another telephone.
Volume Control Button
For adjusting the volume of:
zThe speakerphone or speaker when a call is in progress using the two-way speakerphone or one-way
speaker
zThe handset while a call is in progress using the handset
zThe ringer while the speaker is off, and either the handset is inactive or the ringer is active
Notes: 1) When the speaker is active, the ringer volume is automatically reduced to a low setting. The volume is restored when the speaker is turned off. 2) The Volume control
button on your telephone does not control the volume level of adjunct equipment.
Conventions
Conventions Used in the Procedure Descriptions
Special Instructions
Use the following special instructions for operating your telephone.
zThe first time you use these procedures, you will need to customize them for yourself by obtaining the following
information from your system manager:
-- Your system manager may assign call appearances or features to the 10 call appearance/feature
buttons on your telephone.
-- You may also be able to use the Speakerphone or the Speaker feature. Check with your system
manager to see what other features you can use with your switch.
-- An
y
feature not a
pp
earin
g
on a button or accessed with the dis
p
la
y
and softke
y
s can be activated
Feature and Feature xxxxx Each of these represents a button that has a feature assigned to
it. The button is labeled with the feature name, sometimes
followed by an extension number (shown as xxxxx ) or a
person's name.
{handset tones} The tone that appears in curly quotes after a step, such as {dial
tone}, indicates what you should hear from your handset (or
speakerphone) after successfully performing that step.
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or canceled by dialing a 1-, 2-, or 3-digit feature access code. Ask your system manager for the
feature access codes for the features you need.
zTo operate a feature, you must have the handset off-hook (removed from the cradle of the telephone) or the
speaker or speakerphone on unless otherwise noted.
zIf you receive an intercept tone (high-pitched, alternating high and low tone) while attempting to operate any
feature, you have taken too much time to complete a procedural step or have made a dialing error. Hang up, get
dial tone, and return to Step 1.
Feature Finder
Abbreviated Dialing (AD)
Allows you to store selected phone numbers for quick and easy dialing. Each number can be a complete or
partial phone number, an extension number, or a feature or trunk code. Abbreviated Dialing offers four
possible types of lists: personal, group, system, and enhanced. You can have a total of three out of the four
lists. Numbers on a personal list are programmable by you; numbers on group lists are programmable by
the controller of the list; system lists are programmable only by the system manager. Use this feature as a
timesaver for dialing frequently called, lengthy, or emergency numbers.
Note: Check with your system manager concerning what types of lists you have and how many of each list.
Automatic Callback
Sends you a special 3-burst ring indicating that a previously busy or unanswered extension is now
available. Use to avoid constant redialing when you wish to speak to someone who is frequently busy on
the phone, or is in and out of the office.
Note: Can be used only for extensions, not outside numbers.
Call Coverage/Consult
Provides automatic redirection of certain calls to your telephone for answering. (Your system manager
determines which calls will be sent to you.) Use to answer calls for other extensions for whom you provide
coverage.
Note: If you are a covering user, you can use the Consult feature, after answering a coverage call, to call the principal (the person for whom you are answering
calls) for private consultation. Then, you can add the calling party to the conversation, transfer the call to the principal, or return to the calling party.
Call Forwarding All Calls
The Call Forwarding feature temporarily forwards all your calls to another extension or to an outside
number, depending on your system.
Call Park
Puts a call on hold at your telephone, for retrieval at any extension. Use when you need to go elsewhere to
get information during a call, or whenever you wish to complete a call from a different location. Also, if
the call received is for someone else, use it to hold the call until the called
p
art
y
can answer it from the
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nearest available telephone.
Call Pickup
Lets you answer a call at your telephone for another extension in your pickup group. Use when you wish to
handle a call for a group member who is absent or otherwise unable to answer.
Note: You can use this feature only if you and the called party have been assigned to the same pickup group by your system manager.
Conference
Allows you to conference up to six parties on a call (including yourself) so that you can conduct a 6-way
discussion. Use to set up timesaving conferences, or to spontaneously include an additional party important
to a conversation.
Drop
Disconnects from a call without requiring you to hang up the handset, turn off the speakerphone, or press
the switchhook. Can also be used with the Conference feature to disconnect the last party added. Use
whenever you want to continue using the handset or speakerphone after ending a call.
Handset Volume
Allows you to raise or lower the receive level volume of the handset.
Hold
Puts a call on hold until you can return to it. While a call is on hold, you can place another call, activate
another feature, answer a waiting call, or leave your telephone to perform another task. Use when you have
a call you do not wish to drop, but which you have to interrupt briefly to do something else.
Intercom (Automatic/Dial)
Gives you quick access to specified extensions. With Automatic Intercom, you can call a predetermined
partner by pressing a single feature button. With Dial Intercom, you can call any member of a
predetermined group of users by pressing a feature button and then dialing the group member's 2- or 3-
digit code. Use to rapidly dial frequently called numbers.
Redial
The Redial (or Last Number Dialed) feature automatically redials the last extension or outside number you
dialed.
Leave Word Calling
Leaves a message for another extension to return your call. The called party is able to dial a message
service (for example, attendant, AUDIX®, covering user, etc.) to retrieve a short, standard message which
gives your name and extension, the date and time you called, and the number of times you called. Use any
time you want to have someone call you back while helping cut down on repeated call attempts.
Mute
For turning off (and then back on again) the microphone of the handset or the speakerphone so the other
p
erson on the call cannot hear
y
ou.
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Priority Calling
Allows you to call an extension with a distinctive 3-burst ring to indicate your call requires immediate
attention. Use when you have important or timely information for someone.
Ringer Volume
Allows you to adjust the ringer volume on your telephone.
Select Ring
Allows you to select a personalized ring from among 8 available patterns. Use to distinguish your ring
from that of other nearby telephones.
Send All Calls
Temporarily sends all your calls to the extension of a person designated by your system manager to answer
them when you cannot (perhaps a secretary or receptionist). Use when you will be away from your desk
for awhile, or when you do not wish to be interrupted by telephone calls.
Speaker
Allows you to place calls or access other voice features without lifting the handset. However, in order to
speak to the other person, you must use the handset (the speaker must be off). Use with feature activities
that require "listening only", such as on-hook dialing, monitoring calls on hold, and group listening
situations.
Note: Your telephone has either the Speaker (listen-only) or the Speakerphone function. Check with the system manager to see how your telephone is set.
Speakerphone
Allows you to place and answer calls or access other voice features without lifting the handset. Use any
time you prefer hands-free communication, both speaking and listening, or for group conference situations.
Note: Your telephone has either the Speaker (listen-only) or the Speakerphone (listen and speak) feature. Check with your system manager to see how your
telephone is administered.
Test
When the telephone is initially powered up, the green light next to Test flashes if the link with the switch
is not (or not yet) operational. The light changes to steady green when the telephone is able to
communicate with the switch, and then goes off after a short period of time. After the telephone is powered
up, you can press Test to test the lights and display on your telephone.
Transfer
Transfers a call from your telephone to another extension or outside number. Use when your caller needs
to speak further with someone else.
Abbreviated Dialing
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Note: Before you can use this feature, AD buttons must first be assigned by your system manager. (These AD locations can be assigned to actual buttons.)
If you hear the intercept tone while programming, start over from the beginning.
To program or reprogram an AD button:
1. On a separate sheet of paper, write down the outside numbers, extensions, and/or feature access codes you want
to program.
Note: Each AD button will hold one complete phone number or feature access code.
2. Pick up the handset.
{dial tone}
3. Press Program.
or, Dial the Program code *49.
{dial tone}
4. Press the AD xxxxx button to be programmed.
{dial tone}
5. Dial the phone number, extension, or feature access code you want to store (up to 24 digits).
Note: If you are programming an outside number, be sure to include a trunk code, if applicable.
6. Press #.
{confirmation tone}
{The number is stored.
7. If you want to program another button, repeat Steps 4 through 6.
8. Hang up or press Drop to end programming.
To place an AD call:
1. Press the selected AD xxxxx button.
{ringback tone}
{The call is automatically dialed.
To program a number into a personal list:
1. On a se
p
arate sheet of
p
a
p
er, write down the outside numbers, extensions, and/or feature access codes
y
ou want
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to store as items on your personal list(s).
Note: Each phone number or feature code is stored as a separate list item.
2. Pick up the handset.
{dial tone}
3. Press Program.
or, Dial the Program code *49.
{dial tone}
4. Dial the Personal List number (1, 2, or 3).
{dial tone}
5. Dial the list item (1, 2, 3...).
{dial tone}
6. Dial the number you want to store (up to 24 digits).
Note: If you are programming an outside number, be sure to include a trunk code, if applicable.
7. Press #.
{confirmation tone}
{The number is stored.
8. If you want to store additional items on the same list, repeat Steps 5 through 7. If you want to store items on
another list, press Drop and return to Step 1.
9. Hang up or press Drop to end programming.
Note: Keep a record of your personal list items; group, system, and enhanced lists can be obtained from your system manager.
To place a call using an AD list:
1. Press Pers List, Grp List, or Sys List.
{dial tone}
or, Dial the appropriate Abbreviated Dialing List code:
List 1 *50
List 2 *51
List 3 *52
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Note: An Enhcd List may also be available; see your system manager.
2. Dial the desired list item (1, 2, 3...).
{ringback tone}
{The call is automatically dialed.
To automatically place another call to a busy or unanswered extension:
1. Press AutoCallBk during the call attempt.
{confirmation tone}
Note: If you send your calls to coverage after activating Automatic Callback, your callback calls will still ring at your extension and will not be redirected to coverage.
2. Hang up.
{You hear a priority ring when both you and the called extension are idle. When you answer, regular ringing
is sent to the called party.
3. Lift the handset when you hear a priority ring.
Note: Automatic Callback is automatically canceled after 30 minutes.
To cancel Automatic Callback:
1. Press AutoCallBk again while on-hook.
To answer a call for a co-worker for whom you are a coverage point:
1. Press the call appearance button of the incoming call when ringing begins or the green light flashes.
Note: The call is not at your telephone until the green light is flashing.
To leave a messa
g
e for a co-worker:
Automatic Callback
Call Coverage
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1. Press Cvr CallBk while connected to the call.
{confirmation tone}
Note: To leave a message for a co-worker to call you, press LWC instead.
To talk privately with a co-worker after answering a redirected call:
1. Press Transfer.
{dial tone}
{The call is put on hold.
2. Press Consult.
{priority ring to co-worker}
or, Dial your co-worker's extension.
3. You can discuss the call privately with your co-worker. If your co-worker is not available, press the fluttering
call appearance button to reconnect to the call on hold.
4. Press Transfer again to transfer the call to your co-worker, or press Conf to make it a 3-party call.
To temporarily redirect all calls:
1. Press Call Fwd while on-hook or off-hook.
or, Dial the Call Forward code *20 while on-hook or off-hook.
{dial tone}
Note: If you have console permission and are not forwarding your own calls, dial the extension number whose calls are to be forwarded. You will receive dial tone.
2. Dial the extension or phone number where calls are to be sent.
{confirmation tone}
Note: Some telephones have restrictions on where calls can be forwarded (see your system manager).
3. Hang up.
Note: You may hear a ring-ping tone from your telephone as each call is forwarded.
Call Forwarding All Calls
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To cancel Call Forwarding:
1. Press Call Fwd while on-hook.
or, Dial the Call Forward Cancel code #20 while on-hook.
{confirmation tone}
{Your calls will now ring at your own telephone.
You can access this feature with the softkeys only if the feature's abbreviation, CPark, appears on the second line of
one of the feature option screens.
To park a call for retrieval from any extension:
Note: If Call Park has been assigned to your telephone, press Call Park and hang up. Otherwise, follow the instructions below:
1. Press Transfer.
{dial tone}
2. Dial the Call Park code *70.
{confirmation tone}
3. Press Transfer again.
{The call is parked.
4. Hang up.
To retrieve a call parked at any extension:
1. Pick up the handset or press Speaker.
{dial tone}
2. Dial the Answer Back code #70.
{dial tone}
3. Dial the extension where the call is
p
arked.
Call Park
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{confirmation tone}
4. If you are returning to a call parked at your telephone, dial your own extension.
Note: If you receive an intercept tone, the parked call has been disconnected or retrieved by someone else.
To answer a call placed to your pickup group when your phone is idle:
1. Press CallPickup.
or, Dial the Call Pickup code #40.
{You are connected to the ringing call.
To add another party to a call:
Note: Your conference call can include up to six parties, including yourself.
1. Press Conf.
{dial tone}
{The present call is put on hold.
{You are given a new call appearance button.
{All other parties remain connected to each other.
2. Dial the number of the new party and wait for an answer.
3. You can discuss the call privately with the new party at this time. If the line is busy or there is no answer, press
the fluttering call appearance button to return to the call on hold.
4. Press Conf again.
{All parties are now connected.
5. Announce the call.
6. To establish additional conference connections, repeat Steps 1 through 5.
Call Pickup
Conference
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To add the call on hold to another call to which you are connected:
1. Press Conf.
{dial tone}
{The hold light continues to flutter.
{The current call light flutters.
{You are given a new call appearance button.
2. Press the call appearance button of the call on hold.
3. Press Conf again.
{All parties are now connected.
4. Announce the call.
To drop the last party added to a conference call:
1. Press Drop.
{The last party added to the conference call is dropped.
{You remain connected to the other parties.
Note: The parties other than the last one must disconnect to be released from the conference call.
To disconnect from a call:
1. Press Drop.
{dial tone}
Note: If you press Drop during a conference call, the last party added will be dropped, and you will remain connected to the other parties.
Drop
Handset Volume
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To adjust the receive volume:
1. While the handset is off-hook, press the Volume control button.
To raise the volume, press the right half of the Volume control button. To lower the volume, press the left half of
the Volume control button.
{The display shows the current volume level.
On the display, one arrow indicates the lowest setting, and eight arrows indicate the highest setting.
Note: There are eight possible volume settings.
To put a call on hold:
1. Press Hold.
{The green light flutters.
{The call is put on hold.
Note: If you put a conference call on hold, the other parties remain connected.
To return to the call on hold:
1. Press the call appearance button of the call on hold.
{You are connected to the call on hold.
Note: If you are active on a call and press the call appearance button of the call on hold, the active call will be dropped.
To answer a new call while active on another:
1. Press Hold.
{The green light flutters.
{The current call is put on hold.
2. Press the call appearance button of the incoming call.
{You are connected to the incomin
g
call.
Hold
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To make a call to your intercom partner:
1. Press IcomAuto xxx while off-hook.
{ringback tone}
{A special intercom ring is sent.
Note: If the call is unanswered and you want to redirect it to coverage, press Go to Cvr while the call is ringing.
To make a call to a member of your group:
1. Press IcomDial xxx while off-hook.
{dial tone}
{The green light goes on steadily.
2. Dial your group member's 1- or 2-digit code.
{ringback tone}
{A special intercom ring is sent.
Note: If the call is unanswered, and you want to redirect it to coverage, press Go to Cvr while the call is ringing.
To answer an intercom call:
1. Pick up the handset.
{You are connected to the call.
If you are active on another call, first press Hold, then press the flashing call appearance button. To return to the
call on hold, press its call appearance button.
To automaticall
y
redial the last number dialed:
Intercom (Automatic/Dial)
Last Number Dialed (Redial)
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1. Press LastDialed while on-hook or off-hook.
or, Dial the Last Number Dialed code #10 while on-hook or off-hook.
To leave a message after dialing an extension:
1. Press LWC before hanging up your handset.
{confirmation tone}
{The Message light goes on at the called telephone (if so equipped).
Note: If a reorder tone is heard, the message is not stored; try again.
To leave a message without ringing an extension:
1. Press LWC while on-hook or off-hook.
or, Dial the Leave Word Calling code *33 while on-hook or off-hook.
{dial tone}
2. Dial the extension.
{confirmation tone}
{The Message light goes on at the called telephone (if so equipped).
3. Hang up or press Drop.
To cancel a Leave Word Calling message:
Note: You cannot cancel a message left for an AUDIX subscriber.
1. Press Cancel LWC while on-hook or off-hook.
or, Dial the Leave Word Calling Cancel code #33 while on-hook or off-hook.
{dial tone}
2. Dial the extension.
Leave Word Calling
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{confirmation tone}
Note: If a reorder tone is heard, the message is not canceled; try again.
Note: When you are talking on the handset, the Mute feature affects the microphone associated with the handset rather than the speakerphone.
This feature has no effect on an external speakerphone attached to your telephone.
To prevent the other party from hearing you:
1. Press Mute.
{The red light next to Mute goes on.
{The other person cannot hear you.
2. When you are ready to resume your conversation with the other person, press Mute again.
{The red light next to Mute goes off.
{The other person can hear you again.
Note: When the telephone is set for the Speaker (listen-only) feature, the light next to Mute goes on whenever you are using the speaker.
The Mute feature turns off automatically when you hang up, or switch from the speakerphone to the handset, or
from the handset to the speakerphone.
To place a priority call:
1. Press Priority while on-hook or off-hook.
or, Dial the Priority Calling code *59 while on-hook or off-hook.
{dial tone}
2. Dial the extension.
{ringback tone}
{Wait for the called party to answer.
Note: If
y
our call is not answered and
y
ou wish to redirect it to covera
g
e,
p
ress Go to Cvr while the call is rin
g
in
g
.
Mute
Priority Calling
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To change a regular call into a priority call:
1. Press Priority.
2. Wait for the called party to answer.
Note: If you still receive a call waiting ringback tone, wait a few minutes and try again.
To adjust the ringer volume (speaker is not active):
1. To raise the volume, press the right half of the Volume control button. To lower the volume, press the left half of
the Volume control button.
{The display shows the current volume level.
On the display, one arrow indicates the lowest setting, and eight arrows indicate the highest setting.
{One full ring cycle sounds to demonstrate the new volume.
Note: There are eight possible volume settings.
To select a personalized ringing pattern:
1. Press Ring while on-hook.
{The red light next to Ring winks.
{The current ringing pattern plays and repeats every three seconds.
2. Continue to press (and then release) Ring to cycle through all eight ringing patterns.
{The red light next to Ring continues to wink.
3. If you want to save the ringing pattern currently being played, do not press Ring anymore. You hear the selected
ringing pattern two more times, then it is automatically saved.
{confirmation tone}
{The red li
g
ht next to Rin
g
g
oes off.
Ringer Volume
Select Ring
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Note: If you receive a call, go off-hook, or lose power during selection, the process is interrupted and you must start again.
To send all calls (except priority calls) to coverage:
1. Press Send Calls while on-hook.
or, Dial the Send All Calls code *30 while on-hook.
{confirmation tone}
Note: You may hear a ring-ping tone from your telephone as each call is forwarded.
To cancel Send All Calls:
1. Press Send Calls again while on-hook.
or, Dial the Send All Calls Cancel code #30 while on-hook.
{confirmation tone}
Note: Your telephone is set for either the Speaker (listen-only) or the Speakerphone (listen and speak) function. Check with your system manager to see which of these two
features you can use.
Use the following procedures if your telephone is set for the Speaker (listen-only) feature.
To answer or place a listen-only call:
Note: In order for the other person to hear you, you must speak through the handset.
1. Press Speaker.
{The red light next to Speaker goes on.
{The red light next to Mute goes on.
2. Place a call, or access the selected feature.
3. Adjust the speaker volume if necessary.
To raise the volume,
p
ress the ri
g
ht half of the S
p
eaker Volume control button. To lower the volume,
p
ress the
Send All Calls
Speaker
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