Avaya 1416 Conference Phone User Manual

Avaya 1408 and 1416 Telephones connected to Integral 5 - User Guide
16-603588
Issue 1
May 2010
Notice
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Note
Using a cell, mobile, or GSM phone, or a two-way radio in close
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Preventing toll fraud
“Toll fraud” is the unauthorized use of your telecommunications system
by an unauthorized party (for example, a person who is not a corporate
employee, agent, subcontractor, or is not working on your company's
behalf). Be aware that there can be a risk of toll fraud associated with
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Avaya fraud intervention
If you suspect that you are being victimized by toll fraud and you need
technical assistance or support, call Technical Service Center Toll
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and Canada. For additional support telephone numbers, see the Avaya
Support Web site: http://www.avaya.com/support/. Suspected security
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sending mail to: securityalerts@avaya.com.
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May 2010
Downloading documents
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Contact Avaya Support
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support
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Contents
Chapter 1: Introduction.............................................................................................................9
Introduction to the 1400 Series Digital Deskphones.........................................................................................9
Overview of phone buttons and features..........................................................................................................9
About LEDs.....................................................................................................................................................12
About this manual...........................................................................................................................................13
Chapter 2: Making calls..........................................................................................................15
Introduction to making calls.............................................................................................................................15
Calling an internal call number........................................................................................................................15
Calling an external call number.......................................................................................................................15
Calling with a destination key..........................................................................................................................16
Calling a person from the call log....................................................................................................................16
Calling a person from the phone book entry...................................................................................................17
Calling partners...............................................................................................................................................17
Calling using the speakerphone......................................................................................................................17
Requesting automatic callback.......................................................................................................................18
Redialing.........................................................................................................................................................18
Requesting automatic redialing.......................................................................................................................19
Joining another call (cut-in)*............................................................................................................................19
Presenting yourself with specified call numbers *...........................................................................................20
Making an announcement...............................................................................................................................20
Making an individual announcement...............................................................................................................21
Replying to an announcement........................................................................................................................21
Calling anonymous..........................................................................................................................................21
Chapter 3: Handling calls.......................................................................................................23
Introduction to handling calls...........................................................................................................................23
Answering a call..............................................................................................................................................23
Answering a call ringing at another phone (pick-up).......................................................................................23
Answering a call for a partner.........................................................................................................................24
Forwarding calls to forwarding stations...........................................................................................................24
Putting a call on hold.......................................................................................................................................24
Muting a call....................................................................................................................................................25
Referring back during a call (consultation call)...............................................................................................25
Switching between two calls (brokering).........................................................................................................25
Transferring a call............................................................................................................................................26
Answering an additional call (second call)......................................................................................................26
Chapter 4: Call diversion........................................................................................................27
Introduction call diversion................................................................................................................................27
Diverting calls for your telephone....................................................................................................................27
Diverting calls to your telephone.....................................................................................................................28
Diverting calls for another telephone*.............................................................................................................29
Signaling calls on two telephones (twinning)..................................................................................................30
Diverting bundles*...........................................................................................................................................31
Chapter 5: Three-party conference call.................................................................................33
Introduction to three-party conference calls....................................................................................................33
Making a conference call................................................................................................................................33
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Expanding conference with another participant..............................................................................................33
Connecting conference participants with each other......................................................................................34
Ending the conference call..............................................................................................................................34
Chapter 6: Conference bridge................................................................................................35
Introduction conference bridge........................................................................................................................35
Dialing into conference bridge.........................................................................................................................35
Managing conference bridge calls..................................................................................................................36
Reserving conference bridge (one-time appointment)....................................................................................37
Reserving conference bridge (recurring appointment)....................................................................................38
Reserving a conference bridge for others.......................................................................................................39
Checking and deleting reservations................................................................................................................39
Chapter 7: Managing the call log...........................................................................................41
Call log............................................................................................................................................................41
Symbols in the call log....................................................................................................................................41
Viewing the call log..........................................................................................................................................42
Removing entries from the call log..................................................................................................................42
Deleting call log entries automatically.............................................................................................................42
Adding an entry from the call log to the phone book.......................................................................................43
Adding additional entries in the call log...........................................................................................................44
Chapter 8: Managing the phone book...................................................................................45
Introduction to the phone book........................................................................................................................45
Creating a new entry in the phone book.........................................................................................................45
Editing an entry in the phone book..................................................................................................................46
Deleting an entry.............................................................................................................................................47
Chapter 9: Messages...............................................................................................................49
Introduction messages....................................................................................................................................49
Viewing and deleting received text messages................................................................................................49
Writing and sending own text messages.........................................................................................................49
Sending a standard text..................................................................................................................................50
Sending a text message for an internal caller.................................................................................................50
Chapter 10: Mobile System Subscribers (Managed Mobility Access)................................53
Introduction MMA............................................................................................................................................53
Dialing into your system..................................................................................................................................53
Dialing into your system using callback..........................................................................................................54
Calling using your system...............................................................................................................................54
Placing a call..........................................................................................................................................54
Referring back........................................................................................................................................55
Starting a conference call.......................................................................................................................55
Ending a call...........................................................................................................................................55
Modifying the twinning/call diversion number.........................................................................................56
Deactivating call diversion / twinning......................................................................................................56
Calling code dialing destinations.....................................................................................................................56
Chapter 11: Using the Avaya Menu........................................................................................59
Call charges....................................................................................................................................................59
Introduction to call charges.....................................................................................................................59
Viewing the charge display.....................................................................................................................59
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Viewing charges for lines / subscribers..................................................................................................60
Deleting call charges..............................................................................................................................60
Locking the telephone.....................................................................................................................................61
Telephone lock........................................................................................................................................61
Changing the PIN...................................................................................................................................61
Locking the telephone............................................................................................................................61
Unlocking the telephone.........................................................................................................................62
Managing appointments..................................................................................................................................62
Appointments (reminders)......................................................................................................................62
Entering an appointment for today.........................................................................................................63
Entering a one-time appointment...........................................................................................................63
Entering a recurring appointment...........................................................................................................64
Acknowledging an appointment..............................................................................................................64
Deleting an appointment.........................................................................................................................65
Setting appointments for others..............................................................................................................65
Chapter 12: Customizing your telephone.............................................................................67
Setting parameters for your telephone............................................................................................................67
Changing the acoustic signaling.............................................................................................................67
Setting the ringing tone melody..............................................................................................................68
Applying ring tone melodies...................................................................................................................68
Setting the contrast.................................................................................................................................69
Setting the language...............................................................................................................................70
Adjusting the setting for handsfree operation.........................................................................................70
Deactivating ringing tone temporarily (Do not disturb)....................................................................................71
Activating night service...................................................................................................................................71
Activating automatic handsfree after dialing...................................................................................................72
Seizing exchange line automatically...............................................................................................................73
Seizing external line automatically when going off-hook.................................................................................73
Setting the number of redials..........................................................................................................................74
Setting redial interval.......................................................................................................................................75
Setting the number send to external subscribers............................................................................................75
Accepting calls automatically (Handsfree answer back).................................................................................76
Turning direct dialing on or off.........................................................................................................................77
Deactivating second call.................................................................................................................................77
Assigning code numbers *..............................................................................................................................78
Extending call display......................................................................................................................................79
Deactivating VIP call signaling (pager) *.........................................................................................................79
Removing telephone from hunt groups...........................................................................................................80
Removing telephone from general call............................................................................................................80
Activating remote headset...............................................................................................................................81
Function, destination, line and partner keys....................................................................................................81
Introduction function keys.......................................................................................................................81
Assigning functions to keys....................................................................................................................82
Assigning destinations to keys...............................................................................................................82
Assigning lines to keys...........................................................................................................................83
Assigning partners to keys.....................................................................................................................84
Deleting key assignments.......................................................................................................................84
Conference bridge settings.............................................................................................................................85
Set up conference bridge *.....................................................................................................................85
Setup reservation permissions...............................................................................................................85
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Changing access PIN.............................................................................................................................86
Setup standard access *.........................................................................................................................86
Changing standard PIN *........................................................................................................................87
Managed Mobility Access settings..................................................................................................................88
Introduction MMA settings......................................................................................................................88
Adding dial-in authorized numbers *.......................................................................................................88
Changing dial-in authorized numbers *..................................................................................................89
Deleting dial-in authorized numbers *.....................................................................................................90
Using call filter.................................................................................................................................................91
Deleting entries from the call filter...................................................................................................................92
Chapter 13: Settings for your telephone system..................................................................93
Introduction.....................................................................................................................................................93
Assigning operators for day service *..............................................................................................................93
Assigning operators for night service *............................................................................................................94
Assigning call forwarding destinations *..........................................................................................................95
Setting second call barring *...........................................................................................................................96
Setting date and time......................................................................................................................................97
Setting customer password *..........................................................................................................................97
Showing traffic statistics *................................................................................................................................98
Chapter 14: Auxiliary devices................................................................................................99
Button module DBM32....................................................................................................................................99
Using a headset............................................................................................................................................100
Chapter 15: Hotel functions..................................................................................................103
Introduction...................................................................................................................................................103
Layout of the hotel functions on the DBM32 button module *.......................................................................104
Checking in *.................................................................................................................................................105
Checking out *...............................................................................................................................................105
Querying call charges *.................................................................................................................................106
Listening to messages *................................................................................................................................106
Messaging to guest: message at reception *................................................................................................107
Setting direct dial to rooms *.........................................................................................................................107
Setting guest-to-guest connection *..............................................................................................................108
Determining the charge limit *.......................................................................................................................108
Waking guests *............................................................................................................................................109
Chapter 16: Menus.................................................................................................................111
Menu overview...............................................................................................................................................111
Appendix A: Remote features..............................................................................................115
Changing call diversion remotely *................................................................................................................115
Index.......................................................................................................................................117
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Chapter 1: Introduction
Introduction to the 1400 Series Digital Deskphones
The Avaya 1400 Series telephones are ISDN telephones for use with the Integral 5 call
processing system.This user guide is written for the 1408 and 1416 Digital Deskphones.These
deskphones put convenient features and capabilities at your fingertips, including a phone
screen to view and manage your calls, a contacts list, a call log, a menu of options and settings
to customize your phone, and access to your voice mail.
Not all features described in this user guide may be available on your telephone. If you find
that a feature is not available, contact your system administrator.
Overview of phone buttons and features
Avaya 1408 Telephone
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Introduction
Avaya 1416 Telephone
No.
10
Name
Description
1
Call/Message
Waiting Indicator
This light flashes when you receive an incoming call.
2
Phone Display
There are 3 (1408) or 4 (1416) lines in the phone display.
The phone display presents calling or called party
identification, user options, and other information relevant
to using the phone.
The top line shows the phone number and name you set
and the date and time.
The middle line (1408) or two lines (1416) display status
information.
The bottom line displays the softkey labels.
3
Softkeys
Press the softkeys to select the softkey labels. The softkey
labels show you the action that each softkey produces. The
labels and the actions vary depending on the object that is
selected.
4
OK
Press the OK button to open a selected menu item or
confirm an input.
5
Phone/Exit
Press the Phone/Exit button to return back to the idle
display from a menu.
6
Function keys /
Destination keys /
Partner keys
There are 8 (1408) or 16 (1416) keys that can be
programmed as either function keys or destination keys.
Press a labeled function key to enable or disable that
function. The function keys provide the same functions that
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Overview of phone buttons and features
No.
Name
Description
are available in the menu. When a call number is
programmed on the key press the key to dial the
destination. (Partners are special destinations, see chapter
Partners for more information)
7
Hold
Press the Hold button (R button) to put the active call on
hold.
8
Conference
Press the Conference button to add another party to an
existing call.
9
Transfer
Press the Transfer button to transfer a call to another
number.
10
Drop
Press the Drop button to drop the active call.
11
Headset
Press the Headset button to use the headset if it is
connected. Only HIS headset cords are compatible with
your phone.
12
Volume
Press + or - on the Volume button while active on the
handset, headset or speaker to adjust the volume. While
not on a call, press + or - to access the audio settings menu.
13
Mute
Press the Mute button to mute a call in progress. To take a
call off mute, press Mute again.
14
Speaker
Press the Speaker button to activate the loudspeaker or the
handsfree equipment.
15
Redial
Press the Redial button to either dial the last number you
dialed or display the redial list from which you can select a
number to redial.
16
Call Log
Press the Call Log button to view a list of your missed calls.
The Icon on the Call Log button is illuminated when you
have missed calls.
17
Phone book /
Contacts
Press the Phone book / Contacts button to view the
entries in your phone book or contact list.
18
Avaya Menu
Press the A button to access the Avaya menu. The Avaya
menu provides options that allow you to customize phone
settings, configure call logging and select the display
language.
19
Message
Press the Message button to connect directly to your
voicemail system.
20
Navigation Arrows
Press the up and down navigation arrows to scroll through
lists. Press the right and left navigation arrows to navigate
between different views of an application, to move the
cursor during text input, or to turn an option on or off.
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Introduction
About LEDs
Each function, partner or destination key has two LEDs, one green and one 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:
If a key is assigned to a destination the LEDs are always off.
Table 1: Function key LEDs
LED
Description
Steady green
Function is active, e. g. call diversion is set to on.
Off
Function is not active.
Table 2: Partner key LEDs
LED
Description
Steady green
Partner has set call diversion to.
Blinking red slow
Partner receives an internal call.
Blinking red fast
Partner receives an external call.
Steady red
Partner is on a call.
Table 3: Line key LEDs
LED
Description
Steady red
Line busy.
Off
Line free.
Blinking red fast
Calling / recalling
Blinking red slowly
Line waiting or allocated
Related topics:
Assigning partners to keys on page 84
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About this manual
About this manual
Descriptions of optional features are marked with an asterisk in the title. For more information
about the optional features, see your system administrator.
All the descriptions in this user guide assume a standard assignment of the function keys. If
you re-assign the function keys, the procedures may change from those provided in this guide.
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Introduction
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Chapter 2: Making calls
Introduction to making calls
Use the procedures provided in this chapter to make calls from your telephone.
Note that when you make a call, you can either dial the number and then lift the handset, or
lift the handset and then dial the number. Both orders are correct. However, if you lift the
handset first and then dial the number, you will not be able to correct a dialing error.
Calling an internal call number
1. Enter the desired call number.
If you have switched Direct dial on, the call number is dialled immediately and you
cannot correct input errors.
2. Lift the handset.
Related topics:
Turning direct dialing on or off on page 77
Calling an external call number
1. Enter the external line code, for example 0.
Note:
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Making calls
Instead of entering the external line code, you can also press a line key. If you have
activated LN on dialing you only need to dial the external number.
2. Enter the desired call number.
3. Lift the handset.
Related topics:
Seizing exchange line automatically on page 73
Calling with a destination key
1. Press the destination key for the desired subscriber.
2. Lift the handset.
Related topics:
Introduction function keys on page 81
Calling a person from the call log
1. Press the Call Log button.
2. Select the desired call number.
3. Lift the handset.
Related topics:
Call log on page 41
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Calling a person from the phone book entry
Calling a person from the phone book entry
1. Press the Phone book / Contacts button.
2. Select the entry you want to dial.
Note:
To reach the entry more quickly, you can also enter one or more of the first letters
of the name.
3. Lift the handset.
Related topics:
Introduction to the phone book on page 45
Calling partners
1. Press the appropriate partner key.
2. Talk using the speakerphone, or lift the handset to talk using the handset.
Calling using the speakerphone
The Monitoring function allows you to hear the person you are on a call with through the
loudspeaker. The Handsfree function provides the Monitoring function and the ability to
speak using the phone's built-in microphone, rather than the handset.
Both functions are operated by means of the Speaker button.
1. Enter the desired call number.
2. Press the Speaker button.
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Making calls
3. To adjust the volume, press + or - on the Volume button.
4. Do one of the following:
a. To continue the call using the handset, lift the handset. To activate the speaker
additionally (Monitoring), press the Speaker button. To activate Handsfree
press the Speaker button once more.
b. To end the call, press the Speaker button.
Requesting automatic callback
If an internal call number you dialed is busy or unanswered, use this procedure if you want
your telephone system to call you back when the number is no longer busy, or the called person
had another call while you are waiting.
In case of external calls, Automatic callback is only presented as an option if the network
provider and the system connection support it.
1. Select the Callback softkey.
2. Replace the handset.
Your telephone system calls you back as soon as the called number is free or free
again.
3. Lift the handset
Your telephone system calls the dialled call number again.
4. To delete the automatic callback again:
a. Select status information Callback act.
b. Press the OK button.
c. Press the Delete softkey.
Redialing
You can redial one of the last numbers called.
If you selected a special number to present to the call recipient, this will also be used for redial.
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Requesting automatic redialing
1. Press the Redial button.
2. Select the desired call number.
3. Lift the handset.
Requesting automatic redialing
Note:
You can specify the number of automatic redial attempts and the time between two attempts
in the Dial settings.
You can only use Automatic redial if you are calling on a digital exchange line.
The external number dialed is busy. The Auto redial menu item is offered.
1. Select the Auto redial menu item.
2. Press the OK button.
3. Replace the handset, if you have lifted it.
Result
Automatic redial is stopped if you press any button or lift the handset.
Related topics:
Setting the number of redials on page 74
Joining another call (cut-in)*
You call an internal extension. The user is already on a call. Use this feature to join the call.
This feature may not be available. Your system administrator must configure it for your
extension as well as for the extension of the other person. See your system administrator for
more information.
1. Select Cut-In.
2. Press the OK button.
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Making calls
Each person on the call will hear a cut-in tone. You are now included in the call.
3. To disconnect from the call, press the Drop button, or replace the handset.
Presenting yourself with specified call numbers *
If your system is configured to do so, every time you make an external call you can select the
number you want to present to the call recipient. This is called Calling Line Identification
Presentation (CLIP). The number could represent your “service”, “head office” or “workshop”,
for example.
You can assign the numbers with which you want to present yourself to the function keys. If
you press one of these function keys before lifting the handset when making an external call,
the number selected will be presented to the party called.
Note:
If you have deactivated number display for external calls, you will not be offered numbers
for presentation.
1. Enter the desired external call number.
2. Select the desired group number or name, you want to present, e.g. dial with
987654321.
3. Lift the handset.
Your selected number is shown to the call recipient.
Making an announcement
You can also make announcements to subscribers currently not in a call in your telephone
system via the loudspeakers fitted in the telephones. You can address individual subscribers, a
selected group or all subscribers.
1. Lift the handset.
2. Select Announce.
When you want to make an "Announcement to all subscribers", you can also simply
press the Announce function key and make your announcement.
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Making an individual announcement
3. Press the OK button.
4. Select who you want to send the announcement to, e.g. Announcement to Group
1.
5. Press the OK button.
You can now make your announcement.
Making an individual announcement
Use this procedure to make a announcement to a subscriber you are just calling and whose
telephone is ringing.
1. Press the Announce function key.
You can now make your announcement.
2. The called subscriber can answer the announcement directly by lifting the handset
during the announcement.
Replying to an announcement
Use this procedure to reply to a general or group announcement you have heard.
1. Lift the handset.
2. Select Answer announcement.
3. Press the OK button.
The caller who made the announcement is called.
Calling anonymous
Anonymous calling must be supported by your network provider.
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Making calls
1. Enter the call number.
2. Select Anonymous call.
3. Press the OK button.
Your number will not be transmitted to the called party for your next external call.
4. Lift the handset.
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Chapter 3: Handling calls
Introduction to handling calls
When you receive an incoming call your telephone rings, the Call LED flashes and the call is
indicated in the display.
You will be shown the number or name the caller dialled, e.g. when you receive a diverted call.
You can lift the handset or use the Speaker button and talk with the handset on-hook. You are
also able to answer an incoming call ringing at another telephone in your telephone system,
or put an incoming call on hold until you are able to answer the call.
Internal, external, message, and VIP calls have different ringing tones.
Related topics:
Setting the ringing tone melody on page 68
Answering a call
To answer a call, lift the handset or press the Speaker button to use the speakerphone.
Answering a call ringing at another phone (pick-up)
You hear another telephone ringing.
1. Press the Avaya Menu button.
2. Select Call Pickup.
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Handling calls
A list of incoming calls will be shown.
3. Press the OK button.
4. Lift the handset.
Answering a call for a partner
When a partner's telephone rings, the corresponding LED on your telephone flashes. You can
pick up that call and answer as deputy.
1. Press the Partner key and wait until the call reaches your own telephone.
2. Lift the handset.
Forwarding calls to forwarding stations
You receive an external call and wish to divert the call to the call forwarding stations.
Note:
The call forwarding stations must have been set up in the telephone system.
1. Select Forward call.
2. Press the OK button.
The call is forwarded to the call forwarding stations.
Related topics:
Assigning call forwarding destinations * on page 95
Putting a call on hold
To place your current call on hold:
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Muting a call
Press the Hold button, to take the call of hold, press Hold again.
Muting a call
1. Press the Mute button during a call so that the other person cannot hear you.
2. Press the Mute button again to unmute the call.
Referring back during a call (consultation call)
During a call:
1. Press the Hold button.
Your first talking partner is waiting and cannot hear what you say.
2. Enter the call number you wish to refer back to.
Carry out refer-back call.
3. Press the Hold button again.
The refer-back call is ended and you can speak to the first talking partner again.
Switching between two calls (brokering)
You want to switch back to a first talking partner who has been put on hold.
1. Select Return to … .
2. Press the OK button.
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Handling calls
You can now talk to the first talking partner. The second partner is put on hold.
Transferring a call
1. Press the Hold button.
Your first call is put on hold.
2. Dial the appropriate call number.
You do not need to wait until the call is accepted.
3. Press the Transfer button or hang up.
Answering an additional call (second call)
The feature Second call is activated on your telephone.
Use this procedure to answer an incoming call while on another call.
1. While on a call, select the number or name of the second call in the display.
2. Press the OK button.
You are connected to the second call and the first call is put on hold.
Note:
To end the first call instead, press the Drop button first.
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Chapter 4: Call diversion
Introduction call diversion
You can divert incoming calls to another extension. You can set this up both for your own and
other telephones. You can also divert calls to your telephone. In all these variants, you can
choose
• whether this should always take place,
• only if the telephone is busy
• or only if the telephone is not answered within a specified time period.
You can arrange to have incoming calls signalled on both your own phone and another, external
phone, e.g. your GSM mobile. This is called twinning.
You can also set up and change all call diverts from outside the telephone system.
Related topics:
Changing call diversion remotely *
Diverting calls for your telephone
1. Press the Avaya Menu button.
2. Select Call diversion.
3. Press the OK button.
4. Select Divert to.
5. Enter the call number to which you would like calls to be diverted. You must add an
additional line code (usually “0”) in front of an external number.
You can also press an appropriate destination or partner key instead of entering the
number.
If dial-in authorized call numbers are registered for you for Managed Mobility Access
(MMA) they are shown. You can select these destinations directly.
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Call diversion
6. Select one of the following:
• immediately
• after time
• on busy
7. Press the OK button.
The status information Divert to … - appears in the display. Alternatively, a clock
symbol is shown for call diversion after "after time" or a B for call diversion "on busy".
8. To deactivate call diversion:
a. Select the appropriate status information.
b. Press the OK button.
c. Press the Delete softkey.
Caution:
You can set up call numbers for which your telephone rings even when you have
activated "Call diversion to, immediately"
Related topics:
Adding dial-in authorized numbers * on page 88
Using call filter on page 91
Diverting calls to your telephone
1. Press the Avaya Menu button.
2. Select Call diversion.
3. Press the OK button.
4. Select Divert from.
5. Enter the internal call number of the telephone for whom you want to set up call
diversion to your own telephone.
You can also press an appropriate destination or partner key instead of entering the
number.
6. Select one of the following:
• immediately
• after time
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Diverting calls for another telephone*
• on busy
7. Press the OK button.
The status information Divert from 1234- appears in the display. Alternatively, a
clock symbol is shown for call diversion after "after time" or a B for call diversion "on
busy".
8. To deactivate call diversion:
a. Select the appropriate status information.
b. Press the OK button.
c. Press the Delete softkey.
Result
When you receive a diverted call, you will also be shown the number that the caller has dialled.
Diverting calls for another telephone*
1. Press the Avaya Menu button.
2. Select Call diversion.
3. Press the OK button.
4. Select Divert for.
5. Enter the internal call number of the telephone for whom you want to set up call
diversion.
You can also press an appropriate destination or partner key instead of entering the
number.
If a call diversion has already been set up, it is displayed. To delete an existing call
diversion, press Delete softkey.
The old one is automatically deleted if it is not possible to have both call diversions in
parallel.
6. Press the New softkey.
7. Enter the internal or external call number of the telephone to whom the calls are
to be diverted. You must add an additional line code (usually “0”) in front of an
external number.
If dial-in authorized call numbers are registered for you for Managed Mobility Access
(MMA) they are shown. You can select these destinations directly.
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Call diversion
8. Select one of the following:
• immediately
• after time
• on busy
9. Press the OK button.
Both subscribers involved will get the status information Divert from … - or Divert
to … - . Alternatively, a clock symbol is shown for call diversion after "after time"
or a B for call diversion "on busy".
Related topics:
Introduction MMA on page 53
Signaling calls on two telephones (twinning)
Twinning and call diversion ”after time” to your voicemail can be set simultaneously.
1. Press the Avaya Menu button.
2. Select Call diversion.
3. Press the OK button.
4. Select Divert to.
5. Enter the external line code (usually "0") and external number of the telephone you
want to ring when a call is received.
6. Select twinning.
7. Press the OK button.
The status information twinning …- appears in the display.
8. To deactivate twinning:
a. Select the appropriate status information.
b. Press the OK button.
c. Press the Delete softkey.
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Diverting bundles*
Diverting bundles*
Call diversion can be set up to take place at the public exchange. Internal users can telephone
without hindrance.
The cost of the diverted call is allocated to the subscriber who activated the diversion. The
caller only pays the costs up to the public exchange. The call units for the diversion are not
logged in your telephone system.
1. Press the Avaya Menu button.
2. Select Call diversion.
3. Press the OK button.
4. Select Bundle 1 (2, 3, …).
5. Press the OK button.
6. Enter the external call number to which all calls via this bundle are to be diverted.
7. Press the OK button.
8. Press the OK button.
The status information Bundle 1 … appears in the display.
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Call diversion
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Chapter 5: Three-party conference call
Introduction to three-party conference calls
You can use a three-party conference call to speak with two people at different locations on
the same call.
A conference between a call waiting (second call) and the first talking party is not possible.
Making a conference call
1. While active on a call, press the Conference button.
2. Enter the call number for the additional participant or use phone book/
destination key.
When the additional participant answers, press the Conference button again to
start the conference.
3. If the additional participant does not answer, press the Drop button to return to the
first call.
Note:
If you use the Hold button to put the first call on hold instead and then call the
additional participant, you can first talk to the participant privately while the first
caller is on hold. Then select the Conference with … menu item to connect all
participants.
Expanding conference with another participant
Conferences can be expanded to up to 9 participants. Conferences with external participants
are always limited to three participants.
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Three-party conference call
If you set up a Conference bridge in your system, up to 9 different subscribers can join the
conference bridge. With a conference bridge set up additional conferences with more than
three participants are no longer possible.
1. While you are in a three-party conference press the Conference button.
2. Enter the call number of the new participant.
When you are connected to the number, all the parties can talk to each other.
Connecting conference participants with each other
If you are on a three-party conference call and want to connect the other participants to each
other, press the Transfer button or replace the handset.
Ending the conference call
Press the Drop button.
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Chapter 6: Conference bridge
Introduction conference bridge
Your system provides you with a virtual conference room (bridge). All conference participants
which have dialed into the bridge are connected to one another.
• Depending on the structure of your system, up to 9 internal and external subscribers can
dial into the conference bridge.
• There are access PINs to secure dialing into the conference bridge, or the "Standard PIN"
can also be used (during non-reserved times).
• Reservations can only be made in a preset 15 minute pattern. There must be a gap of at
least 15 minutes between two reservations.
• A moderator is not required. But if so the moderator is able to mute participants and select
one participant as single and only speaker.
Dialing into conference bridge
You can dial into the conference bridge from any internal or external telephone. The conference
bridge must normally be reserved in advance for the duration of the conference.
You can use a non-reserved conference bridge at any time using the "Standard PIN" if this has
been enabled by your system administrator.
1. Dial the phone number of the conference room from an internal or external
telephone. Wait for a dial tone.
2. Enter your access PIN number.
All conference subscribers hear a brief alert tone. You are now part of the
conference.
If you are alone in the conference bridge, you will hear on-hold music.
3. To leave the conference: Replace the handset.
Note:
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Conference bridge
If the conference bridge is reserved again immediately after your conference (15
minutes later), an alert tone sounds to warn you that the conference is approaching
its end. 10 minutes before the beginning of the next conference, the connection is
ended.
Managing conference bridge calls
The inviting participant has specific managing rights in a conference bridge (moderator). He
can activate a lecture mode (only one participant has speaking rights, all others are muted)
and drop participants selectively out of the conference. In a conference without the inviting
participant, all participants have the rights of a moderator.
Their displays are showing all participants currently in the conference. Each participant is
marked with
• M when muted or being listener in lecture mode
• S when being the speaker in lecture mode
1. To start the lecture mode select the designated speaker.
2. Press the OK button.
3. Select Speaker.
4. Press the OK button.
The new speaker appears on the top of the displayed conference participants,
marked with a s. All other participants are muted.
5. To change the speaker, select the new designated participant and proceed just like
for the first speaker.
6. To return from the lecture mode, select the current speaker.
7. Press the OK button.
8. Select End lecture mode.
9. Press the OK button.
All participants can talk to each other again.
10. To disconnect one conference participant specifically, first select the desired one.
11. Press the OK button.
12. Select Clear connection.
13. Press the OK button.
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Reserving conference bridge (one-time appointment)
The selected participant is dropped from the conference.
Reserving conference bridge (one-time appointment)
You must have permission to reserve a conference room. The default access PIN must be
activated or amended.
1. Press the Avaya Menu button.
2. Select Conference bridge.
3. Press the OK button.
4. Select My conference.
5. Press the OK button.
6. Press the New softkey.
A list of the next 90 days appears.
7. Select the desired date.
8. Press the OK button.
9. Select the desired start time.
Appointments which are already reserved are marked with a cross. They cannot be
reserved.
10. Press the OK button.
A line appears next to the start time to show it is selected.
11. Select the desired end time.
12. Press the OK button.
Date and time of your reservation is shown.
13. Press the OK button.
The conference appointment is reserved.
Next steps
Now let all the conference subscribers know the date, the number of the conference bridge
and your access PIN.
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Conference bridge
Reserving conference bridge (recurring appointment)
You can reserve the conference bridge for recurring appointments. This could be, for example,
a weekly group meeting on Friday at 9:00.
1. Press the Avaya Menu button.
2. Select Conference bridge.
3. Press the OK button.
4. Select My conference.
5. Press the OK button.
6. Press the New softkey.
7. Press the Series softkey.
8. Select the desired weekday.
9. Press the OK button.
10. Select the desired start time.
Appointments which are already reserved are marked with a cross. They cannot be
reserved.
11. Press the OK button.
A line appears next to the start time to show it is selected.
12. Select the desired end time.
13. Press the OK button.
Date and time of your reservation is shown.
14. Press the OK button.
The conference appointment is reserved.
Next steps
Now let all the conference subscribers know the date, the number of the conference bridge
and your access PIN.
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Reserving a conference bridge for others
Reserving a conference bridge for others
If you have permission, you can also reserve a conference bridge for others. Dialing into the
conference bridge is then secured with the access PIN for the subscribers you have set up the
conference for.
1. Press the Avaya Menu button.
2. Select Conference bridge.
3. Press the OK button.
4. Select Conference for others.
5. Press the OK button.
6. Enter the call number of the subscriber for whom you want to reserve the conference
bridge.
7. Press the OK button.
8. Press the New softkey.
Checking and deleting reservations
Own reservations can be checked and deleted at any time.
1. Press the Avaya Menu button.
2. Select Conference bridge.
3. Select My conference.
A list of all reservations calls is shown. Each entry shows the time period reserved
and for whom the reservation was made for.
4. Select the reservation to be deleted from the list.
5. If applicable, press the Delete softkey to delete the reservation.
6. To confirm, press the Delete softkey again.
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Conference bridge
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Chapter 7: Managing the call log
Call log
If you do not answer an external call, the caller’s number will be stored in the call log together
with the time and date of the call. You can also have other entries made in the call log, e.g.
internal calls or conversations with external callers.
The most recent entry is at the top of each list.
You can selectively retrieve individual numbers and, if necessary, dial them. You can easily
transfer a call number from the call log into your phone book.
You can set entries to be deleted after a predefined time.
Related topics:
Calling a person from the call log on page 16
Symbols in the call log
Symbol
!
Meaning
New
Missed call
Answered call
#
Call answered by voicemail
Message waiting in voice mailbox
Diverted call, showing calling number and originally called number
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Managing the call log
Viewing the call log
1. Press the Call Log button.
2. Select the appropriate entry.
3. Press the OK button.
The detailed display of the appropriate entry is shown.
Removing entries from the call log
If you call back an entry from the call log and a connection is established, the entry in the
call log will be deleted automatically. Use the following procedure to delete entries selectively.
1. Press the Call Log button.
2. Select the desired call number.
3. Press the Delete softkey.
4. Press one of the following softkeys:
• Entry, to delete the shown entry.
• All, to delete all entries in the list.
Deleting call log entries automatically
You can set call log entries to be deleted automatically after a certain time. You can protect
individual entries from being deleted.
You can select the following intervals: 10 minutes, 1 hour, 1 day, 1 week, 1 month or "off".
Note:
The new setting is only valid for new call log entries and has no effect on existing entries.
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Adding an entry from the call log to the phone book
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Call log.
7. Press the OK button.
8. Select deleted after ….
The right window margin shows the time after which new call log entries will be
automatically deleted.
9. Press the Modify softkey several times if necessary until the desired time is
displayed.
10. Press the Back softkey.
Adding an entry from the call log to the phone book
1. Press the Call Log or the Redial button.
2. Select the desired call number.
3. Press the OK button.
4. Press the +Contact softkey.
5. Press one of the following softkeys:
• Pers. for an entry in your personal phone book
• Common for an entry in the common phone book
6. Enter a name if required.
7. Press the Save softkey.
8. Press the OK button.
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Managing the call log
Note:
If you have entered a number without a name, you can edit the entry later and
save it under a name.
Adding additional entries in the call log
You can set additional entries to be made in the call log.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Call list.
7. Press the OK button.
8. Change the following settings if applicable:
• Int. call list (on) to show missed internal calls
• Call list (on) to show conversations you have had with external callers
• Call list diversion (A+B, A, B) to manage whose call list will show a call having
been diverted:
- (A) the call list of the called participant
- (B) the call list of the participant the call was diverted to
- (A+B) in both of these call lists
9. Select Back.
10. Change Call display A→ B (on) to show the number that the caller dialed.
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Chapter 8: Managing the phone book
Introduction to the phone book
Your telephone has a personal phone book. You can store up to 100 individual numbers with
names which will only be available on your telephone.
You can then dial phone book numbers quickly and easily. You can modify the individual phone
book entries yourself.
Up to 800 numbers and names can be stored in the central phone book; these are available
to all users. You can also enter and change these entries if you have appropriate access rights.
Related topics:
Calling a person from the phone book entry on page 17
Creating a new entry in the phone book
1. Press the Phone book / Contacts button.
2. Press the New softkey.
3. Press one of the following softkeys:
Note:
The shown options depend on your rights and on the number of entries already
in the respective phone book.
• Pers., for an entry in your personal phone book
• Common, for an entry in the general phone book
4. Enter call number.
It may be necessary to enter an external line code and a dial pause before an
external number. You can obtain more information from your telephone system
administrator.
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Managing the phone book
If you want to enter an internal number, you have to press Option > internal call
number before making the entry.
5. Press the OK button.
6. Enter name.
7. Press the Save softkey.
Result
The entries in your personal phone book correspond to the code dial destinations starting from
number 900.
Code dialing destinations 900 to 904 can also easily be dialed by Managed Mobility Access
(MMA).
Related topics:
Assigning function keys specifically (changing code dialing destinations)
Calling code dialing destinations on page 56
Editing an entry in the phone book
1. Press the Phone book / Contacts button.
2. Select the entry you want to edit.
Note:
To reach the entry more quickly, you can enter one or more of the first letters of
the name. Call numbers you have stored in the phone book without a name can
be found there under the name " " (space).
3. Press the Edit softkey.
4. Edit the entry.
5. Press the OK button.
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Deleting an entry
Deleting an entry
1. Press the Phone book / Contacts button.
2. Select the entry you want to delete.
3. Press the Delete softkey.
4. Press the Delete softkey.
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Managing the phone book
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Chapter 9: Messages
Introduction messages
You can send a text message to subscribers in your system, e.g. when the caller does not
answer or the connection is busy. The messages can consist of standard texts prepared by
your system administrator or your own text.
Text messages can only be received by phones with displays. A maximum of 10 messages
can be accepted.
Viewing and deleting received text messages
An alert tone sounds when a message arrives.
1. Select the received text message, e.g. Miller: Coffee.
You will be shown the sender and the message text.
2. Press the Delete softkey.
Writing and sending own text messages
1. Press the Avaya Menu button
2. Select Message.
3. Enter the desired text.
4. Press the OK button.
5. Enter internal call number.
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Messages
The text message will be sent immediately.
Sending a standard text
To be able to select from standard texts, these must first have been entered into the system.
1. Press the Avaya Menu button.
2. Select Message.
3. Press the Message button.
4. Select the desired standard text.
5. Press the OK button.
6. Change or add to the message, e.g. to include a name or time.
7. Press the OK button.
8. Do one of the following:
• Enter internal call number you want to send the message to.
• Select Message to all to send the message to all subscribers.
The text message will be sent immediately.
Sending a text message for an internal caller
1. Press the Avaya Menu button.
2. Select Message.
3. Press the Message button.
4. Select the desired standard text.
5. Press the OK button.
6. Change or add to the message, e.g. to include a name or time.
7. Press the OK button.
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Sending a text message for an internal caller
8. Select Message to caller.
9. Press the OK button.
The text is saved and a status information appears in your display. Any internal
caller who tries to call you will now get the message shown on his display.
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Messages
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Chapter 10: Mobile System Subscribers
(Managed Mobility Access)
Introduction MMA
You can dial into your system remotely and then make a call as if you were using your company
telephone (MMA, Managed Mobility Access). The number of the telephone making the call
must be registered and it must support DTMF dialling.
If you use "Callback" your system automatically calls back after you dial in. This is a nonchargeable service for you.
If you make calls through the system, the person called cannot tell whether you are calling
from the office or using an external telephone. The display always shows your internal number.
Registered numbers can easily be set up as twinning / diversion destinations or be changed.
This can be done from your company telephone or remotely.
Related topics:
Diverting calls for another telephone* on page 29
Introduction MMA settings on page 88
Dialing into your system
Ask your system administrator for the dial-in number of your system.
1. Dial the dial-in number for your system from a registered external telephone.
2. The Integral 5 picks up the call. Wait for a dial tone.
You can now make calls as if you were an internal subscriber.
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Mobile System Subscribers (Managed Mobility Access)
Dialing into your system using callback
Note:
This feature has to be set up by your system administrator.
1. Dial the dial-in number for your system from a registered external telephone with
the callback setting activated.
Wait for a ringback tone. After a short time, the Integral 5 disconnects. You will hear
the busy tone.
2. Replace the handset.
Your system will ring you back after about 10 seconds.
3. Answer the Callback.
You will hear the dial tone and you can now make calls as if you were an internal
subscriber. Any call charges incurred are charged to your system.
Calling using your system
Placing a call
You have established a connection to your system from a registered telephone. You hear the
dial tone.
Note:
The first five entries recorded in your personal phone book can easily be accessed as code
dialing destinations by pressing #1...#5 (relates to entries 900 to 904).
1. Enter the call number.
2. Carry out the call.
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Calling using your system
Referring back
You are in a conversation.
1. Press * 7 keys.
The first talking partner is waiting and cannot hear what you say.
2. Enter the number you want to consult.
Carry out the refer-back call.
3. Press * 7 keys again.
The refer-back call is ended and you are speaking again with your first talking
partner.
Starting a conference call
You are in a conversation.
1. Press * 5 keys.
The first talking partner is waiting and cannot hear what you say.
2. Enter the number of the second conference partner. Wait until he has accepted the
call.
3. Press * 5 keys again.
The three of you can now speak with each other.
Ending a call
Press * 8 keys.
The current call is ended. You hear the dial tone and can now place a new call across
the system.
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Mobile System Subscribers (Managed Mobility Access)
Modifying the twinning/call diversion number
You have established a connection to your system from a registered telephone.The telephone
from which you are calling must have caller display activated.
You hear the dial tone.
1. Press the # key.
2. Press the * key.
Twinning/Call diversion is now activated to the telephone you are currently calling.
Whether you switched on twinning or call diversion is defined in the settings for each
number registered.
Deactivating call diversion / twinning
You have established a connection to your system from a registered telephone.The telephone
from which you are calling must have caller display activated.
You hear the dial tone.
1. Press the # key.
2. Press the 0 key.
Twinning/Call diversion is switched off. Whether you switched off twinning or call
diversion is defined in the settings for each number registered.
Calling code dialing destinations
Note:
You can note your code dialing destinations on a card which you can keep with you at all
times.
You have established a connection to your system from a registered telephone. You hear the
dial tone.
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Calling code dialing destinations
1. Press the # key followed by the code number of the code dialing destination you
want to call, e.g. 2 for ”902”.
The code dialing destinations correspond to the first entries in your personal phone
book.
Assigning code dialing destinations to the codes: Code dialing destination 900 ->
Code number 1, Code dialing destination 901 -> Code number 2, … Code dialing
destination 904 -> Code number 5.
2. Carry out the call.
Related topics:
Assigning function keys specifically (changing code dialing destinations)
Creating a new entry in the phone book on page 45
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Mobile System Subscribers (Managed Mobility Access)
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Chapter 11: Using the Avaya Menu
Call charges
Introduction to call charges
During a call, you can view the current charges.
You can view the charges for your last call.
All call charges incurred since the last reset are stored and totaled in your telephone system.
You can check the charges for each subscriber and each line separately.
Furthermore, your system also record and account for the call charges for single projects or
private calls separately.
Viewing the charge display
1. Press the Avaya Menu button.
2. Select Charges.
3. Press the OK button.
The charges for the last call are selected.
4. To view the total charges, select Total.
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Viewing charges for lines / subscribers
1. Press the Avaya Menu button.
2. Select Charges.
3. Press the OK button.
4. Select one of the following:
• Total subs., for showing the charges for a specific subscriber,
• Total line, for showing the charges for a specific line.
5. Enter the extension or line number, e.g. 01 for line 1.
Instead of entering a line number, you can simply press the corresponding line key.
Deleting call charges
1. Press the Avaya Menu button.
2. Select Charges.
3. Press the OK button.
4. Select the charge display you want to clear.
Note:
If you want to clear the totals for all calls, you must have this function enabled by
your system administrator.
5. Press the OK button.
6. Press the Delete softkey.
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Locking the telephone
Locking the telephone
Telephone lock
Locking your telephone prevents unauthorized use during an absence. To unlock your
telephone, a Personal Identification Number (PIN) is required.
The following functions are still available when the telephone is locked:
• Answering calls,
• Dialing internal call numbers,
Changing the PIN
You need a PIN (Personal Identification Number) to lock your telephone against unauthorized
users and to unlock it again.
The default setting for the PIN is "0000".
In case you have forgotten your PIN please contact your system administrator.
1. Press the Avaya Menu button.
2. Press the Lock function key.
3. Press the PIN softkey.
4. Enter the current PIN (default setting: 0000).
If you make a mistake when entering your PIN: press the Back softkey and start
again from the beginning.
5. Press the OK button.
6. Enter the new one.
Locking the telephone
Use this procedure to lock your telephone.
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1. Press the Avaya Menu button.
2. Press the Lock function key.
3. Press the OK button.
The status information Phone locked is shown.
Unlocking the telephone
1. Select Phone locked.
2. Press the OK button.
3. Enter the current PIN.
Managing appointments
Appointments (reminders)
You can set your telephone to remind you of important appointments. You can be reminded of
up to three appointments. You can specify whether you wish to be reminded once, on several
days or every day.
When the time of the appointment arrives, a signal tone sounds and the message you have
entered for the appointment appears in the display.
You can selectively delete appointments you have entered.
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Managing appointments
Entering an appointment for today
1. Press the Avaya Menu button.
2. Select Appointments, and if necessary select Own appointm.
All set appointments will be shown.
3. Select an appointment, which is marked empty, e.g. Appt. 1.
4. Press the OK button.
5. Press the Today softkey.
6. Enter the time in the form "hours minutes", e.g. 1050 for 10:50 hrs.
7. Select a standard text if required.
To be able to select from standard texts, these must first have been entered into the
system.
8. Enter or add any text.
9. Press the OK button.
Result
At the specified time, a signal tone sounds and the text you have entered is displayed.
Entering a one-time appointment
1. Press the Avaya Menu button.
2. Select Appointments, and if necessary select Own appointm.
All set appointments will be shown.
3. Select an appointment, which is marked empty, e.g. Appt. 1.
4. Press the OK button.
5. Enter the date and time in the form "day month hours minutes", e.g. 04081150 for 4
August at 11:50 hrs.
6. Select a standard text if required.
To be able to select from standard texts, these must first have been entered into the
system.
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7. Enter or add any text.
8. Press the OK button.
Result
At the specified time, a signal tone sounds and the text you have entered is displayed.
Entering a recurring appointment
1. Press the Avaya Menu button.
2. Select Appointments, and if necessary select Own appointm.
All set appointments will be shown.
3. Select an appointment, which is marked empty, e.g. Appt. 1.
4. Press the OK button.
5. Press the Series softkey.
You are shown all the days of the week in abbreviated form for which the recurring
appointment applies. Appointment reminders are enabled for Monday to Friday by
default.
6. Select day of week if required to change standard setting.
7. Press the Modify softkey.
The setting for this day is changed and the initial letter of the corresponding day
appears or disappears.
8. Enter the date and time in the form "hours minutes", e.g. 1150 for 11:50 hrs.
9. Select a standard text if required.
To be able to select from standard texts, these must first have been entered into the
system.
10. Enter or add any text.
11. Press the OK button.
Acknowledging an appointment
Use this procedure to acknowledge an appointment. When the specified time is reached, a
signal tone sounds and the entered appointment message appears on the display.
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Managing appointments
Press the OK button.
The signal tone stops and the appointment reminder will be deleted in the display.
Deleting an appointment
1. Press the Avaya Menu button.
2. Select Appointments, and if necessary select Own appointm.
3. Select the desired appointment.
4. Press the OK button.
5. Press the Delete menu item.
Setting appointments for others
1. Press the Avaya Menu button.
2. Select Appointments.
3. Press the OK button.
4. Select Appointment for other.
5. Press the OK button.
All existing appointments for this subscriber will be displayed.
6. Now enter the new appointment just as you would set your own appointments.
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Chapter 12: Customizing your telephone
Setting parameters for your telephone
Changing the acoustic signaling
Use this procedure to change the volume of several tones.
Note:
You can change the individual settings during a call by pressing + or - on the Volume button.
You can also change any setting by pressing the numeric key of the desired setting or by
pressing the right or left navigation arrows.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select Acoustics / Contrast.
7. Press the OK button.
8. Select one of the following:
• Ringing tone
• Monitor
• Handset
• Headset
9. Increase or reduce the volume by pressing the right or left navigation button.
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The new setting sounds immediately to be checked.
10. Press the Back softkey.
Setting the ringing tone melody
You can assign different melodies to each call type:
• Internal call: Call from inside your telecommunications system
• External call: Call from outside your telecommunications system
• Message call: When a message is received
• VIP ringtone: Call from an entry in the call filter list
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select Acoustics / Contrast.
7. Press the OK button.
8. Select the call type you want to change.
9. Change the setting with the right or left navigation button.
New ring settings are sounded immediately in order to be checked.
10. Press the Back softkey.
Applying ring tone melodies
Your system administrators can make special ring tones for all numbers on your system. This
means that calls for "Service", "Head office" or "Workshop" can easily be recognized from the
ring tones. You can apply these ring tones to your telephone.
The setting only affects external calls and VIP calls.
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Setting parameters for your telephone
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select MSN call type (off).
7. Press the Modify softkey.
8. If you wish to hear your personal ring tones again, change the setting back to (off).
9. Press the Back softkey.
Setting the contrast
1. Press the Avaya Menu button.
You can access the acoustics and contrast menu directly from your telephone’s idle
status using the Volume button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select Acoustics/Contrast.
Note:
If you want to reset the acoustic and contrast settings to the as-supplied status,
select Default setting and confirm with the OK button.
7. Press the OK button.
8. Increase or reduce the contrast with the right or left navigation button.
9. Press the Back softkey.
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Setting the language
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select Language.
7. Press the OK button.
8. Select the language you want to use for display texts.
9. Press the OK button.
Your telephone will reset itself. All display texts will now be in the selected language.
Adjusting the setting for handsfree operation
You can adjust the handsfree settings for the conditions prevailing in your office and
surroundings.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select Acoustics/Contrast.
7. Press the OK button.
8. Select Handsfree.
9. Change the setting with the right or left navigation button.
• 1: Normal connection (medium volume)
• 2: Quiet or long-distance connection
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Deactivating ringing tone temporarily (Do not disturb)
• 3: Loud connection purely digital or internal connection. This is normally the
best setting if you are using your telephone's build-in-loudspeaker.
• 4: When you have connected an additional loudspeaker.
10. Press the Back softkey.
Deactivating ringing tone temporarily (Do not disturb)
If you do not wish to be disturbed, you can temporarily deactivate the ringing tone.
You can still make internal and external calls yourself without any restrictions even when you
have activated "Do not disturb".
Caution:
You can set up call numbers for which your telephone rings even when you have activated
"Do not disturb" (Call filter).
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Display/Acoustics.
5. Press the OK button.
6. Select Do not disturb.
7. Press the OK button to switch on and off.
The caller hears the busy tone or an announcement if you have switched on "Do
not disturb".
Related topics:
Using call filter on page 91
Activating night service
You can activate a desired night service at any time.
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The system can activate night service automatically at times programmed by your system
administrator. The calling stations for the night service can be set in the menu Settings >
System functions.
1. Press the Avaya Menu button.
2. Select Night service.
3. Press the OK button.
4. Select Night service 1 (or 2, 3, autom. Night service).
5. Press the Modify softkey.
The night service is activated immediately ("autom. Night service" only at the
programmed times).
Only the last activated night service becomes effective in each case. All night
services that were previously activated are deactivated.
Related topics:
Assigning operators for night service * on page 94
Activating automatic handsfree after dialing
When you call an external subscriber: Use this procedure to set your telephone to switch
automatically to handsfree.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select Autom. handsfree (off).
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
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Seizing exchange line automatically
Seizing exchange line automatically
You can automatically seize an exchange line every time you dial with the handset on hook.
You then never have to dial the external line code.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select LN on dialing (off).
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
Result
If you have switched on "LN on dialing", you must first press the Hold button to make an internal
call.
Related topics:
Calling an external call number on page 15
Seizing external line automatically when going off-hook
You can automatically seize an external line whenever you lift the handset. You then never
have to dial the external line code.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
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6. Select Line / off-hook (off).
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
Result
If you have switched on "Line/off-hook", you must first press the Hold button to make an internal
call.
Setting the number of redials
When you activate automatic redial: Use this procedure to set how often the dialing is to be
repeated automatically.
You can choose between 0, 3, 5 or 10 redials.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select Number of redials.
7. Press the Modify softkey several times until the desired number of redials is shown.
If the setting is 0, the Auto. redial menu item will not be shown while calling external
numbers.
8. Press the Back softkey.
The new setting is saved.
Related topics:
Requesting automatic redialing on page 19
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Setting redial interval
Setting redial interval
When you activate automatic redial: Use this procedure to set the time that elapses between
two automatic redials.
You can select times of 15, 30, 60, 90 or 120 seconds.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select Redial every … s.
7. Press the Modify softkey several times until the desired time interval is shown.
8. Press the Back softkey.
The new setting is saved.
Setting the number send to external subscribers
For external calls, you can specify whether a number is passed to the subscriber. You can also
specify whether this is your internal extension number or only the company telephone number.
This feature must be supported by your network provider.
Note:
You can also suppress number display for the next call only (Anonymous calling)
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select Remote no. disp.
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7. Press the Modify softkey several times until the desired setting is shown:
• off, to switch the number display off completely,
• own, to send your internal extension number (e.g. 7505-12)
• Master, to send only your company telephone number (e.g. 7505-0).
8. Press the Back softkey.
The new setting is saved.
Result
If enabled in your system, you will be offered those numbers with which you can present
yourself when dialing.
Accepting calls automatically (Handsfree answer back)
You can set up your telephone so that incoming internal calls are accepted automatically. If
you receive a call, you will hear a short signal tone and your telephone's microphone and
loudspeaker are activated immediately. This means that you can speak to the caller right away.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select Handsfree AB...
7. Press the OK button.
8. Press the Back softkey.
The new setting is saved.
Result
The status information Handsfree answer back appears on the display.
Next steps
Note:
If you want to switch “Handsfree answer back” off again, switch the function to Handsfree
answer back (on) again.
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Turning direct dialing on or off
Turning direct dialing on or off
By default, direct dialing is set to on. Then dialing begins immediately when the first digit or a
destination is pressed.
You can turn this setting off. Then you can type in a whole call number first and then dial it as a
block. You can then check the call number again and correct it if necessary.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select Direct dial (on).
7. Press the OK button.
8. Press the Back softkey.
The new setting is saved.
9. To reactivate direct dialing turn the function to Direct dial (On) again.
Related topics:
Calling an internal call number on page 15
Deactivating second call
If you do not want to answer an additional call (second call) during a call, you can deactivate
second call.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
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6. Select Second call (on).
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
Result
If you are making a call and have switched off second call, a caller will receive the busy signal.
Assigning code numbers *
Every outgoing and incoming call can be assigned a code number. This enables the call to be
assigned to a project or client number.
The code number can also be called up during an external call.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Dial settings.
5. Press the OK button.
6. Select Code:.
If already set up, the current code number is displayed.
7. Press the OK button.
8. If applicable do one of the following:
• To change code, enter new code number,
• To deactivate code, press OK button,
• To delete code, select Delete and press OK button.
9. Press the Back softkey.
The new setting is saved.
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Extending call display
Extending call display
You can set your telephone to always display not only the caller’s number or name but the
number which they dialed. This tells you whether the caller wants to speak to service or the
workshop, for example.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Call display A->B (off).
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
Deactivating VIP call signaling (pager) *
If a VIP call (pager) has been set up for your telephone: Use this procedure to temporarily
remove calls from the VIP call signalling. Calls are no longer signaled, e.g. on a pager or
logged.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select VIP call (on).
7. Press the Modify softkey.
8. Press the Back softkey.
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The new setting is saved.
Removing telephone from hunt groups
If your telephone is assigned to one or more hunt groups: Use this procedure to temporarily
remove your telephone from these hunt groups.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Hunt group (on).
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
Removing telephone from general call
An incoming external call will be signalled on all the telephones in your system if you have not
set up an answering station (general call). You can set up your telephone so that it does not
ring in the case of a general call.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select General call (on).
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Activating remote headset
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
Activating remote headset
Use this procedure to activate the use of a cordless convenience headset.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Remote headset (off).
7. Press the Modify softkey.
8. Press the Back softkey.
The new setting is saved.
Function, destination, line and partner keys
Introduction function keys
Functions, call numbers, partners or lines which you use frequently can be assigned to freely
programmable function keys. You can then execute the functions, seize the line or dial the call
numbers simply by pressing the key.
A partner can be any internal subscriber to your telephone system. If you place a partner on
the function key then the LED informs you as to the telephone status of the partner.
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Note:
All the procedures described in this user manual assume a standard assignment of the
function keys.
If you re-assign function keys, please bear in mind that this may change the operating
procedures. Functions assigned to keys no longer appear in the menu.
Related topics:
Calling with a destination key on page 16
Assigning functions to keys
Functions which you use frequently can be assigned to programmable function keys. You can
then execute these functions simply by pressing the appropriate keys.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Function keys.
5. Press the OK button.
The description and current assignment of all keys will be displayed.
6. Select the key you want to change or assign.
7. Press the OK button.
8. Select function you want to assign to the key.
9. Press the OK button.
10. Press the OK button.
Assigning destinations to keys
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Function keys.
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Function, destination, line and partner keys
5. Press the OK button.
The description and current assignment of all keys will be displayed.
6. Select the key you want to change or assign.
7. Press the OK button.
8. Select Destination key.
9. Press the OK button.
The call numbers or names stored in your individual phone book are displayed.
10. Select the destination you want to assign to this key.
11. Press the OK button.
12. Press the OK button.
You can now call the destination with this key.
Assigning lines to keys
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Function keys.
5. Press the OK button.
The description and current assignment of all keys will be displayed.
6. Select the key you want to change or assign.
7. Press the OK button.
8. Select Line.
9. Press the OK button.
10. Select the line you want to assign to this key, e.g. Line 2.
11. Press the OK button.
12. Press the OK button.
You can now seize Line 2 with this key.
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Assigning partners to keys
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Function keys.
5. Press the OK button.
The description and current assignment of all keys will be displayed.
6. Select the key you want to change or assign.
7. Press the OK button.
8. Select Partner.
9. Press the OK button.
All internal subscribers are displayed.
10. Select the subscriber you want to assign to this key.
11. Press the OK button.
12. Press the OK button.
The subscriber is now set up as a partner and is accessible directly via this key. The
key's LED informs you as to the partner's telephone status.
Related topics:
About LEDs on page 12
Deleting key assignments
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Function keys.
5. Press the OK button.
The description and current assignment of all keys will be displayed.
6. Press the key whose assignment you want to delete.
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Conference bridge settings
You can now see the function or call number previously assigned to the key.
7. Select delete.
8. Press Delete softkey.
The key is now free again.
Conference bridge settings
Set up conference bridge *
The conference bridge can only be reserved by authorized subscribers. Each of these
subscribers can change the access PIN themselves.
A standard PIN can also be set up for a conference bridge. This means that anyone can dial
into the conference bridge providing it is not reserved.
Setup reservation permissions
You can give individual subscribers the option of reserving the conference bridge.
You must have the right to set up reservation permissions.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Conference bridge.
7. Press the OK button.
8. Select Permission for ….
9. Enter the number of the subscriber for whom you want to enable reservation
permissions.
You are shown the access PIN and whether the subscriber can reserve the
conference bridge, e.g. PIN: 0000 Not active.
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10. Select Activate.
11. Press the OK button.
The subscriber can now reserve the conference bridge using the access PIN set.
Changing access PIN
You can change your access PIN for the conference bridge at any time. The changed access
PIN applies immediately, even for conferences which have already been reserved and which
are still open.
If you have permission, you can also change the access PIN for other subscribers.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Conference bridge.
7. Press the OK button.
8. Select PIN: 0000.
9. Press the OK button.
10. Enter the new access 4-digit PIN.
Different conferences can have the same access PIN.
You have changed the access PIN.
Setup standard access *
With a standard PIN, the conference bridge can be used at times at which it is not reserved.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
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Conference bridge settings
4. Select Applications.
5. Press the OK button.
6. Select Conference bridge.
7. Press the OK button.
8. Select Standard PIN.
9. Press the OK button.
You are shown that the standard PIN cannot be used, e.g. PIN: 0000 Not active.
10. Select Activate.
11. Press the OK button.
12. Press the Back softkey.
You can now access the conference room using the standard PIN.
13. To block accessing the conference bridge with the standard PIN again: Enter the
Standard PIN menu, select Deactivate and confirm with the OK button.
The standard PIN is marked Not active again.
Changing standard PIN *
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Conference bridge.
7. Press the OK button.
8. Select Standard PIN.
9. Press the OK button.
10. Select PIN: 0000 Not active
11. Press the OK button.
12. Enter the new standard 4-digit PIN.
13. Press the Back softkey.
The default PIN has been changed and can be used.
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Managed Mobility Access settings
Introduction MMA settings
Up to 50 external numbers can be registered on your system to use Managed Mobility Access
(MMA).
Each external number is assigned to a fixed internal subscriber. Each internal subscriber can
be assigned to more than one external number.
The internal subscriber can be given the option of using callback and editing his numbers.
By default, a normal call diversion can be activated to telephones with registered numbers.
For each registered number, you can configure that twinning is activated instead of call
diversion.
Related topics:
Introduction MMA on page 53
Adding dial-in authorized numbers *
If you have permission, you can register for any internal subscribers new numbers which are
authorized to dial in.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Mobility.
7. Press the OK button.
8. Enter the call number of the internal subscriber for whom you want to register a new
number.
A list of all the external numbers already registered appears.
9. Press the New softkey.
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Managed Mobility Access settings
10. Select a number you want to register from the list or enter the external number (with
dialing code), e.g. 0696 50512.
The number list contains all the external numbers on the call log of the internal
subscriber.
Note:
This saves a lot of keying in numbers. For example, you could simply call your
extension using the mobile whose number you want to register. The number
appears in your call log and you can easily add it as a registered number.
11. If necessary, press the Options softkey and select and modify one or several of the
following settings:
• Callback (off): To allow callback option, change setting to (on).
• Editable (off): To allow editing option, change setting to (on).
• Twinning (off): To set twinning instead of call diversion, change setting to (on).
12. If necessary, press the Back softkey to quit the Options menu.
13. Press the OK button.
The number is registered and now appears in the list of registered numbers.
Result
All registered numbers appear in the Call diversion > Divert to menu as twinning or call
diversion destinations.
Related topics:
Diverting calls for your telephone on page 27
Changing dial-in authorized numbers *
If you have permission, you can change the telephones (registered numbers) which can dial
into your telephone system.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Mobility.
7. Press the OK button.
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A list of all the external numbers registered appears.
8. Select the number whose settings you want to change.
9. Press the OK button.
10. Change the external number as usual.
11. If necessary, press the Options softkey and select and modify one or several of the
following settings:
• Callback (off): To allow callback option, change setting to (on).
• Editable (off): To allow editing option, change setting to (on).
• Twinning (off): To set twinning instead of call diversion, change setting to (on).
12. If necessary, press the Back softkey to quit the Options menu.
13. Press the OK button.
The amended number has been registered.
Deleting dial-in authorized numbers *
You can delete registered numbers again.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Mobility.
7. Press the OK button.
8. Enter the phone number of the internal subscriber for whom you want to delete a
registered number.
A list of all the external numbers registered appears.
9. Select the number you want to delete.
10. Press the Delete softkey.
11. Press one of the following softkeys:
• Entry, to delete the shown entry.
• All, to delete all entries in the list.
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Using call filter
Using call filter
Calls from subscribers in the call filter list are still signaled even when you have set up "Do not
disturb". The call filter list contains up to 10 entries.
You can set up a special ringtone for calls from numbers on the call filter list (VIP ringtone).
Caution:
You can also use the call filter to prevent call diversion for selected numbers. If in addition
to "Call divert to, immediate" you also set up "Do not disturb", only your telephone will ring
when a call is received from entries in the call filter list. All other calls are diverted immediately
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Call filter.
7. Press the OK button.
8. Press the New softkey.
A list is shown of all entries in the general directory and your personal directory.
9. Enter one or more initial letters of the name until the desired subscriber is shown.
Instead of entering initial letters you can scroll through the phone book to the desired
entry.
10. Press the OK button.
The subscriber is added to the call filter list.
11. Press the Back softkey.
Related topics:
Diverting calls for your telephone on page 27
Deactivating ringing tone temporarily (Do not disturb) on page 71
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Deleting entries from the call filter
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select Applications.
5. Press the OK button.
6. Select Call filter.
All call filter entries are shown.
7. Select the entry you want to delete.
8. Press the Delete softkey.
9. Press one of the following softkeys:
• Entry, to delete the shown entry.
• All, to delete all entries in the list.
10. Press the Back softkey.
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Chapter 13: Settings for your telephone
system
Introduction
You can perform many of the settings for your telephone system from your Avaya 1400 Series
telephones. The settings apply to all the telephones in your system.
• External callers can often reach your company using various different numbers. For each
of these numbers you can define which phones should ring. These telephones are
referred to as the operator for this number.
You can set these up for normal daytime operation (day service), three different night
variations (night service 1 to 3) and as call forwarding after a time delay.
• If you want to operate several operators alone, you can issue a "busy" signal to every
new caller as soon as you are in a call. This is called second call barring.
• You can change the date and time globally for the whole system.
• You can determine a customer password so that you can e.g. manage your telephone
system with the ICT tool.
• You can query statistical information for your telephone (traffic statistics).
Assigning operators for day service *
You can assign an operator for each external line. The operator can consist of up to 5
telephones.
An operator is not absolutely essential. If no operator is allocated to the number, a general call
takes place.
All exchange lines can be assigned to one telephone as the sole operator.
1. Press the Avaya Menu button.
2. Select Settings.
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3. Press the OK button.
4. Select System functions.
5. Press the OK button.
6. Select Day service.
7. Press the OK button.
8. Enter the two-digit number of the line for which you want to set up operators.
You can also simply press the corresponding line key instead of entering the line
number.
9. Select the number for which you want to set up an operator.
10. Press the OK button.
11. Enter the internal number of the telephone which is to be set up as an operator, e.g.
13.
12. If necessary enter four further internal numbers of telephones which are also to be
set up as operators.
13. If necessary select Next line and set up operators for this line.
14. Press the Back softkey.
The new setting is saved.
15. To change answering stations you have already set up simply enter the new
operators.
Assigning operators for night service *
There is often a need for a telephone system to handle calls differently at night than during the
day. Here, you can set up specific operators for night service. Three different night service
options are possible.
Different classes of service during night service must be specifically programmed (see Integral
manual). You can program times when the system automatically activates a night service (see
Integral manual).
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select System functions.
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Assigning call forwarding destinations *
5. Press the OK button.
6. Select Night service.
7. Press the OK button.
8. Enter the two-digit number of the line for which you want to set up operators.
You can also simply press the corresponding line key instead of entering the line
number.
9. Select the number for which you want to set up an operator.
10. Press the OK button.
11. Enter the internal number of the telephone which is to be set up as an operator, e.g.
13.
12. If necessary enter four further internal numbers of telephones which are also to be
set up as operators for this night service.
13. If necessary select Next line and set up operators for this line.
14. Press the Back softkey.
The new setting is saved.
15. To change operators you have already set up simply enter the new operators.
Next steps
Switching on night service: See Night service menu.
Related topics:
Activating night service on page 71
Assigning call forwarding destinations *
Up to five call forwarding destinations can be set up for each exchange line. Call forwarding
takes place after a set time when a operator is called via the exchange line. The time before
the call is forwarded can be set globally for the system between 0 and 300 seconds.
If call forwarding is set up for the operator but no forwarding destination has been specified,
the call is forwarded as a general call.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select System functions.
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5. Press the OK button.
6. Select Call forwarding.
7. Press the OK button.
8. Enter the two-digit number of the line for which you want to set up operators.
You can also simply press the corresponding line key instead of entering the line
number.
9. Select the number for which you want to set up an operator.
10. Press the OK button.
11. Enter the internal number of the telephone which is to be set up as an call forwarding
destination, e.g. 13.
12. If necessary enter four further internal numbers of telephones to which the call
should be forwarded.
13. If necessary select Next line and set up operators for this line.
14. Press the Back softkey.
The new setting is saved.
15. To change operators you have already set up simply enter the new operators.
Related topics:
Forwarding calls to forwarding stations on page 24
Setting second call barring *
You must have authorization to set up second call barring. Numbers must be approved for
setting up second call barring.
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select System functions.
5. Press the OK button.
6. Select Second call barring.
7. Press the OK button.
A list of numbers for which second call barring is to be set up is displayed.
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Setting date and time
8. Select the number for which you want to change second call barring.
9. Press the OK button.
10. If necessary select other numbers for which you want to change the setting.
11. If necessary press the OK button.
12. Press the Phone/Exit button.
The new setting is saved.
Result
If you are in a call a further external caller would get a busy tone, even if other phones in the
call distribution are free.
Setting date and time
1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select System functions.
5. Press the OK button.
6. Select Date / time.
7. Press the OK button.
8. Enter the date: day month year, e.g. 050110 for January 5th 2010.
9. Enter time: hours minutes, e.g. 1051 for 10:51 am.
The day of the week is set automatically.
10. Press the Back softkey.
The new setting is saved.
Setting customer password *
You can determine a customer password so that you can e.g. manage your telephone system
with the ICT tool. The password can consist of letters and digits.
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1. Press the Avaya Menu button.
2. Select Settings.
3. Press the OK button.
4. Select System functions.
5. Press the OK button.
6. Select Customer pswd.
7. Press the OK button.
8. Enter the old password if one has already been assigned.
9. Enter the new customer password (new PIN) as four digits.
10. Press the Back softkey.
The new setting is saved.
Showing traffic statistics *
You can retrieve statistical information for your telephone.
1. Press the Avaya Menu button.
2. Select Traffic statistics.
3. Press the OK button.
Information about calls since data was last deleted will be shown.
4. To reset the counter, select Delete.
The data will now be recorded again from the current date.
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Chapter 14: Auxiliary devices
Button module DBM32
A DBM32 button module provides 32 buttons. You can connect one or two DBM32 to your
Avaya 1416 telephone. No button module can be connected to the Avaya 1408 telephone.
Your system administrator can assign the buttons according to your preferences. The following
options are available to you:
• Call numbers of your partners
• Individual destinations (frequently used call numbers)
• Functions, e.g. door opener, call diversion or hotel functions, etc.
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1
Buttons with LEDs
2
Strips for labeling
Dialing with the DBM32 button module:
Use the DBM32 buttons just like the destination or partner keys located directly on your
telephone: Lift the handset and then press the button for the desired subscriber.
Table 4: LED indications
LED
Connection
Blinking red fast
Partner receives an external call.
Blinking red
Partner receives an internal call.
Steady red
Partner is on a call.
Using a headset
You can connect a headset to your telephone. Before you can use a cordless convenient
headset you must activate it.
Caution:
Prevent damage to your hearing! If you use a headset continually, loud sounds in the
earphone can, over a long period of time, lead to hearing damage. Therefore, always reduce
the volume during loud conversations to a pleasant level (use the — Volume button).
Answering calls:
Press the Headset button.
Continuing a headset call with the handset:
Lift the handset and continue the conversation as normal.
Continuing a handset call with the headset:
Press the Headset button. You will be speaking to the other party via the headset. The button's
LED lights up.
Continuing a handset call with the headset:
Press the Headset button. You will be speaking to the other party via the headset. The button's
LED lights up.
Ending a headset call and disconnecting:
Press the Headset button and replace the handset if necessary.
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Using a headset
Starting a call:
Enter the call number and press the Headset button.
Switching on monitoring:
You can switch on monitoring on the telephone while you are on a call with the headset. Press
the Speaker button. The button's LED lights up.
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Chapter 15: Hotel functions
Introduction
You can use the hotel functions in small to medium-sized hotels and guest houses. Your system
administrator can connect up to three DBM32 modules to the Avaya 1416 telephone for
executing these functions.
Available functions include checking guests in and out, viewing guest charges, disabling direct
inward dial to rooms, waking up guests, etc.
You can also hook up a printer to the telephone system for printing out charge reports and
wake-up requests.
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Hotel functions
Layout of the hotel functions on the DBM32 button module *
No.
104
Name
Description
1
Check-in / Checkout
2
DDD (Disable Direct An external caller cannot directly dial the guest’s room, but
Dial)
must be connected via the switchboard.
3
Message
The switchboard can send a message to a room telephone.
4
Disable guest-toguest
Others guests cannot use their room telephones to call this
guest directly, but must be connected via the switchboard.
5
Charge limit
The guest can only incur charges up to the amount
specified in the telephone system.
6
Exit
For ending an operating procedure. The DBM32 module
returns to displaying the calling status of the room
telephones.
7
Other keys
Destination keys for guests.
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Checking in *
Checking in *
1. Press the Check-in button.
2. Press the button for the desired room.
3. Select the desired language.
You can choose between several languages for the menu displays on the guest
telephone.
4. Press the OK button.
The guest is checked in. The button lights up.
Result
The menu displays on the guest telephone and the voice announcements of a voice mail box (if
any) will be in the selected language. The guest acquires the full, non-restricted class of service
upon check-in. The charges memory for the previous guest is erased.
Checking out *
1. Press the Check-in button.
2. Press the button for the desired room.
• If the key light goes off: No charges have been incurred and all messages on
the guest’s voice mail box have been listened to.
Check-out is complete.
• If the button LED flashes: Charges have been incurred or there are messages
on the guest’s voice mail box that have not been listened to.
You can query the charges and you can ask the guest to listen to the messages.
3. Press the Exit button.
The DBM32 module returns to displaying the calling status of the room telephones.
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Result
All the guest’s messages, wake-up calls, call diversions and callbacks are deleted upon checkout. Direct dial from other rooms is disabled.
On checking out, an automatic printout of the total is also possible. Consult your system
administrator if necessary.
Querying call charges *
1. Press the Avaya Menu button.
2. Select Charges.
3. Press the OK button.
4. Press the button for the room again.
The charges are displayed.
5. Select one of the following:
• Printout, for sum of charges,
• Total printout, for details of individual calls.
6. Press the OK button.
The charges for this guest will be printed out.
7. Select Reset charge meter.
8. Press the OK button.
The charges for this guest are deleted.
9. Press the Back softkey.
10. Press the button for the room again.
The guest is checked out or a message is displayed that there are still messages
that have not been listened to.
Listening to messages *
A menu item shows how many messages on the guest’s voice mail box have not been listened
to.
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Messaging to guest: message at reception *
1. Select this menu item, e.g. 101: New messages (2).
2. Open the voice mail box by calling the voicemail server.
3. Enter the room number.
4. Press the OK button.
The connection to the guest’s voice mail box is established.
The voice mail box can be transferred to another telephone in the usual way (See
transfering a call). There, the customer can listen to the messages on his voice mail
box on pressing the * key.
5. Press the button for the room again.
The guest is now checked out. All messages that have not been listened to are
deleted.
Messaging to guest: message at reception *
1. Press the Message button.
2. Press the button for the desired room.
3. Press the Exit button.
The DBM32 module returns to displaying the calling status of the room telephones.
"Message" appears on the display of the room telephone. If the room telephone
does not have a display, the LED for signaling a call will light up.
If the guest rings back, the "Message" indication will be canceled or the LED will go
out.
4. To delete the message: Press the key for the desired room again.
Setting direct dial to rooms *
If direct inward dial to a room is disabled, an external caller cannot reach this guest directly
but must be connected via the switchboard.
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Hotel functions
1. Press the DDD (Disable Direct inward Dial) button.
The button LEDs of all rooms which cannot be called directly light up.
2. Press the button for the desired room.
The button LED lights up or goes out, depending of the new DDD status of the room.
3. Press the Exit button.
The DBM32 module returns to displaying the calling status of the room telephones.
Setting guest-to-guest connection *
If a guest-to-guest connection is disabled, this guest cannot be called directly by other guests,
who must instead be connected via the switchboard.
1. Press the Disable guest-to-guest button.
The button LEDs of all rooms which cannot be called directly from other room
telephones light up.
2. Press the button for the desired room.
The button LED lights up or goes out, depending of the new guest-to-guest
connection status of the room.
3. Press the Exit button.
The DBM32 module returns to displaying the calling status of the room telephones.
Determining the charge limit *
When the charge limit for a room is activated, this guest can only incur charges up to the
specified limit. As soon as a guest reaches the charge limit, they hear a signal tone. They can
still finish the present call, but cannot make any more external calls. A message that the guest
has exceeded the charge limit appears on the reception telephone. The charge limit is the
same for all guests.
1. Press the Charge limit button.
The button LEDs of all rooms which an activated charge limit light up.
2. Press the button for the desired room.
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Waking guests *
The button LED lights up or goes out, depending of the new charge limit status of
the room.
3. Press the Exit button.
The DBM32 module returns to displaying the calling status of the room telephones.
Waking guests *
With the wake-up call, you can send your own text or one prepared by your system
administrator. You can change that text or compose one yourself.
If the guest does not react to the wake-up call, a message to that effect appears on the
reception telephone.
Using the printer, a log is kept of when the wake-up call was entered, when it was made, and
when it was acknowledged (or not, after a certain time).
Wake-up times can also be entered by the guest himself at the guest telephone. Voicecontrolled operation is described in the manual for the voice mail box.
1. Press the Avaya Menu button.
2. Select Appointments.
3. Press the OK button.
4. Select Appointments for others.
5. Press the OK button.
6. Press the button for the desired room.
7. Press the OK button.
All existing appointments for that room will be displayed.
8. Now enter the desired time for the wake-up call just as you would for your own
appointments.
9. To delete one of the shown appointments: Just select it and press the Delete softkey.
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Chapter 16: Menus
Menu overview
The following contains an overview of the menu structure of the Avaya 1400 Series telephones
connected to Integral 5. The first three menu levels are shown. The menu structure shown
here may differ from the actual menu structure on your telephone. Deviations from the menu
overview shown here may arise due to the features used and the accessories in use. Remarks
and notes are shown in italic font.
Menu item in basic menu
One menu level lower
One menu level lower
Call pickup
Call diversion
Divert to
Divert from
Divert for
Bundle [x]
Appointments
Own appointment
Appointment for others
Call charges
Last call
Total
Total subs.
Total line
Total call charges
Lock
Lock telephone
Message
Night service
Night service 1
Night service 2
Night service 3
autom. Night service
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Menus
Menu item in basic menu
Conference bridge
One menu level lower
One menu level lower
Own conference
Conference for others
Settings
Display/Acoustics
Acoustics/Contrast
Partner beep
Do not disturb
MSN call type
Language
Function keys
Dial settings
Autom. Handsfree
LN on dialling
Line / off-hook
Number of redials [0]
Redial every [ s]
Answ.Back
Second call
Remote no. disp.
Direct dial
Code [0000]
Applications
Call log
Call filter
Mobility
Conference bridge
Remote Headset
General call
Hunt group
VIP call
Self-assignment
Call display A->B
Serial Call
System functions
Individual destinations
General speed dial
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Menu overview
Menu item in basic menu
One menu level lower
One menu level lower
Day service
Night service 1 (2, 3)
Call forwarding
Date/time
Customer pswd … *)
Traffic statistics
*) Further menu options will be displayed if the Service department has enabled you to program
the corresponding functions: subscriber names, substitute terms, classes of service, system
times, call bar groups, call bar numbers, software lock, auto. Night service, forwarding variants,
gate stations, assignment control, call charge functions, paper format, call charge display, call
charge threshold, call charge factor, second call barring.
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Appendix A: Remote features
Changing call diversion remotely *
You can call your telephone system from outside to set up or change a call diversion for your
telephone or for other telephones.
This is possible from any telephone with DTMF suffix dialling. In many cases, you can use only
certain pre-set telephones for this feature. Your system administrator will inform you.
"Changing call diversion remotely" must be enabled by your system administrator. Your system
administrator will tell you the remote control access number and PIN and also the codes for
activating and deactivating call diversion.
1. Dial the remote control access number from the external telephone.
2. Enter your internal number.
3. Enter your PIN.
4. Enter the Codes for Activate Call diversion.
5. Enter the Diversion target number.
6. To deactivate the diversion enter the appropriate code.
7. To set up or to change the call diversion, enter the codes for Activate follow-me,
beginning with as asterisk.
8. Enter the system’s external line code and the new destination to which you want to
divert the calls.
As confirmation, an acknowledgement tone sounds after a short time.
9. To deactivate the call diversion, enter the code for Deactivate follow-me.
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Index
A
acknowledging
appointment .........................................................64
adjusting
handsfree operation .............................................70
announcement
replying ................................................................21
anonymous calling ......................................................21
answered calls ............................................................16
answering
calls ......................................................................23
on hold .................................................................24
partners ................................................................24
pick-up .................................................................23
second call ...........................................................26
answering stations ................................................93, 94
appointment ..........................................................62–65
delete ...................................................................65
for today ...............................................................63
one-time ...............................................................63
automatic handsfree
after dialing ..........................................................72
B
brightness ...................................................................69
brokering ....................................................................25
bundles .......................................................................31
button module .............................................................99
buttons .........................................................................9
C
call charges ................................................................59
call display
extending .............................................................79
call diversion .......................................................27, 115
changing remotly ................................................115
call filter .................................................................91, 92
deleting entries .....................................................92
call forwarding
destinations ..........................................................95
call log ...................................................................41–44
additional entries ..................................................44
entry in phone book .............................................43
1408/1416 at Integral 5 - User Guide
symbols ................................................................41
call log entries automatically ......................................42
call log lists .................................................................16
call numbers
presenting different ..............................................75
presenting specified .............................................20
callback
automatic .............................................................18
calling ..............................................................15–17, 21
anonymous ..........................................................21
external ................................................................15
internal .................................................................15
partners ................................................................17
phone book entry .................................................17
speakerphone ......................................................17
with a destination key ...........................................16
charge limitl
hotel ...................................................................108
charges ..........................................................59, 60, 106
last calls ...............................................................59
lines ......................................................................60
subscribers ...........................................................60
total ......................................................................59
Checking in ...............................................................105
Checking out .............................................................105
code dialing
MMA .....................................................................56
Code number ..............................................................78
conference
expanding ............................................................33
conference bridge ......................................35–38, 85–87
access PIN ...........................................................86
changing standard PIN ........................................87
dial into .................................................................35
managing calls .....................................................36
releasing reservation permission .........................85
releasing standard access ...................................86
reserving one-time ...............................................37
reserving recurring ...............................................38
set up ...................................................................85
conference call ......................................................33, 34
three-party ............................................................33
conference room ........................................................35
consultation call ..........................................................25
contrast .......................................................................69
customer password ....................................................97
cut-in ...........................................................................19
May 2010
117
hotel ...................................................................108
D
date ............................................................................97
day service .................................................................93
DBM32 ................................................................99, 104
hotel functions ....................................................104
deleting .................................................................42, 65
appointment .........................................................65
destination key
LEDs ....................................................................12
destination keys ..........................................................82
destinations
assigning keys .....................................................82
on keys .................................................................82
direct dial
hotel rooms ........................................................107
direct dialing ...............................................................77
discrimination code ...................................................115
diverting ...........................................................27–29, 31
after time ........................................................27–29
bundles ................................................................31
for another telephone ...........................................29
from ......................................................................28
on busy ...........................................................27–29
to ..........................................................................27
unconditional ..................................................27–29
Do not disturb .............................................................71
double call ..................................................................27
DTMF suffix dialling ..................................................115
H
E
joining
another call ..........................................................19
editing
phone book entry .................................................46
ending .........................................................................34
external line
seizing when off-hook ..........................................73
handling
calls ......................................................................23
handsfree ...................................................................17
handsfree answer back ..............................................76
handsfree operation
setting ..................................................................70
handsfreeautomatic after dialing ................................72
headset
activating ..............................................................81
remote headset ....................................................81
hotel ..................................................................105–109
call charges ........................................................106
charge limit .........................................................108
checking in .........................................................105
checking out .......................................................105
direct dial ............................................................107
guest-to-guest connection ..................................108
messages ...........................................................106
waking guests ....................................................109
hotel functions ...................................................103, 104
DBM32 ...............................................................104
hotel reception ..........................................................107
hunt groups ................................................................80
J
K
keys ........................................................................9, 82
assigning functions ..............................................82
assigning numbers ...............................................82
F
follow-me ..................................................................115
forwarding calls ..........................................................24
function key
LEDs ....................................................................12
functions
assigning keys .....................................................82
G
general call .................................................................80
guest-to-guest connectionl
118
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L
language .....................................................................70
lecture mode ...............................................................36
LEDs
on keys .................................................................12
legal notices .................................................................2
line keys .....................................................................83
lines
assigning keys .....................................................82
on keys .................................................................83
LN on dialing ..............................................................73
May 2010
lock .............................................................................61
locking ........................................................................61
telephone .............................................................61
M
making a call .........................................................15, 16
Managed Mobility Access .....................................53, 88
settings .................................................................88
menu
overview .............................................................111
message
deleting ................................................................49
own ......................................................................49
sending standard texts .........................................50
to caller ................................................................50
viewing .................................................................49
writing ...................................................................49
messages ....................................................49, 106, 107
missed calls ..........................................................16, 42
MMA ..........................................................53–56, 88–90
call diversion ........................................................56
callback ................................................................54
change registered numbers .................................89
code dialing destinations ......................................56
conference call .....................................................55
deleting registered numbers ................................90
dial system ...........................................................53
end call .................................................................55
modify call diversion number ...............................56
modify twinning number .......................................56
place call ..............................................................54
refer-back call ......................................................55
register numbers ..................................................88
settings .................................................................88
monitoring ...................................................................17
muting .........................................................................25
N
night service ..........................................................71, 94
activating ..............................................................71
O
on hold
putting ..................................................................24
outgoing calls .............................................................16
overview .......................................................................9
participant ...................................................................34
partner
assigning keys .....................................................82
partner key
LEDs ....................................................................12
partner keys ................................................................84
partners
answering .............................................................24
calling ...................................................................17
on keys .................................................................84
pick-up .................................................................24
permission
conference bridge reservation .............................85
phone book ................................................17, 43, 45–47
calling entry ..........................................................17
deleting entry .......................................................47
editing entry .........................................................46
new entry .............................................................45
pick-up ..................................................................23, 24
partners ................................................................24
PIN ..................................................................61, 86, 87
conference bridge ...........................................86, 87
R
reception
messages ...........................................................107
redial
interval .................................................................75
repetition time ......................................................75
redial list .....................................................................43
redialing ................................................................18, 19
automatic .............................................................19
redials
number of .............................................................74
referring back .............................................................25
reminder .....................................................................62
remote
changing call diversion .......................................115
removing .....................................................................42
replying
announcement .....................................................21
requesting
automatic callback ...............................................18
automatic redialing ...............................................19
ring tone
melodies ...............................................................68
P
S
pager ..........................................................................79
second call
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May 2010
119
deactivating ..........................................................77
second call barring .....................................................96
settings
telephone system .................................................93
signaling calls
on two telephones ................................................30
source discrimination code .......................................115
speakerphone .............................................................17
switching
between calls .......................................................25
symbols
call log ..................................................................41
transferring
call ........................................................................26
on hold .................................................................26
twinning ......................................................................30
T
VIP call .......................................................................79
telephone system
settings .................................................................93
time .............................................................................97
traffic statistics ............................................................98
120
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U
unlocking
telephone .............................................................62
V
W
waking guests ...........................................................109
May 2010