Avaya 9630 Deskphone Edition User manual

MICHIGAN STATE UNIVERSITY
Telecommunication Systems
Avaya
Campus
PBX
Avaya 9630
User Guide

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MICHIGAN STATE UNIVERSITY
Avaya 9630 Telephone User Guide
Michigan State University
Telecommunication Systems
W110 Public Safety
East Lansing, MI 48824-1219
Phone [phone] • Fax [phone]
Email [email protected]
Website www.telecom.msu.edu
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May 2009

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Table of Contents
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TelephoneComponents............................................................................................................................4
CallAppearanceandCallIdentificationDisplays......................................................................................6
DialingInstructions...................................................................................................................................6
StatusIcons...............................................................................................................................................7
ScrollingandNavigation...........................................................................................................................7
TelephoneStand.......................................................................................................................................7
AnsweraCall.............................................................................................................................................7
MakeaCall................................................................................................................................................8
Redial........................................................................................................................................................9
Mute........................................................................................................................................................10
Hold.........................................................................................................................................................10
Transfer...................................................................................................................................................10
Conference..............................................................................................................................................11
Contacts..................................................................................................................................................12
CallLog....................................................................................................................................................14
Message..................................................................................................................................................16
SendAllCalls...........................................................................................................................................17
CallForwardingAllCalls..........................................................................................................................17
BridgedAppearance................................................................................................................................18
Directory.................................................................................................................................................18
TelephoneSettings.................................................................................................................................18
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Telephone Components
1) USB Port – You can charge certain USB powered devices, such as iPods or Bluetooth
Headsets. This port is also used to backup local data.
2) Missed Call Indicator – The icon on the Call Log button is illuminated when you have
missed calls. The top line shows the Missed Call icon and the number of calls missed.
3) Message Waiting Indicator – An illuminated red light in the upper-right corner of your
phone indicates you have voicemail messages waiting. If Visual Alerting is enabled, this
light flashes when you receive an incoming call.
4) Prompt Line – View the prompt line to see when you can use the right or left navigation
arrows to view alternate screens or menus.
5) Line buttons – The six line buttons with integrated LEDs show which lines are in use and
correspond to the lines on the display. Press the line button to select that line. Line buttons
also indicate if a feature is enabled or disabled in the Feature view.
6) Softkey Labels – Show you the action that each key produces. The labels and the actions
vary depending on your current actions (on the phone).

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7) Softkeys – Use the softkeys to act on objects displayed on the screen. The labels and the
actions vary depending on the object that is selected.
8) Navigation Arrows – Use the up and down navigation arrows to scroll through lists. Use the
right and left navigation arrows to navigate between menus or to move the cursor during text
input.
9) OK button – Press for a shortcut to an action. For example, when you select a call log entry,
pressing OK dials the number.
10)Phone button – For viewing and managing your calls.
11)Contacts button – For viewing the entries in your contact list.
12)Call Log button – For viewing a list of your outgoing, incoming, and missed calls.
13)Menu button – Used to configure options and settings, access the browser, log out, or view
network information.
14)Volume control buttons – For adjusting the volume of the handset, headset, speaker, and
ringer.
15)Mute button – For turning off the microphone (handset, headset, or speaker). When the
Mute feature is active, the button’s backlight turns on and the person at the other end of the
call cannot hear you.
16)Speaker button – For accessing the built-in two-way speakerphone, allowing you to make
and listen to calls without lifting up your handset. The button’s backlight turns on when the
speakerphone is active.
17)Headset button – For activating a connected headset.
18)Forward button – For displaying the Forwarding menu. The button’s backlight turns on
when you have one of the following features enabled: (a) Send-All-Calls (b) Call Forwarding
or (c) EC-500.
19)Message button – For retrieving messages.

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Call Appearance and Call Identification Displays
Your telephone has twelve call appearance/feature buttons.
When you receive or make calls, the available call identification information is displayed where
the date and time appear when the telephone is idle. For example, when you dial an extension,
that number is shown and then replaced by the called party’s name and extension. The call
identification information associated with an extension is provided by the call processing system.
When a call is received from another extension, the caller’s name is shown; when a call is
received from outside, the calling number (if available), “INCOMING CALL,” or a trunk
identifier is shown.
When a call arrives at the telephone, the ringing icon blinks on the corresponding call
appearance. After you answer the call, the active call icon is displayed.
Dialing Instructions
To dial a/an: Dial:
Campus number The last 5-digits of the number.
Local number “8” plus the 7-digit number.
Domestic long distance number “8” plus “1” plus the area code plus the 7-digit number.
International long distance number “8” plus “011” plus the number.
Toll free number “8” plus “1” plus 800/866/877/888 plus the 7-digit
number.
Emergency “911”.
University Operator “0”.
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Status Icons
The icons displayed on the call appearance/feature buttons of your telephone are explained in the
following table.
Icon Definition
Ringing An incoming call is waiting to be answered.
Active The call you are currently handling. If you have a bridged
call appearance on your telephone, this icon will appear
when that appearance is active.
On hold A call currently on hold.
On soft hold A call put on hold during a transfer or conference.
Scrolling and Navigation
When navigating through the options and features on your telephone display, use the navigation
arrows to scroll and buttons to select lines or options.
When you scroll to a line on the display, that line is selected. The selected line is highlighted in
black with white letters. The softkey labels will change according to the options available for the
highlighted line. The OK button is a shortcut for the default action. For example, when you
select an entry in your Contacts list, pressing OK places a call to that person.
You can also select a line without scrolling by pressing the corresponding line button.
Telephone Stand
Your telephone can be placed in two positions, a lower position and an upright position. You can
adjust the display screen to different angles. To move the display screen, gently pull from the top
of the display screen towards you. As you pull the screen towards you, you will hear a clicking
sound. Each of these clicks is a locking position for the display screen. Gently push on the
display screen to adjust the screen to a previous position.
Answer a Call

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To answer an incoming call:
1. If you are not on another call, lift the handset.
or, Press the line button next to the incoming call.
or, Press Speaker to answer using the speakerphone.
or, Press Headset to answer using the headset.
If you are on another call, The softkeys will change to read the following : ANS HOLD,
IGNORE and ANS DROP. ANS HOLD allows you to place the current call on hold and
answer the current call. ANS DROP will disconnect the current line and answer the
ringing call.
or, Press the line button next to the incoming call.
To send an incoming call directly to voicemail:
1. Press Ignore
oThe incoming call goes to voicemail.
To ignore an incoming call:
1. Press Ignore.
oThe ringer is turned off for the currently incoming call.
Make a Call
While making calls, be sure to refer to the Dialing Instructions as listed above.
To make a call:
1. If you are not on a call, dial the number you want to call.
or, Lift the handset, press Speaker, or select an available line button, then dial the
number you want to call.
oThe call is placed.

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To call a person from the Contacts list:
1. Press Contacts.
2. Select the person or number you want to call.
3. Press Call or OK.
oThe number is dialed.
To call a person from the call log:
1. Press Call Log.
2. Select the person or number you want to call.
3. Press Call or OK.
oThe number is dialed.
To call a person from the directory:
1. From the Phone screen, scroll right to access the Features menu.
2. Select Directory.
3. Press Select or OK.
4. Use the dialpad keys to start spelling the last name of the person you want to call.
Note: Press each dialpad key one time for each corresponding letter. For example, for
"Hill," press 4, 4, 5, 5.
5. If you want to scroll to the next displayed name, alphabetically, select Next.
6. Press OK, or enter the next letter.
7. When the name you want is indicated, select Make Call.
8. Press OK.
oThe call is placed.
Redial
To redial a number:
1. From the Phone screen, press Redial.
Note: The last number will be redialed or you will see a list of the most recent numbers
that you have dialed, from which you can select one to redial.
2. If a list of the most recent numbers that you have dialed is displayed, select the one you
want to redial.

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3. Press Call.
oThe number is redialed.
Mute
To mute a call:
1. Press the Mute button.
oThe Mute button light turns on.
oThe other person cannot hear you.
To un-mute a call:
1. Switch between the handset, headset, or speakerphone.
or, Press the Mute button again.
oThe Mute button light turns off.
oThe call is unmuted and the other person can hear you again.
Hold
To put a call on hold:
1. From the main Phone screen, select the line you want to put on hold.
2. Press Hold.
oThe call is placed on hold.
To retrieve a call from hold:
1. Press Resume, or press the flashing line selection key.
oThe held call is retrieved.
Transfer
To transfer a call:
1. From the Phone screen, select the line you want to transfer.
2. Press Transfer.
3. Dial the telephone number to which the call is to be transferred.

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4. When the party answers, announce the call, explain that you are transferring a call.
5. Press Complete or hang up.
oThe call is transferred.
Conference
To set up a conference call:
1. From the Phone screen, select your active call.
2. Press Conf.
3. Dial the telephone number, or call the person from the Contacts list, or call the person
from the Call Log list.
4. Press Join to add the person to the existing call.
oThe new person is added to the active call.
To add a person on hold to a conference call:
1. From the Phone screen, select your active call.
2. Press Conf.
3. Select the call on hold that you want to add to the conference.
4. Press Resume to take the call off hold.
5. Press Join to add the person to the conference call.
oThe new person is added to the active call.
To drop the last person added to conference call:
1. From the Phone screen, select your active call.
2. Press Drop.
oThe last person added to the conference call is dropped.
To put a conference call on hold:
1. While you are on the conference call, press Hold.
oThe conference call is put on hold.
oThe other parties can still talk to each other.
2. Press Resume or OK to resume the conference call.

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To retrieve a conference call from hold:
1. Press Resume or OK.
oThe conference call is retrieved from hold.
To mute a person on a conference call:
1. During a conference call, from the Phone screen, press More > Details.
2. Select the person you want to mute.
3. Press Silence.
oThe person is muted.
To unmute a person on a conference call:
1. Press Silence.
oThe person is unmuted.
Contacts
This phone permits you to use your contact list as an address book. You can save up to 250
names and telephone numbers.
To add a new contact:
1. Press Contacts.
2. Press New.
3. Enter the name using the dialpad.

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Note: Press the number key that corresponds to the letter or number you want to enter
until the letter or number is displayed. Pause before entering the next character if the
characters are on the same key. Enter remaining letters or numbers. If you want to delete
the last character, press Bksp. If you want to remove a letter, number, space, or symbol
that is in the middle of the text you entered, use the left and right navigation arrows to
place your cursor after the character you want to remove. Once your cursor is in the
correct position, press Bksp to remove the character to the left of the cursor. To change
between upper and lower case letters, or to enter numbers, press More > Abc. To cycle
through the options (Abc/123/abc/ABC), press ABC again to until the type you want to
use is displayed. To enter characters that are not on your dialpad, press More > Symbols
and select the symbol you want to use then press OK to select the symbol. To delete all
text and start over, press Clear.
4. Select the next field.
5. Enter the (primary) telephone number.
6. Select the next field.
7. Select the type of number entered (general, work, mobile, home).
8. If you have another number for this contact, repeat Steps 5 through 7. You can add up to
three numbers for this contact.
9. Press Save or OK.
oThe new contact is saved.
To add an entry from the call log to your Contacts list:
1. Press Call Log.
2. Select the number you want to add to your Contacts list.
3. Press +Contact.
4. Edit the name and telephone number, if necessary.
5. Press Save.
oThe new entry is added to the Contacts list.
To edit an existing contact:
1. Press Contacts.
2. Select the contact you want to edit.
3. Press More > Edit.
4. Choose the field you want to edit.
5. Use the dialpad and softkeys to make changes to the contact information.
6. Press Save or OK.
oYour changes are saved.

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To delete a contact:
1. Press Contacts.
2. Select the contact you want to delete.
3. Press More > Delete.
oThe display prompts for confirmation.
Note: If you want to exit this procedure and cancel the deletion, press Cancel.
4. Press Delete.
oThe selected contact is deleted.
To call a person from the Contacts list:
1. Press Contacts.
2. Select the person or number you want to call.
3. Press Call or OK.
oThe number is dialed.
To view Contacts details:
1. Press Contacts.
2. Select the contact you want to view.
3. Press Details.
oThe information available for that contact is displayed.
Call Log

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To view the call log:
1. Press Call Log.
Note: You can go to the top of the list by pressing Call Log again.
2. Scroll to the right or left to view separate lists of your answered, outgoing, or missed calls
lists.
To view call log details:
1. Press Call Log.
2. Select the number you want to view.
3. Press Details.
4. To return to the list view, press Back.
To call a person from the call log:
1. Press Call Log.
2. Select the person or number you want to call.
3. Press Call or OK.
oThe number is dialed.
To add an entry from the call log to your Contacts list:
1. Press Call Log.
2. Select the number you want to add to your Contacts list.
3. Press +Contact.
4. Edit the name and telephone number, if necessary.
5. Press Save.
oThe new entry is added to the Contacts list.
To clear all entries from the call log:
Clearing all entries from a call log might or might not delete all of the entries in every log. For
example, if you are viewing the Outgoing Calls list, only outgoing calls are deleted from the call
log. However, if you are viewing the All Calls list, pressing Clear All deletes all calls from the
call log.

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1. Press Call Log.
2. Select the list you want to delete.
3. Press More.
4. Press Clear All.
oThe display requests confirmation.
5. Press Clear All again or OK to confirm.
oAll of the entries from the list you were viewing are deleted.
To remove an entry from the call log:
1. Press Call Log.
2. Select the number you want to delete.
3. Press More > Delete.
oThe display requests confirmation.
Note: If you want to cancel and exit this procedure press Cancel.
4. Press Delete.
oThe selected call log entry is deleted.
To toggle call logging on or off:
1. Press Menu.
2. Select Options & Settings or Phone Settings.
3. Press Select or OK.
4. Select Application Settings.
5. Press Select or OK.
6. Select the type of call logging you want to turn on or off.
Note: To turn logging of bridged lines on or off, select Log Bridged Calls and press
Change or OK.
7. Press Change or OK to turn call logging on or off.
8. Press Save.
Message
To retrieve your messages:
1. Press the Message button.
2. Enter your passcode when prompted.

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3. Follow the directions to playback and delete messages in your mailbox.
Send All Calls
To send all calls to coverage:
1. Press Forward to access the main Forwarding menu.
2. Select SendAllCalls.
3. Press Select or OK to turn Send All Calls on.
oSend All Calls is turned on.
oYour incoming calls will now go automatically to coverage.
To cancel send all calls:
1. Press Forward to access the main Forwarding menu.
2. Select SendAllCalls.
3. Press Select or OK to turn Send All Calls off.
oSend All Calls is turned off.
oYour incoming calls no longer go automatically to coverage.
Call Forwarding All Calls
To forward your calls to another number:
1. Press Forward to access the main Forwarding menu.
2. Select CFrwd.
3. Press OK to turn call forwarding on.
{prompt tone}
4. Enter the number to which you want to forward your calls.
{confirmation tone}
oCall forwarding is enabled.
To turn call forwarding off:
1. Press Forward to access the main Forwarding menu.
2. Select CFrwd.

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3. Press Select or OK.
{confirmation tone}
Bridged Appearance
To answer a call on a bridged appearance line:
Answering a call on a bridged appearance line is basically the same as a call on a primary line. If
the ringing line is selected, you can answer by picking up the handset or by pressing Speaker or
Headset or Answer.
1. Select the bridged appearance call that you want to answer.
Note: The ringing line will be selected automatically if there are no other active calls. If
you are on another call when a call comes in to a bridged line, you have to select the
ringing line (just like for an incoming call to a primary line).
2. Press Answer.
oYou are connected to the incoming call.
Directory
Searches for the extension of another user in your location by allowing you to key in the user’s
name with the dial pad. Use as a handy quick reference source for extension number information.
To call a person from the directory:
1. From the Phone screen, scroll right to access the Features menu.
2. Select Directory (you may have to use the up and down arrow keys to find Directory).
3. Press Select or OK.
4. Use the dialpad keys to start spelling the last name of the person you want to call.
Note: Press each dialpad key one time for each corresponding letter. For example, for
"Hill," press 4, 4, 5, 5.
5. If you want to scroll to the next displayed name, alphabetically, select Next.
6. Press OK, or enter the next letter.
7. When the name you want is indicated, select Make Call.
8. Press OK.
oThe call is placed.
Telephone Settings

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To set Go To Phone Screen on Calling:
1. Press Menu.
2. Select Options & Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Go to Phone Screen on Calling.
7. Press Change or OK to set the option to Yes or No.
Note: If you select Yes, then the Phone screen will automatically be displayed each time
you place a call.
8. Press Save.
To set Go To Phone Screen on Ringing:
1. Press Menu.
2. Select Options & Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Go to Phone Screen on Ringing.
7. Press Change or OK to set the option to Yes or No.
Note: If you select Yes, then the Phone screen will automatically be displayed each time
you get an incoming call.
8. Press Save.
To change the Voice Dialing setting:
1. Press Menu.
2. Select Options & Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Voice Dialing.
7. Press Change or OK to set the option to On or Off.
8. Press Save.

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To configure the call timers:
You can set your call settings to display the duration of calls. You can turn the call timer display
on or off.
1. Press Menu.
2. Select Options & Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Display Call Timers.
7. Press Change or OK to toggle the call timer display on or off.
8. Press Save.
To set redial options:
1. Press Menu.
2. Select Options & Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Redial.
7. Press Change or OK or the Right/Left Arrows to select either One Number and List.
Note: If you select One Number, then Redial will automatically dial the last number you
dialed. If you select List, then Redial will automatically display a list of the last numbers
you dialed and permit you to make a selection.
8. Press Save.
oThe redial option you selected is saved.
To configure visual alerts:
1. Press Menu.
2. Select Options & Settings.
3. Press Select or OK.
4. Select Call Settings.
5. Press Select or OK.
6. Select Visual Alerting.
7. Press Change or OK to turn Visual Alerting on or off.