Avaya 3902, 3903, 3904 Digital Deskphones Quick Reference Guide Avaya Communication Server 1000 Document Status: Standard Document Number: NN42370-105 Document Version: 03.
© 2010 Avaya Inc. All Rights Reserved. Notices 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.
Contents Avaya 3902, 3903, and 3904 Digital Deskphones 7 Your Telephone Call Features 9 Use Auto Dial 9 Make a Call 10 Make a call while on-hook 12 Redial last number called 12 Use Ring Again (3902) 13 Use Ring Again (3903 and 3904) 14 Use Hot Line 15 Use Speed Call (3902) 15 Use Speed Call (3903 and 3904) 16 Answer a call 18 Place a call on Hold 18 Transfer a call (3902) 19 Transfer a call (3903 and 3904) 20 Handle multiple calls 21 Use Call Waiting 21 Forward calls (3902) 22 Forward calls (3903 and 3904
Contents Adjust Screen contrast 34 Adjust volume 34 Choose Ring type 35 Select Call Log options 35 Use Live dial pad 36 Select Preferred name match 36 Set up area code 36 Enable Call timer 37 Select Date/time format 37 Enable Key click 37 Use Headset port on call 38 Activate Headset port external alerter 38 Use Call indicator light 38 Set On hook default path 39 Display diagnostics 40 Activate Group Listening 40 Call Log/Personal Directory display and controls 41 Identify specialized keys 41 Use Directory
Contents Set-to-Set Messaging 57 Corporate Directory 60 Virtual Office 63 Secure your telephone 65 5
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Avaya 3902, 3903, and 3904 Digital Deskphones Avaya 3902, 3903, and 3904 Digital Deskphones There are five models in the Avaya 3900 Series Digital Deskphones portfolio. This document describes the Avaya 3902, 3903, and 3904 Digital Deskphone features and how to use them. For user information on the Avaya 3901 Digital Deskphone, refer to the Avaya 3900 Series Digital Deskphones User Guide. For information on the Avaya 3905 Digital Deskphone, refer to the Avaya 3905 Digital Deskphone User Guide.
Avaya 3902, 3903, and 3904 Digital Deskphones The Avaya 3903 Digital Deskphone has two Programmable Line (DN)/Feature Keys (self-labeled) with two features or lines (DNs) configured on each key. The 3903 also has four Context Sensitive Soft Keys (self-labeled).
Your Telephone Call Features Your Telephone Call Features Your Avaya 3900 Series Digital Deskphone provides easy access to a wide range of business features. Your network administrator assigns features to your telephone and provides you with passwords and other codes as required. This section describes the features available for your telephone and how to use them. Use Auto Dial The Auto Dial feature allows the user to press one Feature Key (Auto Dial Key) to dial a specific telephone number automatically.
Your Telephone Call Features The number is stored on the key. Note: To change the key label “AutoDial”, select Change feature key label from the Options List menu. Please see “Change a Feature Key label (3902)” on page 30 for detailed instructions. Make a Call To make a call from your telephone, use the following procedure: 1. Lift the handset. or or Press the Line (DN) Key. 2637 or or Press the Handsfree Key.
Your Telephone Call Features headset is connected to the headset jack). You receive a dial tone from each action.
Your Telephone Call Features Make a call while on-hook Leave the handset in the cradle while you dial a number. To dial on-hook: 1. Press a Line (DN) Key. 2637 2. Dial the number when you receive a dial tone. 3. Lift the handset to speak when the called party answers. If the called number is busy: Goodbye / or RingAgn Press the Goodbye Key to release the line. or Press the Ring Again Key.
Your Telephone Call Features Use Ring Again (3902) Use the Ring Again feature when you dial a number and receive a busy tone or no answer. The Ring Again feature lets you know when the person you dialed is available or has used their telephone. The feature notifies you when to redial your party. The Ring Again feature automatically redials the number. To use Ring Again: 1. Dial a number and receive a busy tone or no answer. Note: On the Meridian SL-100, Ring Again is available on busy tone only.
Your Telephone Call Features Use Ring Again (3903 and 3904) Use the Ring Again feature when you dial a number and receive a busy tone or no answer. The Ring Again feature lets you know when the person you dialed is available or has used their telephone. The feature notifies you when to redial your party. The Ring Again feature automatically redials the number. To use Ring Again: 1. Dial a number and receive a busy tone or no answer. Note: On the Meridian SL-100, Ring Again is available on busy tone only.
Your Telephone Call Features Use Hot Line The network administrator can program a Hot Line Key that allows you to dial a specific number automatically. The network administrator can apply other features to the Hot Line, such as Call Redirection, so that the Hot Line call is answered by a person—not a mail box. To use Hot Line: Hotline Press the Hot Line Key. The Hot Line Key automatically dials the number. Note 1: If your main Line (DN) is a Hot Line, lift the handset.
Your Telephone Call Features SpcCtlr 3. Press the Speed Call Controller Key again to save the code and number. The flashing icon turns off. To make a Speed Call: 1. Lift the handset. SpcCtrl or SpcUsr 2. Press the Speed Call Controller Key or the Speed Call User Key. 3. Dial the Speed Call code assigned to the telephone number. Use Speed Call (3903 and 3904) The Speed Call feature allows you to automatically dial frequently called numbers by entering a one, two, or three digit code.
Your Telephone Call Features Note 1: Dial the access code (if required) followed by the internal, external, or long-distance telephone number. Note 2: Press the Pause Key to insert a 1.5 second pause in the dialing string. 4. Press the Done Key to save the code and number. Done To make a Speed Call: 1. Lift the handset. SpcCtrl or SpcUsr 2. Press the Speed Call Controller Key or the Speed Call User Key. The screen displays Enter code. 3. Dial the Speed Call code assigned to the telephone number.
Answer a call Answer a call When you receive an incoming call, your telephone rings and the LCD indicator flashes. To answer a call: Lift the handset. or or Press the Handsfree Key. or or Press the flashing Line (DN) Key when using a headset. 2637 Place a call on Hold Use the Hold feature when you are talking with one party and a second call comes in on a second line. You can answer the second call and retain the original call by putting it on hold.
Answer a call Transfer a call (3902) Use the Transfer feature to direct a call to a third party. Transfer / 1. Press the Transfer Key. The other party is on hold and you receive dial tone. The LCD indicator lights steadily. 2. Dial the number of the telephone where the call is to be transferred. Transfer / 3. When you hear the ring or a person answers, press the Transfer Key to complete the call transfer. The LED indicator goes from steady on to off.
Answer a call Transfer a call (3903 and 3904) Use the Transfer feature to direct a call to a third party. To use the Transfer feature: 1. Press the Transfer Key. Trans The other party is on hold and you receive dial tone. The screen displays Call on hold, dial number. 2. Dial the number of the telephone where the call is to be transferred. Swap or Connect 3. Press the Swap Key to switch between talking with the original caller and the new caller. Press the Connect Key to complete the transfer.
Handle multiple calls Handle multiple calls Use Call Waiting The Call Waiting feature allows you to put your current call on hold while you answer an incoming call. This feature must be enabled by your network administrator. To answer an incoming call while on another call: Hold / 1. Press the Hold Key when you hear the tone. The Call Waiting status icon appears in the display. 2. Press the Call Wait Key (CWait for 3902) to answer the call.
Handle multiple calls Forward calls (3902) The Call Forward feature allows you to direct your calls to ring at another Line (DN). If the telephone begins to ring, you cannot forward an incoming call in progress. To forward your calls: Forward 1. Press the Forward Key, or lift the handset and enter the Call Forward All Calls Activate FFC (Avaya Meridian 1) or FAC (Meridian SL-100). 2. Dial the DN where you want to forward your calls. Forward 3. Press the Forward Key.
Handle multiple calls Forward calls (3903 and 3904) The Call Forward feature allows you to direct your calls to ring at another line (DN). If the telephone begins to ring, you cannot forward an incoming call in progress. To forward your calls: Forward 1. Press the Forward Key. The previously stored forward number appears, if one exists, and the screen displays Enter forward number. 2. If desired, enter a new number. The existing number is automatically deleted.
Additional call features Additional call features Use Call Pickup Call Pickup allows you to pick up a call from any telephone in the same Pickup Group or another Pickup Group. This feature must be enabled by, and Pickup Group numbers must be assigned by, your network administrator. To answer a call in your own Call Pickup Group: 1. Lift the handset. Pickup 2. Press the Pickup Key, or enter the Pickup Ringing Number FFC (Avaya Meridian 1) or FAC (Meridian SL-100).
Additional call features Set up a Conference call (3902) You can set up a Conference call for up to six people (including yourself). Contact your network administrator to determine the maximum number of people your system allows on a conference call. To set up a conference call: Conf 1. Press the Conference Key while you are on a call. The other party is on hold and you receive a dial tone. 2. Dial the number of the person you want to add to the conference. Conf 3.
Additional call features 2. Dial the number of the person you want to add to the conference. Swap or Connect 3. Press the Swap Key to switch between talking with the original caller and the new caller. Press the Connect Key to complete the conference. Everyone is able to join the conversation. If the person you attempt to add to the conference is unavailable: Goodbye 1. Press the Goodbye Key. / 2. Press the Line (DN) Key with the flashing icon to return to your original call.
Additional call features Engage Group Listening The Group Listening feature allows others to listen to a call through the speaker while you are speaking through the handset. Group Listening must be enabled by your network administrator. Please refer to “Activate Group Listening” on page 40 for instructions on activating the Group listening option in the Options List. To engage Group Listening while on a call: Press the Handsfree Key.
Additional call features additional message options. Stop or Last or Next or Delete or Skip-> or Skip<- Quit 28 6. Press the Stop Key to pause playback of the message. Press Play to resume playback or Press the Last Key to go to the previous message. Press Play to playback the message or Press Last again to move to previous messages. or Press the Next Key to go to the next message. Press Play to playback the message or Press Next again to move to later messages.
Options List Options List The Options List allows you to customize certain characteristics of your phone.
Options List Select a language The display is available in multiple languages. After you select Language. . . from the Options List menu, 1. Use the Navigation Keys to highlight the desired language (e.g., German). Deutsch Select 2. Press the Select Key. Press the Done Key to save changes. Press the Quit Key or Options Key to exit. Change a Feature Key label (3902) You can change the labels on the three feature keys located at the bottom of the display on the 3902. To change a Feature Key label: 1.
Options List Select 5. Press the Select Key. 6. Press the Dial Pad Key that is printed with the first letter in your new label. Press the key until the correct character appears. 7. Repeat step 6 until you have changed the entire label. Press the Done Key to save changes. Press the Quit Key or Options Key to exit. Note 1: For a detailed example of using the dial pad to enter text into your Avaya 3900 Series Digital Deskphone, please see “Add a Personal Directory entry” on page 49.
Options List Change a Feature Key label (3903 and 3904) You can change the name on the Programmable Line (DN)/Feature Keys (self-labeled). These keys are located on both sides of the top portion of the display area on the 3903 and 3904. To change a Feature Key label: 1. Use the down Navigation Key to highlight Change feature key label. Change feature key label Select 2. Press the Select Key. This action takes you to the Feature Key menu and highlights Change feature key label. Select 3.
Options List Note 3: Use the Case Key to change the case of the letter, as needed. You can use the Delete Key to delete one character, or the Clear Key (3903) if you want to delete the entire label. On the 3903 you may use the Space Key to enter a space or the Restore Key to restore the label to the default value. Note 4: Press the Up Navigation Key or the Chars Key (3903) to access special characters you may want to include in the label. Use the Navigation Keys to locate the character you want to include.
Options List Adjust Screen contrast The Screen contrast option allows you to adjust the contrast of the display on your telephone. After you select Screen contrast from the Options List menu; Lower Higher or From the Contrast screen, press the Lower Key to decrease the display contrast level, or press the Higher Key to increase the display contrast level. Press the Done Key to save changes. Press the Quit Key or Options Key to exit. Adjust volume Note: After you select Volume adjustment. . .
Options List Choose Ring type The Ring type option allows you to choose from among the various ringing sounds available for your telephone model. After you select Ring type. . . from the Options List menu; 1. Use the Navigation Keys to scroll through the list of ring types. Ring type 3 Play 2. Press the Play Key to sample a ring tone. Select 3. Press the Select Key to activate the desired ring type (3903 and 3904). Press the Done Key to save changes. Press the Quit Key or Options Key to exit.
Options List Use Live dial pad The Live dial pad option (available on the 3904) allows you to press any dial pad key to automatically access a dial tone. After you select Live dial pad from the Options List menu; On or Off From the Live dialpad screen, press the On Key to turn on Live dial pad, or press the Off Key to turn off Live dial pad. Press the Done Key to save changes. Press the Quit Key or Options Key to exit.
Options List Enable Call timer The Call timer enable option measures how long you are on each call. After you select Call timer enable from the Options List menu; On Off or From the Call timer screen, press the On Key to turn on the Call timer, or press the Off Key to turn off the Call timer. Press the Done Key to save changes. Press the Quit Key or Options Key to exit. Select Date/time format There are eight Date/time formats.
Options List Use Headset port on call The Headset port on call option (available on the 3904) requires that a lamp-type accessory be connected to the headset port. When the Headset port on call option is activated and the user is on a call, the lamp lights providing an indication that a call is in progress.
Options List Set On hook default path The On hook default path option (available on the 3903 and 3904) automatically opens the voice path on either the Headset or on Handsfree when you press a Line (DN) Key. After you select On hook default path from the Options List menu; From the On hook path menu, use the Navigation Keys to highlight and select either: Handsfree selected or Headset selected Handsfree selected or Headset selected Press the Done Key to save selection.
Options List Display diagnostics The Display diagnostics option tests the functionality of your telephone’s display screen and indicator lights. This option also provides information on the firmware currently in use on your Avaya 3900 Series Digital Deskphone. After you select Display diagnostics from the Options List menu; Use the up or down Navigation Keys to scroll through the list and view the changing display screens. Press the Done Key to return to the Options List menu.
Call Log/Personal Directory display and controls Call Log/Personal Directory display and controls The 3903 has a one line display. When you press the Call Log Key, the following screen appears: 01 Call Log (use Callers List ) Select Quit Copy 553-9079 The 3904 has a three line display.
Call Log/Personal Directory display and controls Use Directory password protection You can password protect your Call Log, Redial list, and Personal Directory. To enable password protection: / Call Log 1. Press the Call Log Key (3903) or the Directory/Log Key (3904). or Directory/Log / 2. From the Directories menu, use the Navigation Keys to highlight Password Administration. Password Administration Select 3. Press the Select Key.
Call Log/Personal Directory display and controls Enter 9. Press the Enter Key. Press the Done Key to save changes. Press the Quit Key, Call Log Key, or Directory/Log Key to exit. To disable Personal Directory password: / Call Log 1. Press the Call Log Key (3903) or the Directory/Log Key (3904). or Directory/Log / 2. Dial the password. Enter 3. Press the Enter Key. 4. Use the Navigation Keys to highlight Password Administration. Password Administration Select 5. Press the Select Key.
Manage Call Log Manage Call Log The Call Log records the name and number of incoming and outgoing calls and can be password protected on the 3904. You can activate Call Log to record all calls, record only the unanswered calls, or record no incoming calls. The Callers List stores incoming calls, and the Redial List stores outgoing calls in order of date and time received/made. The oldest call is stored at the top of the list. The newest call is stored at the bottom of the list.
Manage Call Log To make a call from the Callers List: 1. Use the Navigation Keys to scroll through the Callers List and highlight the number you want to call. Note 1: If you are calling an external or long distance number, you will need to edit the number to add the access codes required by your system to make an external or long distance call. 2498 Note 2: Press the Pause Key to insert a 1.5 second pause in the dialing string. Dial 2. Press the Dial Key to call the number selected.
Manage Call Log New Old or 4. Press the New Key to go to the top of the new calls list, or press the Old Key to go to the top of the old calls list. To access the Callers List using a Context Sensitive Soft Key or a Programmable Feature Key: Callers Press the Callers Key. If there are new calls, you are presented with the first call in the new calls list. If there are no new calls, you are presented with the first call in the old calls list. To make a call from the Callers List: 1.
Manage Call Log Access and use the Redial List (3903) To access the Redial List using the Call Log Key: / Call Log 1. Press the Call Log Key. 2. Use the Navigation Keys to highlight Redial List. Redial List Select 3. Press the Select Key. To access the Redial List using a Context Sensitive Soft Key or a Programmable Feature Key: Redial Press the Redial Key. You are presented with the most recently dialed number. To make a call from the Redial List: 1.
Manage Call Log Access and use the Redial List (3904) To access the Redial List using the Directory/Log Key: Directory/Log / 1. Press the Directory/Log Key. 2. Use the Navigation Keys to highlight Redial List. Call Log (Redial List) Select 3. Press the Select Key. To access the Redial List using a Context Sensitive Soft Key or a Programmable Feature Key: Redial Press the Redial Key. You are presented with the most recently dialed number. To make a call from the Redial List: 1.
Access and use the Personal Directory Access and use the Personal Directory The Personal Directory (available on the 3904) provides a personalized directory of names and telephone numbers. The Personal Directory allows you to add, delete, search, and edit entries and can be password protected. The Personal Directory holds up to 100 entries (an entry is one name and one telephone number). You can add a directory entry by copying the entry from your Callers List or Redial List.
Access and use the Personal Directory Example: To enter the name and telephone number for Chris: 1. Dial the name using the key pad. Note: Press the Up Navigation Key to access special characters you may want to include in the name. Use the Navigation Keys to locate the character you want to include. Press the Select Key to choose the highlighted character. Press the Return Key to return to label entry without selecting a special character. 2.
Access and use the Personal Directory Quit or Directory/Log 7. Press the Quit Key or the Directory/Log Key to exit. / Add an incoming call / 1. Press the Copy Key. The displays shows the message Copy to. Dirctry 2. Press the Directory Key when the prompt asks Copy to?. Copy Next or Clear Next 3. Press Next to copy the incoming call without editing the name. Edit the number, if required (see note for step 4), and go to step 5. or Press Clear to make changes to the name before saving.
Access and use the Personal Directory Quit or Directory/Log / 6. Press the Quit Key or the Directory/Log Key to exit. Note: You can edit the name or number before or after you save to the directory. Delete or edit a Personal Directory entry To delete a Personal Directory entry: 1. Use the Navigation Keys to highlight the entry you want to edit or delete. Delete Yes 2. Press the Delete Key to delete the currently highlighted entry in your Personal Directory. 3.
Access and use the Personal Directory Delete your Personal Directory To delete your Personal Directory: DelList 1. Press the Delete List Key. The message Delete all entries? appears. Yes 2. Press the Yes Key if you want to delete all the entries in your Personal Directory. or or No Press the No Key if you want to return to the top of the Personal Directory with no changes made. Quit or 3. Press the Quit Key or the Directory/Log Key to exit.
Access and use the Personal Directory Use Card View The Card View feature provides additional information about the Personal Directory entry. To look at the Card View: 1. Highlight the name. 2. Press the right Navigation Key. To dial from Card View: 1. Use the Navigation Keys to show the name and number of the currently selected entry in the Card View.
Access and use the Personal Directory Search for an entry You can search for a particular entry in your Personal Directory. To search for an entry: 1. Use the Navigation Keys to scroll through the Directories menu and highlight Personal Directory. Personal Directory Select 2. Press the Select Key. 3. Use the dial pad to enter the first letter of the name your are seeking. For example, press twice to go to the first entry that begins with the letter “B”.
Access and use the Personal Directory Next or Clear Next 4. Press Next to copy the incoming call without editing the name. Edit the number, if required (see notes for step 5), and go to step 6. or Press Clear to make changes to the name before saving. Add the name using the dial pad, Delete, and Case Keys as needed. 5. Press the Next Key. Make changes to the telephone number, if required. Note 1: The number may contain up to 31 digits. Note 2: Press the Pause Key to insert a 1.
Set-to-Set Messaging Set-to-Set Messaging With the Set-to-Set Messaging application activated (available on the 3903 and 3904), an internal caller using an 3903 or 3904 telephone receives a quick visual message, which you have selected, whenever they dial your telephone number. The length of your message is limited to 24 characters. The message is entered through the dial pad keys using a process similar to the one used for entering names in the 3904’s Personal Directory.
Set-to-Set Messaging 2. From the Edit Mode screen, use the dial pad to enter a text message. Press the Delete Key to delete a character. Press the Case Key to toggle between upper and lower case characters. Press the Cancel Key to exit the screen without saving changes. Note 1: Please refer to “Add a Personal Directory entry” on page 49 for detailed instructions on using your telephone’s dial pad to enter text.
Set-to-Set Messaging 3. From the Edit Mode screen, use the dial pad to customize the message. Press the Delete Key to delete a character. Press the Case Key to toggle between upper and lower case characters. Press the Cancel Key to exit the screen without saving changes. Note 1: Please refer to “Add a Personal Directory entry” on page 49 for detailed instructions on using your telephone’s dial pad to enter text.
Corporate Directory Note 2: If messages have been provided by your network administrator, up and down arrows appear on the right side of the display. The On and Off Keys appear for the most recently selected message. Quit or Applications / 2. Press the Quit Key or the Applications Key to exit the Set-to-Set Messaging application. Note: If you press the Quit Key or the Applications Key before you press the Done Key, you exit the application without saving your changes.
Corporate Directory Note 1: The comma is the first character on the Key on your dial pad. Note 2: You do not need to enter the entire name. When the Done Key is pressed, the application will highlight the first directory entry that matches the text that you entered. 5. Press the Done Key. The application highlights the first directory entry that matches the text you entered in step 4. If there is no match, the screen displays No matches found for . . . (the text that you entered). Done 6.
Corporate Directory To exit the Corporate Directory application: Quit or Applications Press the Quit Key or the Applications Key. / To copy an entry from the Corporate Directory to your telephone’s Personal Directory: Copy / Dirctry 1. With the entry selected in the Corporate Directory, press the Copy Key. 2. In the Copy to screen, press the Directory Key to copy the name and telephone number to your Personal Directory.
Virtual Office Virtual Office The Virtual Office feature (available on the 3903 and 3904) allows you to log into a specially designated 3903 or 3904 telephone. When you log into the telephone your individual configuration is downloaded to the telephone for line (DN) and feature access. Virtual Office is ideal for use on a telephone which may be assigned to different users depending on the hour-of-the-day or the day-of-the-week. To logon to the Virtual Office telephone: 1. Lift the handset. 2.
Virtual Office Note 1: If your Virtual Office telephone is configured as an 3903, you may only log on to an 3903. If your Virtual Office telephone is configured as an 3904, you may only log on to an 3904. Note 2: If two or more users are attempting to log on at the same moment, the system processes the log on information for the first user. The other users will receive a System busy, try later. message. Wait a moment and try to log on again. To logoff the Virtual Office telephone: 1. Lift the handset. 2.
Secure your telephone Secure your telephone You can lock your telephone with a password to prevent unauthorized use of your telephone. Note: This feature is not available on the Avaya Meridian SL-100. To lock your telephone: 1. Lift the handset. 2. Dial the Lock Flexible Feature Code (FFC) and your Electronic Lock Password. Note: If you perform this operation from someone else’s telephone, dial your line (DN). Goodbye / 3. Press the Goodbye Key. To unlock your telephone: 1. Lift the handset. 2.
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