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Avaya 1400 Series manual

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  • Page 1

    A vaya 1400 Series Digital Deskphone User Guide for A vaya Aura ™ Communication Manager 16-603151 Issue 2 September 2010[...]

  • Page 2

    © 2010 Avaya Inc. All Rights Reserved. Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing, Avaya assumes no liability for any errors. A vaya reserves the right to make changes and corrections to the information in this document without the obligation to no[...]

  • Page 3

    your system and that, if toll fraud occurs, it can result in substantial additional charges for your telecommunications services. A vaya fraud intervention If you suspect that you are being victimized by toll fraud and you need technical assistance or support, call T echnical Service Center T oll Fraud Intervention Hotline at +1-800-643-2353 for th[...]

  • Page 4

    4 Avaya 1400 Series Digital Deskphone User Guide September 2010[...]

  • Page 5

    Contents Chapter 1: Introduction to the 1400 Series Digital Deskphones ...........................................7 Overview of phone buttons and features ..........................................................................................................7 LEDs ..................................................................................[...]

  • Page 6

    Forwarding a call ............................................................................................................................................. 33 Send all calls ................................................................................................................................................... 33 Calling a person from[...]

  • Page 7

    Chapter 1: Introduction to the 1400 Series Digital Deskphones 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, a[...]

  • Page 8

    A vaya 1416 Digital Deskphone No. Name Description 1 Message W aiting Indicator An illuminated red light in the upper-right corner of your phone indicates you have voicemail messages waiting. If Visual Alerting is enabled, this light flashes when you receive an incoming call. In addition to the Message W aiting Indicator , the Message button is als[...]

  • Page 9

    No. Name Description 6 Feature Buttons and Call Appearance Buttons There are 8 (1408) or 16 (1416) buttons that can be programmed as either call appearance buttons or feature buttons. Press a call appearance button to make or answer a call or resume a call on hold. Press a labeled feature button to enable or disable that feature. The feature button[...]

  • Page 10

    No. Name Description 19 Avaya Menu Press the A button to access the Avaya menu. The A vaya menu provides options that allow you to perform tasks such as customize telephone settings, configure call logging, select the display language, and verify telephone operation. 20 Message Press the Message button to connect directly to your voice mail system.[...]

  • Page 11

    Scrolling and navigation T o navigate through the options and features on your telephone display , use the navigation arrows to scroll and the OK button to select lines or options. A navigation icon appears in the phone display to indicate that you can scroll to more options or information. Use the right and left navigation arrows to go to other sc[...]

  • Page 12

    Introduction to the 1400 Series Digital Deskphones 12 Avaya 1400 Series Digital Deskphone User Guide September 2010[...]

  • Page 13

    Chapter 2: Making calls Use the procedures in this chapter to make calls from your telephone. Making a call If you are not on a call, simply dial the number you want to call. 1. Do one of the following: • Lift the handset. • Press the Speaker button. • Press the Headset button. • Press an available call appearance button. 2. Dial the number[...]

  • Page 14

    dialpad, the list display shifts to match your input. Alternately , you can scroll up or down to locate the contact. 3. Scroll up or down to select the person or number you want to call. 4. Press the OK button or the Call softkey . Calling a person from the call log 1. Press the Call Log button. 2. Scroll to the left or right to view a separate lis[...]

  • Page 15

    Chapter 3: Handling calls Use the procedures in this chapter to handle calls from your telephone. This includes procedures such as answering a call, muting a call, and transferring a call. Answering a call When you receive an incoming call, the green LED associated with the call will flash. The incoming call is usually selected automatically . Howe[...]

  • Page 16

    T o do this, your voice mail must be administered as the first entry in your coverage path. See your system administrator for more information. Muting a call If a call is on mute and you switch between the handset, headset, or speakerphone, the mute will be turned off. When the Mute button light is on, the call is muted. 1. Press the Mute button du[...]

  • Page 17

    Note: T o transfer the call to a call that is on hold, press the call appearance button for the call that is on hold. 4. Press the T ransfer button to transfer the call. Once the transfer is complete, T ransfer completed appears in the phone display . T ransferring a call Avaya 1400 Series Digital Deskphone User Guide September 2010 17[...]

  • Page 18

    Handling calls 18 Avaya 1400 Series Digital Deskphone User Guide September 2010[...]

  • Page 19

    Chapter 4: Conference calls Y ou can use conference calls to speak with up to five people in different locations on the same call . Additional conferencing options may be available through Expanded Meet-Me Conferencing. Contact your system administrator for more information about this feature. Making a conference call 1. While active on a call, pre[...]

  • Page 20

    Putting a conference call on hold When you put a conference call on hold, the other parties can still talk to each other . 1. Press the Hold button during a conference call. The blinking green LED next to the call appearance button indicates the conference is on hold. 2. Press the call appearance button to resume the conference call. Dropping the l[...]

  • Page 21

    Chapter 5: Getting your messages Use the Message button to connect to your voice mail system. When you have messages waiting, the Message button is illuminated. The red light on the upper right-hand corner of your telephone is also illuminated when you have messages waiting. Y our messages are an administered function. Contact your system administr[...]

  • Page 22

    Getting your messages 22 Avaya 1400 Series Digital Deskphone User Guide September 2010[...]

  • Page 23

    Chapter 6: Bridged call appearances Y our phone may show one or more bridged call appearances on the display screen in addition to your own call appearances. A bridged call appearance typically belongs to someone else, but bridging allows you to see if that call appearance is in use, answer calls on that appearance, or join a call in progress on th[...]

  • Page 24

    Making an outgoing call on a bridged call appearance When you make a call on a bridged call appearance, you are using another person’s call appearance. The caller ID may show the call as coming from you or coming from the person whose call appearance you are using. If you have any questions about how the name or extension displays to the person y[...]

  • Page 25

    Chapter 7: Contacts Y ou can save up to 100 names and telephone numbers. For additional information, see Calling a person from the contacts list on page 13. V iewing contact details 1. Press the Contacts button. 2. Scroll to the contact you want to view . Names are listed alphabetically by last name. T o return to the top of the list, press the Con[...]

  • Page 26

    4. Enter the name using the dialpad. T o enter characters using the dialpad: a. Press the number key that corresponds to the letter or number you want to enter until the letter or number is displayed. b. Pause before entering the next character if the characters are on the same key . c. T o enter a space, press 0 . d. Enter remaining letters or num[...]

  • Page 27

    Deleting a contact 1. Press the Contacts button. 2. Scroll to the contact you want to delete. 3. Press More > Delete . 4. Press the Delete softkey again to confirm. Note: If you press the Cancel softkey prior to pressing the Delete softkey , your contact information will not be removed. Adding an entry from the call to your contacts list 1. Pres[...]

  • Page 28

    Contacts 28 Avaya 1400 Series Digital Deskphone User Guide September 2010[...]

  • Page 29

    Chapter 8: Call log Y ou can use the call log to view separate lists of your answered, unanswered, outgoing, or bridged calls. See T urning call logging on or off on page 31 for information about turning call logging on and off for dif ferent call types. V iewing the Call Log 1. Press the Call Log button. Y ou can go to the top of the list by press[...]

  • Page 30

    Adding an entry from the call to your contacts list 1. Press the Call Log button. 2. Scroll to the number you want to add to your contacts list. 3. Press the Details softkey . 4. Press the +Contact softkey . If your contacts list is full, the +Contact softkey is not displayed. 5. T o edit the name or number , scroll up or down and edit as appropria[...]

  • Page 31

    b. Press More > Del All to delete all of the entries in the list you are viewing. c. Press the Del All softkey again to confirm. 3. T o delete all entries in the entire call log: a. Press More > Del All to delete all entries. b. Press the Del All softkey again to confirm. T urning call logging on or off Y ou can set the call logging feature t[...]

  • Page 32

    c. Press the Done softkey to save your changes. 7. T o turn the Log-Bridged option on or off (available only if your telephone has bridged call appearances): a. Scroll to Log-Bridged . b. Press the On/Off softkey , the OK button, or the right or left navigation arrow to turn Log-Bridged on or off. When set to On , all incoming and outgoing calls on[...]

  • Page 33

    Chapter 9: Advanced telephone features Avaya call management systems provide many advanced telephone features such as Directory , Call Forwarding, and Abbreviated Dial buttons.These features are administered on the feature buttons on your telephone. The features are identified on the associated paper labels. The features that are available to you d[...]

  • Page 34

    The green LED next to the feature button turns on. • T o turn the feature off, press the SAC feature button. The green LED next to the feature button turns off. Calling a person from the corporate directory The Directory feature allows you to dial other users in your system by name. 1. Press the Directory feature button. 2. Use the dialpad keys t[...]

  • Page 35

    Chapter 10: A vaya menu Use the Avaya menu to perform tasks such as adjust and customize phone settings, select the display language, turn call logging on or off for dif ferent call types, and set visual and audible alerting. The Avaya menu has four sub-menus: Screens/ Sounds Lets you adjust the display brightness and contrast, select your ringing [...]

  • Page 36

    Changing the ring pattern 1. Press the A button. 2. With Screens/Sounds displayed, press the Select softkey or the OK button. 3. Scroll to Personal Ring . 4. Press the Select softkey or the OK button. 5. Scroll up or down to see a list of the available ring patterns. There are 8 personal ring patterns to choose from. 6. Select a ring pattern, and p[...]

  • Page 37

    T urning error tones on or off 1. Press the A button. 2. With Screens/Sounds displayed, press the Select softkey or the OK button. 3. Scroll to Error T ones . 4. Press the On/Off softkey , the OK button, or the right or left navigation arrow to turn error tones on or off. 5. Press the Done softkey to save your changes. T urning visual alerting on o[...]

  • Page 38

    1. Press the A button. 2. Scroll to Call Settings . 3. Press the Select softkey or the OK button. 4. Scroll to Audible Alert . 5. Press the On/Off softkey , the OK button, or the right or left navigation arrow to turn Audible Alert on or off. 6. Press the Done softkey to save your changes. Setting the audio path Y ou can set the audio path of your [...]

  • Page 39

    1. Press the A button. 2. Scroll to Call Settings . 3. Press the Select softkey or the OK button. 4. Scroll to Stay in Contacts . 5. Press the On/Off softkey , the OK button, or the right or left navigation arrow to turn Stay in Contacts on or off. 6. Press the Done softkey to save your changes. Setting the phone screen behavior When the Show Phone[...]

  • Page 40

    4. Scroll to Remote Headset . 5. Press the Select softkey or the OK button. 6. Press the On/Off softkey , the OK button, or the right or left navigation arrow to turn the remote headset on or off. 7. Press the Done softkey when finished. Changing the language 1. Press the A button. 2. Scroll to Advance . 3. Press the Select softkey or the OK button[...]

  • Page 41

    4. Scroll to Audio . 5. Press the Select softkey or the OK button. 6. T o set automatic gain control for the handset, with Handset AGC Enabled displayed, press the On/Off softkey , the OK button, or the right or left navigation arrow to turn the option on or off. Set to On to enable AGC on the handset, or set to Off to disable AGC on the handset. T[...]

  • Page 42

    7. Scroll through the menu to see the firmware version, bootloader version, language text file, and font file versions. 8. Press the Done softkey when finished. Erasing personalized settings Use the Erase option to erase some or all of your personalized settings, including entries in your contact list, call log, language, and options such as custom[...]

  • Page 43

    c. Press the Erase softkey or the OK button again to confirm. 10. T o erase entries in your contact list and call log, all personalized settings, and your customized language setting: a. Scroll to All . b. Press the Erase softkey or the OK button. c. Press the Erase softkey or the OK button again to confirm. Erasing personalized settings Avaya 1400[...]

  • Page 44

    Avaya menu 44 Avaya 1400 Series Digital Deskphone User Guide September 2010[...]

  • Page 45

    Chapter 1 1: DBM32 button module The DBM32 button module extends the number of call appearances and feature buttons on your Avaya 1416 telephone. It provides 32 additional lines for incoming calls, outgoing calls, and call features. Y ou can connect up to two button modules to the 1416 telephone. T ypical uses are to provide: • additional lines f[...]

  • Page 46

    2 Area for paper button labels Note: The BM32 button module available for use with the A vaya 1616 telephone cannot be used with the Avaya 1416 telephone. Answering a call • T o answer a call using the speakerphone, press the flashing call appearance button on the button module. • T o answer a call using the handset, pick up the handset and the[...]

  • Page 47

    Accessing features Avaya 1400 Series Digital Deskphone User Guide September 2010 47[...]

  • Page 48

    DBM32 button module 48 Avaya 1400 Series Digital Deskphone User Guide September 2010[...]

  • Page 49

    Index A advance options changing language ............................................... 40 setting audible alert .............................................. 38 advanced telephone features about .................................................................... 33 applications call logging .....................................................[...]

  • Page 50

    a call ..................................................................... 33 G getting your messages ............................................... 21 H handling calls .............................................................. 15 handset transmit noise reduction, setting ................... 40 headset receive volume, setting ...............[...]