IP Office Basic Edition

IP Office Basic Edition

Quick Mode - ETR Phone User Guide

- Issue 4d - (16 November 2011)

© 2011 AVAYA All Rights Reserved.

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Quick Mode - ETR Phone User Guide


Page 2

- Issue 4d (16 November 2011)

Contents

1.

ETR Telephones

1.3 Dial Tones ..................................................................... 9

2.

Call Handling

Contents

3.

Other Features

4.

Using Voicemail

5.

Phone Settings

6.

Button Programming

Index ...............................................................................47



Page 3


Chapter 1.

ETR Telephones



Page 5


ETR Telephones:

1. ETR Telephones

The IP Office Basic Edition - Quick Mode supports the ETR Series of Avaya phones. The models supported are the ETR 6D,

ETR 18D and ETR 34D phones.

Feature ETR 6 ETR 6D ETR 18 ETR 18D ETR 34D

Programmable buttons with lights

Programmable buttons without lights

Intercom Buttons with light

Display

Speakerphone

4

0

2

No

Yes

4

0

2

Yes

Yes

16

4

2

No

Yes

16

4

2

Yes

Yes

32

4

2

Yes

Yes

ETR 6/ETR 6D

The ETR 6 does not include a display. The ETR 6D includes the display.



Page 7


ETR 18/ETR 18D

The ETR 18 does not include a display. The ETR 18D includes the display.

ETR 34D

The number of ETR 34D phones supported is limited to a maximum of 4 (with a maximum of 2 per ETR6 base card).



Page 8


ETR Telephones:

1.1 Fixed Buttons

In addition to the line buttons, the telephones have some or all of the following fixed buttons, which are already imprinted:

· INTERCOM (not labeled)

Press to make or answer a call to or from another extension. If you receive a call on a T1 line with Direct Inward

Dialing (DID), and you cannot access that line from a line button, the call will appear on your Intercom button.

· FEATURE

Press to change programmed settings or use system features.

· CONF

Press to add other parties to your call.

· TRANSFER

Press to pass a call to another extension.

· HOLD

Press to put a call on hold.

· SPKR

Press to turn on and off the speaker and microphone (if available), so you can dial and have a conversation without lifting the handset. The light next to this button shows when the speaker is turned on.

· MIC/HFAI

Press to turn the microphone on and off. The light next to this button shows when the microphone is turned on.

Leave on to use Hands-Free Answer on Intercom (HFAI) feature.

· Volume Control Buttons

Press to decrease or to increase the volume as follows:

· To adjust ringer volume, press while the telephone is idle or ringing and the handset is in the cradle.

· To adjust speaker volume, press while listening to a call through the speaker.

· To adjust handset volume, press while listening through the handset.

1.2 Ringing Patterns

ETR phones use the following ring patterns:

Call Type

Outside Call

Ring Pattern

ring... ring... ring

Intercom Call

ring BEEP... ring

BEEP... ring BEEP

· If you have a system display telephone, the caller’s extension number (and name if programmed) appears on the display.

Recalling Call

ring BEEP BEEP... ring

BEEP BEEP... ring

BEEP BEEP.

· A transferred call, or an unanswered transferred or parked call that is ringing back at your extension

1.3 Dial Tones

There are two different dial tones when you call with a system telephone:

· Outside dial tone is generated by your local telephone company to indicate that you are connected with an outside line.

· Intercom dial tone is generated by the system to indicate that you are connected with an inside line. You hear this dial tone when you are making an inside or intercom call.



Page 9


1.4 Light Patterns

Some buttons have a green light and a red light. The meaning of these lights varies depending on whether the button is used to access an outside line or pool, is programmed with a system feature, or is programmed for Auto Dialing an extension number (Intercom Auto Dial button).

The meanings of the various light patterns for each possible button assignment are:

Light Pattern

On

Off

Flash

(long on, long off)

Alternating

Red/Green

Wink

(long on, short off)

Green Flutter

(short on, short off)

Line Button Programmable Button

Intercom / Auto Dial -

Intercom Button

Red

- Extension is busy.

Green

- You are using the line.

Red

- Line in use by another extension.

Line is idle

Green

- Feature is on.

Feature is off.

Extension is idle.

Green

Flash - A call is ringing at your extension.

Red

Flash - A call is ringing on the line but not at your extension.

Alternating green and red flash appears at both extensions in a joined call.

–

A user is entering a a four-digit code to lock or unlock their extension.

Green

Wink - The call is on hold or parked at your extension.

Red

Wink - Call is on hold or parked at another extension.

Anyone who has the line can retrieve the call.

–

–

Caller ID Inspect, Call Log or

Absent Msg. is on.

Absent Text Message Mgt. is active

Call Logs is active

–

–

–



Page 10


ETR Telephones: Light Patterns

1.5 Dialing Codes

The following features can be used by dialing the appropriate number.

Feature Dial Summary

Call Pickup

6 <Extension Number> Answer the longest waiting call ringing at an extension.

Group Pickup

66 <Pickup Group>

Idle Line Pickup

8 <Line Number>

Active Line Pickup

Loudspeaker Paging

68 <Line Number>

70

Simultaneous Paging

*70

Group Calling – Ring

7 <Calling Group>

Group Calling – Page

*7 <Calling Group>

Group Hunting – Ring

77 <Hunt Group>

Group Hunting – Page *77 <Hunt Group>

Answer the longest waiting call ringing any extension that is a member of the pickup group (1 to 4) selected.

Seize the specified line if it is idle and then make a call using that line.

Answer or seize the call on the specified line.

Page the loudspeaker device attached to the system.

Page both the loudspeaker device attached to the system and the extensions in calling group 71.

Call the available extensions in one of the calling groups (1 to 4).

Page the available extensions in one of the calling groups (1 to

4).

Call the available extensions in one of the hunt groups (1 to 6).

Page the first available extension in one of the hunt groups (1 to

6).



Page 11


1.6 Feature Codes

The following feature codes can be dialed from most phones after pressing Feature. Most of these features can also be assigned to programmable buttons.

Feature

Save Number

Redial

Code

Do Not Disturb

01

36

" Cancel

36

01

Recall

03

04

Last Number

Redial

17

Conference

Drop

25

Privacy

26

05

06

07

Description

This function allows you to switch do not disturb on or off.

This function allows you to send a recall or hook flash signal.

This function allows you to save the number dialed during a call and to redial that number when idle. This can be used when the number dialed does not answer.

This function allows you to redial the last external number dialed.

This function allows you to select and drop a call from a conference.

Call Forward

31

Call Forward

Cancel

31

Account Code

Entry

35

11

11

12

Voice Mailbox

Transfer

24

14

This function allows you to turn privacy on or off. When on, other extensions are not able to bridge into your calls.

This function allows you to redirect all your calls to another number. If the system administrator has configured your for Remote Call Forwarding, you can forward calls externally by specifying a personal speed dial as the destination.

This function allows you to enter an account code prior to making a call or during a call.

VMS Cover

39

15

Caller ID Name

Display

16

17

Caller ID

Inspect

Call Coverage

32

20

This function allows you to transfer your current call to another extension's mailbox. Your current call is put on hold and you enter the target extension number to indicate the mailbox required.

This function allows the you to switch use of voicemail coverage for your extension on or off.

This function allows you to swap the display of caller ID name and number information on the phone.

This function allows you to see the caller ID of a call on another line without interrupting the current call to which you are connected.

This function allows you to switch call coverage on or off. When on, any calls to you that ring unanswered also start ringing at your call coverage extension.

Station Lock

34

21

Station Unlock

22

34

Caller ID Log

Hot Dial

23

26

Message Alert

Notification

Absent

Message

30

27

28

Contact Closure

1

41

Contact Closure

2

42

This function allows you to lock and unlock your extension from being used to make calls.

When selected, you are prompted to enter a four digit code after which the extension is locked. If the extension is already locked, use of this function prompts for reentry of the four digit code to unlock the extension.

This function can only be used by the first two extensions in the system. It allows the user to unlock any extension without needing to know the code that was used to lock that extension.

This function allows you to view the phone system's call log of all caller IDs of calls received by the system. To use this you must be one of the three extensions configured for call ID logging by your system administrator.

This function allows you to dial a stored number without first going off hook or pressing the

SPEAKER button.

This function allows you to see the current state of other user's message waiting lamps. It is used in conjunction with other users for which you have Auto Dial - Intercom buttons.

This function allows you to set or clear an absent message for display on you phone. When set, the absent message is also displayed on other extensions when they call the user.

This function you to operate the system's contact closure 1 or 2 connection. To use this you must be a member of the system's contact closure group.



Page 12


ETR Telephones: Feature Codes

Feature Code Description

System Release 590 Displays the core software level that the system is running.

Displays the IP address of the systems LAN port.

System IP

Address

SD Card Serial

Number

591

592 Displays the feature key number of the System SD card. This is the number used for validation of licenses entered into the system configuration.

System Speed

Dial

20

DND Exception

Numbers

36

600 to

699

Dial the selected system speed dial number.

Personal Speed

Dial

21

80 to 99 Dial the selected personal speed dial number.

700 to

719

Set a DND exception number.



Page 13


Chapter 2.

Call Handling



Page 15


2. Call Handling

2.1 Making Calls

2.1.1 Making Internal Calls

1. If already on a call, end the call by pressing Drop or put it

on hold

button which the call is on.

23

by either pressing Hold or pressing the

2. Press an idle Intercom or Call Appearance button.

3. Dial the extension number or the code for the feature you wanted to access.

· To call an extension:

Dial the extension number. If you put a * in front of the extension number, the system will attempt to make a

direct voice call

17

.

· To call a group or attempt a call pickup:

Dial one of the numbers in the table below. If you put a * in front of the group number, the system will make a

page call

17

.

Feature Dial Summary

70 Page the loudspeaker device attached to the system.

Loudspeaker

Paging

Simultaneous

Paging

Group Calling –

Ring

*70

7 <Calling

Group>

Page both the loudspeaker device attached to the system and the extensions in calling group 71.

Call the available extensions in one of the calling groups (1 to 4).

Page the available extensions in one of the calling groups (1 to 4).

Group Calling –

Page

*7 <Calling

Group>

Group Hunting –

Ring

77 <Hunt

Group>

Group Hunting –

Page

*77 <Hunt

Group>

Call the available extensions in one of the hunt groups (1 to 6).

Page the first available extension in one of the hunt groups (1 to 6).

4. You will hear the call progress. You can continue the call handsfree or switch to using the handset or headset (press the HEADSET button).

· If the other extension doesn't answer, press AutCB or Callback to have the system call you when that extension is next free.

2.1.2 Making External Calls


on hold


23


2. Press an idle Line Appearance or Call Appearance button.

3. Dial the telephone number.

· If using a Call Appearance button, some systems may require you to dialing a specific prefix when making external calls. Your system administrator will inform you if a prefix is required.

· To dial a personal speed dial

21

, press FEATURE or # and select the speed dial between 80 and 89.

· To dial a system speed dial

20

, press FEATURE or # and select a speed dial between 600 to 699.

4. You will hear the call progress. You can continue the call handsfree or switch to using the handset.



Page 16


Call Handling: Making Calls

2.1.3 Making Page or Direct Calls

You can make calls that are automatically answered if the extension or extensions called support auto answer. There are two methods: page calls and direct voice calls, however the method for making both types of call is much the same.

To Make a Direct Voice Call

For a call to an individual extension, putting * in front of the extension number of the user being called makes the call a direct voice call. If supported by the phone being called, the call is automatically answered after the called users hears 3 beeps.

Unlike a page call, the called user can also speak without having to take any further action if their phone has a handsfree microphone. Otherwise they need to pickup the handset to be heard.

If the user called is already on a call when you attempt a direct voice call to them, you call is turned into a normal waiting call.


on hold


23


2. Dial * and then the extension number of the user.

· If the user's phone is idle and supports auto answer, you can speak and be heard by them immediately. You can also hear them.

· If you hearing ringing, then either the user called already has another call in progress or has a phone that does not support answer.

To Make a Page Call

Putting a * in front of the extension number of the group being called makes the call a page call. The group type is ignored, instead, all users who are members of the group, have phones that support auto answer and are currently not on another call, hear a single beep and can then hear you. However, you cannot hear the group members.

One of users being paged can

answer the page

you and the answering user.

18

if they want to. That turns the page call into a normal call between just


on hold


23


2. Dial * and then the extension number of the group.

To Page the Loudspeaker Device

The telephone system can include a connection to a loudspeaker paging device. To page this device make a normal internal call to the extension number 70. If you make an internal call to *70, you will page both the loudspeaker device and the available users in the calling group 71.

2.1.4 Redial

Using Last Number Redial

1. Lift the handset.

2. Press FEATURE 05. The digits are displayed as they are dialed.

To Create a Last Number Redial Button (ETR 18D/ETR 34D Phone)

1. At the phone press Feature 00.

2. Program Extension: is shown on the display.

3. Press the button that you want to edit or enter a number between 03 to 80 to select a button. The current setting of the button is displayed.

4. Dial FEATURE 05.

5. The current setting of the button will now be set to Last Number Redial.

· Exit programming by pressing Feature 00. You can also exit programming mode by lifting the handset, then place it back in the cradle.



Page 17


2.2 Answering Calls

You can answer telephone calls that are ringing your extension or at another extension. If you regularly pick up calls for a specific extension you can program a

call pickup button

19

for that specified extension.


on hold


23


2. Pick up the handset, you are connected to the incoming call.

· To answer a specific line press the button for that line.

2.2.1 Answer a Page Call

There are two type of calls which your phone can automatically answer so that you hear the caller without taking any action. This will only happen if your phone is currently idle, ie. not on another call.

Three Beeps

A call connected automatically after three beeps is a direct voice call to your extension only.

1. The call is connected and answered automatically. You can speak to the caller without taking any further action.

Single Beep

A call connected automatically after a single beep is a page call a group of which your phone is a member. You can hear the caller but they cannot hear you.

1. To answer the call, turning it into a normal call between just you and the caller, press the MIC/HFAI button.

While listening to page call, you can press an appearance button to make, answer or join another call. When you do this, the page call is disconnected and the new call is connected. However, the new call is connected as listen-only (microphone off and speaker on). In order to speak on the call, you needs to lift the handset or touch the Mic/HFAI button.



Page 18


Call Handling: Answering Calls

2.2.2 Call Pickup

If you hear another phone ringing, there are a number of ways that you can answer the call if you know the user, group or line being called.


on hold


23


2. Press an idle Intercom or Call Appearance button.

· To pickup a call ringing at a particular extension:

Dial 6 followed by the extension number at which the call is ringing or parked.

· To pickup the longest waiting call in a pickup group:

Dial 66 followed by the pickup group number (1 to 4).

· To pickup the call ringing on a particular line:

Dial 68 followed by the two digit line number.

3. You can continue the call handsfree or switch to using the handset or headset (press the HEADSET button).

To Create a Call Pickup Button (ETR 18D/ETR 34D Phone)




4. Press the first intercom or call appearance button.

5. Dial 6 followed by the target extension number.

6. The button function is changed to Call Pickup followed by the target extension number.


To Use a Call Pickup Button

1. Press the Call Pickup programmed button for the specified extension number. You are connected to the call that was ringing the specified extension.



Page 19


2.3 Speed Dialing

There are a number of ways that you can dial a stored number.

2.3.1 System Speed Dials

The system administrator can program up to 100 frequently used number as system speed dial numbers 600 to 699. Any user in the system can use a system speed dial by pressing FEATURE and dialing the three digit code of the system speed dial required.

· Except in special cases which the system administrator can configure, system speed dials do not override any dialing restrictions that apply to an extension.

To Use a System Speed Dial


on hold


23


2. Press FEATURE or # and dial the three digit system speed dial code between 600 and 699.

3. The stored number is dialed.



Page 20


Call Handling: Speed Dialing

2.3.2 Personal Speed Dials

You can create up to 20 personal speed dial codes, 80 to 99, to store frequently dialed numbers. The numbers can be quickly dialed by pressing FEATURE and the two-digit code for that personal speed dial.

The personal speed dial numbers programmed for a particular extension can only be used at that extension.

· If the system is connected to a PBX or Centrex system and a dial-out code (usually 9) is needed to place calls outside the PBX or Centrex system, include the dial-out code in Speed Dial numbers that must dial out of the PBX or Centrex system.

· Personal speed dials do not override any dialing restrictions that apply to an extension.

To Use a Personal Speed Dial

1. At dial tone or whenever you want to dial a number, press FEATURE and dial the two digit personal speed dial code between 80 and 99.


To Edit Your Personal Speed Dials (ETR 18D/34D)



3. Press Feature and the speed dial number to be programmed which must be between 80 and 99.

4. The current setting of the speed dial entry is displayed.

5. Enter the external number. The number can be up to 28 characters in length. The following keys can be used to enter special dialing commands:

Function Press to insert Character Description

Pause

Transfer

HOLD

SPEAKER

P

R

Stop CONFERENCE S

6. To remove the existing number press MIC/HFAI.

Inserts a 1.5 second pause.

Send a hook-switch flash signal.

Stop dialing.




Page 21


2.3.3 Auto Dialing

Auto dialing uses numbers stored under one of the phone's programmable buttons. Whenever a number need to be dialed, pressing the button will dial the stored number.

To Use an Auto Dial Button

1. At dial tone or whenever you want to dial a number, press the programmed auto dial button.


To Create an Auto Dial Button (ETR 18D/ETR 34D Phone)




4. To create an auto dial button to store an extension number press your first Intercom or Call Appearance button. For a button to store any other type of number press your second Intercom or Call Appearance button.

5. Enter the number for calls made using the button. To clear, press the MIC/HFAI key. An external number can include * and # and the following special characters:

Function Press to insert Character Description

Pause HOLD P

Inserts a 1.5 second pause.

Transfer

Stop

SPEAKER

CONFERENCE

R

S

Send a hook-switch flash signal.

Stop dialing.

6. The current setting of the button will now be AD-I (auto dial intercom) or AD-O (auto dial other) followed by the stored number.




Page 22


Call Handling: Speed Dialing

2.4 Adjusting the Volume

While the phone is idle or ringing, you can adjust the ringer volume. When the phone is connected to a call you can adjust the speaker or handset volume.

To Adjust the Ringer Volume

1. Use the up arrow and down arrow keys to change the ringer volume.

To Adjust the Caller Volume

The volume that gets adjusted will depend on whether you are using the handset or speakerphone at the time you use this process.

1. Use the

up arrow and down arrow keys to change the volume.

2.5 Holding Calls

When a call is on hold, you can make and answer other calls. If a call is left on hold for too long, it will recall to the extension that put it on hold.

To Put a Call on Hold

1. During the call, press the HOLD button or the button on which the call is taking place. The

Green

light next to the button will wink to show that the call is on hold.

To Retrieve a Call You Put on Hold

1. Press the button next to the winking

Green

light. You are connected to the call. The green light changes to a steady green light.

2.6 Parking Calls

Use this feature to place a call on a special type of hold where it can be retrieved from any extension in the system.

· You should park only one call at a time to ensure that you know which caller you are talking to when you retrieve the parked call.

· If you frequently park calls, program your extension number on an

Auto Dial

simply by pressing that button during the park process.

22

button, so you can park a call

To Park a Call

1. While on a call, press TRANSFER and and dial your own extension number.

2. Hang up. If the call is not picked up within three minutes, it rings back at your extension.

To Retrieve a Parked Call

1. Press an Intercom or Call Appearance button and 6 followed by the extension number of the extension that parked the call.



Page 23


2.7 Transferring Calls

Transferring a call lets users "pass" a call from one extension to another. Users can transfer both outside and internal calls to another extension.

1. While the call is active press the TRANSFER button. The call is put on hold and the green light next to the button flashes rapidly.

2. Make a call to the transfer destination. Then do one of the following:

· To transfer the call without announcing it (an unsupervised or blind transfer) hang up or press the Transfer button again. You can do this as soon as you hear ringing. The transfer is complete. If the call is not answered it will be returned to your extension. When your extension rings, lift the handset to be reconnected to the caller.

· To announce the call before completing the transfer (a supervised transfer), wait for the call to be answered. If the called party is willing to accept the call hang up or press Transfer again. If no one answers or the call is refused, press the button next to the fast flashing green light to be reconnected to the original caller.

2.7.1 Voice Mailbox Transfer

You can transfer a caller to directly to an extension's voice mailbox for the caller to leave a message without first ringing the extension. This feature is useful when you know that the extension user is not present and has not set do not disturb.

You can program a voice mailbox transfer button to transfer a caller directly to a voice mailbox by pressing the button and then dialing the mailbox subscriber's extension number.

To Transfer a Caller to an Extensions Mailbox

1. During the call press FEATURE 14 or press a Voice Mailbox Transfer button you have one programmed.

2. Dial the two digit extension number of the extension for which the caller wants to leave a message. The caller is routed to the mailbox and hears the recorded greeting for that mailbox.

3. Hang up.

To Create a Voice Mailbox Transfer Button (ETR 18D/ETR 34D Phone)




4. Dial FEATURE 14. The current setting of the button will now be set to Voice Mailbox Transfer.




Page 24


Call Handling: Transferring Calls

2.8 Conferencing Calls

The Conference feature allows you to conference other parties (including yourself) into a call. The system supports multiple conferences of up to 64 parties in total, including up to 2 external analog trunk in each conference.

To Create a Conference Call

1. While active on a call, press the CONF or CONFERENCE button. The first party is now on hold.

2. When you hear the dial tone, dial the telephone number of the second party.

3. When the call is answered press the CONF or CONFERENCE button again to add the second party to the call. All parties hear a single beep to indicate that they are in a conference call.

4. You can now speak to the first and second parties.

5. Repeat step 2 to add more parties.

To Hold a Conference Call

If you need to answer or make another call during a conference, you can

hold

23

in the same way as for normal calls.

When you put a conference call on hold, the other parties can still talk to each other.

·

!

WARNING

Only hold a conference that you know is taking place on your own telephone system. If you hold a conference that you have joined on another telephone system, that conference will hear hold music.

1. Press the HOLD button. The

Green

light next to the button will wink to show that the call is on hold.

2. To re-join the conference call press the button next to the

Green

light. You will rejoin the conference. An alternating

Red

/

Green

Flash appears next to your intercom or line button to indicate that you are in a conference call.



Page 25


2.9 Using Handsfree

The ETR 6D, ETR 18D, ETR 34D telephones each have a speaker and microphone which you can turn on by pressing SPKR

.

· In addition, on the ETR 6D, ETR 16D and ETR 34D telephones, you can turn just the microphone on and off by pressing MIC/HFAI. When the green light next to MIC/HFAI is on, the microphone is on.

Room acoustics and background noise can affect the proper operation of the speakerphone. To ensure that your speakerphone works effectively, follow these guidelines:

· Avoid placing your telephone in areas with high background noise caused by sources such as motor vehicles, manufacturing equipment, loud voices, radios, printers, copiers, typewriters, other noisy office equipment or heater and air conditioning fans.

· Avoid talking before the other person is finished speaking. When you both talk at the same time, only one person’s voice comes through.

· Do not use your speaker to make announcements over a loudspeaker paging system connected to your telephone system.

· When talking, always face your telephone and stay within two feet of it.

· Place your telephone at least six inches (15 cm) away from the edge of your desk.

· If you have difficulty hearing the other party, try increasing the speaker volume. If you have background noise, try turning off the microphone when the party at the other end is speaking and turning it on when you speak. If the difficulty persists, lift your handset to continue the conversation.

· In conference rooms, a separate speakerphone is recommended, since the built-in speaker on a system telephone is designed for individual use.

To Make a Call Without Lifting the Handset

1. Press SPEAKER or SPKR to get a dial tone

2. Dial the number, you hear the call ringing. When the other party answers, you can talk without lifting the handset.

To Switch Modes

· If you are already on a call, you can switch from the handset to the speakerphone by pressing SPEAKER or SPKR and then hanging up the handset.

· If you are using the speakerphone and want to switch to the handset, lift the handset. The speaker and microphone are turned off.

· On ETR phones, to turn off the microphone when you are using the speaker, press MIC/HFAI. This will mute your voice so the other party cannot hear you.

2.10 Joining Calls

Joining is adding yourself to a call in progress.

· You cannot:

· Join an internal call or a conference call at another extension.

· Join a call at any extension where the extension user has privacy enabled.

· Put a joined call on hold.

· You can:

· Tell when someone has joined your call when you hear a single beep.

· Use privacy to allow or prevent others from joining your calls.

· Join a call that is being answered by the voice messaging system. When you join the call, the voice messaging system disconnects automatically so you can speak to the caller.

· Dial 68 <Line Number>to join a call on that line if a line is not assigned to a button on your extension.

To Join a Call

A steady red light next to a line button indicates that a call is in progress on that line.



Page 26


Call Handling: Joining Calls

1. Press the line button next the the steady red light and lift the handset. Alternatively press INTERCOM and dial 68 followed by the two-digit line number.

2. The red and green lights alternately flash. You are now joined with the call. All parties on the call hear a single beep.

To Switch Privacy On or Off

You can use the privacy feature to stop people joining your current call. You can either assign the function to a programmable button or you can dial Feature 07 to turn privacy on or off.



Page 27


Chapter 3.

Other Features



Page 29


3. Other Features

3.1 Absent Text Messages

The absent text message feature assists internal callers by displaying a message on their telephone. When another extension calls your extension, your active absent text message appears on the caller's display.

This feature is only supported on ETR 18D and ETR 34D telephones. It is not supported on ETR 6D telephones.

To set and clear an absent text message you need to assign the feature to a programmable button with lights. The button can then be used to activate, select and deactivate the message.

To Create an Absent Message Button (ETR 18D/ETR 34D Phone)




4. Dial FEATURE 28. The current setting of the button will now be set to Absent Message.


To Activate an Absent Text Message

1. Press the absent text message button. The first absent text message is displayed.

2. Scroll through the default messages by pressing the button beneath the word Next until the required message is displayed.

· Back soon

· Do not disturb

· Out to lunch

· Away from desk

· Please Call

· At lunch until

· Don't disturb until

· With cust. until

· Back tomorrow

· On Vacation

· At home

· Be right back

· On Holiday Until

· Meeting until

· With visitors until

3. Press the button beneath the word Activ to select the message shown on the display.

4. To add additional text or edit the existing text press More and then Edit.

5. To complete the process press the absent text message button again.

To Deactivate the Absent Text Message

1. Press the absent text message button. The green light flutters and the active absent text message is displayed. W/* in pos 1.

2. Press the button beneath the word Dactiv.

3. To complete the process press the absent text message button again.



Page 30


Other Features: Absent Text Messages

3.2 Forwarding Calls

All external, internal and transferred calls directed to your extension can be diverted to a different internal extension number. You can enter the destination extension telephone number and select when calls are redirected using a programmed button.

Before you can automatically forward calls you need to assign the feature to a button with lights. The button can then be used to turn call forwarding on and off as required.

· Selected users may also be able to do remote call forwarding where they forward their calls to an external number.

If that is the case, consult your system administrator, you can use your personal speed dials

21

as the forwarding destination.

· DID calls can be forwarded.

· You receive a slow interrupted intercom dialling tone when call forwarding is active.

To Manually Set Forwarding

1. Press FEATURE 11.

2. Enter the number to which you want to forward calls.


To Manually Cancel Forwarding


2. Enter you own extension number as the destination.


To Create a Call Forwarding Button (ETR 18D/ETR 34D Phone)





4. At the Call Forward Orig: prompt enter the extension number for which the button is being programmed.

5. At the Call Forward Dest: prompt enter the destination number for the call coverage calls.

· To forward to an external number, enter the personal speed dial (80 to 99) that contains the required external number.

6. The current setting of the button will now be set to Call Forward O <covered extension> D <destination

extension>.




Page 31


3.3 Call Coverage

Call coverage is used to redirect all intercom, transferred, DID and outside calls on lines assigned to you to another extension. When call coverage is in use, covered calls are routed to the covering extension after a specified number of rings set by the system administrator.

· Intercom, transferred, DID, and outside calls on lines assigned ownership can be covered.

· Group calls, forwarded calls, transfer-return calls, voice-signaled calls, Voice Interrupt On Busy calls, and calls to doorphone alert extensions are not covered.

· A single extension can cover multiple extensions; however, an extension programmed for call coverage can have only one covering extension. Only one call coverage button can be programmed per extension.

· If you activate call coverage at your extension, you still can intercept an outside call rerouted by coverage by pressing the outside line button that has the call appearance.

· You can program call coverage on a programmable button. Use a button with lights if you want a visual indication when your calls are being covered. When the green light is on, your calls are being covered; when the green light is off, call coverage is not active.

· If call coverage and do not disturb are already on, covered calls are routed immediately to the covering extension without ringing the covered extension. Similarly, if Call Coverage is on and a call begins to ring, you can turn on

Do

Not Disturb

36

to send that call immediately for coverage.

· If an extension has Call Coverage and

VMS Cover

39

active, calls ring at the covering extension.

· If the covering extension does not answer, the call is routed to the voice mailbox of the extension that

activated Call Coverage after the specified number of VMS Cover Rings. If the covering extension has Do Not

Disturb

36

Coverage.

active, the call is routed immediately to the voice mailbox of the extension that activated Call

· If an extension has Call Coverage active without voice mail coverage, covered calls ring at the covering extension for the specified number of Call Coverage Rings. Outside and intercom calls continue to ring at the covering extension until the call is answered or the caller hangs up.

· For transferred calls, if the covering extension does not answer, the call goes to the transfer return extension after the specified number of Transfer Return Rings (if VMS cover is not active).

· If an extension has Call Coverage and Call Forwarding active, calls are routed to the Call Forwarding destination extension (Call Forwarding takes precedence).

To Send Calls for Coverage Manually


2. Dial the extension number of the covering extension.

To Remove Call Coverage Manually


2. Dial your own extension number.

To Use a Call Coverage Button

1. Press the programmed button. When on, if programmed on a button with a light, the button's green light will be on.

To Create a Call Coverage Button (ETR 18D/ETR 34D Phone)





5. At the Call Coverage Orig: prompt enter the extension number for which the button is being programmed.

6. At the Call Coverage Dest: prompt enter the destination extension number for the call coverage calls.

7. The current setting of the button will now be set to Call Coverage O <covered extension> D <destination

extension>.



Page 32


Other Features: Call Coverage




Page 33


3.4 Locking Your Extension

You can use the lock feature to prevent unauthorized people from making external calls from your extension while you are away from the extension.

To Lock Your Extension


2. Dial a four digit code using the 0 to 9 numbers .

3. Redial the four digit code.

To Unlock Your Extension


2. Dial the four digit code you used to lock the extension.

The user of the first extension on the system can unlock extensions without needing to know the code used to lock the phone. They can do this using FEATURE 22.



Page 34


Other Features: Locking Your Extension

3.5 Account Codes

The Account Code Entry feature is used to enter an account code up to 6 digit for any outside call, incoming or outgoing.

An account code is typically used to identify a department, project, or client for charge-back or tracking purposes. An account code can be either forced or optional. When an extension is set up with the forced account code feature, the user must enter an account code before they can dial outside calls.

To Manually Enter an Account Code

1. After lifting the handset (or while already active on an outside call), press FEATURE and dial 12.

2. Enter an account code by dialing the account code using the telephone's dial pad.

3. Continue with the call.

To Create an Account Code Entry Button (ETR 18D/ETR 34D Phone)




4. Dial FEATURE 12. The current setting of the button will now be set to Account Code Entry.


To Use an Account Code Button

1. After lifting the handset or while already active on an outside call, press the programmed Account Code Entry button. If the button has lights, the green light turns on.

2. Enter an account code using the telephone's dial pad. You can also use a system or person speed dial number programmed with the account code or press an Auto Dial button programmed with the account code.

3. Continue with the call.



Page 35


3.6 Do Not Disturb

Use this feature to be able to press a programmed button to prevent incoming calls for the extension from ringing (lights may still flash). You can still use the extension to make calls or answer calls that are on your extension (for example, line appearance calls).

· You need to program a button with lights. When the Do Not Disturb feature is on, the light is also on, indicating that the telephone will not ring.

· Use Do Not Disturb when you do not want the auto attendant or the voice messaging system to transfer calls to you.

· Use Do Not Disturb if you are assigned to a Hunt Group and you leave your desk, so calls to the Hunt Group will skip your extension and ring immediately at the next available extension in the group.

· To avoid missing calls when Do Not Disturb is not needed, turn it off.

· Unanswered calls that are transferred from an extension with Do Not Disturb active, ring at that extension if they transfer return.

· Users with

VMS Cover

mailbox.

39

turned on can activate Do Not Disturb to send all calls immediately to their voice

· Users with

Call Coverage

extension.

32

turned on can activate Do Not Disturb to send all calls immediately to the covering

· You receive a slow interrupted intercom dialling tone when Do Not Disturb is active.

To Manually Switch Do Not Disturb On/Off


To Create a Do Not Disturb Button (ETR 18D/ETR 34D Phone)




4. Dial Feature 01. The current setting of the button will now be set to Do Not Disturb.


To Add Do Not Disturb Exceptions

You can create a set of up to 20 numbers, calls from which are able to still ring you even when you have do not disturb switched on.



2. Press FEATURE and dial 0700 to 0719.

· The number used above is not a fixed reference. For example, if the exception number set using 702 is cleared, any numbers set as 703 and above are move to 702 and above.

2. The current number is shown if any.

· To clear the current number, press the Release button).

· To enter a number using the normal dialing keys.

· To enter a single digit wildcard, press the left-hand display soft key. The wildcard is shown as an X.

· To enter a multiple digit wildcard, press the middle display soft key. The wildcard is shown as an N.




Page 36


Chapter 4.

Using Voicemail



Page 37


4. Using Voicemail

The telephone system includes embedded voicemail and each extension on the system has a voicemail mailbox by default.

Except for special cases, for example the extensions connected to the fax machine and loudspeaker, the mailboxes are used when the extension has calls it does not answer within a set time (by default 15 seconds though this can be adjusted for each extension by the system administrator).

Your system administrator can also configure other methods of access including access to your mailbox from other phones.

· Embedded Voicemail User Guide

The embedded voicemail system can operate two different ways, each of which uses different key presses once you have logged in to a mailbox. The modes are Intuity emulation mailbox mode and IP Office mailbox mode. Your system administrator will inform you which mode your system is using and provide the appropriate embedded voicemail user guide for that mode.

Accessing Your Mailbox

1. Press an idle intercom or call appearance button and dial 777.

· To access your mailbox from another extension, dial 778 and enter your own extension number when asked which mailbox you want to access.

2. If your mailbox has an access code set, you will be prompted to enter it. Enter your access code and press #.

3. You will hear a prompt telling you how many messages you have. If you have any new messages the voicemail system will start playing your new messages.

IMPORTANT

Once a new message has been listened to, it is marked as 'old' and is automatically deleted after 24 hours. If you do not want the message deleted, you must mark it as 'saved' by pressing 5 while listening to the message.



Page 38


Using Voicemail:

4.1 Voicemail Coverage On/Off

You can chose to have calls to your extension be rerouted to your voicemail mailbox if you do not answer the call within a set number of rings, the default being 3 rings. This is called VMS Cover. The number of rings used for your extension is set by your system administrator.

· If an extension has

Call Coverage

32

and VMS Cover active, a covered calls ring at the covered extension for the specified number of Call Coverage Rings. It will then start ringing the covering extension. If the covering extension does not answer, the call is routed to the voice mailbox of the extension that activated Call Coverage after the specified number of VMS Cover Rings. The count of VMS cover rings starts when the covered extension initially begins to ring. If the covering extension has

Do Not Disturb

mailbox of the extension that activated Call Coverage.

36

active, the call is routed immediately to the voice

· Users with VMS Cover turned on can activate

Do Not Disturb

mailbox.

36

to send ringing calls immediately to their voice

· Note that when your voicemail cover is off, you can still access the messages in your mailbox and other users can still use forwarding to send messages to your mailbox.

To Create a VMS Cover Button (ETR 18D/ETR 34D Phone)




4. Dial FEATURE 15. The current setting of the button will now be set to VMS Cover.




Page 39




Page 40


Chapter 5.

Phone Settings



Page 41


5. Phone Settings

5.1 Naming Your Extension

You can assign a name to your extension, up to 15 characters long. The name is then displayed on the phone and also on other extensions when you make or receive calls.

To Change Your Extension Name (ETR 18D/34D)



3. Press Intercom 1.

4. Enter the extension name.

· Enter a character by pressing the indicated button until that character is displayed. If you pause more than 1 second after press a button, the cursor will move onto the next space.

7

*

1

4

1!”$%&’()+,-./

4ghiGHI

7pqrsPQRS

*:;<=>?@[\]^_`

2

5

8

0

2abcABC

5jklJKL

8tuvTUV

0 Space

3

6

9

#

3defDEF

6mnoMNO

9wxyzWXYZ

#

· Do not use punctuation characters such as #, ?, /, -, _ and , in the name. Start the name with an alphabetic character. Note that the name is case sensitive and must be unique.

· To remove the current name, press the MIC/HFAI key.


5.2 Adjusting the Telephone Display

The phone must be idle and the handset must be in its cradle when you adjust the display contrast.

To adjust the display brightness

1. With the extension idle, press *.

2. Use the up arrow and down arrow keys to change the display brightness.

5.3 Ringer Volume

When the phone is not on any calls, you can adjust the volume used for the ringer.

1. With the phone idle, use the up arrow and down arrow keys to change the volume.



Page 42


Chapter 6.

Button Programming



Page 43


6. Button Programming

You can assign functions to the programmable buttons on your phone. However, you cannot override any Intercom, Call

Appearance or Line Appearance buttons assigned by the system and your system maintainer.

6.1 Programming a Button

Use the following process to set or change the function of a button.

· You cannot override any Intercom, Call Appearance or Line Appearance buttons assigned by the system and your system maintainer.

· Some functions are unique, ie. if already assigned to a button, assigning the function to another button will automatically clear the setting from the existing button.




3. To change the function of the button, dial the

feature code

button.

44

for the function that you want to assign to the


6.2 Button Functions

You can

assign

44

the following functions to programmable buttons on your phone.

· Intercom 1 means the first intercom or call appearance button. Intercom 2 means the second intercom or call appearance button.

Function Description Code

Absent Message

Account Code Entry

Active Line Pickup

Auto Dial Intercom

Auto Dial Other

Call Coverage

Caller ID Log

Call Forwarding

Call Pickup

This function allows you to set or clear an absent message for display on you phone. When set, the absent message is also displayed on other extensions when they call the user.

Feature 28

This function allows you to enter an account code prior to making a call or during a call.

Feature 12

This function allows you to answer a call on a particular line. It can be used if the call is ringing, held or already answered by another extension.

Intercom 1, 68

This function allows you to make a call to another specified extension. The button lamp will also indicate when that other extension is in use.

This function allows you to make a call using a number stored with the button. The number can be an internal number, an external number, an account code or any other number. The button can then be used when a number of that type needs to be dialed.

Intercom 1,

<Extn>

Intercom 2,

<number>

This function allows you to switch call coverage on or off. When on, any calls to you that ring unanswered also start ringing at your call coverage extension.

Feature 20

This function allows you to view the phone system's call log of all caller IDs of calls received by the system. To use this you must be one of the three extensions configured for call ID logging by your system administrator.

Feature 23

This function allows you to redirect all your calls to another number. If the system administrator has configured your for Remote Call Forwarding, you can forward calls externally by specifying a personal speed dial as the destination.

Feature 11

This function allows you to pickup a call alerting at a specified extension.

Separate buttons can be created for each extension for which call pickup is required.

Intercom 1, 6,

<Extn>



Page 44


Call Screening

Button Programming: Button Functions

This function allows you to switch call screening on or off. When on, if your phone is idle, when a call rings it and then goes to voicemail you will hear the caller through the phone's handsfree speaker. You can choose to ignore the call (press SPKR) or to answer it (press MIC/HFAI or lift the handset).

This button function can only be set by your system administrator.

–

Caller ID Inspect

Caller ID Name

Calling Group

Conference Drop

Contact Closure 1

Contact Closure 2

Do Not Disturb

Hot Dial

This function allows you to see the caller ID of a call on another line without interrupting the current call to which you are connected.

Feature 17

This function allows you to swap the display of caller ID name and number information on the phone.

Feature 16

This function allows you to call or page the calling group represented by the button.

Intercom 1,

<Group>

This function allows you to select and drop a call from a conference.

This function allows you to switch do not disturb on or off.

Feature 06

This function you to operate the system's contact closure 1 or 2 connection.

To use this you must be a member of the system's contact closure group.

Feature 41

Feature 42

Feature 01

Hunt Group

Idle Line Pickup

Station Unlock

VMS Cover

Voice Mailbox

Transfer

This function allows you to dial a stored number without first going off hook or pressing the SPEAKER button.

Feature 26

This function allows you to call or page the hunt group represented by the button.

Intercom 1,

<Group>

This function allows the user to seize a line if that line is idle. This allows the user to access line for which they do not have a line appearance button on their extension.

Intercom 1, 8

This function allows you to redial the last external number dialed.

Feature 05

Last Number Redial

Message Alert

Notification

Night Service

Pickup Group

Privacy

This function allows you to answer a call being presented to any extension that is a member of the pickup group (1 to 4) configured for the button.

Intercom 1,

<661-664>

This function allows you to turn privacy on or off. When on, other extensions are not able to bridge into your calls.

Feature 07

Recall

This function allows you to send a recall or hook flash signal.

Saved Number Redial

This function allows you to save the number dialed during a call and to redial that number when idle. This can be used when the number dialed does not answer.

Feature 03

Feature 04

Station Lock

This function allows you to see the current state of other user's message waiting lamps. It is used in conjunction with other users for which you have

Auto Dial - Intercom buttons.

Feature 938

A night service button is used to switch night service on/off. It can only be used on the first extension in the system.

Feature #503

This function allows you to lock and unlock your extension from being used to make calls. When selected, you are prompted to enter a four digit code after which the extension is locked. If the extension is already locked, use of this function prompts for reentry of the four digit code to unlock the extension.

Feature 21

This function can only be used by the first two extensions in the system. It allows the user to unlock any extension without needing to know the code that was used to lock that extension.

This function allows the you to switch use of voicemail coverage for your extension on or off.

Feature 22

Feature 15

This function allows you to transfer your current call to another extension's mailbox. Your current call is put on hold and you enter the target extension number to indicate the mailbox required.

Feature 14



Page 45


Wake Up Service

A Wake Up Service button can be assigned for the first extension on the system. Using this button, the extension user can set wake up calls within the next 24-hours period for any other extension.

Feature #115



Page 46


Index

6

6D Telephone 7

A

Absent Text Message 30

Account Code 35

Adjust Ringer Volume 9

Alert Notification 12, 44

Answer a Call 18

At home 30

At lunch until 30

Auto Dial 22

Away from desk 30

B

Back soon 30

Back tomorrow 30

Be right back 30

Bridge 26

Button

Call Screening 44

Message Alert Notification 12, 44

C

Call

Bridge 26

Coverage 32

Forward 31

Ignore 18

Join 26

Park 23

Pickup 18

To VM 18

Call Screening 44

Call Transfer - Supervised 24

Call Transfer - Unsupervised 24

Caller volume 23

Code

Account 35

Lock 34

Conference

Hold 25

Start 25

Conference Button 9

Coverage

Call 32

Voicemail 39

D

Dial Tones 9

Do Not Disturb 30, 36

Don't disturb until 30

E

Extension

Name 42

F

Feature Button 9

Forward 31

G

Green Flash 10

H

Handset volume 9, 23

Handsfree 26

Hold

Conference 25



Index

Hold a Call 23

Hold Button 9

I

Ignore 18

Intercom Buttons 9

Intercom Dial Tone 9

J

Joining a Call 26

L

Light Patterns 10

Lock 34

M

Meeting until 30

Message Alert Notification 12, 44

Microphone Button 9

N

Name 42

Notification 12, 44

O

On holiday until 30

On vacation 30

Out to lunch 30

Outside Dial Tone 9

P

Parking Calls 23

Persoanl Speed Dial 21

Please call 30

R

Red Flash 10

Ringer volume 9, 23

Ringing Patterns 9

S

Screening 44

Speaker Button 9

Speaker volume 9, 23

Speakerphone 26

Speed Dial

Personal 21

System 20

Supervised Call Transfer 24

System Speed Dial 20

T

Telephone 6D 7

To VM 18

Transfer

To Voicemail 24

Transfer a Call 24

Transfer Button 9

U

Unlock 34

Unsupervised Call Transfer 24

V

Voicemail

Coverage 39

Transfer 24

Volume 23

Volume Control Buttons 9

W

Wake Up Service 44

With Cust. until 30

With visitors until. 30

Page 47




Page 49


Performance figures and data quoted in this document are typical, and must be specifically confirmed in writing by Avaya before they become applicable to any particular order or contract. The company reserves the right to make alterations or amendments to the detailed specifications at its discretion. The publication of information in this document does not imply freedom from patent or other protective rights of Avaya or others.

All trademarks identified by the ® or ™ are registered trademarks or trademarks, respectively, of Avaya Inc. All other trademarks are the property of their respective owners.

This document contains proprietary information of Avaya and is not to be disclosed or used except in accordance with applicable agreements.

© 2011 Avaya Inc. All rights reserved.



Page 50


IP Office Basic Edition - Quick Mode ETR User Guide

Quick Mode - ETR Phone User Guide

Contents

1.

ETR Telephones

2.

Call Handling

3.

Other Features

4.

Using Voicemail

5.

Phone Settings

6.

Button Programming

Chapter 1.

ETR Telephones

1. ETR Telephones

ETR 6/ETR 6D

ETR 18/ETR 18D

ETR 34D

1.1 Fixed Buttons

1.2 Ringing Patterns

1.3 Dial Tones

1.4 Light Patterns

1.5 Dialing Codes

1.6 Feature Codes

Chapter 2.

Call Handling

2. Call Handling

2.1 Making Calls

2.1.1 Making Internal Calls

2.1.2 Making External Calls

2.1.3 Making Page or Direct Calls

To Make a Direct Voice Call

To Make a Page Call

To Page the Loudspeaker Device

2.1.4 Redial

Using Last Number Redial

To Create a Last Number Redial Button (ETR 18D/ETR 34D Phone)

2.2 Answering Calls

2.2.1 Answer a Page Call

Three Beeps

Single Beep

2.2.2 Call Pickup

To Create a Call Pickup Button (ETR 18D/ETR 34D Phone)

To Use a Call Pickup Button

2.3 Speed Dialing

2.3.1 System Speed Dials

To Use a System Speed Dial

2.3.2 Personal Speed Dials

To Use a Personal Speed Dial

To Edit Your Personal Speed Dials (ETR 18D/34D)

2.3.3 Auto Dialing

To Use an Auto Dial Button

To Create an Auto Dial Button (ETR 18D/ETR 34D Phone)

2.4 Adjusting the Volume

To Adjust the Ringer Volume

To Adjust the Caller Volume

2.5 Holding Calls

To Put a Call on Hold

To Retrieve a Call You Put on Hold

2.6 Parking Calls

To Park a Call

To Retrieve a Parked Call

2.7 Transferring Calls

2.7.1 Voice Mailbox Transfer

To Transfer a Caller to an Extensions Mailbox

To Create a Voice Mailbox Transfer Button (ETR 18D/ETR 34D Phone)

2.8 Conferencing Calls

To Create a Conference Call

To Hold a Conference Call

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2.9 Using Handsfree

To Make a Call Without Lifting the Handset

To Switch Modes

2.10 Joining Calls

To Join a Call

To Switch Privacy On or Off

**To Change Your Extension Name (ETR 18D/34D)**