Avaya 1616 manual

A vaya 1616/1616-I IP Deskphone User Guide 16-601448 Issue 2 February 2010[...]

© 2009 Avaya Inc. All Rights Reserved. Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document might be incorporated in future releases. Note: Using a ce[...]

Contents Chapter 1: Introduction to the 1616/1616-I IP T elephone ...................................................... 5 Overview of phone buttons and features ..........................................................................................................5 LEDs ...........................................................................[...]

Adding a new contact ...................................................................................................................................... 29 Editing a contact..............................................................................................................................................30 Deleting a contact ..........[...]

Chapter 1: Introduction to the 1616/1616-I IP T elephone The 1616/1616-I telephone is a multiline IP telephone for use with Avaya Communication Manager or Avaya Distributed Of fice call processing systems. The 1616/1616-I IP telephone puts convenient features and capabilities at your fingertips, including a phone screen to view and manage your call[...]

Name Description 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. Phone Display There are four lines in the phone display . When the phone is idle, the top line shows the miss[...]

Name Description Hold Press the Hold button to put the active call on hold. Conference Press the Conference button to add another party to an existing call. T ransfer Press the T ransfer button to transfer a call to another number . Drop Press the Drop button to drop the active call. While on a conference call, press the Drop button to drop the las[...]

LEDs Each call/line appearance button and feature button has two LEDs, one green and one red, to indicate the status of the call/line appearance or feature. The status is identified by whether the LED is on, off, or blinking as described in the following tables. T able 1: Call/Line Appearance Button LEDs LED Description Steady green Call/line appea[...]

Icons in the telephone display Icons are provided in the phone display to indicate the state of a call and navigation choices. The icons that appear in the phone display are described in the following table. Icon Description # X Number of calls missed, where # represents the number . Call forward, Send All Calls, or EC500 is active. (These features[...]

Paper labels Next to each call/line appearance button and feature button is a paper label. The label identifies the call/line appearance number or the feature that has been programmed on the button by your system administrator . Y ou can remove the labels if you want to change a label or write on a blank one. Printed labels are also available for y[...]

Chapter 2: Logging in to and out of your telephone Logging in and out maintains your contacts and personal options if you share a telephone with other users, or if you want to use the same extension from another phone. Logging out also prevents unauthorized use of your telephone during an absence. Note: Call log information is lost after you log ou[...]

Logging in to and out of your telephone 12 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 3: 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. Lift the handset, press the Speaker button, press the Headset button, or press an available call/line appearance button. 2. Dial the number you want to call. Clearing a num[...]

Calling a person from the contacts list 1. Press the Contacts button. 2. Scroll up or down to select the person or number you want to call. 3. 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 list of all, missed, answered, or outgoing calls. [...]

Chapter 4: 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[...]

Sending an incoming call directly to voice mail Press the T o Vmail softkey to send an incoming call directly to voice mail without answering. 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. Ignoring an incoming call Press the Ignore softkey to stop the [...]

The fast blinking green LED next to the call/line appearance button indicates the call is on hold. If the active call is on a line appearance on an Avaya Distributed Office system, the red LED will also be on. 2. T o resume the call when there is more than one call on hold, do one of the following: • Press the call/line appearance button. • Scr[...]

Handling calls 18 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 5: Conference calls Y ou can use conference calls to speak with up to five people in dif ferent 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[...]

• Press the call/line appearance button for the call on hold. Be sure not to choose the call/line appearance button for the call that is on soft hold. • Scroll to the call on hold, and press the Resume softkey . 4. Press the Join softkey or the Conference button to add the person to the conference call. Putting a conference call on hold When yo[...]

Dropping a person from a conference call 1. From the Phone screen, select the Details softkey (if available) during a conference call. 2. Scroll to the person you want to drop. 3. Press the Drop button. Silencing a person on a conference call Only people calling from external numbers can be silenced on a conference call. 1. From the Phone screen, s[...]

Conference calls 22 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 6: Getting your messages Use the Message button to connect to your voice mail system. When you have messages waiting, the red light on the upper right-hand corner of your telephone is illuminated. Y our messages are an administered function. Contact your system administrator with any questions. Logging into your voice mail 1. T o log in to [...]

Getting your messages 24 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 7: 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[...]

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[...]

Chapter 8: Shared line appearances If your call processing system is an Avaya Distributed Of fice system and depending on how it is configured, your phone may show shared line appearances on the display screen in addition to your own lines. A shared line appearance is a line that is shared among multiple users. Y ou can answer a call, join a call i[...]

Making an outgoing call on a shared line appearance If you have any questions about how the name or extension displays to the person you are calling when you make a call on a shared line appearance, contact your system administrator . Y ou can make only outside calls on shared line appearances. 1. Press the call/line button associated with the shar[...]

Chapter 9: 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 14. V iewing contacts 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 Co[...]

d. Enter remaining letters or numbers. e. Press Bksp to delete the last character . Note: If you want to remove a letter , number , space, or symbol that is in the middle of the text you entered, use the left and right navigation arrows to place your cursor after the character you want to remove. Once your cursor is in the correct position, press B[...]

If you press the Cancel softkey prior to pressing the Delete softkey , your contact information will not be removed. Deleting a contact Avaya 1616/1616-I IP Deskphone User Guide February 2010 31[...]

Contacts 32 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 10: Call log Y ou can use the call log to view a list of your recent calls or view separate lists of your outgoing, answered, or missed calls. See T urning call logging on or of f on page 35 for information about logging bridged call appearances, line call appearances, and line calls that are answered by others. V iewing the call log 1. Pre[...]

Adding an entry from the call log 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 appro[...]

3. Press More > DelAll to delete all of the entries in the list you are viewing. 4. Press the DelAll softkey again to confirm. T urning call logging on or off Y ou can turn call logging on or of f. In addition to logging your primary calls, if you have bridged call appearances or line call appearances, you can choose whether or not to include th[...]

Call log 36 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 1 1: 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 have been administe[...]

Send all calls The Send All Calls (SAC) feature allows you to send all of your incoming calls directly to a predefined coverage number , typically your voice mail. Incoming calls ring once at your extension and then go directly to a number which is set by your system administrator . If you use a Feature Access Code to enable Send All Calls, the for[...]

you are away from your desk. The cell phone number is programmed by your system administrator . If you use a Feature Access Code to enable EC500, the forwarding icon does not appear in the phone display . 1. Press the EC500 feature button to turn the feature on. The green LED next to the feature button turns on. 2. T o turn the feature off, press t[...]

Advanced telephone features 40 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 12: Features menu The Features menu provides access to the same advanced telephone features, such as Directory and Call Forwarding, that are programmed on your feature buttons. In addition to providing another way of accessing the features, you can use the Features Menu to confirm the features programmed on the feature buttons if, for examp[...]

Features menu 42 Avaya 1616/1616-I IP Deskphone User Guide February 2010[...]

Chapter 13: A vaya Menu Y ou can use the A vaya Menu to adjust and customize phone settings, configure call logging, select the display language, view network settings, and log out. The Avaya Menu has six sub-menus: Screen/Sound Lets you adjust the display brightness and contrast, select your ringing pattern, turn button click sounds on and off, an[...]

5. Press the Select softkey or the OK button. 6. Scroll to the right or left to adjust the brightness or contrast. Changing the ring pattern 1. Press the A button. 2. Select Screen/Sound Options. 3. Press the Select softkey or the OK button. 4. Select Personalized Ringing. 5. Press the Select softkey or the OK button. 6. Scroll up or down to see a [...]

T urning error tones on or off 1. Press the A button. 2. Select Screen/Sound Options. 3. Press the Select softkey or the OK button. 4. Select Error T ones. 5. Press the On or Off softkeys, the OK button, or the right or left navigation arrow to turn error tones on or off. T urning the call timer on or off Y ou can set your call settings to automati[...]

3. Press the Select softkey or the OK button. 4. Select Visual Alerting. 5. Press the On or Off softkeys, the OK button, or the right or left navigation arrow to turn visual alerting on or off. Setting redial options Y ou can set Redial to dial the last number you dialed or to display a list of the last numbers you dialed. 1. Press the A button. 2.[...]

T urning show incoming call on or off Y ou can set your call settings to automatically display incoming calls. Y ou can turn the Show Incoming Call option on or off. 1. Press the A button. 2. Scroll to Call Settings. 3. Press the Select softkey or the OK button. 4. Select Show Incoming Call . 5. Press the On or Off softkeys, the OK button, or the r[...]

Changing the language 1. Press the A button. 2. Scroll to Advanced Options. 3. Press the Select softkey or the OK button. 4. Select Language . 5. Press the Select softkey or the OK button. 6. Scroll up or down to select a display language. Note: Other languages may be available. Contact your system administrator . 7. Press the Select softkey or the[...]

Index A advanced options setting automatic gain control .............................. 47 Advanced Options changing language ............................................... 48 advanced telephone features about .................................................................... 37 applications call logging ..........................................[...]

Features accessing ............................................................. 41 Features menu about .................................................................... 41 forwarding a call ..................................................................... 37 G getting your messages ............................................... 23 H handli[...]