Avaya 9400B Series User manual

About LEDs
Each function, partner, or destination key has two light-emitting diodes (LEDs), a green and a red,
to indicate the status of the function or partner. The status is identified by whether the LED is on,
off, or blinking, as described in the following tables.
Note:
The LEDs for the keys that are assigned to destinations are always off.
Table 1: Function key LEDs
LED Description
Steady red Function is active, for example, call diversion is set to on.
Off Function is not active.
Table 2: Partner key LEDs
LED Description
Steady green Partner has set partner diversion.
Blinking red very
fast
Partner receives two calls in parallel (50 milliseconds on, 50
milliseconds off)
Blinking red slowly Partner receives an external call.
Blinking red fast Partner receives a call either in idle state or while on a call (200
milliseconds on, 50 milliseconds off)
Steady red Partner is on a call.
Scrolling and navigating
A navigation icon appears in the telephone display to indicate that you can scroll to more options
or information.
The softkey labels change according to the options available for the line you select. The OK button
is a shortcut for the default action. For example, when you select an entry in your contacts list,
pressing the OK button places a call to that person.
Answering and making calls
Answering a call
To answer a call, lift the handset or press the Speaker button to use the speakerphone.
Answering an additional call
Use this procedure to answer an incoming call while on another call. But first activate the Second
call feature on your telephone.
1. While on a call, select the number or name of the second call in the display.
2. Press the OK button.
You can now talk to the second call while the first call is on hold.
Note:
To end the second call instead of placing it on hold, press the Drop softkey.
Calling an internal number
1. Enter the number that you want to dial.
2. Lift the handset.
Calling an external number
1. Enter the external line code. For example, 0.
2. Enter the number you want to call.
3. Lift the handset.
Making a call using call history
1. Press the History button.
2. To select the appropriate list, press the left or right arrow button as required.
3. Select the number that you want to dial.
4. Lift the handset.
Making a call using a phone book entry
1. Press the Phone book/Contacts button.
2. Select the entry you want to dial.
3. Lift the handset.
Placing a call on hold
You can put an active call on hold or an incoming call that you have not yet answered. When you
put an incoming call on hold, the ringing tone is turned off and the call LED continues to flash.
Putting an incoming call on hold is useful when you are performing another task, such as editing a
phone book entry that you want to complete before you answer the call.
1. To place your current call on hold, press the Refback softkey. When you press the Refback
softkey, the active call goes on hold and you can call another subscriber.
2. To resume the call on hold, press the Drop softkey.
Transferring a call
1. Make a call.
2. Press the Refback softkey.
Your first call is put on hold.
3. Dial the appropriate telephone number.
4. When the party answers, announce the call.
If the party does not answer, press the Drop softkey to return to the call on hold.
5. Press the Transfer softkey again or hang up.
Using the Conference feature
Making a conference call
1. While active on a call, press the Conference with ... softkey.
2. Enter the telephone number of the additional participant or use the phone book/destination
key.
3. When the additional participant answers, start the conference.
4. If the additional participant does not answer, press the Drop softkey to return to the first call.
Talking with a participant in a conference call
Use this procedure if you are on a three-party conference call and want to talk privately with one
participant.
1. Select the call number menu item of the participant with whom you want to talk privately.
2. Press the OK button.

You can talk privately with the participant, while the other call is on hold.
3. To return to the conference, press the Conference softkey, or select conference with from
the menu.
Connecting conference participants
If you are on a three-party conference call and want to connect all participants, press the Transfer
softkey or replace the handset.
Ending the conference call
To end a conference call:
Press the Drop softkey.
Diverting calls
To divert your calls:
1. Press the Avaya Home button.
2. Select Call diversion.
3. Press the OK button.
4. Select the appropriate kind of diversion.
5. Enter the number you want to call.
6. Press the OK button.
The status information DIV to call number appears in the display and the LED lights up.
7. To withdraw the diversion, select the appropriate status information and press the OK button
twice.
Using the phone book
Creating a new entry in the phone book
The number of free slots in your local phone book are displayed in the phone book status line.
Note:
To add the phone number of a caller to the phone book while talking to the caller, press the
+Contact softkey.
1. Press the Phone book/Contacts button.
2. Press the New softkey.
3. Enter the name and telephone number of the contact.
4. Press the Save softkey.
Editing an entry in the phone book
1. Press the Phone book/Contacts button.
2. Select the entry you want to edit.
3. Press the OK button.
4. Press the Bksp or the Delete softkey.
5. Edit the entry.
6. Press the Save softkey.
Call history
Making a call using call history
1. Press the History button.
2. To select the appropriate list, press the left or right arrow button as required.
3. Select the number that you want to dial.
4. Lift the handset.
Adding an entry from the call history to the phone book
1. Press the History button or the Redial button.
2. Select the telephone number in the Call History list that you want to add to your phone book.
3. Press the OK button.
4. Press the +Contact softkey.
5. Enter the name.
6. Press the Save softkey.
Using the Avaya menu
Using the Avaya menu
You can access the Avaya menu by pressing the Avaya Home button on your phone.
Use the Avaya menu and submenus to perform the following tasks:
Call Diversion To divert calls to and from your phone to other phones.
Appointments To set your phone to remind you of important appointments.
Charges To view the current and the total incurred charges for calls.
Lock To lock the phone so that external calls cannot be made.
Settings Display/Acoustics To configure the second call, acoustics, contrast,
brightness, language handsfree, date/time, own call
number, request time partners/DSS, and activate your
favorite screen.
Keys To program the partner, destination, set macro function,
display key assignments, and the function keys.
Dial Settings To place an anonymous call, configure DTMF and direct
dial settings.
Applications To configure the member of partners, Call Center user
functions and DSS direct call settings.
Security To save data locally or centrally, programme emergency
numbers and relocate the telephone.
Info/Service To view the information for hardware, tone ringing, set
brightness, contrast and test display, keys, LEDs, and
memory.
VIP To program the PIN for VIP functions such as send,
receive and set VIP partner.
Remote Headset To configure the settings for the remote headset.
Display call List To configure the settings for the displayed call list.
Note:
The submenus that appear depend on how your extension was administered. All submenus
may not be available.
Setting the language
You can change the language on your phone display to suit the geographical location.

1. Press the Avaya Home button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select Switch language.
7. Press the OK button.
8. From the list of languages that are displayed, select the language that you want to use.
9. Press the Select softkey.
For more information
For the latest information including the user guide, installation and maintenance guide, interactive
document, and software downloads, go to the Avaya Support site at www.avaya.com/support.
16-603576
Issue 1
March 2011
Avaya 9400 Series Digital Deskphone - Quick
Reference Guide for the Integral Enterprise