Avaya 9641GS IP Deskphone User Manual Using Avaya 9621G 9641G 9641GS IP Deskphones H 323

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Using Avaya 9621G/9641G/9641GS IP
Deskphones H.323
Release 6.6
November 2014
Avaya - Proprietary. Use pursuant to the terms of your signed agreement or Avaya policy.
DRAFT—November 13, 2014—5:00 AM (UTC)
1 © 2014 Avaya Inc.
2 All Rights Reserved.
3 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.
10 Note
11 Using a cell, mobile, or GSM phone, or a two-way radio in close
12 proximity to an Avaya IP telephone might cause interference.
13 Documentation disclaimer
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Preventing Toll Fraud
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1
the Avaya Support website: http://support.avaya.com or such
successor site as designated by Avaya. Suspected security
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sending mail to: securityalerts@avaya.com.
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Support.
21 Federal Communications Commission (FCC) Interference
22 Statement
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This equipment has been tested and found to comply with the limits
for a Class B digital device, pursuant to Part 15 of the FCC rules.
These limits are designed to provide reasonable protection against
harmful interference in a residential installation. This equipment
generates, uses, and can radiate radio frequency energy and, if not
installed and used in accordance with the instructions, may cause
harmful interference to radio communications. However, there is no
guarantee that interference will not occur in a particular installation. If
this equipment does cause harmful interference to radio or television
reception, which can be determined by turning the equipment off and
on, the user is encouraged to try to correct the interference by one of
the following measures:
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• Reorient or relocate the receiving antenna.
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• Increase the separation between the equipment and receiver.
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• Connect the equipment into an outlet on a circuit different from
that to which the receiver is connected.
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• Consult the dealer or an experienced radio/TV technician for
help.
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This device complies with Part 15 of the FCC Rules. Operation is
subject to the following two conditions: (1) This device may not cause
harmful interference, and (2) this device must accept any interference
received, including interference that may cause undesired operation.
45 FCC Caution: Any changes or modifications not expressly approved
46 by the party responsible for compliance could void the user's
47 authority to operate this equipment.
48 FCC/Industry Canada Radiation Exposure Statement
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This device complies with the FCC's and Industry Canada's RF
radiation exposure limits set forth for the general population
(uncontrolled environment) and must not be co-located or operated in
conjunction with any other antenna or transmitter.
53 Warning
54 The handset receiver contains magnetic devices that can attract
55 small metallic objects. Care should be taken to avoid personal injury.
56 Power over Ethernet (PoE) warning
57 This equipment must be connected to PoE networks without routing
58 to the outside plant.
VCCI-Class B statement:
This is a Class B product based on the standard of the VCCI Council.
If this is used near a radio or television receiver in a domestic
environment, it may cause radio interference. Install and use the
equipment according to the instruction manual.
Contents
Chapter 1: Introduction............................................................................................................ 8
Purpose.................................................................................................................................. 8
Intended audience................................................................................................................... 8
Related resources................................................................................................................... 8
Documentation.................................................................................................................. 8
Training............................................................................................................................ 9
Avaya Mentor videos......................................................................................................... 9
Support................................................................................................................................ 10
Chapter 2: Setting up the deskphone................................................................................... 11
Introduction to 9621G/9641G/9641GS deskphones.................................................................. 11
Physical layout................................................................................................................ 12
Adjustable stand and display screen................................................................................. 14
Ringing on wireless headsets........................................................................................... 14
About logging in and logging out....................................................................................... 15
Chapter 3: Navigating the phone........................................................................................... 17
Scrolling and navigation......................................................................................................... 17
Icons.................................................................................................................................... 17
The Home Screen................................................................................................................. 21
Menu options........................................................................................................................ 22
Using the On-screen keyboard............................................................................................... 23
About Features .................................................................................................................... 24
Using the Features menu....................................................................................................... 25
CM administrable features..................................................................................................... 25
Chapter 4: Administered options.......................................................................................... 27
Administrative messages ...................................................................................................... 27
Browser................................................................................................................................ 27
Call Recording...................................................................................................................... 27
Using USB flash drives with your phone.................................................................................. 28
Adding contacts from an external file to your contacts list................................................... 28
Overwriting contacts list with an external file...................................................................... 29
Copying your contacts list to a USB flash drive.................................................................. 29
Temporarily using a USB contacts list............................................................................... 30
Using pictures from your USB device as a screensaver...................................................... 30
Chapter 5: Call Handling........................................................................................................ 32
Answering a call.................................................................................................................... 32
Making a call......................................................................................................................... 33
Making an emergency call................................................................................................ 33
Clearing a number........................................................................................................... 33
Redialing a number......................................................................................................... 33
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November 2014
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Contents
Making a call using edit dialing......................................................................................... 34
Calling a person from the contacts list............................................................................... 34
Calling a person from the call history................................................................................. 35
Calling a person from the directory.................................................................................... 35
Making a call using a Click to dial link............................................................................... 35
Muting a call......................................................................................................................... 36
About forwarding calls........................................................................................................... 36
Activating Send All Calls.................................................................................................. 36
Activating call forwarding................................................................................................. 37
Putting a call on hold............................................................................................................. 37
Transferring a call.................................................................................................................. 38
Chapter 6: Call History........................................................................................................... 39
Call History........................................................................................................................... 39
Viewing the call history.................................................................................................... 39
Viewing call history details............................................................................................... 40
Adding an entry from the call history to your contacts list.................................................... 40
Removing an entry from call history.................................................................................. 40
Clearing all call history entries.......................................................................................... 41
Turning off call history...................................................................................................... 41
Chapter 7: Contacts................................................................................................................ 42
Using the contacts feature...................................................................................................... 42
Searching for a contact.................................................................................................... 42
Viewing contact details.................................................................................................... 43
Adding a new contact...................................................................................................... 43
Editing a contact.............................................................................................................. 44
Setting up favorite contacts.............................................................................................. 45
Changing the primary contact number............................................................................... 45
Deleting a contact............................................................................................................ 46
Chapter 8: Conferences......................................................................................................... 47
Using the conference feature.................................................................................................. 47
Setting up a conference call............................................................................................. 47
Adding a person on hold to a conference call..................................................................... 47
Putting a conference call on hold...................................................................................... 48
Muting a person on a conference call................................................................................ 48
Dropping a person from a conference call......................................................................... 48
Chapter 9: Using bridged call appearances......................................................................... 49
Using bridged call appearances.............................................................................................. 49
Answering a call on a bridged line..................................................................................... 49
Joining a call on a bridged line.......................................................................................... 49
Making an outgoing call on a bridged line.......................................................................... 50
Chapter 10: Using Voicemail................................................................................................. 51
Receiving your messages...................................................................................................... 51
Logging into your voice mail............................................................................................. 51
November 2014
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DRAFT—November 13, 2014—5:00 AM (UTC)
Contents
Chapter 11: Customizing your phone................................................................................... 52
Settings menu....................................................................................................................... 52
Call Settings......................................................................................................................... 53
Displaying the Phone screen on dialing............................................................................. 53
Displaying the Phone screen on receiving a call................................................................. 53
Setting Go To Phone Screen on Answer........................................................................... 54
Setting dialing options...................................................................................................... 54
Displaying call timers....................................................................................................... 55
Setting redial options....................................................................................................... 55
Configuring visual alerts................................................................................................... 56
Setting the audio path...................................................................................................... 56
Setting Headset Signaling ............................................................................................... 57
Setting contact names to display during calls..................................................................... 57
Application Settings............................................................................................................... 58
Activating call log history.................................................................................................. 58
Activating call log for bridged calls.................................................................................... 58
Personalizing labels......................................................................................................... 59
Restoring default button labels......................................................................................... 59
Screen & Sound Options........................................................................................................ 60
Adjusting the brightness or contrast ofthe display............................................................... 60
Setting the text size......................................................................................................... 60
Turning button click sounds on and off.............................................................................. 61
Setting the Home screen to display when the phone is idle................................................. 61
Turning error tones on or off............................................................................................. 62
Setting a ring tone for your deskphone.............................................................................. 62
Setting the Quick Touch panel.......................................................................................... 62
Advanced Options................................................................................................................. 63
Turning automatic gain control on or off............................................................................. 63
Enabling Bluetooth.......................................................................................................... 63
Selecting handset audio equalization................................................................................ 64
Avaya Home Screen Applications........................................................................................... 64
Adding World Clock locations........................................................................................... 65
Viewing World Clock details............................................................................................. 66
Using the Weather application.......................................................................................... 66
Using the Calculator........................................................................................................ 68
Activating EC500 for simultaneous ringing on multiple phones.................................................. 68
Setting up a Bluetooth® headset............................................................................................. 69
Pairing a Bluetooth® headset with your phone................................................................... 69
Operating a Bluetooth® headset....................................................................................... 70
Enabling and disabling the call timer....................................................................................... 71
Chapter 12: Carrying out maintenance tasks....................................................................... 72
Backing up and restoring your data files.................................................................................. 72
Cleaning the screen............................................................................................................... 72
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Contents
Network information............................................................................................................... 73
November 2014
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DRAFT—November 13, 2014—5:00 AM (UTC)
1
Chapter 1: Introduction
Purpose
This document describes how to use product features and capabilities.
Intended audience
This document is intended for people who want to learn how to use product features and
capabilities.
Related resources
Documentation
See the following related documents at http://support.avaya.com.
10
12
Document
number
16
Implementing
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16–603603
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13
Title
18
Installing and Maintaining
Avaya IP Deskphones
9608/9608G/9611G/9621G/
9641G/9641GS H.323
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25
Using
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16–603594
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28
33
16-603593
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40
16-603613
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42
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Use this document to:
15
Audience
22
Refer to tasks related to installing
and upgrading the deskphone.
24
Administrators
Refer to tasks related to using the
deskphone.
31
End users and
administrators
Refer to tasks related to using the
deskphone.
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39
End users and
administrators
Refer to tasks related to using the
deskphone in a call center.
47
Call center agents
23
Using Avaya IP Deskphone
9621G/9641G/9641GS H.323
30
Using Avaya IP Deskphone
9608/9608G/9611G H.323
37
Using Avaya IP Deskphone
9608/9608G/9611G/9621G/
29
36
45
46
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Related resources
Administering
16-300698
9641G/9641GS in the Call
Center H.323
Administering Avaya IP
9 Refer to performing administrative
Deskphone 9608/9608G/
10 tasks related to the deskphone.
9611G/9621G/9641G/9641GS
H.323
11
Administrators
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13
Training
The following courses are available on the Avaya Learning website at www.avaya-learning.com.
After logging in to the website, enter the course code or the course title in the Search field and click
Go to search for the course.
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15
16
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Course code
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Course title
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ACIS-6006
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ACIS - Avaya Communication Manager (5.2.1)
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APSS-1300
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APSS - Avaya Networking
23
24
Avaya Mentor videos
26
Avaya Mentor videos provide technical content on how to install, configure, and troubleshoot Avaya
products.
27
About this task
25
29
Videos are available on the Avaya Support website, listed under the video document type, and on
the Avaya-run channel on YouTube.
30
Procedure
28
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32
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• To find videos on the Avaya Support website, go to http://support.avaya.com, select the
product name, and select the videos checkbox to see a list of available videos.
• To find the Avaya Mentor videos on YouTube, go to http://www.youtube.com/AvayaMentor and
perform one of the following actions:
- Enter a key word or key words in the Search Channel to search for a specific product or
topic.
35
36
- Scroll down Playlists, and click the name of a topic to see the available list of videos posted
on the site.
37
38
39
40
Note:
41
Videos are not available for all products.
November 2014
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Introduction
Support
Visit the Avaya Support website at http://support.avaya.com for the most up-to-date documentation,
product notices, and knowledge articles. You can also search for release notes, downloads, and
resolutions to issues. Use the online service request system to create a service request. Chat with
live agents to get answers to questions, or request an agent to connect you to a support team if an
issue requires additional expertise.
10
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DRAFT—November 13, 2014—5:00 AM (UTC)
1
Chapter 2: Setting up the deskphone
Introduction to 9621G/9641G/9641GS deskphones
Your deskphone provides many features that include:
• Viewing and managing your calls, call logs, and contacts list
• Customizing your deskphone
• Accessing your voice mail
• Using integrated WML browser
10
11
12
You can also attach up to three button modules to your deskphone to expand the available number
of call appearances and features. Multiple button modules must all be the same type and same
model. The 9621G model does not provide a port for button module attachment.
The letter G in a deskphone model name indicates the presence of a built-in Gigabit Ethernet
adapter that increases the transmission speed of data.
17
The 9621G, 9641G, and 9641GS deskphones provide a color LCD display. 9621G deskphones
have a smaller display area than 9641G deskphones, and do not have a USB interface. 9641GS
deskphones have a slightly larger display area than the 9641G, and use capacitive touch screen.
Unless specifically stated in this guide, the three models are essentially the same in terms of
features and functionality.
18
Your administrator might not have configured all functions and features described in this user guide.
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11
Setting up the deskphone
Physical layout
The following table provides descriptions of the deskphone buttons and features.
11
Callout
Number
Name
12
USB port
13
Icon if
applicable
N/A
10
Description
14
You can use a USB device such as a memory stick, thumb
drive, or flash drive to transfer contacts between your
phone and an external data source. The USB option is
available only if the administrator has configured the
feature for your extension. See Importing and Exporting
Contacts using USB Devices on page 28 for more
information. You can use the USB port for login and as a
picture source for screensaver.You can also recharge
some battery-powered devices by connecting the device to
the USB port.The 9621G does not have a USB port.
15
16
17
18
19
20
21
22
23
24
25
26
27
Message
waiting
indicator
28
N/A
29
30
31
32
33
34
35
36
37
12
Phone
display
38
N/A
39
40
An illuminated red light in the upper-right corner of your
deskphone indicates that you have a voice mail. If you
enabled Visual Alerting on your phone, this light flashes
when you receive an incoming call. In addition to the
message waiting indicator, the deskphone lights the
Message button when you have voice mail.
The first line shows status information such as the time
and date, primary extension, error indications, and missed
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Introduction to 9621G/9641G/9641GS deskphones
Callout
Number
Name
Icon if
applicable
Description
calls. The second line, called the Status Line, provides
information, such as when you can use the right or left
navigation arrows to view other screens or menus. The
Status Line also provides messages related to the current
application or the actions that you must perform on a
screen. Call appearances appear below the Status Line.
The number of call appearances available to make or
receive calls depend on how your administrator
administers the system. The number of lines available on
touchscreen deskphones depend on how your
administrator administers the Quick Touch Panel (QTP).
For more information, see Setting the Quick Touch
panel on page 62. Touch the line to start or answer a
call. The last display line shows the QTP that displays the
options that your administrator has administered for the
extension such as EC500, Call Forwarding, or Extended
Call Forwarding.
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11
12
13
14
15
16
17
18
19
20
21
22
23
24
25
26
27
28
Features and29 N/A
call
appearance
lines
30
31
32
33
34
35
36
37
Quick Touch
Panel (QTP)
38
N/A
39
40
41
42
52
43
53
Phone
Message
44
54
59
Contacts
47
48
• Hold
49
• Conference
50
• Transfer
51
• Drop call
55
When you press Message, you are connected directly to
your voice mail system. The deskphone lights this button
when you have voice mail messages waiting.
56
61
60
63
64
Home
62
66
65
67
68
69
70
10
71
History
73
72
The QTP displays the options that your administrator
administers for the extension such as EC500, Call
Forwarding, or Extended Call Forwarding.
The Phone button displays the Phone screen when you
press the button. During a call, you can gain access to the
following options from the Phone screen:
45
46
57
58
On touchscreen deskphones, call-related icons on the lines
show the lines that are in use or available for calls. Touch
the line that you want to use. Lines also indicate if the
system has enabled or disabled a feature in the Feature
view.
74
75
When you press Contacts, the Phone screen displays the
entries in your contact list.
When you press Home, you gain access to the Home
screen to configure options and settings, access the
browser and or any applications available to you, log out,
or view network information.
When you press History, the Phone screen displays the
history of your outgoing, incoming, and missed calls. The
icon on the History the deskphone lights the button when
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Setting up the deskphone
Callout
Number
Name
Icon if
applicable
Description
you have missed calls. The top line shows the Missed Call
icon and the number of calls that you have missed.
11
10
Volume
12
11
13
14
15
16
17
22
12
18
13
23
Mute
Speaker
28
14
29
Headset
32
15
33
Forward
20
19
21
30
34
Press the Mute button to mute a call in progress. To take a
call off mute, press Mute again.
27
Press the Speaker button to use the speakerphone. To
take a call off speakerphone, lift the handset or press the
Headset button.
31
Press the Headset button to use the headset if connected.
35
Press Forward to display the Forwarding menu.
25
24
If you press + or - on the Volume button on an active call,
the phone increases or decreases the volume of your
handset, headset, or speaker accordingly. When you are
not on an active call, pressing these buttons adjusts the
ringer volume.
26
36
37
Adjustable stand and display screen
You can adjust the display screen as required. To move the display screen, gently pull from the top
of the display screen towards you even as you hear clicking sound. Each click indicates a locking
position. You can push the screen back to return to the original flat position. Gently pull the display
screen towards you and push to return the display screen to the original flat position.
38
39
40
41
You can place the phone on the stand in a flat position or at an angle. To place the phone vertically
for wall mounting, reverse the tab located under the switchhook in the top ear piece pocket and
ensure that the handset is in the correct position. You need a small screwdriver to lift the tab and
reinsert back the reversed tab.
42
43
44
45
46
47
Ringing on wireless headsets
For an incoming call, you can set the ringing tone on the wireless headset instead of the speaker of
the deskphone.
48
49
50
51
Note:
This feature is available only if your administrator has configured the feature for your deskphone.
52
55
When you go off-hook with the headset or change from a non-headset device to the headset, phone
activates the wireless headset. When you go on-hook with an activated headset or change from
wireless headset device to non-headset, the phone deactivates the wireless headset.
56
When an incoming call arrives:
53
54
• If the deskphone is in an idle mode, you hear a ringing tone in the wireless headset.
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Introduction to 9621G/9641G/9641GS deskphones
• If the phone is already in a headset call, you hear a short beep in the wireless headset.
About logging in and logging out
If you share a deskphone with other users, you must log in and log out to maintain your preferences,
call information, and options. Log out to prevent unauthorized use of your deskphone during your
absence.
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11
Depending on how the administrator has configured your phone, for example, whether History
backup is enabled or disabled, the phone might lose some information when you log your
extension out.
Your administrator might provide you with a USB device with a preprogrammed extension and
password, or may provide you with a PC-based tool for transferring this information on a USB
device. This device enables you to use the USB device to log in to the administered extension and
password automatically, from any deskphone in your system. Contact your administrator for more
information. If you log in with the USB Login option, the only way to log out is by removing the USB
device from the phone connection.
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14
15
16
17
18
19
22
Note:
21
When you use the USB Login, the only Contacts you can see are the Contacts on the USB
device. See Using USB Flash Drives with your phone on page 28 for more information.
23
Note:
20
24
25
26
27
Note:
Depending on how the administrator has configured your deskphone, your deskphone might
display a Log-Off softkey in an idle state. You can use the Log-Off softkey to log out of the
deskphone.
Logging in to your deskphone
28
About this task
29
Log in from the initial screen when it prompts you for your extension.
32
When you log in to the deskphone, the deskphone downloads the call log database. The database
contains all the calls that you received when you were logged out. The deskphone adds these call
logs in the Call History list as missed calls.
33
Procedure
30
31
34
1. Enter your extension.
35
2. Tap Enter.
36
3. Enter your password.
37
4. Tap Enter.
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15
Setting up the deskphone
5. If your administrator configured the system to allow visiting user privileges the deskphone
prompts for Login Mode. Tap the Login Mode that indicates whether you are a visiting user
(Visiting User) or not (Default).
6. Tap Enter.
Logging out of your deskphone
About this task
Even if you are logged out, the system still logs all calls to a database. The deskphone downloads
the database when you log in to the deskphone again.
Procedure
10
1. Press Home.
11
2. Tap Settings.
12
3. Press Log Out to choose Log Out.
13
Logging in as a guest user
About this task
14
Log in to another touch-based phone as a guest to retain the features and functionality of your own
phone. For example, if you are temporarily using the office telephone of a visitor and want to use
your Contacts list. If you want to use this feature, the deskphone must be on-hook. The phone must
be on-hook for you to be able to select this feature.
15
16
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18
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20
21
22
Note:
The guest user login option is available on your deskphone only if the administrator has
configured the feature.
Procedure
23
24
1. Press Home
25
2. Tap Settings.
26
3. Select Guest Login.
27
4. Enter your extension number.
28
5. Tap Enter.
29
6. Tap Password.
30
7. Enter your password.
31
8. Tap Enter.
32
9. Tap the left or right arrow to select the duration from 1 to 12 hours for using this phone.
You can log out as a guest at any time despite the duration you select.
33
10. Tap Enter.
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1
Chapter 3: Navigating the phone
Scrolling and navigation
Use the up and down arrow buttons on the right side of the screen to scroll up or down the list.
Tap and hold the appropriate scroll icons on the touchscreen to scroll through a page at a time in
the direction you choose. Repeat the same action to activate the scrolling auto repeat feature.
To change between call appearances and features, tap Features or Calls on the touchscreen.
When you tap the details button, a blue, right-facing arrow, you can view more information about the
item. For example, if you tap the arrow to the right of a contact name, the deskphone displays a
screen with the numbers that you have stored for that person.
You can tap a line or softkey or tap the on-screen softkey labels. Softkey labels change according to
the context. For example, you can tap a contact to make a call to that person and tap a line on the
Phone screen to answer an incoming call, to go off hook, to make a call, or to resume a call on hold.
10
11
12
You can also gain access to the Phone screen or the Home screen anytime by pressing the
appropriate buttons on the deskphone.
13
14
15
Icons
The icons in the following table indicate the state of a call, navigation choices, Call History types,
Contact phone types, feature status, or the status of an attached or paired device.
16
17
Depending on their purpose, some icons appear on the top line, for example, to notify you that a
headset is active or that you have missed calls in the Call History. Other icons display on call
appearance lines to show call states. Icons also appear on application screens like the Contacts or
Call History listsIcons also appear on application screens like the Contacts or Call History lists, or
World Clock and Weather. Home screen icons are touch-based to let you initiate actions like
changing phone settings, accessing the Web browser, or accessing Avaya applications like the
Calculator, World Clock, and Weather. Your administrator might make other, optional Home screen
icons available to you that do not appear in this table. Such icons represent optional applications for
which your administrator can provide information.
18
19
20
21
22
23
24
25
26
27
Icon
28
Description
30
Indicates an incoming call.
29
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Navigating the phone
Icon
Description
Indicates a call appearance line that is not currently in use.
Indicates that a call is active.
Indicates that you have placed this call on hold.
10
Indicates that your calls are being forwarded.
12
Indicates that a bridged call appearance is in use.
14
Indicates that the EC500 feature is activated.
16
Indicates that a conference call is active.
18
Indicates that you have placed a conference call on hold.
20
Indicates that the speakerphone volume is being adjusted.
22
Indicates that the headset volume is being adjusted.
24
25
Indicates that more related information is available or additional
screens can be accessed.
27
Indicates that the call in progress is muted.
29
Indicates that the ringer volume is off. To reinstate volume, press
+ on the Volume button.
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50
18
To turn off the ringer press the Volume button until the volume
turns off.
Indicates that the call is using a wideband codec for quality voice
calls.
Indicates a low network performance or presence of local network
issues that might result in lower call quality.
Indicates an energy-saving measure. This icon may also appears
on the Settings menu. Pressing this softkey turns the display
backlight off. When the backlight is off, any activity on your
telephone turns it back on. This icon is configured by your
administrator on one of the softkeys.
Indicates that your phone is in an “Unnamed Registration” state,
caused by not entering an extension within 60 seconds of being
prompted for one or not entering a password. In this situation,
your phone may register with its call server but will show only one
call appearance, no features, and will allow only outgoing calls. To
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Icons
Icon
10
12
11
13
15
14
16
18
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19
Indicates that this team member is available. Your system
administrator sets up teams as applicable.
This Team icon indicates that this team member is having calls
forwarded.
This Team icon indicates that this team member is busy on a call
and not available.
This Team icon indicates that this team member is busy and is
forwarding all calls.
This Team icon indicates that the team member is busy and a has
an incoming call ringing.
22
This Team icon indicates that the team member is busy and is
having more incoming calls ringing.
24
This Team icon indicates that a team member is calling.
26
The Home screen icon that indicates the general phone number
for a favorite Contact.
21
20
Description
switch from the unnamed registration state, login with a valid
extension and password.
23
25
27
29
28
30
31
33
32
The Home screen icon that indicates the work phone number for a
favorite Contact.
36
The Home screen icon that indicates the mobile phone number for
a favorite Contact.
38
Indicates Call History for all calls.
40
Indicates Call History for Missed calls.
42
Indicates Call History for Outgoing calls.
44
Indicates the Call History for Answered calls.
46
Indicates the General telephone number for a contact.
48
Indicates the Home telephone number for a contact.
50
Indicates the Mobile telephone number for a contact.
35
34
The Home screen icon that indicates the home phone number for
a favorite Contact.
37
39
41
43
45
47
49
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Navigating the phone
Icon
Description
Indicates the Work telephone number for a contact.
Indicates the Favorite contact.
Indicates that the Contact-Favorite Feature is on.
10
Indicates that the Contact-Favorite Feature is off.
12
13
Indicates that the phone is paired with and able to communicate
with a Bluetooth® headset.
15
Indicates the Home screen WML Browser application if available.
17
Indicates the Home screen (telephone) Settings menu.
19
20
Indicates the My Pictures application where you can display
pictures from the USB folder.
22
Indicates the VPN settings menu.
24
25
Indicates the icon for viewing the About Avaya IP Deskphone
screen.
27
Indicates the Home screen Calculator application.
29
Indicates the Home screen World Clock application.
31
Indicates the Home screen Weather application.
33
Indicates that the weather is clear and fair.
35
Indicates that the weather is partly cloudy.
37
Indicates that the weather is cloudy.
39
Indicates that the weather is a light rain.
41
Indicates that the weather is rainy.
43
Indicates that the weather is snowy.
45
Indicates that the weather is icy.
47
Indicates that there is an ongoing thunderstorm.
49
Indicates that the weather is windy.
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18
21
23
26
28
30
32
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40
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46
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The Home Screen
Icon
Description
Indicates that there are severe storms.
Indicates the main menu Touch Screen Cleaning option.
Indicates the main menu Guest Login option.
10
Indicates the main menu Log out option.
12
Indicates the main menu Network info options.
14
15
Indicates the Options & Settings Screen and Sounds Options
menu.
17
Indicates the Options & Settings Call Settings menu.
19
Indicates the Options & Settings Application Settings menu.
21
Indicates the Options & Settings Advanced Settings menu.
11
13
16
18
20
22
23
24
25
26
27
28
The Home Screen
The Home screen provides several user-friendly features. Using the icons on the Home screen, you
can customize your phone, view settings, obtain information about the time and weather through
Web-based applications, use a calculator, and use Favorite speed dial buttons. The options
available on the Home screen depends on how the administrator has set up the system. You must
press the Home button under display to gain access to the Home screen. The Home screen
includes the following standard Avaya features:
31
• Settings: Displays a menu that you can use to change your call settings, the language on the
phone, the screen layout, or pair your phone with a Bluetooth headset, log in to the phone as a
guest, clean your screen, log out your phone, and more.
32
• World Clock: Shows the time and weather in different parts of the world.
29
30
34
• Weather: Shows the current weather conditions in an area you choose and provides a weather
forecast.
35
• Calculator: Provides a simple, four-function calculator.
33
36
37
38
39
• My Pictures: Using this feature you can use pictures from a USB device as the phone
screensaver.Note: This feature is applicable only to the 9641 deskphone.
• Web application: You can set up shortcuts to view 9 web applications or information pages
using this feature.
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21
Navigating the phone
• Favorites Help: Using the help outlined here, you can add a person in your contacts list to
your display as a quick dial number. Tap the number to make a call to that person.
You can also use Contacts to setup speed dial icons for up to 16 Favorite numbers on your Home
screen. Your administrator might make available other Web-based applications such as a corporate
directory or support page. To invoke an application you see on the Home screen, tap the icon. If the
number of lines in the list is greater than the number of lines in the Application area of the Home
screen, You can scroll to view the next line. Tap the scroll bar on the right side of the Home screen
to view the next page.
You can also administer up to 9 WML applications on home screen.
10
11
12
13
14
Note:
The Settings options that appear depend on how the administrator configured your extension.
Some options described in this guide might not be available to you.
Menu options
The following image shows the menu options that are available to you to view the current settings
and configure the required parameters on the Avaya 9621 and 9641 IP deskphones.
15
16
Home
Page
Settings
Options
Settings
Call
Settings
My
Pictures
Bluetooth
Setup
Application
Settings
Brightness
History
Go To Phone
Screen On
Ringing
Weather
Network
Information
Screen &
Sound
Options
Contrast
Log
Bridged
Calls
Go To Phone
Screen On
Answer
World
Clock
VPN
Settings
Advanced
Options
Personalized
Ringing
Personalized
Button
Labels
Display
Call Timer
Favorites
Help
Logout
Button
Clicks
Restore
Default
Labels
Browser
Light
Off
Touch
Screen
Cleaning
About
Avaya IP
Deskphone
17
18
19
20
21
22
22
Go to Phone
Screen On
Calling
Automatic
Gain
Control
Headset
Equalization
Error
Tones
Phone
Screen
Width
Redial
Visual
Alerting
Audio
Path
Pair Contacts
To Calls
Note:
Bluetooth setup option is available only on the Avaya 9641 IP deskphone. Your deskphone
might not display some options on your deskphone if your administrator has not configured the
options for your extension.
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Using the On-screen keyboard
10
Using the On-screen keyboard
A keyboard appears on the screen when you add or edit a contact name or number, or when you
personalize labels for your call appearances or features. You can switch between alphabetic and
numeric keyboards, and you can use the keyboard to enter symbols and accented letters.
The following diagrams help you to understand how to add or change names, telephone numbers,
or labels. Tapping and holding the backspace button produces an automatic repeat action where the
letters are cleared one by one moving backwards as long as you keep pressing the Backspace
button. Tap the Done check mark when you finish editing. Use the Cancel mark to discard any edits
and return to the previous screen.
Figure 1: Text Entry Keyboard
Next field
Shift key
Switch to
Numeric Text
Entry Screen
Move cursor to right
11
12
Move cursor to left
Cancel
Save/Done/Next
Backspace
Accent the
next character
you press. Press
this key, then the
character you
want to accent and
select from a
mini-keyboard
Figure 2: Numeric Entry Keyboard
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Navigating the phone
Switch to
Symbol
Selection
Screen
Next field
Switch to
Alpha Text
Entry Screen
Move cursor to right
Move cursor to left
Cancel
Dialpad text
entry - Toggle
between
numeric and
multi-tap
keyboard
Save/Done/Next
Backspace
About Features
This topic describes the special features of your deskphone. Your administrator might have set up
your deskphone with the features and the call appearances on one screen. The Features screen
lets you gain access to advanced telephony features, such as Directory, Abbreviated Dial, Speed
Dial buttons, and Call Forwarding. Using the Directory, you can dial other users on your system.
You can use Send All Calls and Call Forward features to forward incoming calls to other numbers.
When you enable the EC500, you can forward calls from your desk phone to your cell phone. The
Forward menu also lists the forwarding features. The Features screen does not display the features
assigned to an attached button module. The features that are available depend on what your
administrator has assigned to your phone.
10
11
You can also invoke these features using the Feature Access Code (FAC) . If you activate or
deactivate a feature using FAC and the corresponding feature button is not administered on the
deskphone, you might not get the indication of the feature activation or deactivation.
12
13
14
In addition to the Features screen, your administrator might also provide selected features on
softkeys on the call appearance (Phone) screen. For more information about what features and
options are available for your extension, contact your administrator.
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Using the Features menu
Using the Features menu
Procedure
From the Phone screen, tap the Features button at the upper right corner to view the Features
menu.
The LED icon next to the feature name indicates if the feature is on or off. If the LED icon for the
feature label is green, the feature is on.
10
Note:
To return to the main Phone screen, tap Calls at the upper right corner.
CM administrable features
The Features menu displays the options that the administrator can configure for your phone. The
names of features are often abbreviated to fit into the display area of your deskphone or button
module. See the following table for information on standard feature names and their abbreviations.
All features described here might not be available on your extension. For more information about a
feature, contact your administrator.
11
12
13
14
15
16
Feature Name
17
Abbreviation
18
Automatic Dialing
19
Autodial or SD
20
Automatic Intercom
21
Auto Icom or AI
22
Automatic Callback
23
Auto Callback, AutoCB
24
Call Forwarding All Calls
25
Cfrwd or CFwrd
26
Call Forwarding Busy/Don't Answer
27
CFBDA
28
Park a Call
29
Call park
30
Call Pickup
31
Call pickup
32
Calling Party Number Blocking
33
CPN Block
34
Calling Party Number Unblocing
35
CPN Unblock
36
Dial Intercom
37
Dial Icom
38
Directed Call Pickup
39
Dir Pickup
40
EC500
41
EC500
42
Exclusion (Calling Party)
43
Exclusion
44
EC500 Extended Calling
45
Extend Call
46
Extended Call Pickup
47
Ext Pickup
48
Malicious Call Tracing Activation
49
MCT Act
50
One-step Recording
51
Audix Record
52
Priority Calling
53
Priority Call
54
Send All Calls
55
SAC
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Navigating the phone
Feature Name
Abbreviation
Whisper Page
Whisper Act
26
Note:
Your phone displays the personalized label instead of the feature abbreviations if you have
added personalized labels for any of the features.
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1
Chapter 4: Administered options
Administrative messages
Your administrator can send important messages such as notification of an early office shut down
because of bad weather. The administrator can also send information about an imminent service
interruption to your deskphone.
These types of messages can take any of the following forms:
• A text message streaming across the top display line, that also accompanies an audible alert.
• An audible alert broadcast through the Speaker or the headset if that device is active.
• An interrupt screen notifying you that you are receiving an audio alert.
10
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While receiving an audible alert, you can change between the speaker, handset, and headset, can
stop the transmission of pushed audio content by going on-hook, and can adjust the volume, as you
normally do during a call.
Browser
Your deskphone includes WML Web browser capability to use additional applications. The
applications available through the browser vary depending on how your system administrator has
configured your deskphone. For more information, contact your administrator.
To open the browser, press the Home button. Then touch the browser icon on the display. If you do
not see the Browser icon on the Home screen, Web applications are not available for your
deskphone.
Call Recording
Your administrator can enable recording for the calls made on your deskphone. If the administrator
has call recording enabled for the calls made on your deskphone, a beep can be heard into the
audio stream at regular interval, typically about 15 seconds. The beep indicates that the call is being
recorded.
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Administered options
Using USB flash drives with your phone
You can use Universal Serial Bus (USB) flash drive if your deskphone has a USB interface and you
have the permission of the administrator. When you log in to your phone from a remote location, you
can use the USB flash drive to add contacts to your Contacts list from an E-mail or other PC
software program, and use the pictures from the device as screensaver on your phone.
Note:
The 9621 IP deskphone does not have a USB interface.
Avaya offers a PC application Avaya one-X™ Deskphone USB Companion to help set up your USB
device phone options. Your administrator has certain setup responsibilities and can then help you
determine the options that are available to you and how to use the tool to set them up.
10
11
12
13
14
15
16
17
Note:
USB Login: If you have automatic USB login capability, the only contacts you can see are from
the USB device. When you use the USB login, the Log Out menu option is available on the
menu screen, but does not work when the USB device is inserted. You can log out your phone
only by removing the USB device.
If you insert the flash drive into the USB jack, the phone displays either a list of USB actions or
options, a message that your phone does not support the device, or a message that the phone does
not have adequate power to support the device. Power supply to the USB interface depends on the
administration settings and on how you have powered the phone. The phone supports USB drives
with FAT or FAT32 file systems and does not support USB drives with NTFS file systems and
multiple LUNs.
18
19
20
21
22
23
24
25
Adding contacts from an external file to your contacts list
About this task
26
33
Use a USB flash drive to add contacts from an external file to your contacts list. The contacts list
can contain only 250 entries. Contact files merged or written to the contacts list on the phone must
be in a specific format. One way to ensure that the file is in the proper format is to export your the
contacts list of your deskphone to your USB device, which automatically creates a formatted file.
Avaya also provides a spreadsheet tool that uses macros to convert your Outlook contacts into the
Contacts format that the phone uses. For information on this tool, search for Avaya one-X® USB
Companion on the Avaya support site at www.avaya.com/support.
34
Procedure
27
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29
30
31
32
35
1. Plug the USB device into the jack near the center top edge of your phone.
36
2. Tap Select to select Merge file and phone contacts.
The phone displays the Merge option only when both the USB file and the phone have
contacts.
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Using USB flash drives with your phone
3. The phone merges the contacts automatically. When complete, review the statistics
displayed, which show the number of entries, duplicates, and any errors.
4. Tap Save to write the merged Contacts list back to the USB device and return to the list of
contacts/USB actions or tap Exit to return to the list of contacts/USB actions without writing
the merged file to the USB device.
10
Note:
If you try to merge more than the maximum 250 entries, the phone displays a List Full
screen. You can then either save the first 250 entries or cancel the merging process
without transferring the contents to the deskphone.
11
12
13
Overwriting contacts list with an external file
About this task
18
Use a USB flash drive to replace your entire contacts list with the contacts from an external file.
Contacts that you are copying from an external file must have a name and at least one number and
not more than three numbers with associated types. If associated types are not provided, the type is
considered as general type. Your administrator can provide detailed format information about
external data source files.
19
Procedure
14
15
16
17
20
21
22
23
24
25
26
1. Plug the USB flash drive into the jack near the center top edge of your phone.
2. Either scroll to Replace phone contacts with file then tap Select or tap the Replace
phone contacts with file line directly.
3. Review the statistics displayed, which show the number of valid and invalid entries, and if
applicable, the number of entries that exceed the 250 contact phone limit.
4. Tap Save to overwrite and replace your contacts list with the file on your USB device or
Cancel to cancel the replacement and retain your current contact list.
27
28
29
Copying your contacts list to a USB flash drive
About this task
32
You can copy your entire contact list from your phone to a USB flash drive for protecting data or
using in an external software program. If the USB flash drive already contains a contact file, you
must first confirm that you want to replace that file.
33
Procedure
30
31
34
1. Plug the USB flash drive into the jack near the center top edge of your phone.
36
2. Either scroll to Write file with phone contacts using the scroll control and then tap Select
or tap the Write file with phone contacts line directly.
37
3. Tap OK.
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29
Administered options
4. If your USB device has a contacts file on it, tap Save to confirm that you want to overwrite
that file with the contact list of the deskphone.
Temporarily using a USB contacts list
About this task
If you connect the USB flash drive to the phone, you can use the contacts file on the drive instead of
the contact list on your phone. For example, copy your contacts list to your USB flash drive and take
the device with you while traveling. If you have access to a guest phone with the latest phone
software at another site, you can attach the USB flash drive and use your contacts list.
Procedure
10
1. Plug the USB flash drive with the contacts file you want to use into the designated jack near
the center top edge of your phone.
11
12
14
2. Using the scroll control, scroll to Use contacts file while present then tap Select or tap Use
contacts file while present line directly.
15
3. Tap OK to gain access to the contacts list on your USB flash drive.
13
Any changes or updates you make to your contacts list while the USB device is connected
affect only the temporary file on the USB device, and not your “regular” phone contacts list.
16
17
18
19
Using pictures from your USB device as a screensaver
About this task
20
If your USB device has a top level folder named \Pictures or another picture folder that is
properly administered, you can use pictures in that folder as the screensaver for your phone
screensaver. The phone displays pictures from the USB device as a screensaver only when the
USB drive is inserted and the phone is kept idle. Each picture displays for 5 seconds unless you
specify a different value (from 5 seconds to 999 seconds). The 9621G, 9641G, and 9641GS
deskphones can display pictures with a resolution of 480 x 272 pixels. The picture file must be in
JPEG format. Your administrator can enable this feature. If your administrator has disabled this
feature, the My Pictures option does not appear on the Home screen.
21
22
23
24
25
26
27
28
31
In addition to the features described in the Using USB Flash Drives with your phone on page 28, the
Avaya one-X™ Deskphone USB Companion application includes a utility program to convert your
pictures to the correct format.
32
Procedure
29
30
33
1. Plug the USB device into the jack near the center top edge of your phone.
34
2. Press Home.
3. Select My Pictures to immediately begin displaying the pictures from your USB picture
folder on the phone and then whenever the screen display times out after the administered
idle period.
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Using USB flash drives with your phone
Note:
If you disconnect the USB device from the deskphone, the standard screensaver
replaces your pictures after the designated idle period.
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31
1
Chapter 5: Call Handling
Answering a call
About this task
When you receive an incoming call, the phone selects the incoming call automatically. However, if
you are already on a call or if you receive more than one incoming call at a time, you might need to
select the call you want to answer manually.
The phone displays an incoming call as a green line with a ringing bell icon. To answer the call, tap
the call appearance line.
10
11
12
Note:
The procedure for answering a call might vary depending on how the administrator has
configured your phone.
13
Procedure
14
Answer an incoming call in one of the following ways:
• If you are not on another call, lift the handset, touch the ringing call appearance line, tap Answer
softkey to answer the call using the speakerphone, or press Headset to answer using the
headset.
15
16
17
• If you are on another call, you might need to put the active call on hold first before answering the
new call. If the phone does automatically display the incoming call, you can tap Ans Hold softkey
or incoming call appearance to automatically put the first call on hold when you answer the new
call. Also, you can tap Ans Drop softkey to automatically drop the first call when you answer the
new call.
18
19
20
21
22
• If you have paired a Bluetooth headset for use with the 9641G or 9641GS deskphone, press the
Answer button on the Bluetooth headset to answer an incoming call.
23
24
• To automatically display the Phone screen when you receive an incoming call, set the Phone
Screen on Ringing option to Yes.
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Making a call
Making a call
About this task
If you are not on a call, dial the number you want to call. Use the Phone screen to view and manage
calls. Press Phone to view the main Phone screen. When the phone displays the Phone screen,
press Phone to move to the top of the call appearance list.
Procedure
1. Lift the handset, or press Speaker or Headset (if applicable) or touch an idle call
appearance line.
2. Dial the number you want to call. If you have a favorite icon on the Home screen for the
person you want to call, tap that icon to initiate dialing.
10
11
12
Making an emergency call
About this task
13
If your administrator configured emergency calling for your deskphone, the Phone screen displays
an Emerg softkey to immediately connect you with a preset emergency services number.
14
15
16
17
18
19
Note:
You can make an emergency call when your deskphone is logged out only if your administrator
configured this feature for you.
Procedure
20
21
1. On the Phone screen, tap Emerg.
22
2. To end the emergency call, tap Drop or press Speaker.
23
24
Clearing a number
25
Procedure
26
Tap
27
to erase dialed digits one by one and enter a new number.
28
Note:
29
You can clear a number only if you have enabled the Edit Dialing feature on your deskphone.
30
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33
Redialing a number
Procedure
1. From the Phone screen, tap Redial.
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Call Handling
The phone redials the last number or a list of the most recent numbers that you have dialed
appears from which you can select a number to redial. For information on redial settings, see
Setting Redial Options on page 55.
Note:
Your system administrator can disable Redial functionality.
2. Tap the number you want to redial.
Making a call using edit dialing
10
Before you begin
11
Your administrator has to authorize this function.
12
About this task
14
Using the Edit dialing feature, you can edit the number before actually dialing by using the Bksp
softkey. Using the Bksp softkey, you can edit the number before actually dialing it.
15
Procedure
13
1. From the Phone screen, enter the number you want to call.
16
18
2. To edit the number, tap the X softkey to erase the previous character, one character at a
time.
19
3. Tap Call.
17
20
21
Calling a person from the contacts list
About this task
22
27
You can call any contact from your contacts list. You can find a name by scrolling to it or by using
the search box. Use the dialpad keys to enter the first few letters of the name, and the screen
displays the first match in your list. When you find the entry you want, touch that line to dial the
primary number of that contact. If you have entered additional numbers for that contact, you can
touch the Details button to see them, and then touch the number you want to dial.
28
Procedure
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24
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26
29
1. Press Contacts.
30
2. Find the contact that you want to call by typing the name of the person as listed.
For example, if you added John Smith to your contacts List as “Smith, John”, start typing the
last name rather than his first name. Each time you press the dialpad, the list display shifts to
match your input. You can also scroll up or down to locate the contact.
31
32
33
3. To call the primary number for the contact, touch the line on which the contact name
appears.
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Making a call
4. To call a non-primary number, touch the Details button to move to the detail information
fields for the contact, then touch the desired number.
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14
Calling a person from the call history
Procedure
1. Press the History button.
2. Tap the appropriate icon at the upper right of the screen to view All Calls, Missed Calls,
Answered Calls, or Outgoing Calls.
For icon descriptions, see BROKEN
LINK: About icons.
Depending on administration, returning a missed call might result in the phone deleting the
call history entry when the calls goes through.
3. If you do not see the name of the person you want, scroll down until the name displays.
4. When you see the name of the person you want to call, tap the number to dial the
corresponding number.
15
16
17
Calling a person from the directory
About this task
19
If your system administrator has set up a corporate directory and has made this feature available to
you, you can dial other users in your system by name.
20
Procedure
18
22
1. From the Phone screen, scroll right to access the Features menu, select Directory, and
press Select or OK.
23
2. Use the dialpad keys to start typing the last name of the person you want to call.
21
24
25
Press each dialpad key one time for each corresponding letter. For example, for “Hill”, press
4,4,5,5.
26
3. Select Next to view the names alphabetically in the directory.
27
4. Tap Make Call when you see the name you want to dial.
28
29
30
31
32
Making a call using a Click to dial link
About this task
You can use the Click to Dial feature to make a call from a web page or any other screen that
provides a dialing link. Usually, a handset icon indicates a line with this type of link.
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Call Handling
Procedure
1. Select the line with the link for the person or number you want to call.
2. Tap the line on which the click to dial link displays.
Result
The deskphone starts a call to the person or number associated with the click to dial link.
Muting a call
About this task
10
While on a call, you can mute the microphone of your phone so that the other party cannot hear you.
You can configure your deskphone to alert you if your dekphone is on mute. The alert can be an
audible beep and a visible indication on the top line of your deskphone.
11
Procedure
12
1. Press the Mute button during a call so that the other person on the call cannot hear you.
13
2. Tap Mute again to unmute the call.
14
15
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18
Note:
If a call is on mute and you switch between the handset, headset, or speakerphone, the
mute is turned off.
About forwarding calls
You can forward your incoming calls to another number or to voice mail. If you have activated call
forwarding on your phone, a Forwarding icon appears on the top line of your display screen, and the
deskphone illuminates the Forward. Also, you might have forwarding features available on a Quick
Touch panel, if your administrator has enabled this capability. When the Forward button light is on,
one or more of the forwarding features are active. The forwarding features available on your phone
depend on the options your administrator has set. For more information about the options available
on your extension, contact your administrator.
19
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26
27
Activating Send All Calls
About this task
28
When Send All Calls (SAC) feature is on, your incoming calls go 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.
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Putting a call on hold
Touching the Send All softkey turns Send All Calls on, changing the appearance of that softkey to
indicate the feature is on.
As: If you touch the Send All softkey, the Send All Calls feature is on, changing the appearance of
the softkey to indicate THAT the feature is on. You have used both SAC and Send All Calls for
follow-on usages. Use the approved short form for follow-on usages. Use ‘SAC feature’ for
consistency.
If this feature is already on, touching the Send All softkey turns the feature off and the softkey
appears normal. You can also turn Send All Calls on or off by using the telephone Features list.
deskphone NOT telephone. See CDS for more on the usage of deskphone.
10
11
12
13
14
15
Note:
You must not enable the SAC feature in case you selected the cover all option for the coverage
path because enabling both features at the same time can cause duplicate entries in the call
log.
Procedure
16
1. Press Forward to gain access to the main Forwarding screen.
17
2. Tap Send All Calls to activate the feature.
18
19
Activating call forwarding
20
About this task
21
Use this task to forward your calls to a specified number.
22
Procedure
23
1. Press Forward to gain access to the main Forwarding screen.
24
2. Tap Call Forward.
25
3. Enter the destination number to which you want to forward your calls.
26
4. Tap Enter.
27
28
29
30
After you enter the forwarding number, you hear a confirmation tone.
you WILL hear a confirmation tone. NOT you hear a confirmation tone.
Putting a call on hold
Procedure
31
1. If you are not active on the line you want to put on hold, tap that line.
32
2. Tap Hold.
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Call Handling
The phone might display a hold timer when you put a call on hold. For more information,
see Configuring call timers on page 55.
3. Tap Resume or the call appearance of the held call to retrieve the call.
Note:
Transferring a call
Procedure
1. Keep the call you want to transfer active and tap Transfer from the Phone screen.
2. Dial the number to which you want to transfer the call.
3. Tap Complete to transfer the call.
10
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1
Chapter 6: Call History
Call History
The History screen provides a list of recent calls, with information about call types, such as missed,
answered, or outgoing. The information also provides the caller name and caller number, call time,
and call duration. The call log can store up to 21 digits. You can also make a call from the call log.
Release 6.4 onwards, call history also includes missed calls when the phone was offline or the user
was logged out. If you are using the deskphone in shared control mode or Road warrior and
Telecommuter mode with One-x Communicator, the call logs for the deskphone are now
synchronized with the call logs for the One-x Communicator.
10
11
Note:
12
The phone displays the caller number only if available.
17
Call History also shows bridged calls and the number of missed calls from a calling number. If you
are a member of a call pickup group, the deskphone shows calls that you picked up for another
person or calls that you missed and answered by someone with a Forwarding icon. Using this
feature, you can review details of types of call pickup. When you have one or more missed calls, the
History button lights up and the top line displays Missed Calls icon and the number of missed calls.
18
To call a person listed in your Call History, see Calling a person from the call history on page 35.
13
14
15
16
19
20
21
22
23
Viewing the call history
Procedure
1. Press History.
You can go to the top of the list by pressing History again.
25
2. If you want to see a different list, tap the applicable icon at the upper right representing
answered, outgoing, or missed calls.
26
3. Scroll up or down to view the entries on the list.
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Call History
Viewing call history details
Procedure
1. Press History.
2. If you want to see a different list, touch the icon at the upper right representing the list you
want to view.
3. If you don't see the call whose details you want to review, use the scroll bar to find it.
4. Touch the right arrow on the call for which you want to see detail information.
5. Touch Back to return to the list view, or touch Delete to remove this call from the log, or
touch +Contact to add this person and phone number to your Contacts list.
10
11
12
Adding an entry from the call history to your contacts list
Procedure
13
14
1. Press History.
15
2. Tap Details for the number you want to add to your Contacts list.
16
3. Tap +Contact.
17
4. If necessary, edit the name and telephone number.
18
5. Touch Done then Save.
19
20
Removing an entry from call history
Procedure
21
22
1. Press History.
23
2. If you do not see the entry you want to delete, use the scroll bar to find it.
25
3. Tap the Details button for the entry you want to delete to see detail information about the
call.
26
4. Tap Delete.
27
5. Tap Delete again to confirm, or tap Cancel if you do not want to delete this entry.
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Call History
Clearing all call history entries
About this task
Clearing all entries from the call history deletes all the entries for the specific list you are viewing.
For example, if you are viewing the Outgoing calls list, the phone deletes only the entries for
outgoing calls. However, if you are viewing the All Calls list, tapping Clear All deletes all calls.
Procedure
1. Press History.
10
2. If you do not want to delete all calls, tap the icon at the upper right representing the list you
want to clear. Select the list you want to delete.
11
3. Tap Clear All to delete all the entries in the list you are viewing.
12
4. Tap Clear All to confirm.
13
14
15
Turning off call history
About this task
17
Use this task to turn History on or off. If you have bridged call appearances on your phone, you can
choose whether or not to include calls to your bridged lines in your call history log.
18
Procedure
16
19
1. Press Home.
20
2. Tap Settings.
21
3. Tap Options & Settings.
22
4. Tap Application Settings.
23
5. Tap History to change the setting to or from Yes or No.
24
25
To turn logging of bridged lines from Yes to No, tap Log Bridged Calls.
6. Tap Save to save the new setting or Cancel to return to the Application Settings menu.
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41
1
Chapter 7: Contacts
Using the contacts feature
You can save up to 250 names and up to 3 telephone numbers for each name. You can also import
or export a Contact list using a USB device; see Importing and Exporting Contacts using USB Flash
Drives on page 28 for information.
Note:
Release 6.3 and later do not support voice dialing.
10
11
12
13
Note:
When you press the Contacts button you might not see all of the functions that are described in
this chapter. The functions are not available because your administrator has disabled changes
to Contacts.
14
15
Searching for a contact
About this task
16
20
You can search for any name by typing a full name or you can type just a few letters of the name
and let the telephone display matching entries. For example, if you press 3, the Contacts list might
display entries starting with D, E, F, or 3 depending on how you set up your contacts. With each
successive key you press, the Contacts list expands to display more matches.
21
Procedure
17
18
19
22
1. Press Contacts.
23
2. With the phone on hook, use the dialpad to start typing the name you want to search.
Keep in mind how your Contact list is set up. If you set up your contacts as Last Name, First
Name start typing the letters of the last name. If you have set up your Contacts using a
different scheme, type the most likely letter(s) that would match the contact you want to find.
24
25
26
3. When you see the contact you can:
27
• Tap the phone number of the contact to dial, or
28
• Tap the Details button next to the contact's phone number to select a different phone
number or see detail information about this contact.
29
30
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Using the contacts feature
Viewing contact details
Procedure
1. Press Contacts.
2. Find the contact you want to view either by typing the first few letters or scrolling or use the
searchbox.
3. If you have entered more than one number for a contact, tap the Details button on the
Contact line to see all phone numbers for this person.
Using Details is the only way to view or dial a second or third number for a contact.
10
4. Perform one of the following actions:
11
• Tap a number to dial the number.
12
• Tap Edit to change the detail information on this person.
13
• Tap Delete to remove this person from your Contacts list.
14
• Tap Favorite to select and add the number of the contact number to your favorites list.
15
• Tap Back to return to the Contacts list.
16
17
Adding a new contact
18
About this task
19
You can add up to three numbers for a contact.
20
Procedure
21
1. Press Contacts.
22
2. Tap New.
24
3. Enter the name using the on-screen keyboard or the dial pad. See Using the On-screen
keyboard on page 23 for more information.
25
4. Tap the check mark to move to the number entry screen.
23
26
27
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29
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32
33
5. Enter the number. The first number entered is the primary number of a contact. The
Contacts list always displays the primary number first.
The contact number can include a-z, A-Z, 0-9, and the following special symbols: comma (,),
space, dash (-), dot (.), + , * , #, $, &, !, ~, ?, +, =, |. A comma (,) inserts a pause during
dialing.
6. Tap the check mark to indicate you finished entering the name and primary telephone
number.
The telephone displays your entries in a business card format.
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Contacts
7. Take one of the following actions:
• To change the name, tap the line which contains the name and edit the entry by following
Step 3.
• To change the number, tap that line and edit the entry.
• To add another number for the contact, tap Add. Then tap the applicable icon
representing the type of number (Work, Mobile, Home). Repeat this step if you want to
add another number for the new contact.
• To return to the Contacts list without saving the new contact information, tap Cancel.
• To change the primary number, tap Primary. See Changing the primary contact
number on page 45 for more information.
10
8. Tap Save.
11
12
13
Editing a contact
Procedure
14
15
1. Press Contacts.
16
2. Search for the contact you want to edit.
17
3. Tap the Details button to the right of the contact to display detail information.
18
4. Tap Edit.
19
5. To edit a name or number, take one of the following actions:
21
• Tap Primary to change the primary number. See Changing the primary contact
number on page 45 for more information.
22
• Tap the Name or number you want to edit.
23
• Tap a blank line to add a number.
24
• Tap Cancel to return to the Contacts list.
20
26
6. Use the on-screen keyboard to change the contact information. See Using the On-screen
keyboard on page 23 for more information.
27
7. Tap Done .
28
8. To change other contact information, repeat Steps 5 through 7.
29
9. When you finish changing contact information, tap Save.
25
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Using the contacts feature
Setting up favorite contacts
About this task
You can assign up to 16 favorite numbers from your Contacts list as one-touch speed dial buttons
on the Home screen. You must set up a contact before you can assign any associated phone
numbers as favorites.
Procedure
1. Press Contacts.
2. Search for the contact you want to set up as a favorite.
10
3. Tap the Details button for the contact to display detail information.
11
4. Tap Favorite.
12
5. Tap the number you want to set as a favorite.
13
14
15
6. Enter a caption or label for this favorite. The Home screen displays the caption or label every
time this favorite is chosen. See Using the On-screen Keyboard on page 23 if you need help
entering the label text.
17
7. If you entered the caption or label using the on-screen keyboard, tap Done. Otherwise go to
Step 8.
18
8. Tap Save.
16
19
21
22
23
24
20
Note:
To remove a favorite contact number from the Home screen, follow the procedure used for
setting up a favorite and tap the number to toggle from on to off. Ensure that the status has
changed, and then tap Save.
9. Repeat Steps 3 through 7 to set up another favorite contact.
25
26
27
Changing the primary contact number
About this task
29
If a contact has two or three numbers, the primary contact number is the first number in the list. By
default, the phone dials the primary number first, when you tap a contact in the Contacts list.
30
Procedure
28
31
1. Press Contacts.
32
2. Search for the contact whose primary number you want to change.
33
3. Tap the Details button for the contact to display detailed information.
34
4. Tap Edit.
35
5. Tap Primary.
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45
Contacts
6. Tap the number you choose as the new primary number.
7. Tap Done.
8. Tap Save.
Deleting a contact
Procedure
1. Press Contacts.
2. Tap the Details button on the contact you want to delete.
3. Tap Delete.
4. Tap Delete again to confirm or Cancel to cancel the deletion.
10
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1
Chapter 8: Conferences
Using the conference feature
You can use conference calls to speak with people from different locations on the same call.
Additional conferencing options might be available through Expanded Meet-Me Conferencing.
Contact your administrator for more information about this feature.
10
Setting up a conference call
Procedure
1. Select any idle call appearance and dial the first conference participant.
2. From the Phone screen, tap Conference.
12
3. Dial the telephone number, or call the person from the contacts list, or call the person from
the History list.
13
4. When the person answers, tap Join to add the person to the existing call.
14
5. To add another party to the conference call, tap Add.
15
6. Repeat Steps 3 and 4 to add another person to the conference call.
11
16
17
7. To see a list of the conference participants, tap the Details icon on the Conference Call line
and then either:
18
• Tap a participant name and tap Silence to mute the person.
19
• Tap a participant name and tap Drop to drop this person from the conference call.
20
• Tap Refresh to refresh the conference details.
21
• Tap Back to exit the conference details screen and return to the Phone screen.
22
23
24
Adding a person on hold to a conference call
Procedure
25
1. From the Phone screen, select your active call.
26
2. Tap Conf or Add if you are already in a conference.
27
3. Select the call on hold that you want to add to the conference.
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Conferences
4. Tap Resume to take the call off hold.
5. Tap Join to add the person to the conference call.
Putting a conference call on hold
About this task
When you put a conference call on hold, the other parties can still talk to each other.
Procedure
Tap Hold during a conference call.
10
Muting a person on a conference call
13
You may be able to silence a person on a conference call using the Silence softkey. The individual
muting feature is not available on all systems. If you do not see Silence when you choose a person,
you cannot mute that person.
14
Procedure
11
12
15
1. From the Phone screen, tap Details for the line to be muted during a conference call.
16
2. Select the person you want to mute.
17
3. Tap Silence.
18
4. Tap Silence again to take the person off mute.
19
20
Dropping a person from a conference call
21
About this task
22
This feature is not available on all systems.
23
Procedure
24
1. From the Phone screen, select your active call.
25
2. Tap Details.
26
3. Select the person you want to drop.
27
4. Tap Drop.
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1
Chapter 9: Using bridged call appearances
Using bridged call appearances
In addition to your own call appearances, your phone might show one or more bridged call
appearances on the display screen. A bridged call appearance is of another user and enables you
to determine if that call appearance is in use, answer calls on that appearance, or join a call in
progress on that call appearance from your deskphone. You can also make outgoing calls on a
bridged call appearance when the bridged call appearance is not in use.
Answering a call on a bridged line
10
About this task
11
Answering a call on a bridged line is the same as answering the call on a primary line.
12
Procedure
13
14
15
16
1. Select the bridged call that you want to answer.Tap the bridged call that you want to answer.
The ringing line is selected automatically. If you are on another call when a call comes in to a
bridged line, you have to select the ringing line.
2. Tap Answer.
17
18
Joining a call on a bridged line
19
About this task
20
Use this task to join an existing call on a bridged line.
21
Procedure
22
1. Tap the call appearance of the bridged call in progress that you want to join.
23
2. Tap the Bridge softkey.
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Using bridged call appearances
Making an outgoing call on a bridged line
About this task
When you make a call on a bridged line, you are using another phone user’s line. The caller ID
associated with the call you are making might show the call as coming from you or coming from the
person whose line you are using. If you have any questions about how the name or extension
displays to the person you are calling, contact your administrator.
Procedure
1. Tap the bridged line you want to use.
2. Dial the phone number, or call the person from the Contacts list, or call the person from the
History list.
10
11
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1
Chapter 10: Using Voicemail
Receiving your messages
Procedure
Press the Message button to connect directly to your voice mail system.
The Message button and the Message Wait Indicator at the upper right corner glows red to indicate
that you have a message. You can use this feature only if your administrator has enabled this
feature.
10
Logging into your voice mail
Procedure
11
1. To log in to your voice mail, press the Message button.
12
2. Follow the voice prompts from your voice mail system.
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1
Chapter 11: Customizing your phone
Settings menu
This section describes the following menu items:
• Options & Settings
• Bluetooth Setup
• Network Information
• Guest Login
• VPN Settings
• Log Out
10
• Light Off
11
• Touch Screen Cleaning
12
• About Avaya IP Deskphone
The Options & Settings menu provides access to the following submenus:
13
• Call Settings that includes options for automatically displaying the Phone screen when you get
an incoming call, or when you place a call. Using the other options, you can turn on or turn off
call timers, and control how Redial works, and turn Visual Alerting on or off.
14
15
16
• Application Settings that includes options for personalizing button labels, for turning call
History on or off, and for including bridged calls in your call History.
17
18
• Screen & Sound Options, that includes options for adjusting the brightness of your phone
display or an attached button module. Using these options, you can change the contrast on an
attached button module, change the ring pattern, select another display language, setup the
quick touch panel, and configure settings for button clicks and tones.
19
20
21
22
• Advanced Options, that includes options for backing up and restoring your settings, options,
and button labels. You can also set the Handset equalization (HAC) values and Automatic Gain
Control (AGC) for your headset, handset, or speaker audio.
23
24
25
Bluetooth Setup helps you pair a Bluetooth enabled wireless headset with your phone, so you can
freely move around your desk during calls. Bluetooth setup is unavailable on the 9621G deskphone
model.
26
27
28
Network Information shows summaries of network-related parameters for your phone, used for
troubleshooting.
29
30
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Call Settings
10
11
12
Guest Login feature, helps you log in to another 9621G, 9641G, or 9641GS phone and can use the
features on your own phone and functionality.
VPN settings option is available only if you are an authorized VPN user. If you require information
on how to set up VPN, see the VPN Setup Guide for 9600 Series IP Telephones Document,
Number 16–602968.
Use the Log Out functionality to log off the phone, to protect your settings or to allow another user
to log in to your phone. Logging out prevents unauthorized use of your phone. Log out does not
display unless your phone and any associated button module is in an idle state.
Light Off helps you to save energy as you can temporarily turn off the display and any attached
button module by touching the corresponding Light Off icon when not using the phone. The phone
restores the display if you press one of the buttons and receive an incoming call, or pick up the
handset to make a call.
14
Touch Screen Cleaning disables the display so you can clean the screen of fingerprints or other
marks.
15
About Avaya IP Deskphone provides the release number of the software of your deskphone.
13
16
Call Settings
17
18
19
Displaying the Phone screen on dialing
About this task
21
Use this task to set the deskphone to display the Phone screen when you dial a number to make a
call.
22
Procedure
20
23
1. Press Home.
24
2. Tap Settings > Options & Settings > Call Settings > Go to Phone Screen on Calling.
25
3. Tap to select one of the following:
26
• Yes: To display the Phone screen when you dial a number.
27
• No: To remain on the current screen when you dial a number.
28
4. Tap Save.
29
30
Displaying the Phone screen on receiving a call
31
About this task
32
Use this task to display the Phone screen when you receive a call.
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Customizing your phone
Procedure
1. Press Home.
2. Tap Settings > Options & Settings > Call Settings > Go to Phone Screen on Ringing.
3. Tap to select one of the following:
• Yes: To display the Phone screen when you receive a call.
• No: To remain on the current screen when you receive a call.
4. Tap Save.
Setting Go To Phone Screen on Answer
About this task
10
12
To automatically display the Phone screen when you answer a call, set the Go To Phone Screen
on Answer option to Yes.
13
Procedure
11
14
1. Press Home.
15
2. Tap Settings.
16
3. Tap Options & Settings.
17
4. Tap Call Settings.
19
5. On the Call Settings menu, tap the Go to Phone Screen on Answer setting to change it
from Yes to No or No to Yes.
20
6. Tap Save to save the setting or Cancel to return to the menu without saving.
18
21
22
Setting dialing options
About this task
23
Your phone has two dialing options. You can dial as you normally would, for example, pick up the
handset, get a dial tone, and dial the number you want as in off-hook dialing. You can also set the
Edit dialing option which mimics how you dial a call on a cell phone - you can enter all or part of the
number, backspace to correct a digit if needed, and when ready, initiate the dialing process using a
softkey.
24
25
26
27
28
29
30
31
32
Note:
Edit dialing feature may not be available on your extension, depending on how your system is
administered.
Procedure
33
1. Press Home.
34
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Call Settings
2. Tap Settings.
3. Tap Options & Settings.
4. Tap Call Settings.
5. To change the Edit Dialing option from On (Enabled) to Off (Disabled) or Off to On, tap
Edit Dialing on the Call Settings menu.
6. Tap Save to save the setting or Cancel to return to the menu without saving.
Displaying call timers
About this task
11
You can set your call settings to display the duration of calls. You can turn the call timer display on
or off.
12
Procedure
10
13
1. Press Home.
14
2. Tap Settings > Options & Settings > Call Settings > Display Call Timers.
15
3. Tap Yes or No.
16
4. Tap Save.
17
18
19
Setting redial options
About this task
21
Use this task to view a list of last six numbers that you dialed or to dial the last dialed number when
you use the redial feature.
22
Procedure
20
23
1. Press Home.
24
2. Tap Settings > Options & Settings > Call Settings > Redial.
25
3. Tap to select one of the following options:
26
• One Number: To dial the last dialed number.
27
• List: To display the last six dialed numbers.
28
4. Tap Save.
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Customizing your phone
Configuring visual alerts
About this task
Use this task to cause the LED in the top right corner of the phone to flash when the deskphone
gets incoming calls.
Procedure
1. Press Home.
2. Tap Settings > Options & Settings > Call Settings > Visual Alerting.
3. Tap to select On or Off.
4. Tap Save.
10
11
12
Setting the audio path
14
You can set your phone to go off-hook on the Speaker or the Headset when you make an on-hook
call.
15
Procedure
13
16
1. Press Home.
17
2. Tap Settings.
18
3. Tap Options & Settings.
19
4. Tap Call Settings.
20
5. On the Call Settings menu, tap Audio Path.
21
6. Tap the setting to toggle between the available choices.
• If the current setting is Headset, tapping that line changes the audio path to speaker.
22
For example, if the current setting is Speaker tapping that line changes that setting to
Headset. Tapping the setting again changes it to Speaker.
23
24
7. Tap Save to save the setting or Cancel to return to the menu without saving.
25
26
27
28
29
56
Note:
Depending on how your administrator has configured your deskphone, you might not
have the option to change the audio path as stated above.
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Call Settings
Setting Headset Signaling
About this task
You can set your deskphone to ring through your wireless headset and the speaker. This might be
convenient if you want to turn the speaker alert off or you have a wireless headset.
Note:
Not all headsets support audible alerts.
Procedure
10
1. Press Home.
11
2. Select Options and Settings.
12
3. Select Call Settings.
13
4. Select Headset Signaling.
14
5. Select and tap the line to change the setting from the following three settings:
15
16
17
18
19
20
21
22
23
• None: The phone does not sent a ringing tone to the headset. Headset remains on-hook
till headset switchhook button is pressed to answer an incoming call.
• Switchhook and Alerts: Every 5 seconds an alert tone is played in the headset on an
incoming call. You can use either the switchhook button of the headset or the switchhook
button on the phone to answer an incoming call.
• Switchhook only: The phone does not send the ringing tone to the headset and plays on
the deskphone speaker only. Headset hookswitch button is not functional.
The deskphone displays a tick mark against the selected option.
6. Tap Save to save the setting or Cancel to return to the menu without saving.
24
25
26
Setting contact names to display during calls
About this task
28
You can set your phone to use names from your contacts list when the calling or called party
number matches a number on your contacts list.
29
Procedure
27
30
1. Press Home.
31
2. Tap Settings.
32
3. Tap Options & Settings.
33
4. Tap Call Settings.
34
35
5. On the Call Settings menu, tap Pair Contacts to Calls to change it from Yes to No or No to
Yes.
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Customizing your phone
6. Tap Save to save the setting or Cancel to return to the menu without saving.
Application Settings
Activating call log history
You can activate the call log history through the Settings menu so that you can track the calls made
to, or from the phone and use the call history to make outgoing calls again.
Procedure
1. Press Home.
2. Tap Settings.
10
3. Tap Options and Settings.
11
4. Tap Application Settings.
12
5. Tap History.
The option is set to Off by default. Tapping History changes the setting to On.
13
6. Tap Save.
14
15
16
Activating call log for bridged calls
About this task
17
19
You can use the call logs to track the calls on the bridged extension. Follow this procedure to
activate the call log for bridged calls through the Settings menu.
20
Procedure
18
21
1. Press Home.
22
2. Tap Settings.
23
3. Tap Options & Settings.
24
4. Tap Application Settings.
25
5. Tap Log Bridged Calls.
The phone sets the option to Off by default. Tapping Log Bridged Calls changes the setting
to On.
26
27
6. Tap Save.
28
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Application Settings
Personalizing labels
About this task
You can change the labels that the phone displays for your extensions, features, and speed dial
buttons. For example, you can change the label for your extension to My Line. If you have a button
module attached to your deskphone, you can change any of those labels. For example, you can
change a Help Desk extension to read Help Desk.
Procedure
1. Press Home.
10
11
12
13
Note:
To edit a label on an attached Avaya BM12 Button Module, press the Edit button on the
module and proceed to Step 7.
14
2. Tap Settings.
15
3. Tap Options & Settings.
16
4. Tap Application Settings.
17
5. On the Application Settings menu, tap Personalize Button Labels.
19
6. Tap either Extensions or Feature labels, depending on which type of label you want to
personalize.
20
7. Tap the label you want to edit.
18
22
8. Use the Edit keyboard to type the new label using up to 15 characters. For information about
using the keyboard, see Using the On-screen Keyboard on page 23.
23
9. Tap the checkmark to save the new label or Cancel to return to the menu without saving.
21
24
25
26
Restoring default button labels
About this task
29
If you have customized the button labels on your deskphone, you can restore the default button
labels. Availability of this feature depends on how the administrator has administered your
deskphone. See your system administrator for more information.
30
Procedure
27
28
31
1. Press Home.
32
2. Tap Settings.
33
3. Tap Options and Settings.
34
4. Tap Application Settings.
35
5. Tap Restore Default Button Labels.
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Customizing your phone
6. Tap Default.
Screen & Sound Options
Adjusting the brightness or contrast ofthe display
About this task
These settings adjust the brightness of either the deskphone or an attached Button Module, or the
contrast of an attached button module. You cannot adjust the display contrast of a color display of a
deskphone.
10
11
12
Note:
You can adjust only the brightness of the 9621 IP deskphone. You cannot adjust the brightness
of the button module as the deskphone does not support button module.
Procedure
13
14
1. Press Home.
15
2. Tap Settings.
16
3. Tap Options & Settings.
17
4. Tap Screen & Sound Options.
18
5. On the Screen & Sounds menu tap Brightness or Contrast.
6. Tap either Phone or Module, depending on the brightness or contrast of the item that you
want to adjust. If you have attached more than one button module to the deskphone,
additional Module lines appear.
19
20
21
22
23
24
25
Note:
You can adjust the contrast of an attached button module and not the color display
screen.
27
7. Tap the level you want on the bar indicator to adjust the brightness or contrast, depending on
which attribute you are adjusting.
28
8. Tap Save to save the setting or Cancel to return to the menu without saving.
26
29
30
Setting the text size
About this task
31
Use this task to change the size of the text. The large text option is available only for the English
language.
32
33
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Screen & Sound Options
Procedure
1. Press Home.
2. Tap Options & Settings > Screen & Sound Options > Text Size.
3. Select one of the following:
• Normal: To set the default text size.
• Large: To set the large text size.
4.
10
Turning button click sounds on and off
Procedure
11
1. Press Home.
12
2. Tap Settings.
13
3. Tap Options & Settings.
14
4. Tap Screen and Sound Options.
15
5. Tap Button Clicks to change it from On to Off or Off to On.
16
6. Tap Save to save the setting or Cancel to return to the menu without saving.
17
18
19
Setting the Home screen to display when the phone is idle
About this task
23
By default, your phone automatically displays the Home screen when there is no input or other
activity for a specified time period. Set the Return to Home Screen option to No to display the
screen saver instead of the Home screen on timeout. The administrator sets the timeout duration of
your phone or the default inactivity limit of 10 minutes applies.
24
Procedure
20
21
22
25
1. Press Home.
26
2. Tap Settings.
27
3. Tap Options & Settings.
28
4. Tap Screen & Sound Options.
30
5. On the Screen & Sound Options menu, tap the Return to Home Screen setting to change
it from Yes (the default) to No, or No to Yes.
31
6. Tap Save to save the setting or Cancel to return to the menu without saving.
29
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Customizing your phone
Turning error tones on or off
About this task
If the Error Tones option is On, your deskphone produces an audio message when you press a
button that is not valid or when you exceed the size of a text field. To disable audible error beeps,
set the Error Tones option to Off.
Procedure
1. Press Home.
2. Tap Settings.
10
3. Tap Options & Settings.
11
4. Tap Screen and Sound Options.
13
5. To change the Error Tones from On to Off or Off to On, tap Error Tones on Screen and
Sounds menu.
14
6. To save the setting, tap Save. To return to the menu without saving, tap Cancel.
12
15
16
Setting a ring tone for your deskphone
About this task
17
20
Use this task to select a ring tone for incoming calls. You can select from a range of classic and rich
ring tones. You can choose your ring tone from two different sets of sounds. Classic ring tones are
simple synthesized sounds. Rich ring tones are richer and more complex sounds.
21
Procedure
18
19
22
1. Press Home.
23
2. Tap Settings > Options & Settings > Screen & Sound Options > Personalized Ringing.
24
3. Tap Classic Tones or Rich Tones as required.
25
4. Tap the required ring tone.
26
5. Tap Save.
27
28
Setting the Quick Touch panel
About this task
29
When you use the Quick Touch panel, the Phone screen provides access to your features or speed
dial buttons at a glance. You can set the Quick Touch Panel to display one or two lines, or not
display any lines. Displaying the Quick Touch panel can limit your call appearances display to three
lines at a time.When a feature is on and active, the phone highlights the associated button in green.
30
31
32
33
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Advanced Options
Procedure
1. Press Home.
2. Tap Settings.
3. Tap Options & Settings.
4. Tap Screen and Sound Options.
5. On the Screen and Sounds menu, tap Show Quick Touch Panelto change the setting
from 1 Line to 2 Lines, from 2 Lines to No, or from Yes to No.
6. Tap Save to save the setting or Cancel to return to the menu without saving.
Advanced Options
10
11
12
Turning automatic gain control on or off
About this task
14
The automatic gain control (AGC) automatically adjusts the audio output level to achieve a constant
and better quality audio.
15
Procedure
13
16
1. Press Home.
17
2. Tap Settings > Options & Settings > Advanced Options > Automatic Gain Control.
18
3. Select the Handset, Headset, or Speaker for which you want to turn AGC on or off.
19
4. Tap to turn AGC on or off.
20
5. Tap Save.
21
22
23
Enabling Bluetooth
About this task
26
You can use Bluetooth devices with your 9641 deskphone. However the Buetooth option must be
administered on your deskphone by the administrator. You can enable the Bluetooth feature from
the Settings menu.
27
Procedure
24
25
28
1. Press Home.
29
2. Tap Settings.
30
3. Tap Options and Settings.
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Customizing your phone
4. Tap Advanced Options.
5. Tap Enable Bluetooth.
Bluetooth is set to No by default. Tapping Bluetooth changes the setting to Yes.
6. Press the Save softkey.
Selecting handset audio equalization
About this task
10
For most people, this option is irrelevant. For certain people with hearing difficulties, however, this
option can change the audio characteristics of the deskphone and make it easier to hear the far end.
11
Procedure
12
1. Press Avaya Menu.
13
2. Press Home.
14
3. Tap Settings.
15
4. Tap Options & Settings.
16
5. Tap Advanced Options.
17
6. Tap Handset Equalization.
21
7. Select the setting which you want to change by tapping the setting. Default setting delivers
standard audio performance unless otherwise modified by your administrator. Audio Opt.
setting delivers standard audio performance, regardless of what your administrator has
chosen. HAC Opt. setting delivers “Hearing Aid Compatibility” performance.
22
8. Tap Save.
18
19
20
23
Avaya Home Screen Applications
Avaya provides three useful applications with your phone. Using the World Clock application, you
can determine the time, temperature, day, and date in a selected city or country. The Weather
application provides forecast information through an Internet service for a location you specify.
Using the Calculator application, you can perform calculations using the touch screen.
24
25
26
27
28
29
30
31
32
33
Note:
The applications described in this chapter are available on your phone only if your administrator
has enabled the applications for you.
Related Links
Adding World Clock locations on page 65
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Avaya Home Screen Applications
Viewing World Clock details on page 66
Using the Weather application on page 66
Using the Calculator on page 68
Adding World Clock locations
About this task
You can set as many as six locations for which you can track the time and related information. After
you set up one or more locations, the World Clock application displays the associated time of day
and an icon representing the current weather condition for the location.The background color of the
World Clock indicates day or night at a location. The background color of sky blue indicates the
period of sunrise and before sunset. The background color of dark blue indicates the period of
sunset and before sunrise. You can also view information such as the time, day, date, temperature,
and current weather conditions for a location. For more information, see Viewing World Clock
details on page 66 for more information. World Clock weather information is updated every three
hours.
10
11
12
13
14
15
16
17
19
If you press the Home button and do not see the World Clock application, your administrator
has not made this application available to you.
21
Note:
18
20
22
23
24
Note:
If connectivity to the internet or the Weather.com service is interrupted or if the particular
location does not return data, the phone displays a Warning icon.
Procedure
25
1. Press Home.
26
2. Tap World Clock.
27
3. Take one of the following actions:
28
29
30
31
32
33
34
• If you have already used the World Clock application, go to Step 4.
• If you are using the World Clock application for the first time, the phone displays the
Location Entry screen on which you can enter either a United States Postal Zip Code, a
City, a City and State, or a City and Country Zip Codes. Your can enter up to 60
characters long. For information about using the keyboard, see Using the On-screen
Keyboard on page 23. Save the location using the check mark on the on-screen
keyboard.
35
36
37
38
39
40
41
Note:
If the location you entered has more than one possible match, the screen displays a
list of up to 10 possible locations. Tap a location on the list to select it as your location
or tap Back to return to the Location Entry screen without making a selection. If you
do not see the location you want, tap Back and enter more information, such as a
comma followed by a country name.
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Customizing your phone
4. When the phone displays the Locations screen, you can:
• Tap Add to add another location, use the keyboard on the screen to enter the information
as described in Step 3, and save it using the check mark, or
• Tap a location line to view time-related details about the location or to delete that location,
or
• Tap Back to return to the Home screen.
Related Links
Avaya Home Screen Applications on page 64
10
Viewing World Clock details
About this task
11
12
13
14
15
Note:
The World Clock application is provided through a partnership with a 3rd party information
provider. The continuing provision or availability of the application is not guaranteed.
Procedure
16
17
1. Press Home.
18
2. Tap World Clock.
3. Tap the line of the location to view details such as the local time, day, date, location name,
local temperature, and an icon indicating the local weather conditions. If the temperature of a
location is not available, the screen displays two dashes. If the local weather is not available,
the screen displays a blank space.
19
20
21
22
23
24
25
26
• Tap Delete to remove this location from your World Clock application.
• Tap Back to return to the Home screen.
28
29
31
Temperature units for world time are controlled by the Display Units in the Weather
application.
4. Take one of the following actions:
27
30
Note:
Related Links
Avaya Home Screen Applications on page 64
32
33
Using the Weather application
About this task
34
To activate the Weather application, you must type the city or postal code for which you want
weather reports and indicate whether you want temperatures and wind speeds displayed as English
or Metric units. Once you set up the location and measurement, the Weather application will display
35
36
37
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Avaya Home Screen Applications
the associated current temperature, wind speed and humidity. Icons indicate current weather
conditions and sunset/sundown times; see About icons on page 17 for descriptions.The weather
application shows updated forecasts for the current day and the next day. The weather information
is updated according to the update schedule of the internet service provider. The phone displays the
updated information whenever you tap the Refresh softkey or change the location.
10
11
12
13
14
Note:
A 3rd party information provider provides these applications through a partnership. However the
availability of these applications is subject to availability of service. The continuing provision or
availability of these applications is not guaranteed.
If connectivity to the Internet or the Weather.com service is interrupted or if the particular
location does not return data, the phone displays a Warning icon.
18
Note:
19
20
21
If you press the Home button and do not see a Weather option, your administrator has not
made this application available to you.
16
15
17
Note:
Depending on the location, the High Temperature for Today's forecast might be removed after
2:00 p.m. in that location.
Procedure
22
1. Press Home.
23
2. Tap Weather.
24
3. Take one of the following actions:
25
26
27
28
29
30
• If you are not accessing the Weather application for the first time, proceed to Step 4.
• If you are accessing the Weather application for the first time, use the on-screen keyboard
to enter a location or postal code of up to 60 characters in length. Tap Next to display a
second screen to select a unit of measure. A unit selection default of Metric displays; tap it
to change the setting to English. Tap Save. For information about using the keyboard, see
Using the On-screen Keyboard on page 23.
31
32
33
34
35
36
37
38
39
40
41
42
43
Note:
If more than one possible match for your location is found, a screen displays a list of
up to ten potential locations. Tap a location on the list to select it as your location or
tap Back to return to the location entry screen without making a selection. If you do
not see the location you want, tap Back and enter more information, such as a
comma followed by a country name.
4. When the phone displays the Weather information for the location you entered:
• Tap Location to change the city or postal code, use the on-screen keyboard to enter the
information, and save it using the check mark, or
• Tap Refresh to view updated weather information, or
• Tap Back to return to the Home screen.
Related Links
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Customizing your phone
Avaya Home Screen Applications on page 64
Using the Calculator
About this task
The Calculator application works similar to most PC calculators. Using the special calculator
keyboard, you can enter up to nine digits, a decimal point,and a minus sign. If you enter more than
nine digits, the phone displays an overflow message and triggers a beep. Math equations consider
two values — x and y. The calculator considers the first value you enter as x and the next value as y
unless the next value is an equal sign. The calculator considers any value that you enter after an
equal sign as a new x value. After you perform the required operations, the calculator displays the
results.
10
11
12
13
14
15
Note:
If you press the Home button and do not see the Calculator application, your administrator has
not made this application available to you.
Procedure
16
17
1. Press Home.
18
2. Tap Calculator.
19
3. Use the calculator keyboard on the screen to enter your equation.
20
4. Press Home to return to the Home screen.
21
22
23
24
Related Links
Avaya Home Screen Applications on page 64
Activating EC500 for simultaneous ringing on multiple
phones
About this task
25
29
Using the EC500 feature, you can program your deskphone in such a way that the deskphone and
your cell phone rings simultaneously when there is an incoming call. With this feature, you can
answer office calls while you are away from your desk. The system administrator has to add your
cell phone number and program the desk phone.
30
Procedure
26
27
28
31
1. From the Phone screen, gain access to the Features screen.
32
2. Scroll to EC500, press OK and tap the corresponding line.
When you enable the EC500 feature, the deskphone displays the
33
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Setting up a Bluetooth® headset
Setting up a Bluetooth® headset
The 9641G and 9641GS deskphones have a Bluetooth interface that supports connection of an
Avaya branded Bluetooth headset or a non-Avaya headset that complies with the Bluetooth Headset
Profile. Bluetooth® wireless technology simplifies your work environment and expands the range of
your deskphone. With a wireless headset, you can now move around when engaged in a call.
If you have problems with your headset or with your deskphone, contact your phone administrator
for assistance.
10
11
12
13
14
15
16
Note:
You can use Bluetooth on your 9641G and 9641GS deskphones only if your administrator has
enabled the feature for you. If you do not see Bluetooth Setup listed under Settings, or
Enable Bluetooth under Advanced Options, your administrator has blocked you from using
Bluetooth on that phone.
Related Links
Pairing a Bluetooth® headset with your phone on page 69
Operating a Bluetooth® headset on page 70
17
18
Pairing a Bluetooth® headset with your phone
About this task
19
21
Before using your wireless headset for the first time, you must pair the headset with your phone. If
you obtain a new headset, you must repeat the pairing process.
22
The 9641G and 9641GS deskphones support only one wireless headset at a time.
20
23
24
25
26
27
28
Note:
If your Bluetooth headset is not an Avaya brand, read the pairing instructions of the
manufacturer. Although your headset package might include instructions for pairing the headset
with any telephone, carry out the following procedures for Avaya IP Deskphones.
Procedure
29
1. Press Home.
30
2. Tap Settings.
31
3. Tap Bluetooth Setup.
32
4. Perform one of the following actions:
33
34
35
36
• If you are not pairing the headset for the first time, proceed to Step 5.
• If you are pairing a headset for the first time, tap Add. If the correct device type is not
highlighted, tap the other device type to select it. Follow the instructions on the screen and
tap Start to begin the pairing process. Go to Step 6.
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Customizing your phone
5. If you have already paired a headset, you can reactivate the headset or pair another
supported Bluetooth headset. The phone lists the device that is recognized first with a check
mark on the list of available devices. Tap the appropriate headset from the list and then tap
Activate. You can also tap Add to add another device to the list and pair the device with the
phone as described in the previous step.
10
6. Every headset has a stored Passkey. If the phone does not process your Passkey, you
might be asked to enter a Passkey using the dialpad. Avaya products use 0000 as the
Passkey. To get the Passkey of non-Avaya headsets, consult the documentation of the
manufacturer. Passkey can be up to 16 digits, but most devices use four digits. After
entering the Passkey, tap Enter.
11
7. When you hear the confirmation tone, press Finish.
When you have completed pairing the devices, the top line of the phone displays a
Bluetooth® logo icon to indicate that the wireless headset is active.
12
13
14
15
Related Links
Setting up a Bluetooth® headset on page 69
16
17
Operating a Bluetooth® headset
About this task
18
The information provided here is generic and might not apply to all wireless headsets, particularly
those that are not certified by Avaya. If you need specific information, see the relevant documents
provided with your headset.
19
20
21
22
23
Note:
24
Charge the battery of your Bluetooth headset according to the instructions of the manufacturer.
25
Procedure
26
To use the Bluetooth headset, perform the following tasks:
• Press and hold the Power button for at least three seconds to turn the headset on or off.
27
- The Bluetooth icon on the headset flashes blue when the headset is on.
28
- If the battery is low, the Bluetooth icon flashes red. Recharge the battery according to the
instructions of the manufacturer.
29
30
• To answer or end a call, press the Call Control button on the headset.
31
• To make a call, press the Call Control button on the headset. After you hear the dial tone, start
dialing.
32
33
• If you are using the phone handset, transfer the call to your headset by pressing the Call Control
button. To transfer a call from your headset back to the handset, briefly press the Call Control
button again, or if the handset is still on-hook, pick up the handset.
34
35
36
37
38
Related Links
Setting up a Bluetooth® headset on page 69
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Enabling and disabling the call timer
Enabling and disabling the call timer
If your administrator has enabled the call timer feature for your deskphone, you can turn on the call
timer to keep a track of the duration of your calls. A softkey labeled Timer On displays on the
screen when you are on a call.
Procedure
10
11
12
1. Press the Timer On softkey to start the timer.
The screen displays the timer on the Status Line that is the second from the top and
increases each second until 59:59 is reached, at which point the timer stops.
2. Press the Timer Off softkey to stop the timer.
This action also changes the softkey label back to Timer On. The timer is removed from the
display five seconds after you turn the timer off.
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1
Chapter 12: Carrying out maintenance
tasks
Backing up and restoring your data files
In addition to the automatic backup of your phone data, you can start a manual backup of your data
files. Data files are personal settings such as contacts, favorites, personalized labels for your phone
and button modules, call history, ring tones, and other options and settings. Performing a manual
backup is not usually necessary, but you might be required to perform a manual backup if system
problems occur.
Procedure
10
1. Press Home.
11
2. Tap Settings.
12
3. Tap Options & Settings.
13
4. Tap Advanced Options.
14
5. Tap Backup/Restore.
15
6. Tap the Manual Backup line to start the data file backup.
The top line displays messages to inform you the backup is in progress and when the
backup is complete.
16
17
7. To restore your data from a backup file, Tap the Manual Restore line.
18
The top line displays messages to inform you that data restoration from the backup file is in
progress and when the restoration finishes. Your options and settings now reflect the
previous values.
19
20
21
22
Cleaning the screen
Clean the touchscreen periodically to remove fingerprints and other marks on the screen by using a
soft, slightly damp, lint-free cloth. From the Home screen, select Settings and then select Touch
Screen Cleaning to disable the touchscreen so that you do not initiate an action or application.
Follow the instructions that appear and press any phone button when you complete cleaning.
23
24
25
26
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Network information
10
11
12
13
14
15
16
17
18
19
20
Warning:
Use plain water or a cleaner specifically designed for LCD, computer, or touch screens. Do not use
harsh chemicals, window cleaner, abrasives, aerosol sprays, ammonia, or solvents to clean the
touchscreen. Do not let the cleaning liquid enter the phone through the openings.
Network information
Your system administrator might ask you to check the phone or network settings to investigate
problems. You can get network information from HOME > Settings > Network Information.
on the top line of the phone display indicates if an issue with the
The Low Network Quality icon
network might be affecting call quality. Tap the icon to navigate to the Network Information screen
and view the related network information.
An HD Sound Quality icon
on the top line of the phone display indicates that the call is using a
good quality sound codec. Tap the icon to navigate to the Network Information screen and view the
related network information.
Network Information has five different screens for viewing the options: Audio parameters, IP
(Internet Protocol) parameters, Quality of Service, Interfaces, and Miscellaneous.
Use the and the icons on the upper right corner of the display to navigate and view the network
information on the various screens.
Contact your administrator for more information on the options related to network information and
the settings that the system requires.
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73
Index
Activating history ..................................................................58
administrative messages
about .............................................................................27
AGC ..................................................................................... 63
Applications
Calculator ..................................................................... 68
Weather ........................................................................ 66
Web .............................................................................. 64
World Clock .................................................................. 65
audio path
on-hook .........................................................................56
Avaya menu
restoring default button labels ...................................... 59
Avaya Web Applications
about .............................................................................64
Back up data files ................................................................ 72
Bluetooth
about .............................................................................69
pairing headset with phone ...........................................69
Bluetooth, .............................................................................63
Bluetooth headset
operating .......................................................................70
bridged call appearance
joining ........................................................................... 49
Bridged call appearance
about .............................................................................49
bridged call logs
activating ...................................................................... 58
Bridged Calls
answering ..................................................................... 49
Brightness, adjusting ........................................................... 60
browser, WML ......................................................................27
button click sounds
configuring .................................................................... 61
Button labels
personalizing ................................................................ 59
Button labels, restoring to default labels ..............................59
Calculator .............................................................................68
Call history
calling from ................................................................... 35
Call history log
about .............................................................................39
calling
using a click to dial link ................................................. 35
calling ,
74
corporate directory ........................................................35
calling a person from the contacts list ..................................34
call recording ....................................................................... 27
Call Timer
enabling and disabling ..................................................71
Call Timers
displaying ......................................................................55
cleaning the screen ..............................................................72
clearing a number ................................................................ 33
click to dial
making a call using ....................................................... 35
Clock
application .................................................................... 65
conference calls
muting a person ............................................................48
putting a call on hold .....................................................48
setting up ...................................................................... 47
Conference calls
about .............................................................................47
Conference Calls
adding a person on hold ............................................... 47
dropping a person .........................................................48
configuring ........................................................................... 22
contacts
adding from call history .................................................40
calling a person ............................................................ 34
deleting ......................................................................... 46
editing ........................................................................... 44
importing or exporting via USB flash drives ..................28
name display during calls ............................................. 57
Contacts ...............................................................................29
about .............................................................................42
adding a new ................................................................ 43
copying to USB flash drive ........................................... 29
editing favorites ............................................................ 45
editing primary number .................................................45
merging USB files with ................................................. 28
searching for .................................................................42
selecting ....................................................................... 43
using temporary USB files ............................................ 30
Contrast, adjusting ...............................................................60
Copying contacts list to USB file ..........................................29
coverage .............................................................................. 36
default button labels, restoring .............................................59
Dialing Options
setting ........................................................................... 54
Display
adjusting brightness ......................................................60
Display, adjusting contrast ...................................................60
documentation ....................................................................... 8
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Index
edit dialing ............................................................................34
Edit dialing ........................................................................... 54
emergency call .....................................................................33
enabling ............................................................................... 63
error tones
turning off ......................................................................62
Favorite contacts
setting up ...................................................................... 45
feature abbreviations ........................................................... 25
Features
about .............................................................................24
accessing ......................................................................25
feature table .........................................................................25
flash drives ...........................................................................28
forwarding
a call ............................................................................. 37
Forwarding calls
about .............................................................................36
Go To Phone Screen on answer
setting ........................................................................... 54
Go To Phone Screen on Calling
setting ........................................................................... 53
Go To Phone Screen on ringing
setting ........................................................................... 53
Guest login ...........................................................................15
guest user ............................................................................ 16
Handset
audio equalization .........................................................64
Handset AGC .......................................................................63
Headset AGC .......................................................................63
history
calling from ................................................................... 35
History
clearing all call entries .................................................. 41
of calls .......................................................................... 39
removing a call from ..................................................... 40
viewing call details ........................................................40
viewing for calls ............................................................ 39
History, turning off ................................................................41
hold
conference calls ............................................................48
Hold
putting a call on hold .....................................................37
Home screen
about .............................................................................21
Home screen display on idle
setting ........................................................................... 61
Home screen display when phone is idle
setting ........................................................................... 61
Icons on deskphone display
about .............................................................................17
incoming calls
answering ..................................................................... 32
forwarding .....................................................................37
sending to coverage ..................................................... 36
transferring ................................................................... 38
Incoming calls
directing to multiple telephones .................................... 68
Keyboard
using ............................................................................. 23
Large text, Text size ............................................................ 60
legal notices .............................................................................
Logging in to your deskphone ..............................................15
Logging in to your deskphone extension ............................. 15
Logging out of your deskphone extension ........................... 15
Login as a guest user .......................................................... 15
making a call ........................................................................33
memory sticks ......................................................................28
Menu options ....................................................................... 22
messages
about .............................................................................27
Messages
receiving ....................................................................... 51
muting calls ..........................................................................36
Navigation arrows
page control ..................................................................17
right ...............................................................................17
up & down .....................................................................17
Network information
viewing ..........................................................................73
On-hook dialing ....................................................................54
On-screen keyboard
about .............................................................................23
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75
Index
Options & Settings
about .............................................................................52
call history .....................................................................41
configuring visual alerts ................................................ 56
go to Home screen when idle ....................................... 61
go to phone screen on answer ..................................... 54
go to phone screen on calling .......................................53
go to phone screen on ringing ...................................... 53
phone screen on calling ................................................53
redial settings ............................................................... 55
Setting dialing options .................................................. 54
setting ring tone ............................................................ 62
setting the Quick Touch panel ...................................... 62
Options & Settings call history ............................................. 41
outgoing calls
edit dialing a number .................................................... 34
making a call .................................................................33
making a call on a bridged line ..................................... 50
redialing a number ........................................................33
Pairing
Bluetooth ...................................................................... 69
Phone Screen on Calling
setting ........................................................................... 53
Phone Settings
about .............................................................................52
Pictures
from USB files as a screensaver .................................. 30
Primary Number
changing ....................................................................... 45
selecting ring tone ................................................................62
SENDALL ............................................................................ 36
Speaker ............................................................................... 63
support
contact .......................................................................... 10
Telephone display icons
about .............................................................................17
telephone stand
about .............................................................................14
deskphone stand .......................................................... 14
thumb drives ........................................................................ 28
training ................................................................................... 9
Transfer ............................................................................... 38
USB files .............................................................................. 29
merging with contacts list ............................................. 28
pictures ......................................................................... 30
USB flash drives
working with ..................................................................28
videos .................................................................................... 9
viewing .................................................................................22
Visual Alerts
configuring .................................................................... 56
Voice mail, logging in ...........................................................51
Quick Touch panel
configuring .................................................................... 62
redial .................................................................................... 33
redial options
setting ........................................................................... 55
replacing contacts list with an external file ...........................29
Restore data files .................................................................72
Ring tone
selecting ....................................................................... 62
weather
Application .................................................................... 66
Weather
adding a location .......................................................... 66
updating ........................................................................66
Wireless headset ................................................................. 14
World Clock
adding locations ............................................................65
selecting a location ....................................................... 66
viewing location details .................................................66
screen
cleaning ........................................................................ 72
Screensaver
from USB pictures ........................................................ 30
Scrolling and navigation
about .............................................................................17
76
Using Avaya 9621G/9641G/9641GS IP Deskphones H.323
November 2014
Avaya - Proprietary. Use pursuant to the terms of your signed agreement or Avaya policy.
DRAFT—November 13, 2014—5:00 AM (UTC)

---

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Title                           : Using Avaya 9621G/9641G/9641GS IP Deskphones H.323
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