Avaya 1408 and 1416 Telephones connected to Integral 5 - User Guide 16-603588 Issue 1 May 2010
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. Avaya reserves the right to make changes and corrections to the information in this document without the obligation to notify any person or organization of such changes. Note Using a cell, mobile, or GSM phone, or a two-way radio in close proximity to an Avaya IP telephone might cause interference.
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Contents Chapter 1: Introduction.............................................................................................................9 Introduction to the 1400 Series Digital Deskphones.........................................................................................9 Overview of phone buttons and features..........................................................................................................9 About LEDs........................................................................
Expanding conference with another participant..............................................................................................33 Connecting conference participants with each other......................................................................................34 Ending the conference call..............................................................................................................................34 Chapter 6: Conference bridge...............................................
Viewing charges for lines / subscribers..................................................................................................60 Deleting call charges..............................................................................................................................60 Locking the telephone.....................................................................................................................................61 Telephone lock...................................................
Changing access PIN.............................................................................................................................86 Setup standard access *.........................................................................................................................86 Changing standard PIN *........................................................................................................................87 Managed Mobility Access settings........................................
Chapter 1: Introduction Introduction to the 1400 Series Digital Deskphones The Avaya 1400 Series telephones are ISDN telephones for use with the Integral 5 call processing system.This user guide is written for the 1408 and 1416 Digital Deskphones.These deskphones put convenient features and capabilities at your fingertips, including a phone screen to view and manage your calls, a contacts list, a call log, a menu of options and settings to customize your phone, and access to your voice mail.
Introduction Avaya 1416 Telephone No. 10 Name Description 1 Call/Message Waiting Indicator This light flashes when you receive an incoming call. 2 Phone Display There are 3 (1408) or 4 (1416) lines in the phone display. The phone display presents calling or called party identification, user options, and other information relevant to using the phone. The top line shows the phone number and name you set and the date and time. The middle line (1408) or two lines (1416) display status information.
Overview of phone buttons and features No. Name Description are available in the menu. When a call number is programmed on the key press the key to dial the destination. (Partners are special destinations, see chapter Partners for more information) 7 Hold Press the Hold button (R button) to put the active call on hold. 8 Conference Press the Conference button to add another party to an existing call. 9 Transfer Press the Transfer button to transfer a call to another number.
Introduction About LEDs Each function, partner or destination key has two LEDs, one green and one red, to indicate the status of the function or partner. The status is identified by whether the LED is on, off, or blinking as described in the following tables. Note: If a key is assigned to a destination the LEDs are always off. Table 1: Function key LEDs LED Description Steady green Function is active, e. g. call diversion is set to on. Off Function is not active.
About this manual About this manual Descriptions of optional features are marked with an asterisk in the title. For more information about the optional features, see your system administrator. All the descriptions in this user guide assume a standard assignment of the function keys. If you re-assign the function keys, the procedures may change from those provided in this guide.
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Chapter 2: Making calls Introduction to making calls Use the procedures provided in this chapter to make calls from your telephone. Note that when you make a call, you can either dial the number and then lift the handset, or lift the handset and then dial the number. Both orders are correct. However, if you lift the handset first and then dial the number, you will not be able to correct a dialing error. Calling an internal call number 1. Enter the desired call number.
Making calls Instead of entering the external line code, you can also press a line key. If you have activated LN on dialing you only need to dial the external number. 2. Enter the desired call number. 3. Lift the handset. Related topics: Seizing exchange line automatically on page 73 Calling with a destination key 1. Press the destination key for the desired subscriber. 2. Lift the handset. Related topics: Introduction function keys on page 81 Calling a person from the call log 1.
Calling a person from the phone book entry Calling a person from the phone book entry 1. Press the Phone book / Contacts button. 2. Select the entry you want to dial. Note: To reach the entry more quickly, you can also enter one or more of the first letters of the name. 3. Lift the handset. Related topics: Introduction to the phone book on page 45 Calling partners 1. Press the appropriate partner key. 2. Talk using the speakerphone, or lift the handset to talk using the handset.
Making calls 3. To adjust the volume, press + or - on the Volume button. 4. Do one of the following: a. To continue the call using the handset, lift the handset. To activate the speaker additionally (Monitoring), press the Speaker button. To activate Handsfree press the Speaker button once more. b. To end the call, press the Speaker button.
Requesting automatic redialing 1. Press the Redial button. 2. Select the desired call number. 3. Lift the handset. Requesting automatic redialing Note: You can specify the number of automatic redial attempts and the time between two attempts in the Dial settings. You can only use Automatic redial if you are calling on a digital exchange line. The external number dialed is busy. The Auto redial menu item is offered. 1. Select the Auto redial menu item. 2. Press the OK button. 3.
Making calls Each person on the call will hear a cut-in tone. You are now included in the call. 3. To disconnect from the call, press the Drop button, or replace the handset. Presenting yourself with specified call numbers * If your system is configured to do so, every time you make an external call you can select the number you want to present to the call recipient. This is called Calling Line Identification Presentation (CLIP).
Making an individual announcement 3. Press the OK button. 4. Select who you want to send the announcement to, e.g. Announcement to Group 1. 5. Press the OK button. You can now make your announcement. Making an individual announcement Use this procedure to make a announcement to a subscriber you are just calling and whose telephone is ringing. 1. Press the Announce function key. You can now make your announcement. 2.
Making calls 1. Enter the call number. 2. Select Anonymous call. 3. Press the OK button. Your number will not be transmitted to the called party for your next external call. 4. Lift the handset.
Chapter 3: Handling calls Introduction to handling calls When you receive an incoming call your telephone rings, the Call LED flashes and the call is indicated in the display. You will be shown the number or name the caller dialled, e.g. when you receive a diverted call. You can lift the handset or use the Speaker button and talk with the handset on-hook.
Handling calls A list of incoming calls will be shown. 3. Press the OK button. 4. Lift the handset. Answering a call for a partner When a partner's telephone rings, the corresponding LED on your telephone flashes. You can pick up that call and answer as deputy. 1. Press the Partner key and wait until the call reaches your own telephone. 2. Lift the handset. Forwarding calls to forwarding stations You receive an external call and wish to divert the call to the call forwarding stations.
Muting a call Press the Hold button, to take the call of hold, press Hold again. Muting a call 1. Press the Mute button during a call so that the other person cannot hear you. 2. Press the Mute button again to unmute the call. Referring back during a call (consultation call) During a call: 1. Press the Hold button. Your first talking partner is waiting and cannot hear what you say. 2. Enter the call number you wish to refer back to. Carry out refer-back call. 3. Press the Hold button again.
Handling calls You can now talk to the first talking partner. The second partner is put on hold. Transferring a call 1. Press the Hold button. Your first call is put on hold. 2. Dial the appropriate call number. You do not need to wait until the call is accepted. 3. Press the Transfer button or hang up. Answering an additional call (second call) The feature Second call is activated on your telephone. Use this procedure to answer an incoming call while on another call. 1.
Chapter 4: Call diversion Introduction call diversion You can divert incoming calls to another extension. You can set this up both for your own and other telephones. You can also divert calls to your telephone. In all these variants, you can choose • whether this should always take place, • only if the telephone is busy • or only if the telephone is not answered within a specified time period. You can arrange to have incoming calls signalled on both your own phone and another, external phone, e.g.
Call diversion 6. Select one of the following: • immediately • after time • on busy 7. Press the OK button. The status information Divert to … - appears in the display. Alternatively, a clock symbol is shown for call diversion after "after time" or a B for call diversion "on busy". 8. To deactivate call diversion: a. Select the appropriate status information. b. Press the OK button. c. Press the Delete softkey.
Diverting calls for another telephone* • on busy 7. Press the OK button. The status information Divert from 1234- appears in the display. Alternatively, a clock symbol is shown for call diversion after "after time" or a B for call diversion "on busy". 8. To deactivate call diversion: a. Select the appropriate status information. b. Press the OK button. c. Press the Delete softkey. Result When you receive a diverted call, you will also be shown the number that the caller has dialled.
Call diversion 8. Select one of the following: • immediately • after time • on busy 9. Press the OK button. Both subscribers involved will get the status information Divert from … - or Divert to … - . Alternatively, a clock symbol is shown for call diversion after "after time" or a B for call diversion "on busy". Related topics: Introduction MMA on page 53 Signaling calls on two telephones (twinning) Twinning and call diversion ”after time” to your voicemail can be set simultaneously. 1.
Diverting bundles* Diverting bundles* Call diversion can be set up to take place at the public exchange. Internal users can telephone without hindrance. The cost of the diverted call is allocated to the subscriber who activated the diversion. The caller only pays the costs up to the public exchange. The call units for the diversion are not logged in your telephone system. 1. Press the Avaya Menu button. 2. Select Call diversion. 3. Press the OK button. 4. Select Bundle 1 (2, 3, …). 5. Press the OK button.
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Chapter 5: Three-party conference call Introduction to three-party conference calls You can use a three-party conference call to speak with two people at different locations on the same call. A conference between a call waiting (second call) and the first talking party is not possible. Making a conference call 1. While active on a call, press the Conference button. 2. Enter the call number for the additional participant or use phone book/ destination key.
Three-party conference call If you set up a Conference bridge in your system, up to 9 different subscribers can join the conference bridge. With a conference bridge set up additional conferences with more than three participants are no longer possible. 1. While you are in a three-party conference press the Conference button. 2. Enter the call number of the new participant. When you are connected to the number, all the parties can talk to each other.
Chapter 6: Conference bridge Introduction conference bridge Your system provides you with a virtual conference room (bridge). All conference participants which have dialed into the bridge are connected to one another. • Depending on the structure of your system, up to 9 internal and external subscribers can dial into the conference bridge. • There are access PINs to secure dialing into the conference bridge, or the "Standard PIN" can also be used (during non-reserved times).
Conference bridge If the conference bridge is reserved again immediately after your conference (15 minutes later), an alert tone sounds to warn you that the conference is approaching its end. 10 minutes before the beginning of the next conference, the connection is ended. Managing conference bridge calls The inviting participant has specific managing rights in a conference bridge (moderator).
Reserving conference bridge (one-time appointment) The selected participant is dropped from the conference. Reserving conference bridge (one-time appointment) You must have permission to reserve a conference room. The default access PIN must be activated or amended. 1. Press the Avaya Menu button. 2. Select Conference bridge. 3. Press the OK button. 4. Select My conference. 5. Press the OK button. 6. Press the New softkey. A list of the next 90 days appears. 7. Select the desired date. 8.
Conference bridge Reserving conference bridge (recurring appointment) You can reserve the conference bridge for recurring appointments. This could be, for example, a weekly group meeting on Friday at 9:00. 1. Press the Avaya Menu button. 2. Select Conference bridge. 3. Press the OK button. 4. Select My conference. 5. Press the OK button. 6. Press the New softkey. 7. Press the Series softkey. 8. Select the desired weekday. 9. Press the OK button. 10. Select the desired start time.
Reserving a conference bridge for others Reserving a conference bridge for others If you have permission, you can also reserve a conference bridge for others. Dialing into the conference bridge is then secured with the access PIN for the subscribers you have set up the conference for. 1. Press the Avaya Menu button. 2. Select Conference bridge. 3. Press the OK button. 4. Select Conference for others. 5. Press the OK button. 6.
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Chapter 7: Managing the call log Call log If you do not answer an external call, the caller’s number will be stored in the call log together with the time and date of the call. You can also have other entries made in the call log, e.g. internal calls or conversations with external callers. The most recent entry is at the top of each list. You can selectively retrieve individual numbers and, if necessary, dial them. You can easily transfer a call number from the call log into your phone book.
Managing the call log Viewing the call log 1. Press the Call Log button. 2. Select the appropriate entry. 3. Press the OK button. The detailed display of the appropriate entry is shown. Removing entries from the call log If you call back an entry from the call log and a connection is established, the entry in the call log will be deleted automatically. Use the following procedure to delete entries selectively. 1. Press the Call Log button. 2. Select the desired call number. 3. Press the Delete softkey.
Adding an entry from the call log to the phone book 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications. 5. Press the OK button. 6. Select Call log. 7. Press the OK button. 8. Select deleted after …. The right window margin shows the time after which new call log entries will be automatically deleted. 9. Press the Modify softkey several times if necessary until the desired time is displayed. 10. Press the Back softkey.
Managing the call log Note: If you have entered a number without a name, you can edit the entry later and save it under a name. Adding additional entries in the call log You can set additional entries to be made in the call log. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications. 5. Press the OK button. 6. Select Call list. 7. Press the OK button. 8. Change the following settings if applicable: • Int.
Chapter 8: Managing the phone book Introduction to the phone book Your telephone has a personal phone book. You can store up to 100 individual numbers with names which will only be available on your telephone. You can then dial phone book numbers quickly and easily. You can modify the individual phone book entries yourself. Up to 800 numbers and names can be stored in the central phone book; these are available to all users. You can also enter and change these entries if you have appropriate access rights.
Managing the phone book If you want to enter an internal number, you have to press Option > internal call number before making the entry. 5. Press the OK button. 6. Enter name. 7. Press the Save softkey. Result The entries in your personal phone book correspond to the code dial destinations starting from number 900. Code dialing destinations 900 to 904 can also easily be dialed by Managed Mobility Access (MMA).
Deleting an entry Deleting an entry 1. Press the Phone book / Contacts button. 2. Select the entry you want to delete. 3. Press the Delete softkey. 4. Press the Delete softkey.
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Chapter 9: Messages Introduction messages You can send a text message to subscribers in your system, e.g. when the caller does not answer or the connection is busy. The messages can consist of standard texts prepared by your system administrator or your own text. Text messages can only be received by phones with displays. A maximum of 10 messages can be accepted. Viewing and deleting received text messages An alert tone sounds when a message arrives. 1. Select the received text message, e.g.
Messages The text message will be sent immediately. Sending a standard text To be able to select from standard texts, these must first have been entered into the system. 1. Press the Avaya Menu button. 2. Select Message. 3. Press the Message button. 4. Select the desired standard text. 5. Press the OK button. 6. Change or add to the message, e.g. to include a name or time. 7. Press the OK button. 8. Do one of the following: • Enter internal call number you want to send the message to.
Sending a text message for an internal caller 8. Select Message to caller. 9. Press the OK button. The text is saved and a status information appears in your display. Any internal caller who tries to call you will now get the message shown on his display.
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Chapter 10: Mobile System Subscribers (Managed Mobility Access) Introduction MMA You can dial into your system remotely and then make a call as if you were using your company telephone (MMA, Managed Mobility Access). The number of the telephone making the call must be registered and it must support DTMF dialling. If you use "Callback" your system automatically calls back after you dial in. This is a nonchargeable service for you.
Mobile System Subscribers (Managed Mobility Access) Dialing into your system using callback Note: This feature has to be set up by your system administrator. 1. Dial the dial-in number for your system from a registered external telephone with the callback setting activated. Wait for a ringback tone. After a short time, the Integral 5 disconnects. You will hear the busy tone. 2. Replace the handset. Your system will ring you back after about 10 seconds. 3. Answer the Callback.
Calling using your system Referring back You are in a conversation. 1. Press * 7 keys. The first talking partner is waiting and cannot hear what you say. 2. Enter the number you want to consult. Carry out the refer-back call. 3. Press * 7 keys again. The refer-back call is ended and you are speaking again with your first talking partner. Starting a conference call You are in a conversation. 1. Press * 5 keys. The first talking partner is waiting and cannot hear what you say. 2.
Mobile System Subscribers (Managed Mobility Access) Modifying the twinning/call diversion number You have established a connection to your system from a registered telephone.The telephone from which you are calling must have caller display activated. You hear the dial tone. 1. Press the # key. 2. Press the * key. Twinning/Call diversion is now activated to the telephone you are currently calling. Whether you switched on twinning or call diversion is defined in the settings for each number registered.
Calling code dialing destinations 1. Press the # key followed by the code number of the code dialing destination you want to call, e.g. 2 for ”902”. The code dialing destinations correspond to the first entries in your personal phone book. Assigning code dialing destinations to the codes: Code dialing destination 900 -> Code number 1, Code dialing destination 901 -> Code number 2, … Code dialing destination 904 -> Code number 5. 2. Carry out the call.
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Chapter 11: Using the Avaya Menu Call charges Introduction to call charges During a call, you can view the current charges. You can view the charges for your last call. All call charges incurred since the last reset are stored and totaled in your telephone system. You can check the charges for each subscriber and each line separately. Furthermore, your system also record and account for the call charges for single projects or private calls separately. Viewing the charge display 1.
Using the Avaya Menu Viewing charges for lines / subscribers 1. Press the Avaya Menu button. 2. Select Charges. 3. Press the OK button. 4. Select one of the following: • Total subs., for showing the charges for a specific subscriber, • Total line, for showing the charges for a specific line. 5. Enter the extension or line number, e.g. 01 for line 1. Instead of entering a line number, you can simply press the corresponding line key. Deleting call charges 1. Press the Avaya Menu button. 2. Select Charges.
Locking the telephone Locking the telephone Telephone lock Locking your telephone prevents unauthorized use during an absence. To unlock your telephone, a Personal Identification Number (PIN) is required. The following functions are still available when the telephone is locked: • Answering calls, • Dialing internal call numbers, Changing the PIN You need a PIN (Personal Identification Number) to lock your telephone against unauthorized users and to unlock it again.
Using the Avaya Menu 1. Press the Avaya Menu button. 2. Press the Lock function key. 3. Press the OK button. The status information Phone locked is shown. Unlocking the telephone 1. Select Phone locked. 2. Press the OK button. 3. Enter the current PIN. Managing appointments Appointments (reminders) You can set your telephone to remind you of important appointments. You can be reminded of up to three appointments. You can specify whether you wish to be reminded once, on several days or every day.
Managing appointments Entering an appointment for today 1. Press the Avaya Menu button. 2. Select Appointments, and if necessary select Own appointm. All set appointments will be shown. 3. Select an appointment, which is marked empty, e.g. Appt. 1. 4. Press the OK button. 5. Press the Today softkey. 6. Enter the time in the form "hours minutes", e.g. 1050 for 10:50 hrs. 7. Select a standard text if required. To be able to select from standard texts, these must first have been entered into the system. 8.
Using the Avaya Menu 7. Enter or add any text. 8. Press the OK button. Result At the specified time, a signal tone sounds and the text you have entered is displayed. Entering a recurring appointment 1. Press the Avaya Menu button. 2. Select Appointments, and if necessary select Own appointm. All set appointments will be shown. 3. Select an appointment, which is marked empty, e.g. Appt. 1. 4. Press the OK button. 5. Press the Series softkey.
Managing appointments Press the OK button. The signal tone stops and the appointment reminder will be deleted in the display. Deleting an appointment 1. Press the Avaya Menu button. 2. Select Appointments, and if necessary select Own appointm. 3. Select the desired appointment. 4. Press the OK button. 5. Press the Delete menu item. Setting appointments for others 1. Press the Avaya Menu button. 2. Select Appointments. 3. Press the OK button. 4. Select Appointment for other. 5. Press the OK button.
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Chapter 12: Customizing your telephone Setting parameters for your telephone Changing the acoustic signaling Use this procedure to change the volume of several tones. Note: You can change the individual settings during a call by pressing + or - on the Volume button. You can also change any setting by pressing the numeric key of the desired setting or by pressing the right or left navigation arrows. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Display/Acoustics. 5.
Customizing your telephone The new setting sounds immediately to be checked. 10. Press the Back softkey. Setting the ringing tone melody You can assign different melodies to each call type: • Internal call: Call from inside your telecommunications system • External call: Call from outside your telecommunications system • Message call: When a message is received • VIP ringtone: Call from an entry in the call filter list 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4.
Setting parameters for your telephone 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Display/Acoustics. 5. Press the OK button. 6. Select MSN call type (off). 7. Press the Modify softkey. 8. If you wish to hear your personal ring tones again, change the setting back to (off). 9. Press the Back softkey. Setting the contrast 1. Press the Avaya Menu button. You can access the acoustics and contrast menu directly from your telephone’s idle status using the Volume button.
Customizing your telephone Setting the language 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Display/Acoustics. 5. Press the OK button. 6. Select Language. 7. Press the OK button. 8. Select the language you want to use for display texts. 9. Press the OK button. Your telephone will reset itself. All display texts will now be in the selected language.
Deactivating ringing tone temporarily (Do not disturb) • 3: Loud connection purely digital or internal connection. This is normally the best setting if you are using your telephone's build-in-loudspeaker. • 4: When you have connected an additional loudspeaker. 10. Press the Back softkey. Deactivating ringing tone temporarily (Do not disturb) If you do not wish to be disturbed, you can temporarily deactivate the ringing tone.
Customizing your telephone The system can activate night service automatically at times programmed by your system administrator. The calling stations for the night service can be set in the menu Settings > System functions. 1. Press the Avaya Menu button. 2. Select Night service. 3. Press the OK button. 4. Select Night service 1 (or 2, 3, autom. Night service). 5. Press the Modify softkey. The night service is activated immediately ("autom. Night service" only at the programmed times).
Seizing exchange line automatically Seizing exchange line automatically You can automatically seize an exchange line every time you dial with the handset on hook. You then never have to dial the external line code. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Dial settings. 5. Press the OK button. 6. Select LN on dialing (off). 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved.
Customizing your telephone 6. Select Line / off-hook (off). 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved. Result If you have switched on "Line/off-hook", you must first press the Hold button to make an internal call. Setting the number of redials When you activate automatic redial: Use this procedure to set how often the dialing is to be repeated automatically. You can choose between 0, 3, 5 or 10 redials. 1. Press the Avaya Menu button. 2. Select Settings. 3.
Setting redial interval Setting redial interval When you activate automatic redial: Use this procedure to set the time that elapses between two automatic redials. You can select times of 15, 30, 60, 90 or 120 seconds. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Dial settings. 5. Press the OK button. 6. Select Redial every … s. 7. Press the Modify softkey several times until the desired time interval is shown. 8. Press the Back softkey. The new setting is saved.
Customizing your telephone 7. Press the Modify softkey several times until the desired setting is shown: • off, to switch the number display off completely, • own, to send your internal extension number (e.g. 7505-12) • Master, to send only your company telephone number (e.g. 7505-0). 8. Press the Back softkey. The new setting is saved. Result If enabled in your system, you will be offered those numbers with which you can present yourself when dialing.
Turning direct dialing on or off Turning direct dialing on or off By default, direct dialing is set to on. Then dialing begins immediately when the first digit or a destination is pressed. You can turn this setting off. Then you can type in a whole call number first and then dial it as a block. You can then check the call number again and correct it if necessary. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Dial settings. 5. Press the OK button. 6.
Customizing your telephone 6. Select Second call (on). 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved. Result If you are making a call and have switched off second call, a caller will receive the busy signal. Assigning code numbers * Every outgoing and incoming call can be assigned a code number. This enables the call to be assigned to a project or client number. The code number can also be called up during an external call. 1. Press the Avaya Menu button. 2.
Extending call display Extending call display You can set your telephone to always display not only the caller’s number or name but the number which they dialed. This tells you whether the caller wants to speak to service or the workshop, for example. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications. 5. Press the OK button. 6. Select Call display A->B (off). 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved.
Customizing your telephone The new setting is saved. Removing telephone from hunt groups If your telephone is assigned to one or more hunt groups: Use this procedure to temporarily remove your telephone from these hunt groups. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications. 5. Press the OK button. 6. Select Hunt group (on). 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved.
Activating remote headset 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved. Activating remote headset Use this procedure to activate the use of a cordless convenience headset. 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications. 5. Press the OK button. 6. Select Remote headset (off). 7. Press the Modify softkey. 8. Press the Back softkey. The new setting is saved.
Customizing your telephone Note: All the procedures described in this user manual assume a standard assignment of the function keys. If you re-assign function keys, please bear in mind that this may change the operating procedures. Functions assigned to keys no longer appear in the menu. Related topics: Calling with a destination key on page 16 Assigning functions to keys Functions which you use frequently can be assigned to programmable function keys.
Function, destination, line and partner keys 5. Press the OK button. The description and current assignment of all keys will be displayed. 6. Select the key you want to change or assign. 7. Press the OK button. 8. Select Destination key. 9. Press the OK button. The call numbers or names stored in your individual phone book are displayed. 10. Select the destination you want to assign to this key. 11. Press the OK button. 12. Press the OK button. You can now call the destination with this key.
Customizing your telephone Assigning partners to keys 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Function keys. 5. Press the OK button. The description and current assignment of all keys will be displayed. 6. Select the key you want to change or assign. 7. Press the OK button. 8. Select Partner. 9. Press the OK button. All internal subscribers are displayed. 10. Select the subscriber you want to assign to this key. 11. Press the OK button. 12. Press the OK button.
Conference bridge settings You can now see the function or call number previously assigned to the key. 7. Select delete. 8. Press Delete softkey. The key is now free again. Conference bridge settings Set up conference bridge * The conference bridge can only be reserved by authorized subscribers. Each of these subscribers can change the access PIN themselves. A standard PIN can also be set up for a conference bridge. This means that anyone can dial into the conference bridge providing it is not reserved.
Customizing your telephone 10. Select Activate. 11. Press the OK button. The subscriber can now reserve the conference bridge using the access PIN set. Changing access PIN You can change your access PIN for the conference bridge at any time. The changed access PIN applies immediately, even for conferences which have already been reserved and which are still open. If you have permission, you can also change the access PIN for other subscribers. 1. Press the Avaya Menu button. 2. Select Settings. 3.
Conference bridge settings 4. Select Applications. 5. Press the OK button. 6. Select Conference bridge. 7. Press the OK button. 8. Select Standard PIN. 9. Press the OK button. You are shown that the standard PIN cannot be used, e.g. PIN: 0000 Not active. 10. Select Activate. 11. Press the OK button. 12. Press the Back softkey. You can now access the conference room using the standard PIN. 13.
Customizing your telephone Managed Mobility Access settings Introduction MMA settings Up to 50 external numbers can be registered on your system to use Managed Mobility Access (MMA). Each external number is assigned to a fixed internal subscriber. Each internal subscriber can be assigned to more than one external number. The internal subscriber can be given the option of using callback and editing his numbers. By default, a normal call diversion can be activated to telephones with registered numbers.
Managed Mobility Access settings 10. Select a number you want to register from the list or enter the external number (with dialing code), e.g. 0696 50512. The number list contains all the external numbers on the call log of the internal subscriber. Note: This saves a lot of keying in numbers. For example, you could simply call your extension using the mobile whose number you want to register. The number appears in your call log and you can easily add it as a registered number. 11.
Customizing your telephone A list of all the external numbers registered appears. 8. Select the number whose settings you want to change. 9. Press the OK button. 10. Change the external number as usual. 11. If necessary, press the Options softkey and select and modify one or several of the following settings: • Callback (off): To allow callback option, change setting to (on). • Editable (off): To allow editing option, change setting to (on).
Using call filter Using call filter Calls from subscribers in the call filter list are still signaled even when you have set up "Do not disturb". The call filter list contains up to 10 entries. You can set up a special ringtone for calls from numbers on the call filter list (VIP ringtone). Caution: You can also use the call filter to prevent call diversion for selected numbers.
Customizing your telephone Deleting entries from the call filter 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select Applications. 5. Press the OK button. 6. Select Call filter. All call filter entries are shown. 7. Select the entry you want to delete. 8. Press the Delete softkey. 9. Press one of the following softkeys: • Entry, to delete the shown entry. • All, to delete all entries in the list. 10. Press the Back softkey.
Chapter 13: Settings for your telephone system Introduction You can perform many of the settings for your telephone system from your Avaya 1400 Series telephones. The settings apply to all the telephones in your system. • External callers can often reach your company using various different numbers. For each of these numbers you can define which phones should ring. These telephones are referred to as the operator for this number.
Settings for your telephone system 3. Press the OK button. 4. Select System functions. 5. Press the OK button. 6. Select Day service. 7. Press the OK button. 8. Enter the two-digit number of the line for which you want to set up operators. You can also simply press the corresponding line key instead of entering the line number. 9. Select the number for which you want to set up an operator. 10. Press the OK button. 11. Enter the internal number of the telephone which is to be set up as an operator, e.g. 13.
Assigning call forwarding destinations * 5. Press the OK button. 6. Select Night service. 7. Press the OK button. 8. Enter the two-digit number of the line for which you want to set up operators. You can also simply press the corresponding line key instead of entering the line number. 9. Select the number for which you want to set up an operator. 10. Press the OK button. 11. Enter the internal number of the telephone which is to be set up as an operator, e.g. 13. 12.
Settings for your telephone system 5. Press the OK button. 6. Select Call forwarding. 7. Press the OK button. 8. Enter the two-digit number of the line for which you want to set up operators. You can also simply press the corresponding line key instead of entering the line number. 9. Select the number for which you want to set up an operator. 10. Press the OK button. 11. Enter the internal number of the telephone which is to be set up as an call forwarding destination, e.g. 13. 12.
Setting date and time 8. Select the number for which you want to change second call barring. 9. Press the OK button. 10. If necessary select other numbers for which you want to change the setting. 11. If necessary press the OK button. 12. Press the Phone/Exit button. The new setting is saved. Result If you are in a call a further external caller would get a busy tone, even if other phones in the call distribution are free. Setting date and time 1. Press the Avaya Menu button. 2. Select Settings. 3.
Settings for your telephone system 1. Press the Avaya Menu button. 2. Select Settings. 3. Press the OK button. 4. Select System functions. 5. Press the OK button. 6. Select Customer pswd. 7. Press the OK button. 8. Enter the old password if one has already been assigned. 9. Enter the new customer password (new PIN) as four digits. 10. Press the Back softkey. The new setting is saved. Showing traffic statistics * You can retrieve statistical information for your telephone. 1. Press the Avaya Menu button.
Chapter 14: Auxiliary devices Button module DBM32 A DBM32 button module provides 32 buttons. You can connect one or two DBM32 to your Avaya 1416 telephone. No button module can be connected to the Avaya 1408 telephone. Your system administrator can assign the buttons according to your preferences. The following options are available to you: • Call numbers of your partners • Individual destinations (frequently used call numbers) • Functions, e.g. door opener, call diversion or hotel functions, etc.
Auxiliary devices 1 Buttons with LEDs 2 Strips for labeling Dialing with the DBM32 button module: Use the DBM32 buttons just like the destination or partner keys located directly on your telephone: Lift the handset and then press the button for the desired subscriber. Table 4: LED indications LED Connection Blinking red fast Partner receives an external call. Blinking red Partner receives an internal call. Steady red Partner is on a call.
Using a headset Starting a call: Enter the call number and press the Headset button. Switching on monitoring: You can switch on monitoring on the telephone while you are on a call with the headset. Press the Speaker button. The button's LED lights up.
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Chapter 15: Hotel functions Introduction You can use the hotel functions in small to medium-sized hotels and guest houses. Your system administrator can connect up to three DBM32 modules to the Avaya 1416 telephone for executing these functions. Available functions include checking guests in and out, viewing guest charges, disabling direct inward dial to rooms, waking up guests, etc. You can also hook up a printer to the telephone system for printing out charge reports and wake-up requests.
Hotel functions Layout of the hotel functions on the DBM32 button module * No. 104 Name Description 1 Check-in / Checkout 2 DDD (Disable Direct An external caller cannot directly dial the guest’s room, but Dial) must be connected via the switchboard. 3 Message The switchboard can send a message to a room telephone. 4 Disable guest-toguest Others guests cannot use their room telephones to call this guest directly, but must be connected via the switchboard.
Checking in * Checking in * 1. Press the Check-in button. 2. Press the button for the desired room. 3. Select the desired language. You can choose between several languages for the menu displays on the guest telephone. 4. Press the OK button. The guest is checked in. The button lights up. Result The menu displays on the guest telephone and the voice announcements of a voice mail box (if any) will be in the selected language. The guest acquires the full, non-restricted class of service upon check-in.
Hotel functions Result All the guest’s messages, wake-up calls, call diversions and callbacks are deleted upon checkout. Direct dial from other rooms is disabled. On checking out, an automatic printout of the total is also possible. Consult your system administrator if necessary. Querying call charges * 1. Press the Avaya Menu button. 2. Select Charges. 3. Press the OK button. 4. Press the button for the room again. The charges are displayed. 5.
Messaging to guest: message at reception * 1. Select this menu item, e.g. 101: New messages (2). 2. Open the voice mail box by calling the voicemail server. 3. Enter the room number. 4. Press the OK button. The connection to the guest’s voice mail box is established. The voice mail box can be transferred to another telephone in the usual way (See transfering a call). There, the customer can listen to the messages on his voice mail box on pressing the * key. 5. Press the button for the room again.
Hotel functions 1. Press the DDD (Disable Direct inward Dial) button. The button LEDs of all rooms which cannot be called directly light up. 2. Press the button for the desired room. The button LED lights up or goes out, depending of the new DDD status of the room. 3. Press the Exit button. The DBM32 module returns to displaying the calling status of the room telephones.
Waking guests * The button LED lights up or goes out, depending of the new charge limit status of the room. 3. Press the Exit button. The DBM32 module returns to displaying the calling status of the room telephones. Waking guests * With the wake-up call, you can send your own text or one prepared by your system administrator. You can change that text or compose one yourself. If the guest does not react to the wake-up call, a message to that effect appears on the reception telephone.
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Chapter 16: Menus Menu overview The following contains an overview of the menu structure of the Avaya 1400 Series telephones connected to Integral 5. The first three menu levels are shown. The menu structure shown here may differ from the actual menu structure on your telephone. Deviations from the menu overview shown here may arise due to the features used and the accessories in use. Remarks and notes are shown in italic font.
Menus Menu item in basic menu Conference bridge One menu level lower One menu level lower Own conference Conference for others Settings Display/Acoustics Acoustics/Contrast Partner beep Do not disturb MSN call type Language Function keys Dial settings Autom. Handsfree LN on dialling Line / off-hook Number of redials [0] Redial every [ s] Answ.Back Second call Remote no. disp.
Menu overview Menu item in basic menu One menu level lower One menu level lower Day service Night service 1 (2, 3) Call forwarding Date/time Customer pswd … *) Traffic statistics *) Further menu options will be displayed if the Service department has enabled you to program the corresponding functions: subscriber names, substitute terms, classes of service, system times, call bar groups, call bar numbers, software lock, auto.
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Appendix A: Remote features Changing call diversion remotely * You can call your telephone system from outside to set up or change a call diversion for your telephone or for other telephones. This is possible from any telephone with DTMF suffix dialling. In many cases, you can use only certain pre-set telephones for this feature. Your system administrator will inform you. "Changing call diversion remotely" must be enabled by your system administrator.
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Index A acknowledging appointment .........................................................64 adjusting handsfree operation .............................................70 announcement replying ................................................................21 anonymous calling ......................................................21 answered calls ............................................................16 answering calls ......................................................................23 on hold .
hotel ...................................................................108 D date ............................................................................97 day service .................................................................93 DBM32 ................................................................99, 104 hotel functions ....................................................104 deleting .................................................................42, 65 appointment .........................
lock .............................................................................61 locking ........................................................................61 telephone .............................................................61 M making a call .........................................................15, 16 Managed Mobility Access .....................................53, 88 settings .................................................................88 menu overview ..............................
deactivating ..........................................................77 second call barring .....................................................96 settings telephone system .................................................93 signaling calls on two telephones ................................................30 source discrimination code .......................................115 speakerphone .............................................................17 switching between calls ............................
