Avaya 4400 manual

IP Office 3.2 4400 and 6400 Series User Guide 15-601074 Issue 11a (30 th June 2006)[...]

© 2006 Avaya Inc. All Rights Reserved. Notice While reasonable efforts were made to ensure that the information in this document w as complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. C hanges and corrections to the information in this document may be incorporated in future releases. Documentation Di[...]

4400 and 6400 Series User Guide Page iii IP Office 3.2 15-601074 Issue 11a (30th June 2006) T able Of Content s 4400 and 6400 Te lephones ....................................................................................................... .1 About this Guide ........................................................................................[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page iv IP Office 3.2 15-601074 Issue 11a (30th June 2006) DSS Key F uncti ons .............................................................................................................. .... 27 DSS Key Overview .......................................................................[...]

4400 and 6400 Series User Guide Page 1 IP Office 3.2 15-601074 Issue 11a (30th June 2006) 4400 and 6400 T elephones About this Guide This guide describes how to use all the features on your Avaya IP Office 4400 and 6400 series phone. For basic phone settings and functionality, refer to the relevant Quick Reference Guide for your IP Office phone. Fu[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 2 IP Office 3.2 15-601074 Issue 11a (30th June 2006) TransTalk MDW 9040 The TransTalk MDW 9040 set is a wireless phone that can be used with the system. It is plugged in to a DS port on either the base Control Unit or a DS expansion module. When using the set, it must be configure[...]

4400 and 6400 Telephones 4400 and 6400 Series User Guide Page 3 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Phone Key Symbols Your phone may use either text or icon markings for some keys. • Spkr: The light above the key is lit when on speakerphone. See Speakerphone. • Mute: The light above the key is lit or blinking when using mute. See[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 4 IP Office 3.2 15-601074 Issue 11a (30th June 2006) The Display B Phone Locked: Internal calls only. See Locking/Unlocking the Phone. D Call Forwarding On: See Call Forwarding. G In Group: See Group Enable/Disable. H Held Call: Shows the number of held calls. See Holding Calls. N[...]

4400 and 6400 Series User Guide Page 5 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Making Calls Making a Call All phones in 4400 and 6400 series have speakerphone, so that you can dial and hear the call progress without having to pickup the handset. To make a call: 1. Pickup the handset or, if your phone supports it, press Spkr (see Speakerp[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 6 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Using the Directory The phone can display a directory of group names, extens ion names or directory names from which you can select and then dial. If Menu is supported, Menu is displayed. Note • This feature can work in two mo[...]

Making Calls 4400 and 6400 Series User Guide Page 7 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Redial The phone stores a record of the numbers that you have dialed. You can display and select a number from that record. 4406D+ and TransTalk MDW 9040 sets can use redial. When the button is pressed, the last number that was dialed is re-dialed[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 8 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Arranging a Callback If an extension is busy, or does not answer when you call you can arrange a callback rather than leave a message. With a callback set, after that extens ion is next used, your phone will ring and when you an[...]

4400 and 6400 Series User Guide Page 9 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Answering Calls Answering a Call Your display will show whatever informat ion the system has about the calling party. To answer a call: • Pickup the handset. If active on a call, place the other call on hold. To answer a call using the speakerphone: • Pres[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 10 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Answering a Message Indicator If another extension has left you a message or you have voicemail, is lit. Note • If you have voicemail ringback switched on, then whenever you have new messages the voicemail system will ring yo[...]

4400 and 6400 Series User Guide Page 11 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Hold, Park & T ransfer Holding Calls Any held calls will ring on your phone. An H on your display indicates that you have a held call. To display held calls: 1. Press Menu twice. 2. Press HC&P (held, conference and parked). 3. The above Helds indicate[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 12 IP Office 3.2 15-601074 Issue 11a (30th June 2006) To retrieve the parked call at your extension: • Press the programmed CPark DSS key. Alternatively: 1. Press Menu . 2. Press and Next/Prev to search and then press CPark . The display shows the parked calls as your ext ension[...]

4400 and 6400 Series User Guide Page 13 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Other Call Controls Conference Calls The number of callers that you can have in a conference depends on the phone system. Contact your system administrator for details. To add another caller to a call or conference: 1. During the existing call or conference, [...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 14 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Account Codes You can enter an account code during a call. Some extension may also be required to enter an account code before making a call. 4406D+ and TransTalk MDW 9040 users must enter the account code via a short code. Con[...]

Other Call Controls 4400 and 6400 Series User Guide Page 15 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Speakerphone The two-way built-in speakerphone allows you to make and answer calls without lifting your handset. Keep in mind that two-way speakerphones may not operate satisfactorily in every environment (such as very noisy locations). To[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 16 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Muting a Call Mute allows you to stop the caller from hearing you while still allowing you to hear them. While a call is muted, the lamp above the Mute button is on (on the 6400 sets) and flashing (on 4400 sets). On the 4400 se[...]

4400 and 6400 Series User Guide Page 17 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Diverting/Forwarding Calls Switching Divert/Forwarding On 4406D+ and TransTalk MDW 9040 users must use short codes to activate these features. To set the divert all calls (unconditional) number and modes: 1. Press Menu twice. 2. Press Next and then press Prog[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 18 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Call Forwarding You can forward your calls to another extension. While forwarding your calls, your phone will display a D in the top-right of the display. If the station that you are forwarding calls to also has forwarding acti[...]

Diverting/Forwarding Calls 4400 and 6400 Series User Guide Page 19 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Setting Absence Text You can set some absence text that then appears on your phone's display. The same text is also shown on other extensions with suitable displays, when they call you. Setting an absence text does not redirect[...]

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4400 and 6400 Series User Guide Page 21 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Phone Controls Displaying the Date and Time You can change your phone display to show the date and time, using the TmDay function. Notes • This function overwrites all other display information. • TransTalk MDW 9040 users do not have access to this featur[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 22 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Changing the Ringer Sound The IP Office uses 'distinctive ringing' for different types of calls - a repeated single ring for internal calls, a repeated double ring for external calls and a single ring followed by two [...]

Phone Controls 4400 and 6400 Series User Guide Page 23 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Group Enable/Disable You can enable or disable your group membership. Enabling your membership means that you are available for calls. 4406D+ sets must use the short codes. To switch send all calls on/off: 1. Press Menu twice. 2. Press and Next[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 24 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Changing the Extension Name When making and receiving calls, you can change the extension name stored by the phone system. This does not change the full name used within the directory function or by the Phone Manager applicatio[...]

Phone Controls 4400 and 6400 Series User Guide Page 25 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Changing the System Date and Time One phone with a Menu key can be allocated as a "System Phone" by the system administrator. The user of that phone can then change the date and time displayed on all phones. Note • There will be a s[...]

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4400 and 6400 Series User Guide Page 27 IP Office 3.2 15-601074 Issue 11a (30th June 2006) DSS Key Functions DSS Key Overview You can program many of the phone's functions to a DSS key. You can also program dialling digits or user, group and park slot numbers. • 4406D+ and TransTalk MDW 9040 Telephone: The DSS keys on the 4406D+ and TransTal[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 28 IP Office 3.2 15-601074 Issue 11a (30th June 2006) The menu of programmable functions that is available via the ProgA key. See Programming Using The ProgA Menu for instructions on how to program these functions. Name Description Toggles Data Park Park No Yes User User No Yes Gr[...]

DSS Key Functions 4400 and 6400 Series User Guide Page 29 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Admin Functions The following can be programmed against a DSS key via the Admin function (see Programming Functions Against DSS Keys). Acct Make a call using an account code or enter an account code during a call. This function can be progra[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 30 IP Office 3.2 15-601074 Issue 11a (30th June 2006) CFrwd Switch call forwarding on/off and set the forwarding number. This function can be programmed with or without a target forwarding number. If programmed with a forwarding number, pressing the appropriate DSS key switches on[...]

DSS Key Functions 4400 and 6400 Series User Guide Page 31 IP Office 3.2 15-601074 Issue 11a (30th June 2006) GrpPg Page a group. Those phones in the group that support handsfree auto-answer will hear the page call without having to take any action. This function can be programmed with or without a target group number. If programmed without a target[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 32 IP Office 3.2 15-601074 Issue 11a (30th June 2006) SAC Switches do not disturb on/off. This function does not require any data entered when programmed. When on, the appropriate DSS key lamp is lit and N is shown on the display. All callers receive a busy tone or are diverted to[...]

DSS Key Functions 4400 and 6400 Series User Guide Page 33 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Programming Using The ProgA Menu The following functions provide both number storage plus additional functions and DSS key lamp usage. To store user, park slot and queue numbers under a DSS key: . 1. Press Menu twice. 2. Press Next and then [...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 34 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Storing Abbreviated Dialling Under a DSS Key Each button can be programmed with the number that you would normally dial. Typically, you would use this for an external number or a system or personal short code. Consult your syst[...]

4400 and 6400 Series User Guide Page 35 IP Office 3.2 15-601074 Issue 11a (30th June 2006) System Features Introduction As well as your phone's specific features, you can a ccess a number of system features by dialling short codes. These instructions are for the system's default configuration. They assume that you are using the default fe[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 36 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Answering Calls To answer a call at your own extension : • Pick up the handset. Internal calls have a single ring cadence, external calls have a double ring cadence. When in headset mode, press the button associated with the [...]

System Features 4400 and 6400 Series User Guide Page 37 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Call Forwarding Your calls can be forwarded to another ex tension or an external number when: • You are away from your desk (on no answer). or • Your extension is busy (on all Call Appearance keys). or • You are away from the office (e.g[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 38 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list: • To switch Do Not Disturb on (with or without exceptions), dial *08 . An N is displayed. To switch it of[...]

System Features 4400 and 6400 Series User Guide Page 39 IP Office 3.2 15-601074 Issue 11a (30th June 2006) The System Administrator The system enables you set up a wide range of advanc ed telephony features, with your own numbering plan, speed dialling and feature codes. It also allows you to restrict access, selectively, to certain numbers for ext[...]

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4400 and 6400 Series User Guide Page 41 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Index A abbreviated di aling ................................................... 34 about this guide.......................................................... 1 absence text............................................................. 19 account codes .......[...]

4400 and 6400 Series User Guide 4400 and 6400 Series User Guide Page 42 IP Office 3.2 15-601074 Issue 11a (30th June 2006) Performance figures and data quoted in this docum ent are typical, and must be specifically confirmed in writing by Avaya before they becom e applicable to any particular order or contract. The company reserves the right to mak[...]