Avaya CalPBX Touch-Tone Analog Set 2500 User manual

CalPBX Touch-Tone Analog Set User's Guide
Copyright ©2006 Regents of the University of California
Copyright ©2006 Avaya, All Rights Reserved (used under license)
About Your Telephone
A touch-tone-analog telephone set is a single appearance analog telephone
with conventional touch-tone dialing. The telephone provides access to
features through the use of the *or #dial pad keys and the appropriate
feature access codes.
There are many types of touch-tone telephones and different types of 2500
telephones. Several have additional buttons and indicators.
The basic 2500-type telephone is illustrated herein, your touch-tone
telephone may look different. To familiarize yourself with the buttons and
features on your telephone, refer to your telephone set manual or the figure
below and then read the explanations for the buttons and features.
Dial Pad
The standard 12-button pad for dialing phone numbers and accessing
feature.

Handset
For placing and answering calls. This is sometimes called the "receiver". You
must lift the handset (go off-hook) before you can use a feature.
Handset Jack
For connecting the handset to the telephone. This jack is usually located on
the left side of the telephone.
Line Jack
For connecting the line cord to the telephone. This jack is usually located on
the rear or underside of the set.
Ringer Volume Control
A 3-position ringer volume control usually located on the underside of the
telephone.
Conventions
Conventions Used in the Procedure Descriptions
{handset tone} The tone that appears in curly quotes after a step
indicates what you should hear from your handset
after successfully performing that step.
Special Instructions
As you operate the features on your telephone, keep in mind the following
general rules.
Carefully follow all the steps listed in the
procedure for the particular feature you are
using.
If 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.
To use a feature, you must have the
handset off-hook (removed from the cradle
of the telephone). You can activate or
cancel most features by dialing a 2- or 3-
digit code.
You will often see the term flash the
switchhook used in the procedures. This
means to press and immediately release the
button (switchhook) in the handset cradle.
Some telephone sets may have a
separate FLASH or RECALL button near the
dial-pad that serves the same purpose.
CalPBX Feature Descriptions
Abbreviated Dialing
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 trunk or feature code. There are four possible types of lists -- personal,
group, system, and enhanced. You can have a total of three lists. Numbers
on a personal list are programmable by you; numbers on all other lists are
programmable only by the system manager. Use as a timesaver for dialing
frequently called, lengthy, or emergency numbers.
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 CalPBX extensions, not outside numbers.
Call Forwarding All Calls
The Call Forwarding feature temporarily forwards all your calls to another
extension or to an outside number.

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 party can answer it
from the 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 IST.
Call Waiting
When you are busy on a call, sends a distinctive tone to notify you of
another incoming call waiting to be answered. This allows you to complete or
hold your present call and pick up the waiting call. It will save you from
missing calls, and your waiting caller from having to call back later.
This feature is not available on fax/modem lines which are configured not to
send PBX system tones that might interfere with data transmissions.
Conference
Allows you to add a third party to a call, so that you can conduct a three-
way conversation. (If you wish to conference more than three parties, call
your attendant for assistance.) Use to set up time-saving conferences, or to
spontaneously include a third party important to a discussion.
Note: If you have both an active call and a call on hold, you must terminate
one of them before you can use Conference.
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.

Redial
The Redial (or Last Number Dialed) feature automatically redials the last
extension or outside number you dialed.
Message
The Message light goes on when a caller has left a message provided you
have UniBears voicemail service. You can then follow UniBears message
retrieval procedures to get your message.
Send All Calls
Temporarily sends all your calls to the extension of a person designated
by IST 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.
Where to Send All Calls to is configured by IST when you order your CalPBX
service.
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
To program a number into a personal list:
1. On a separate sheet of paper, write down
the outside numbers, extensions, and/or
feature access codes you want 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. Dial the Program code #00.
{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}
oThe number is stored.
8. If you want to store additional items on the
same list, repeat Steps 4 through 6.
If you want to program items on another
list, hang up and return to Step 1.
9. Hang up to end programming.
Note: Keep a copy of your personal lists; group, system, and enhanced lists
are available from your system manager.
To place a call using an AD list:
1. Dial the appropriate Abbreviated Dialing List
code:
List 1 *01

List 2 *02
List 3 *03
{dial tone}
2. Dial the desired list item (1, 2, 3...).
oThe stored number is automatically
dialed.
Automatic Callback
To automatically place another call to a busy or unanswered
extension:
1. Flash the switchhook during the call
attempt.
{recall dial tone}
2. Dial the Automatic Callback code *15.
{confirmation tone}
3. Hang up.
oYou hear a priority ring when the
extension you attempted to call is
idle.
Note: After you activate Automatic
Callback, the system monitors the called
extension. The extension becomes available
after the called party completes a call.
4. Lift the handset when you hear a priority
ring.
oThe call is automatically placed to the
extension, which receives regular
ringing.
Note: You can place only one Automatic
Callback call at a time, and Automatic

Callback is canceled after 30 minutes or if
the callback call is unanswered.
To cancel Automatic Callback:
1. Dial the Automatic Callback Cancel
code #15.
{confirmation tone}
Call Forwarding All Calls
To temporarily redirect all calls:
1. Dial the Call Forward code *12.
{dial tone}
2. If you have console permission and are not
forwarding your own calls, dial the
extension number whose calls are to be
forwarded.
{dial tone}
3. Dial the extension or phone number where
calls are to be sent.
{confirmation tone}
Note: Some telephones may have
restrictions on where calls can be forwarded
(see your system manager).
4. Hang up.
Note: If you are still by your telephone, you
may hear a ring-ping tone as each call is
forwarded.

To cancel Call Forwarding:
1. Dial the Call Forward Cancel code #12.
{confirmation tone}
oYour calls will now ring at your own
telephone.
Call Park
To park a call for retrieval from any extension:
1. Flash the switchhook.
{recall dial tone}
2. Dial the Call Park code *13.
{confirmation tone}
oThe call is parked at your extension.
3. To return to the parked call before you hang
up, flash the switchhook again.
4. Hang up.
{dial tone}
To retrieve a call parked at any extension:
1. Dial the Answer Back code #13.
{dial tone}
2. Dial the extension where the call is parked.
{confirmation tone}
3. If you are returning to a call parked at your
telephone, dial your own extension.
oYou are connected to the parked call.

Note: If you receive an intercept tone, the
parked call has already been answered or
disconnected by someone else.
Call Pickup
To answer a call placed to your pickup group when your phone is
idle:
1. Dial the Call Pickup code #14.
oYou are connected to a ringing call.
To answer a new call while active on another:
1. Flash the switchhook.
{recall dial tone}
2. Dial the Hold code #1.
{dial tone}
oThe present call is put on hold.
3. Dial the Call Pickup code #14.
oYou are connected to the call.
To return to the call on hold:
1. Complete the present call and hang up.
oThe call on hold sends a priority ring.
2. Lift the handset.
oYou are connected to the call on hold.
Call Waiting
To answer a call waiting tone:
1. Complete the present call and hang up.

oYou receive ringing from the waiting
call (1 - internal, 2 - outside, 3 -
priority).
2. Pick up the handset and answer the call.
To answer a call waiting tone:
1. Flash the switchhook.
{recall dial tone}
oThe present call is put on hold.
2. Dial the Hold code #1.
oYou are connected to the waiting call.
To return to the call on hold:
1. Complete the present call and hang up.
oThe call on hold sends a priority ring.
2. Lift the handset.
oYou are connected to the call on hold.
Conference
To add another party to a call:
1. Flash the switchhook.
{recall dial tone}
oThe present call is put on hold.
2. Dial the number of the third party.
3. You can discuss the call privately with the
third party at this time. If the line is busy or
there is no answer, flash the switchhook
twice to return to original party.
4. Flash the switchhook.
oAll parties are now connected.
5. Announce the call.

To drop the last party added to a conference call:
1. Flash the switchhook.
oYou remain connected to the original
party.
Hold
To put a call on hold:
1. Flash the switchhook.
{recall dial tone}
2. Dial the Hold code #1.
{dial tone}
Note: Do not hang up; however, if you do,
the call on hold will send a priority ring. Lift
the handset to be reconnected to that call.
To return to the call on hold:
1. Hang up, receive a priority ring, then lift the
handset.
To put the first call on hold and place a second call:
1. Flash the switchhook.
{recall dial tone}
2. Dial the Hold code #1.
{dial tone}
oThe first call is put on hold.

3. Dial the second call (or another feature).
Note: If you hang up, the first call sends a
priority ring.
To put the second call on hold and return to the first call:
1. Flash the switchhook.
{recall dial tone}
2. Dial the Hold code #1.
oThe second call is put on hold.
oThe first call is reconnected.
Note: If you hang up, the second call sends
a priority ring.
To complete the second call and return to the first call:
1. After the second call is completed, flash the
switchhook, then dial the Hold code #1.
or, Hang up, receive a priority ring, then lift
the handset.
oThe first call is reconnected.
Last Number Dialed (Redial)
To automatically redial the last number dialed:
1. Dial the Last Number Dialed code #6.
oThe number is automatically redialed
(up to 24 digits).
Send All Calls

To send all calls (except priority calls) to coverage:
1. Dial the Send All Calls code *3.
{confirmation tone}
2. Hang up.
Note: You may hear a ring-ping tone from
your telephone as each call is sent to
coverage.
To cancel Send All Calls:
1. Dial the Send All Calls Cancel code #3.
{confirmation tone}
oYour calls will now ring at your own
telephone.
Transfer
To send the present call to another number:
1. Flash the switchhook.
{recall dial tone}
oThe present call is put on hold.
2. Dial the number to which the call is to be
transferred.
{ringback tone}
3. Remain on the line and announce the call. If
the line is busy or there is no answer, flash
the switchhook twice to return to the call on
hold.

Note: Only calls from another extension can
be sent to an outside number; you cannot
transfer a call from an outside number to
another outside number.
4. Hang up.
oThe transfer is completed.
Tones and Their Meanings
Ringing tones are produced by an incoming call. Handset tones are those
which you hear through the handset.
Ringing Tones
1 ring - A call from another extension.
2 rings - A call from outside or from the
attendant.
3 rings - A priority call from another
extension, or from an Automatic Callback
call you placed.
ring-ping (half ring) - A call redirected
from your telephone to another because
Send All Calls or Call Forwarding All Calls is
active.
Handset Tones
busy signal - A low-pitched tone repeated
60 times a minute; indicates the number
dialed is in use.
call waiting tone - One, two, or three
beeps of high-pitched tone, not repeated;
indicates an incoming call is waiting to be
answered. Number of beeps designates the
source: one for an internal call, two for an
outside or attendant call, and three for a
priority call.
call waiting ringback tone - A ringback
tone with a lower-pitched signal at the end;

indicates that the extension called is busy,
but the called party has been given a call
waiting tone.
confirmation tone - Three short bursts of
tone; indicates a feature activation or
cancellation has been accepted.
coverage tone - One short burst of tone;
indicates your call will be sent to another
extension to be answered by a covering
user.
dial tone - A continuous tone; indicates
dialing can begin.
intercept/time-out tone - An alternating
high and low tone; indicates a dialing error,
a denial of the service requested, or a
failure to dial within a preset interval
(usually 10 seconds) after lifting the
handset or dialing the previous digit.
recall dial tone - Three short bursts of
tone followed by a steady dial tone;
indicates the feature request has been
accepted and dialing can begin.
reorder tone - A fast busy tone repeated
120 times a minute; indicates all trunks are
busy.
ringback tone - A low-pitched tone
repeated 15 times a minute; indicates the
telephone dialed is being rung.
Troubleshooting
Problem Solution
A feature does not work as
noted. 1. Reread the procedure and try again. 2. For many features you must lift the handset
before you can use the feature.
3. Check with IST to be sure this feature is
administered on your telephone.

There is no dial tone. 1. If this is new telephone installation check
with your installer or IST to be sure your
telephone is administered correctly.
2. Make sure the handset and line cords at your
telephone are securely connected at both
ends.
3. Find a working telephone of the same type
as your own. Unplug this telephone from its
modular wall jack. Plug your telephone into
that jack and check if it gets dial
tone. Caution! Plugging an analog
telephone set into a digital line socket may
cause damage to your set or to the
CalPBX system hardware.
4. If your telephone still does not work, plug
the working telephone (of the same type)
into your modular wall jack. If the working
telephone has dial tone, your own telephone
is faulty. If not, make trouble report toIST.
The telephone does not ring. 1. Set the ringer volume to a higher level.
2. Place a test call from another extension to
your extension.
3. Check the line cord to make certain it is
securely connected at both ends.
4. If there is still a problem, contact IST for
assistance.
Glossary
activate
To begin or turn on the operation of a feature.
attendant
The person who handles incoming and outgoing calls at the main console.
Depending upon how your department telephones are configured the
attendant may be a person in your office or the campus telephone operator.

coverage
Automatic redirection of calls from an unanswered phone to another phone.
Redirection could be to the extension of a receptionist, secretary, co-worker,
UniBears voicemail or a message center. A person who provides coverage is
a covering user.
dial pad
The 12 pushbuttons that you use to dial a number and access features.
enhanced list
One of the four types of Abbreviated Dialing lists; programmable only by the
system manager. Contains phone numbers useful to all system members,
and stores each of those numbers as a 3-digit list item.
extension
A dialing number of one to five digits assigned to each telephone connected
to the CalPBX Communications System.
feature
A special function or service, such as Conference, Hold, Send All Calls, etc.
feature code
A dial code of one, two, or three digits, which you use to activate or cancel
the operation of a feature.
flash the switchhook
To press and immediately release the a button under the handset. These
buttons are the switchhook. Or to press and immediately release
a FLASH or RECALL button.
group list
One of the four types of Abbreviated Dialing lists; programmable only by the
system manager. Contains phone numbers useful to members of a specific
group, and stores each of those numbers as a 2-digit list item.
handset

The handheld part of the telephone that you pick up, talk into, and listen
from. This is sometimes called the "receiver".
party
A person who places or receives a call.
personal list
One of the four types of Abbreviated Dialing lists; programmable by the
system manager or by you, the user. Contains phone numbers of your
choice, and stores each of them as a single-digit list item.
personal list item
One of the available slots on an Abbreviated Dialing personal list.
pickup group
A group of telephone users who can answer calls for each other through the
Call Pickup feature. Group members are determined by the system manager
and are usually located in the same work area or perform similar job
functions.
program/reprogram
To use your dial pad to assign a phone number to a personal list item for
Abbreviated Dialing.
retrieve
To collect telephone messages using UniBears message retrieval procedures.
(Also, with Call Park, to resume a call from an extension other than the one
where the call was first placed or received.)
ringer
The device that produces the electronic ringing sound in your telephone.
stored number
A phone number which has been programmed and stored as a 1-, 2-, or 3-
digit list item for use with Abbreviated Dialing. It can be a complete or
partial phone number, an extension number, or a trunk or feature access

code. Once programmed, a number can be accessed by first dialing the list,
then the list item digit(s) under which it is stored.
switch
The device which makes connections for all voice and data calls for a
network, and also contains software for features. Also known as a system,
switching system, or communications or media server.
S8720 Media Server
The Avaya switch to which you may be connected. It transmits and receives
voice and data signals for all communications equipment in your network.
system list
One of the four types of Abbreviated Dialing lists; programmable only by the
system manager. Contains phone numbers helpful to all system users, and
stores each of those numbers as a 2-digit list item.
system manager
The person responsible for specifying and managing the operation of
features for all the voice and data equipment in your network.
trunk
A telecommunications channel between your switch and the local or long
distance calling network. Trunks of the same kind connecting to the same
end points are assigned to the same trunk group.
trunk code
A dial code of one, two, or three digits which you dial to access a trunk
group to place an outside call. For example, on CalPBX you dial a 9to place
an outside call.
Access Codes
See CalPBX Feature Access Codes.