Avaya 1165E With Sip Software User Guide

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Avaya 1165E IP Deskphone
with SIP Software User
Guide

SIP Software Release 4.3
Document Status: Standard
Document Version: 04.03
Part Code: NN43170-100

Date: March 2012

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Contents

Contents
Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Basic features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
IP Deskphone controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
IP Deskphone display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
USB support . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Available Avaya 1165E IP Deskphone
call features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Context-sensitive soft keys . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Idle display screen after dial pad input . . . . . . . . . . . . . . 33
In-call context-sensitive soft keys . . . . . . . . . . . . . . . . . . . 34
Navigation keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Using a USB Mouse . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
Available Avaya 1165E IP Deskphone call features . . . . . . . . 47
Security features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
Secure connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Regulatory and safety information . . . . . . . . . . . . . . . . . . . 50
Other . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Using your Avaya 1165E IP Deskphone . . . . . . . . . . . . . . . 54
Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Before you begin . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Connecting the components . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Removing the stand cover . . . . . . . . . . . . . . . . . . . . . . . . 57
Connecting the AC power adapter (optional) . . . . . . . . . . 58
Connecting the handset . . . . . . . . . . . . . . . . . . . . . . . . . . 59
Connecting the headset (optional) . . . . . . . . . . . . . . . . . . 60
Selecting the headset tuning parameter . . . . . . . . . . . . . 60
Connecting the LAN ethernet cable . . . . . . . . . . . . . . . . . 61

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Contents

Installing additional cables . . . . . . . . . . . . . . . . . . . . . . . . 62
Wall-mounting the IP Deskphone (optional) . . . . . . . . . . . 62
Entering text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64
Entering text using the telephone dialpad . . . . . . . . . . . . 65
Enabling and disabling the # Ends Dialing feature . . . . . . 67
Setting the dialpad to alphanumeric dialing . . . . . . . . . . . 69
Entering text using the USB keyboard . . . . . . . . . . . . . . . 70
Accessing the Avaya 1165E IP Deskphone

. . . . . . . . . . . 72

Logging on . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
Automatic login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Setting the domain . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
Password protection for domains . . . . . . . . . . . . . . . . . . . 75
Selecting a language . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Logging on to your IP Deskphone . . . . . . . . . . . . . . . . . . 77
Setting the duration of the login . . . . . . . . . . . . . . . . . . . . 80
Logging on multiple user accounts . . . . . . . . . . . . . . . . . . 81
Timed logoff . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Timed logoff while phone is idle . . . . . . . . . . . . . . . . . . . . 81
Timed logoff while on a call . . . . . . . . . . . . . . . . . . . . . . . 82
Selecting a location . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
User Profile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Overwriting your personal Address Book . . . . . . . . . . . . . 85
Confirmation logon screen . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
Logging off from the Avaya 1165E IP Deskphone . . . . . . . . . 86
Logging off multiple user accounts . . . . . . . . . . . . . . . . . . 87
Making an emergency call . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
Location information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Configuring the Avaya 1165E IP Deskphone . . . . . . . . . . . 91
Adjusting the display screen contrast . . . . . . . . . . . . . . . . . . 91
Creating the idle screen text display . . . . . . . . . . . . . . . . . . . . 92

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Contents

Setting-up the Backlight . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
Configuring Menu Auto back-out . . . . . . . . . . . . . . . . . . . . . . 95
Selecting a ring pattern . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Adjusting the volume . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Adjusting the ring volume . . . . . . . . . . . . . . . . . . . . . . . . . 98
Adjusting the volume of the Handset, headset, and Handsfree
mode . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Adjusting the paging ring volume . . . . . . . . . . . . . . . . . . 102
Selecting a language . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
Selecting the date and time format . . . . . . . . . . . . . . . . . . . . 105
USB headset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Headset menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Presence of USB headset . . . . . . . . . . . . . . . . . . . . . . . 113
Audio format selection . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Generic USB headset . . . . . . . . . . . . . . . . . . . . . . . . . . 115
Avaya USB headset adapter with HID . . . . . . . . . . . . . . 116
Third–party USB headsets with HID . . . . . . . . . . . . . . . 120
Analog Terminator Adapter for analog (500/2500-type) telephone or fax machine . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Configuring Bluetooth wireless technology headset . . . . . . . 127
Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Making a call using off-hook dialing . . . . . . . . . . . . . . . . . . . 139
Making a call using on-hook dialing . . . . . . . . . . . . . . . . . . . 141
Using handsfree calling . . . . . . . . . . . . . . . . . . . . . . . . . 141
Using Call Subjects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Managing Call Subjects . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Adding a Call Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Deleting a Call Subject . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Editing a Call Subject . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

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Contents

Receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Caller identification . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 151
Answering an incoming call . . . . . . . . . . . . . . . . . . . . . . . . . 152
Redirecting an incoming call . . . . . . . . . . . . . . . . . . . . . . . . . 153
Declining an incoming call . . . . . . . . . . . . . . . . . . . . . . . . . . 155
Creating a new Call Decline Reason . . . . . . . . . . . . . . . 156
Managing Call Decline Reasons . . . . . . . . . . . . . . . . . . 158
Ignoring an incoming call . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Receiving intercom calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
Receiving paging calls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
The Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Viewing the Address Book . . . . . . . . . . . . . . . . . . . . . . . . . . 163
Initiating a call from the Address Book . . . . . . . . . . . . . . . . . 164
Adding a contact to your Address Book . . . . . . . . . . . . . . . . 166
Editing a contact in your Address Book . . . . . . . . . . . . . . . . 167
Copying information to the Address Book . . . . . . . . . . . . . . 171
Searching for a contact in the Address Book . . . . . . . . . . . . 173
Using the Search feature in the Address Book . . . . . . . 174
Using the Search feature . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Using Local Search . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Call Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Accessing the Call Inbox . . . . . . . . . . . . . . . . . . . . . . . . . . . 182
Managing calls in the Call Inbox while not on a call . . . . 182
Viewing the details of a call in the Call Inbox . . . . . . . . . 184
Managing missed calls . . . . . . . . . . . . . . . . . . . . . . . . . . 185
Missed Calls Notification . . . . . . . . . . . . . . . . . . . . . . . . 187
Initiating a call from the Call Inbox . . . . . . . . . . . . . . . . . 189
Deleting calls in your Call Inbox . . . . . . . . . . . . . . . . . . . 191
Accessing the calls in your Call Inbox during a call . . . . 191

6

Contents

Call Outbox . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Accessing the Call Outbox . . . . . . . . . . . . . . . . . . . . . . . . . . 194
Managing calls in the Call Outbox while not on a call . . 194
Initiating a call from the Call Outbox . . . . . . . . . . . . . . . 195
Deleting calls from your Call Outbox . . . . . . . . . . . . . . . 196
Viewing the details of a call in the Call Outbox . . . . . . . 197
Accessing the calls in your Call Outbox during a call . . . 198
Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Configuring Instant Messaging . . . . . . . . . . . . . . . . . . . . . . . 200
Configuring IM automatic pop-up . . . . . . . . . . . . . . . . . . 200
Configuring Instant Messaging pop-ups . . . . . . . . . . . . . 202
Configuring IM audible alert . . . . . . . . . . . . . . . . . . . . . . 202
Composing an Instant Message . . . . . . . . . . . . . . . . . . . . . . 203
Instant Message Inbox/Outbox . . . . . . . . . . . . . . . . . . . . . . . 205
Accessing Instant Messages . . . . . . . . . . . . . . . . . . . . . 205
Viewing the content of an Instant Message . . . . . . . . . . . . . 207
Replying to an Instant Message . . . . . . . . . . . . . . . . . . . 207
Initiating a call from an Instant Message . . . . . . . . . . . . 208
Deleting an Instant Message . . . . . . . . . . . . . . . . . . . . . 209
While on an active call . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Making a new call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Initiating a call using the active c
all context-sensitive soft key menu . . . . . . . . . . . . . . . . 212
Call Waiting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Placing a call On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Multiple calls On Hold . . . . . . . . . . . . . . . . . . . . . . . . . . 214
Using 3-way calling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Setting up a conference call . . . . . . . . . . . . . . . . . . . . . . . . . 223
Ad hoc conferencing when connecting to the Call Server . . 224
Edit Domain page . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226

7

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Transferring a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
Using the Park Call feature . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Using Park Call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232
Retrieving a Parked Call . . . . . . . . . . . . . . . . . . . . . . . . 233
Additional features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Using the Friends feature . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Accessing your Friends list . . . . . . . . . . . . . . . . . . . . . . 236
Editing information of a friend . . . . . . . . . . . . . . . . . . . . 239
Feature keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243
Feature key programming . . . . . . . . . . . . . . . . . . . . . . . . . . 244
Remove a programmed feature key . . . . . . . . . . . . . . . . 257
Feature key autoprogramming . . . . . . . . . . . . . . . . . . . . . . . 259
Creating a feature key using the Copy key . . . . . . . . . . 264
Using Call Forward . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Setting the IP Deskphone to Do Not Disturb . . . . . . . . . . . . 270
Setting a Presence state . . . . . . . . . . . . . . . . . . . . . . . . . . . 271
Adding a new Presence state message . . . . . . . . . . . . . 273
Configuring Privacy settings . . . . . . . . . . . . . . . . . . . . . . . . . 274
Incoming call privacy . . . . . . . . . . . . . . . . . . . . . . . . . . . 274
Outgoing call privacy . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Multiple Appearance Directory Number . . . . . . . . . . . . . . . . 277
Audio Codecs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Audio Codec Selection . . . . . . . . . . . . . . . . . . . . . . . . . . 279
Audio Codec Ordering . . . . . . . . . . . . . . . . . . . . . . . . . . 279
PC Client softphone interworking with the
IP Deskphone . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Answer-Mode Settings . . . . . . . . . . . . . . . . . . . . . . . . . . 280
Automatic remote firmware updates . . . . . . . . . . . . . . . . . . . 282
Busy lamp field . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

8

Contents

Multiuser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285
Initial login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Additional logins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Automatic login . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287
Logging out . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Primary account logout . . . . . . . . . . . . . . . . . . . . . . . . . 288
Secondary account logout . . . . . . . . . . . . . . . . . . . . . . . 289
Server failover . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Cable unplugged . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Upgrade impacts to user profiles . . . . . . . . . . . . . . . . . . . . . 290
Line keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Making a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Receiving a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Being in a call . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Instant Messages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295
Menu features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Modifying settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Per-account call notification options . . . . . . . . . . . . . . . . 296
IM Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296
Voice Mail settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Remembering settings after logout . . . . . . . . . . . . . . . . 297
Programmable keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Inbox, outbox, IM log . . . . . . . . . . . . . . . . . . . . . . . . . . . 298
Address books . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
User status . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Do Not Disturb . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Call Forwarding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Presence . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
Notifications . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303
Account Selection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304

9

Contents

Advanced features . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Accessing the services menu . . . . . . . . . . . . . . . . . . . . . . . . 306
Checking for updates . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Switching the proxy . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Resetting the phone . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311
Erasing the user data . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Network menu . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 317
USB flash drive . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Presence of USB flash drive . . . . . . . . . . . . . . . . . . . . . 319
Feature characteristics . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Enabling or disabling the USB Port . . . . . . . . . . . . . . . . 319
Customizable Banner for login . . . . . . . . . . . . . . . . . . . . . . . 321
Phone Information - Details screen . . . . . . . . . . . . . . . . . . . 322
Screensaver/screen lock . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Background image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331
Selecting an image screen . . . . . . . . . . . . . . . . . . . . . . . 332
Service Package Group Support . . . . . . . . . . . . . . . . . . . . . 334
Speed Dial List . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Speed Dial List screen . . . . . . . . . . . . . . . . . . . . . . . . . . 344
Auto retrieve flag . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 345
USB Flash memory device support . . . . . . . . . . . . . . . . . . . 346
Notes on File Manager . . . . . . . . . . . . . . . . . . . . . . . . . . 353
Visual indicators . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Display screen icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Visual Alerter/Message Waiting Indicators . . . . . . . . . . . . . . 359
Quick reference . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Fixed keys . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Commonly used functions . . . . . . . . . . . . . . . . . . . . . . . . . . 363
Context-sensitive soft keys . . . . . . . . . . . . . . . . . . . . . . . . . . 366

10

Contents

Display screen icons . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Terms you should know . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379

11

Contents

12

Revision history

Revision history
March 2012
Standard 04.03. This document is up-issued to reflect changes in
the User Profile information.
February 2012
Standard 04.02. This document is up-issued to include
information about Busy Lamp Field.
November 2011
Standard 04.01. This document is up-issued to support SIP
Software Release 4.3.
May 2011
Standard 03.02. This document is up-issued to reflect changes in
global power supply information.
November 2010
Standard 03.01. This document is up-issued to support Avaya
rebranding changes.
October 2010
Standard 02.01. This document is up-issued to support SIP
Software Release 4.0.
August 2010
Standard 01.01. This document is a new document and is issued
to support SIP Software Release 3.2.

13

Revision history

14

Welcome

Welcome
The Avaya 1165E IP Deskphone builds on the award-winning Avaya
1100 Series IP Deskphones industrial design and offers a high resolution
color display and new graphical user interface elements that enhance the
user experience. The Avaya 1165E IP Deskphone provides easy access
to multiple lines and call processing features. It supports converged
(voice and data) applications through External Application Server APIs to
provide productivity enhancing applications and to enrich user experience
with advanced multimedia interaction. (See Note 1).
Experience the display capabilities by personalizing the background
image of the Avaya 1165E IP Deskphone display, and loading digital
pictures into the IP Deskphone to view a Digital Picture Slideshow when
the IP Deskphone is idle. The audio experience is enhanced through
engineered audio tuning, and supports wideband (see Note 2) with a
newly-stylized handset that has been softly contoured for additional
comfort when using the handset.
Note 1: This feature requires an External Application Server.
Note 1: Wideband has dependencies on Avaya Communication
Platform support, including Avaya Communication Server 1000 and is
minimum-release dependent.

Basic features
Your Avaya 1165E IP Deskphone supports the following features:
•

up to sixteen line/feature keys with indicators using the Shift feature

•

four soft keys to provide easy access to features and call control

•

high resolution color display

•

high-quality handsfree speakerphone

•

wideband audio support for handset, headset, speaker, and
handsfree microphone

•

volume control keys for adjusting ringer, handsfree, handset, and
headset volume

15

Welcome

•

seven specialized feature keys:
— Quit
— Directory
— Message/Inbox
— Shift/Outbox
— Services
— Copy
— Expand

•

five call-handling keys:
— Mute
— Handsfree
— Goodbye
— Headset
— Hold

•

two Gigabit Ethernet ports—for LAN and PC connections

•

integrated headset support for wired and wireless options including
USB and Bluetooth Wireless Technology

•

IEEE 802.3af PoE or local AC power options

•

hearing aid compatibility

•

USB port for connecting a USB keyboard, USB mouse, USB headset,
USB flash drive and powered hubs

•

USB access control (USB lock) that controls how the USB port on the
Avaya 1165E IP Deskphone can be used

•

support for Graphical External Application Server (GXAS) protocol
that enables External Application Server APIs to provide feature
functionality

For more information about using the Expansion Module, see the Avaya
1100 Series Expansion Module User Guide (NN43130-101).

16

Welcome

IP Deskphone controls
Figure 1 shows the Avaya 1165E IP Deskphone.
Figure 1: Avaya 1165E IP Deskphone

17

Welcome

This section describes the controls on your Avaya 1165E IP Deskphone.
Your Avaya 1165E IP Deskphone can have fixed keys with icons or with
labels. This document presents both versions of the fixed key.
The keys on either side of the LCD display
area are Self-labeled Line/Programmable
feature keys with labels on the LCD. The
system administrator can reserve some keys
for specific functions during tasks and for
advanced configuration.
You can define these keys for specific
functions, such as Call Forward.
Note: The key on the lower right is
reserved as your default line key.
Context-sensitive soft keys are located
below the display area. The LCD label above
each key changes based on the active
feature.
Use the Volume control buttons to adjust
the volume of the ringer, handset, headset,
speaker, and the Handsfree feature. Press
the top button to increase the volume, and
press the bottom button to decrease the
volume.
Press the Mute key to listen to the call
without transmitting. Press the Mute key
again to return to two-way conversation. The
Mute key applies to handsfree, handset, and
headset microphones.
The Mute LED indicator, located on the
Mute key, flashes to indicate that the
microphone is muted.

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Welcome

Press the Handsfree key to activate the
built-in speaker and microphone of the
Avaya 1165E IP Deskphone.
The Handsfree LED indicator on the
Handsfree key lights to indicate when
handsfree is active.

(Navigation)

Use the Navigation keys to scroll through
menus and lists that appear on the LCD
display screen or for text entry. The outer
part of this key cluster rocks for up, down,
left, and right movements. For more
information, see “Navigation keys” on
page 44.
Use Enter, at the center of the Navigation
keys cluster, to select menu items or to
confirm changes.
In most menus, you can use Enter instead of
the Select soft key.
Press the Hold key to put an active call on
hold. Tap the flashing line key to return to the
caller on hold.
Press the Expand key to access the Instant
Messaging Log.
Note: This feature requires an External
Application Server.

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Welcome

Press the Headset key to answer a call
using the headset or to switch a call from the
handset or handsfree to the headset.
The headset LED indicator on the Headset
key lights to indicate that the headset is in
use.
Press the Headset key twice to open the
Bluetooth Setup menu.
If the Bluetooth wireless technology is not
enabled on your IP Deskphone, this menu is
not available.
Use the Goodbye key to terminate an active
call.

When a message is waiting, the red Visual
Alerter/Message Waiting indicator lights.
Also, when the ringer sounds, this indicator
flashes.
When your Avaya 1165E IP Deskphone
firmware is being updated, the blue Feature
Status Lamp indicator flashes.
To find out if additional features are
supported for this lamp, contact your
administrator.
Press the Copy key to copy entries to your
Personal Directory from other lists, such as
the Caller List, Redial List, and Corporate
Directory.

20

Welcome

Press the Quit/Stop key to exit an active
menu or dialog. Pressing the Quit/Stop key
does not affect the status of active calls.
Press the Shift/Outbox key to toggle
between two feature key pages, and to
access an additional six lines or features.
This function is not available on all 1165E IP
Deskphones. To find out if this function is
available on your phone, consult your
system administrator.
Press the Message/Inbox key to access
your voice mailbox.
This function is not available on all 1165E IP
Deskphones. To find out if this function is
available on your phone, consult your
system administrator.
Press the Directory key to access directory
services.

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Welcome

Press the Services key, and then use the
navigation keys to access the following
items:
•

Telephone Options:
—
—
—
—
—
—
—
—
—
—
—
—
—
—

•

Volume adjustment...
Contrast adjustment
Language...
Date/Time
Display diagnostics
Local Dialpad Tone
Set Info
Diagnostics
Call Log Options
Ring type...
Call timer
On hook default path
Change FeatureKey label
Name Display Format

Live Dial Pad Password Admin:
— Station Control Password
The Password Admin menu is not
available on all 1165E IP Deskphones.
Consult your system administrator.

•

Virtual Office Login and Virtual Office
Logout (if Virtual Office is configured)
— Press the Services key to exit from
any menu or menu item.

22

Welcome

(Services)

(Services)

(Navigation keys)

Press the Services key twice to access the
Local Tools menu, and then use the Left /
Right navigation keys to access the following
items:
•

Preferences

•

Diagnostics

•

Configuration

•

Locks

If you attempt to access the Local Tools
menu, and a dialog box appears prompting
you for a password, contact your system
administrator. Your system administrator can
establish a password for the Local Tools
menu.
Press the Inbox key to access your call
inbox.
The call inbox stores all incoming calls on an
active phone.
Note: This key does not function to
send Instant Messages.
Press the Outbox key to view a record of all
outgoing calls.
Note: This key does not function as a
shift key.
Press the Directory key to access the
Address Book and the Friends list.
Note: You can access the Address
Book while on a call and start a new call
with a highlighted contact.

23

Welcome

IP Deskphone display
The 1165E IP Deskphone provides a 4.1 inch (diagonal measured) color
QVGA TFT display, capable of displaying a QVGA 320 x 240 (width by
height) image. The graphics controller supports 24-bit color (16 million
colors).
Your Avaya 1165E IP Deskphone provides three display areas:
•

The upper display area provides labels for the eight line/ feature key
labels.

•

The middle display area contains information for items such as caller
number, caller name, Call Timer, feature prompt strings, user-entered
digits, date and time information, and IP Deskphone information.

•

The lower display area provides labels for the four soft keys.

Figure 2: Avaya 1165E IP Deskphone display area

Self-labeled line/programmable feature key labels appear beside the line
keys, and context-sensitive soft key labels appear directly above the soft
keys. Self-labeled means that the label next to the line/feature key is
presented from the call server automatically if a feature is programmed,
and can also be edited and changed by the user. Context-sensitive

24

Welcome

means that the labels that appear above the soft keys present the
features that are available to the user at that time. The soft key labels
change depending on the active feature or the state of the call.
Self-labeled line/programmable feature keys are referred to as line/
feature keys and context-sensitive soft keys are referred to as soft keys
throughout this document.
Figure 3 on page 25 shows an idle LCD screen.
Figure 3: Avaya 1165E IP Deskphone LCD screen

USB support
The 1165E IP Deskphone has a USB port for connecting a USB
keyboard, USB mouse, USB headset, and USB flash drive. The 1165E IP
Deskphone supports powered downstream 1.1-compliant USB hubs,
including USB 2.0 hubs, if they offer USB 1.1-backwards compliancy.
There are two levels of power for the USB port.
•

When you power the 1165E IP Deskphone through Ethernet POE,
the 1165E IP Deskphone provides up to 100 mA at 5 volts for the
USB port.

25

Welcome

•

When you power the 1165E IP Deskphone through local AC power,
the 1165E IP Deskphone provides up to 500 mA at 5 volts on the
USB port.
Note: Current limiting can obstruct the working of complex devices
such as USB keyboards with built-in hubs. If a hub is involved, use
external power.

You can plug a USB flash drive into the USB Port of the 1165E IP
Deskphone or on a powered hub connected to the IP Deskphone, and
transfer files to and from the IP Deskphone.

Available Avaya 1165E IP Deskphone
call features
The Avaya 1165E IP Deskphone is designed to be supported by various
call servers. The specific call server in which the Avaya 1165E IP
Deskphone is connected to determines whether certain features are
available to your Avaya 1165E IP Deskphone. Call features must be
assigned to your Avaya 1165E IP Deskphone and must be supported by
call server software.
Note 1: Not all feature are available. To determine which features
are available or to activate features, contact your system
administrator or service provider.
Note 2: Not all service providers support the entry of a SIP address
to initiate a call; for example, jim@companya.com. Some service
providers require that you enter a Directory Number (DN) to initiate a
call; for example, 555-5555. Contact your system administrator to
determine whether your call server supports SIP address dialing.

26

Welcome

Context-sensitive soft keys
Your Avaya 1165E IP Deskphone has four context-sensitive soft keys
beneath the LCD screen. The context-sensitive soft keys access different
features and menus depending on the state of the IP Deskphone and the
menu you access.
Figure 4 on page 27 shows the context-sensitive soft keys while the
1165E IP Deskphone is in the idle state.
Figure 4: Context-sensitive soft keys when the 1165E IP
Deskphone is in the idle state

Table 1 on page 27 lists the context-sensitive soft keys that you can use
to access menu items.
Table 1: Menu items accessed through context-sensitive soft
keys (Part 1 of 7)
Item

Function

Redial or NewCall

Press the Redial context-sensitive
soft key to redial the last dialed number.
If there is no stored redial number, the
NewCall context-sensitive soft key
appears and has the same effect as
pressing the primary user line key
(dial prompt).

27

Welcome

Table 1: Menu items accessed through context-sensitive soft
keys (Part 2 of 7)
Item

abc or 123

Msgs

Function
Press the abc context-sensitive soft
key to toggle between alpha and
numeric input modes.
•

To type letters, the abc contextsensitive soft key must be
displayed.

•

To type numbers, press the abc
context-sensitive soft key to
display the 123 context-sensitive
soft key on the menu list.

Press the Msgs context-sensitive soft
key to access the following features:
1. Voice Mail—use to call your Voice
Mail number.
2. Instant Messaging—use to
access the Instant Messaging
Inbox/Outbox.
3. Missed Call Notification—use to
access your Missed Call details.

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Welcome

Table 1: Menu items accessed through context-sensitive soft
keys (Part 3 of 7)
Item

More…

Function
Press the More… context-sensitive
soft key to select a new menu list of
context-sensitive soft keys (three
menu lists are available).
When you press the More… contextsensitive soft key, a different selection
of context-sensitive soft keys
appears.
•

If you press the More… contextsensitive soft key once from the
first menu list, you access the
following context-sensitive soft
keys:
[CallFwd] [DND] [Retrve] [More…]

•

If you press the More… contextsensitive soft key from the first
menu list twice, you access the
following context-sensitive soft
keys:
[ScrnSvr] [Presnce] [Prefs]
[More…]

•

If you press the More… contextsensitive soft key from the first
menu list three times, you return
to the first menu list with the
following context-sensitive soft
keys.
[Redial] [abc] [Msgs] [More…]

When you press the More… context-sensitive soft key for the first
time, the following context-sensitive soft keys appear on the menu
list.

29

Welcome

Table 1: Menu items accessed through context-sensitive soft
keys (Part 4 of 7)
Item

CallFwd

Function
Press the CallFwd context-sensitive
soft key to forward all calls to a
specified address.

DND

Press the DND context-sensitive soft
key to block all calls.

Retrve

Press the Retrve context-sensitive
soft key to retrieve parked calls (local
and server calls only).

More…

Press the More… context-sensitive
soft key to select a new menu list of
context-sensitive soft keys.
The next available menu list contains
the following context-sensitive soft
keys:
[ScrnSvr] [Presnce] [Prefs]
[More…]

When you press the More… context-sensitive soft key for the second
time, the following context-sensitive soft keys appear on the menu
list.

ScrnSvr

30

Press the ScrnSvr context-sensitive
soft key to activate the screensaver
(only if the screensaver feature is
enabled).

Welcome

Table 1: Menu items accessed through context-sensitive soft
keys (Part 5 of 7)
Item

Function

Presnce

Press the Presnce context-sensitive
soft key to configure the presence
status for your IP Deskphone.

Prefs

Press the Prefs context-sensitive soft
key to display the Preferences menu.
The menu items include the following:
1. Display—use to adjust the display
settings of the LCD screen.
2. Audio—use to adjust tones and
volume settings, access the
Codecs menu to configure a USB
headset.
3. Feature Options—use to
configure the following:
— Feature keys
— Call Decline Reasons
— Call Ignore Action
— Call Subject
— Call Fwd Notification
— Missed Call Notification

31

Welcome

Table 1: Menu items accessed through context-sensitive soft
keys (Part 6 of 7)
Item

Prefs

Function
4. Language—use to change the
interface language.
5. Misc Options—use to access the
following options:
— Alpha Dialing
— Search Method
— Incoming Privacy
— Outgoing Privacy
— # Ends Dialing
— Hold Mode: Private
— Time
6. Network—use to access the
following:
— Server Settings
— Device Settings
— Diagnostics
— Disable screensaver
— Licensing
— Lock
7. USB Locks—use to lock or unlock
the following USB devices:
— USB Mouse
— USB Keyboard
— USB Headset
— USB flash drive

32

Welcome

Table 1: Menu items accessed through context-sensitive soft
keys (Part 7 of 7)
Item

Function

Prefs

8. User Settings - use to modify the
following:
— Call Settings
— IM Settings
— Voice Mail Settings
— Change Location

More…

Press the More... context-sensitive
soft key to return to the first menu list
of context-sensitive soft keys.
The next available menu list contains
the following context-sensitive soft
keys:
[Redial] [abc] [Msgs] [More...]

Idle display screen after dial pad input
After you enter information using the dial pad (there is no dial tone or
preceding line selection), the context-sensitive soft keys displayed on the
idle screen appear as shown in Figure 7 on page 48.
Figure 5: Idle display screen after dial pad input

33

Welcome

Table 2 on page 34 lists the context-sensitive soft keys that you can use
to access menu items after dial pad input.
Table 2: Menu items accessed after dial pad input through
context-sensitive soft keys
Item
Send

Function
Press the Send context-sensitive soft
key to dial out the user input using the
primary login of the IP Deskphone.
User input is run against the dialing plan.

abc or 123

Press the abc or 123 context-sensitive
soft key to toggle between alpha and
numeric input mode.

Subject

Press the Subject context-sensitive soft
key to set a subject line to your outgoing
call before pressing the Send contextsensitive soft key.

Exit

Press the Exit context-sensitive soft key
to clear the user input and return to the
initial idle screen that displays the
following context-sensitive soft keys:
[Redial] [abc] [Msgs] [More...].
See “Context-sensitive soft keys” on
page 27.

In-call context-sensitive soft keys
When a call is active, use the context-sensitive soft keys to access the
menu items shown in Figure 6 on page 35.

34

Welcome

Figure 6: In-call context-sensitive soft keys

Table 3 on page 35 lists the context-sensitive soft keys you can use to
access menu items during an in-call session.
Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 1 of 10)
Item

Conf

Function
Press the Conf context-sensitive
soft key to obtain a dial tone to
place another call during an active
call or to make a conference call.
The Conf context-sensitive soft key
behaves like the NewCall contextsensitive soft key.

Trnsfer

Press the Trnsfer context-sensitive
soft key to transfer the current call
to another location or to another
contact.

35

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 2 of 10)
Item

Audio

Function
Press the Audio context-sensitive
soft key to access the following
features:
Tones
•

Ring Pattern
—

•

Select test patterns from 1
to 8

Alerting Volume
— Set Desired volume

36

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 3 of 10)
Item

Audio

Function
Voice
•

Set the volume for the
following:
—

Handset Volume

—

Headset Volume

—

Handsfree Volume

Codecs
Select the Audio Codecs:
•
G722 (wideband codec)
•

PCMU (standard u-law)

•

G729 (729 codec)

•

PCMA (standard a-law)

Headset Selection
Select the active headset device:
•

Wired, USB (if wired, then
select type 1, 2 or 3)

•

Enable HID Commands
(enable or disable)

•

MHA Headset Type:

•

MHA Back Light (enable or
disable)

37

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 4 of 10)
Item

Function
Bluetooth Setup
•

Enable Bluetooth (enable or
disable)

•

To unpair Device select UnPair.

If Bluetooth is enabled, select:
•

Search devices (phone
searches the bluetooth devices
and lists the discovered devices
in the Found field.

•

To set an Active device select
Set.

•

To pair with a found device
select Pair.

•

To unpair Device select UnPair.
Note: You can change the
audio settings to improve audio
quality based on the available
band width. If the Internet
bandwidth is low, you can
improve the audio quality by
changing the audio setting to
low.

•

Monitor Audio Quality—used to
view details about the audio
quality of an active call.
OR

38

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 5 of 10)
Item

Function

Activate

The Activate context-sensitive soft
key appears when the call is not
active. The most common usage of
this key is when the call displayed
onscreen is a call that was parked
against the user (or a call that the
user placed on hold).
Note: The Activate contextsensitive soft key never
appears at the same time as
the Audio context-sensitive
soft key.

More…

Press the More… context-sensitive
soft key to select a new menu list of
context-sensitive soft keys (three
menu lists are available).
When you press the More…
context-sensitive soft key, a
different selection of contextsensitive soft keys appears.

39

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 6 of 10)
Item

More…

Function
•

If you press the More…
context-sensitive soft key once
from the first menu list, you
access the following contextsensitive soft keys:
[NewCall] [Park] [Retrve]
[More.…]

•

If you press the More…
context-sensitive soft key from
the first menu list twice, you
access the following contextsensitive soft keys:
[Prefs] [

•

][

] [More…

If you press the More…
context-sensitive soft key from
the first menu list three times,
you return to the first menu list
with the following contextsensitive soft keys.
[Conf] [Trnsfer] [Audio] [More…

When you press the More… context-sensitive soft key for the first
time, the following context-sensitive soft keys appear on the menu
list.

NewCall

Press the NewCall contextsensitive soft key to obtain a dial
tone to place another call during an
active call or to a make a
conference call.
The NewCall context-sensitive soft
key behaves like the Conf contextsensitive soft key.

40

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 7 of 10)
Item

Park

Function
Press the Park context-sensitive
soft key to park the current call to
the server or another user (not
available for all call servers).

Retrve

Press the Retrve context-sensitive
soft key to retrieve parked calls
(local and server parked calls only).

More…

Press the More… context-sensitive
soft key to select a new menu list of
context-sensitive soft keys.
The next available menu list
contains the following contextsensitive soft keys:
[Prefs] [

][

] [More…]

When you press the More… context-sensitive soft key for the
second time, the following context-sensitive soft keys appear on
the menu list.

Prefs

Press the Prefs context-sensitive
soft key to display the Preferences
menu.
The menu items include the
following:
1. Display—use to adjust the
display settings of the LCD
screen.

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Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 8 of 10)
Item

Function

Prefs

2. Audio—use to adjust tones and
volume settings, to configure a
USB headset, and to access
the Bluetooth wireless
technology setup.
3. Feature Options—use to
configure the following:
— Feature keys
— Call Decline Reasons
— Call Ignore Action
— Call Subjects
— Call Fwd Notification
— Answer Mode Settings
appear when the Auto
Answer Mode is enabled
on the IP Deskphone.
4. Language—use to change the
interface language.
5. Misc Options—use to access
the following options:
— Alpha Dialing
— Search Method
— Incoming Privacy
— Outgoing Privacy
— # Ends Dialing
— Hold Mode: Private
— Time

42

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 9 of 10)
Item

Prefs

Function
6. Network—use to access the
following:
— Server Settings
— Device Settings
— Diagnostics
— Disable screensaver
— Licensing
— Lock
7. USB Locks—use to lock or
unlock the following USB
devices:
— USB Mouse
— USB Keyboard
— USB Headset
— USB flash drive
8. User Settings—use to modify
the following:
— Call Settings
— IM Settings
— Voice Mail Settings
— Change Location

43

Welcome

Table 3: Menu items accessed during an in-call session
through context-sensitive soft keys (Part 10 of 10)
Item

Function

More…

Press the More… context-sensitive
soft key to return to the first menu
list of context-sensitive soft keys.
The next available menu list
contains the following contextsensitive soft keys:
[Conf] [Trnsfer] [Audio]
[More…]

Unlock

The Unlock context-sensitive soft
key appears if you answer a call
when the IP Deskphone is locked
with a password protected
screensaver.

Navigation keys
This section provides information about keys you can use to navigate
within the menus of your Avaya 1165E IP Deskphone.
Note: Menu items are sorted by number.
You can select menu items in one of the following ways:
•

Press the corresponding number on the dialpad and then press the
Select soft key.

•

Use the navigation key to scroll through the menu to highlight the item
you want to select and then press the Select soft key.

44

Welcome

Table 4 on page 45 describes the navigation keys and their functions.
Table 4: Navigation keys and functions (Part 1 of 2)
Key
Navigation Key Cluster

Function
Press the Left or Right arrows on the
Navigation Key Cluster to:
•

Scroll long lines of text when you
view caller ID.
Note: The Avaya 1165E IP
Deskphone automatically scrolls
long lines of text from right to left
for entries such as in your address
book or your Call Inbox. When
your Search Method is set to Index
Search, you can increase the
speed of the scrolling by
repeatedly pressing the right
navigation key or decrease the
scrolling speed by repeatedly
pressing the left navigation key.
For more information, see
“Searching for a contact in the
Address Book” on page 173.

•

Navigation Key Cluster

Change the slide adjustment from
left to right when you adjust such
things as contrast or volume.

Press the right side of the Navigation
Key Cluster to:
•

Create a space when you enter
and edit text.

•

View the details of the selected call
log entry in the Inbox and the
Outbox.

45

Welcome

Table 4: Navigation keys and functions (Part 2 of 2)
Key
Navigation Key Cluster

Function
Press the left side of the Navigation
Key Cluster to:
•

Move cursor to the left when you
enter and edit text.

•

Leave the detail view of the Inbox
or Outbox and return to the main
Inbox or Outbox. Operates like the
Back context-sensitive soft key.

Press the up or down arrows on the
Navigation Key Cluster to:
•

Erase a character (backspace)
when you enter and edit text.

•

Highlight items in a list, such as
Address Book entries or items in
your Call Inbox.

•

Scroll lists and message contents
when you view IMs.

•

Move the cursor from line to line
when entering and editing text or
data.
Note: To scroll through a list of
items, you can press and hold the
up or down key.

Using a USB Mouse
The Avaya 1165E IP Deskphone is equipped with a USB port in which
you can connect a USB mouse. You can use the USB mouse to activate
context-sensitive soft key items and menu items.
Use your mouse to click a context-sensitive soft key label of the LCD
screen to activate that item. When a menu is open, double-click on a

46

Welcome

menu item to activate it or click on the item to highlight it. For example,
you can click the View context-sensitive soft key label to open that menu.
Double-click the word Inbox in the menu list; then double-click a name in
the Inbox list to initiate a call, or click the item to highlight the name.
To access the Network menu, right-click anywhere on the display.
Note: USB mouse support is available for the Avaya 1165E IP
Deskphone but does not extend to added Expansion Modules.

Available Avaya 1165E IP Deskphone call
features
The Avaya 1165E IP Deskphone is designed to be supported by various
call servers. The specific call server in which the Avaya 1165E IP
Deskphone is connected to determines whether certain features are
available to your phone. Call features must be assigned to your phone
and must be supported by call server software.
Note 1: Not all feature are available. To determine which features
are available or to activate features, contact your system
administrator or service provider.
Note 2: Not all service providers support the entry of a SIP address
to initiate a call; for example, jim@companya.com. Some service
providers require that you enter a Directory Number (DN) to initiate a
call; for example, 555-5555. Contact your system administrator to
determine whether your call server supports SIP address dialing.

Security features
Before you can use your Avaya 1165E IP Deskphone, an ID and
password must be assigned to your phone. This security measure
ensures that, after you log off, calls cannot be made from your phone, and
features such as Address Book, Instant Message logs, and Call Outbox
are inaccessible. Your ID and password also prevent unauthorized
access to your user profile.

47

Welcome

Secure connection
Call security is identified by the presence of a security icon (padlock)
that is displayed on the IP Deskphone screen.
After the IP Deskphone is registered with the SIP Proxy, you can view the
security icon when:
•

the IP Deskphone is idle

•

you are on an active call

Figure 7 on page 66 is an example of a secure connection when the
IP Deskphone is idle. The security icon is visible on the 1165E IP
Deskphone screen.
Figure 7: Example of a secure connection when the 1165E IP
Deskphone is idle

Figure 8 on page 70 is an example of a secure connection when you are
on an active call. The security icon is visible on the 1165E IP Deskphone
screen.

48

Welcome

Figure 8: Example of a secure connection during an active call

49

Regulatory and safety information

Regulatory and safety
information
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 or more of the following measures:
•

Reorient or relocate the receiving antenna.

•

Increase the separation between the equipment and receiver.

•

Connect the equipment into an outlet on a circuit different from that to
which the receiver is connected.

•

Consult the dealer or an experienced radio/ TV technician for help.
Note: The user should not make changes or modifications not
expressly approved by Avaya. Any such changes could void the user
authority to operate the equipment

This Class B digital apparatus complies with Canadian ICES-003. Cet
appareil numérique de la classe B est conforme à la norme NMB-003 du
Canada.
Warnings:
•

This is a Class B product. In a domestic environment this product can
cause radio interference in which case the user must take adequate
measures.

•

Operation is subject to the following two conditions: (1) this device
may not cause interference, and (2) this device must accept any
interference, including interference that may cause undesired
operation of the device.

•

Privacy of communications may not be ensured when using this
IP Deskphone.

50

Regulatory and safety information

•

This equipment complies with FCC radiation exposure limits set forth
for an uncontrolled environment. This equipment should be installed
and operated with a minimum distance of 20cm between the radiator
and your body (excluding the handset). This transmitter must not be
collocated or operated in conjunction with any other antenna or
transmitter.

To prevent radio interference to the licensed service, this device must be
operated indoors only and should be kept away from windows to provide
maximum shielding.
この装置は、情報処理装置等電波障害自主規制協議会（ＶＣＣＩ）の基準に基づくクラス
B 情報技術装置です。この装置は、家庭環境で使用することを目的としていますが、この
装置がラジオやテレビジョン受信機に近接して使用されると、受信障害を引き起こすこと
があります。
取扱説明書に従って正しい取り扱いをして下さい。

Table 5 lists EMC compliance for various jurisdictions.
Table 5: EMC compliance (Part 1 of 2)
Jurisdiction Standard

Description

United
States

FCC CFR 47 Part Class B Emissions: FCC Rules for
15
Radio Frequency Devices (see Notes
1 and 2)

Canada

ICES-003

Class B Emissions: InterferenceCausing Equipment Standard: Digital
Apparatus

Australia/
New
Zealand

AS/NZ CISPR 22
CISPR 22

Class B Emissions: Information
technology equipment - Radio
disturbance

51

Regulatory and safety information

Table 5: EMC compliance (Part 2 of 2)
Jurisdiction Standard

Description

European
Community

EN 55022

Class B Emissions: Information
technology equipment - Radio
disturbance

EN 55024

Information technology equipment Immunity characteristics
Limits and methods of measurement

EN 61000-3-2

Limits for harmonic current emissions
(equipment input current <= 16 A per
phase)

EN 61000-3-3

Limitation of voltage fluctuations and
flicker in low-voltage supply systems
for equipment with rated current <= 16
A

VCCI

Regulations for voluntary control
measures.

Japan

Table 6 lists Safety compliance for various jurisdictions.
Table 6: Safety compliance
Jurisdiction

Standard

United States

UL 60950-1

Canada

CSA 60950-1-30 Safety of Information Technology
Equipment

European
Community

EN 60950-1

ITE equipment - Safety - Part 1: General
requirements

Australia/New
Zealand

AS/NZS
60950.1:2003

Safety of Information Technology
Equipment

52

Description
Safety of Information Technology
Equipment

Regulatory and safety information

Other
US/Canada: Hearing Aid Compatibility (HAC) as per FCC Part 68
This equipment complies with the CE Marking requirements.
EU Countries: This device complies with the essential requirements and
other relevant provisions of Directive 1999/5/EC. A copy of the
Declaration may be obtained from http://support.avaya.com/css/
appmanager/public/support.
Australia: AS/ACIF S004: Voice Frequency Performance Requirements
for Customer Equipment

53

Using your Avaya 1165E IP Deskphone

Using your Avaya 1165E IP
Deskphone
After you familiarize yourself with the Avaya 1165E IP Deskphone
features, you can start to use the IP Deskphone.

Getting Started
This section provides information about how to use the Avaya 1165E IP
Deskphone. Carefully read each section before you operate the new
Avaya 1165E IP Deskphone.
The following sections describe details about the Avaya 1165E IP
Deskphone:
•

“Before you begin” on page 55

•

“Connecting the components” on page 55

•

“Entering text” on page 64

•

“Accessing the Avaya 1165E IP Deskphone” on page 72

•

“Configuring the Avaya 1165E IP Deskphone” on page 91

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Using your Avaya 1165E IP Deskphone

Before you begin
CAUTION
Damage to Equipment
Do not plug your Avaya 1165E IP
Deskphone into a regular telephone jack.
This can result in severe damage to the
IP Deskphone. Consult your system
administrator to ensure that you plug your
telephone into a 10/100/1000 BaseT
Ethernet jack.
CAUTION
Your Avaya 1165E IP Deskphone is
designed for use in an indoor environment
only.

CAUTION
Do not plug your Avaya 1165E IP
Deskphone into an Integrated Service
Digital Network (ISDN) connection.
Severe damage to the
Avaya 1165E IP Deskphone can result.

Connecting the components
Figure 9 on page 56 shows the connections on the Avaya 1165E IP
Deskphone.

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Using your Avaya 1165E IP Deskphone

Figure 9: Avaya 1165E IP Deskphone connections
Accessory Expansion
Module port

PC Ethernet port
LAN Ethernet port

Tilt Lever

Link lamp

USB
Connector
AC Adapter jack
Headset jack
Handset jack

WARNING Ensure that the protective rubber cap on the
Expansion Module port is in place when the port is not in use.
Connection of anything other than the proper Expansion
Module connector to this port can cause damage to the phone.

Install your phone by completing the following procedures in the order
listed:
•

“Removing the stand cover” on page 57

•

“Connecting the AC power adapter (optional)” on page 58

•

“Connecting the handset” on page 59

•

“Connecting the headset (optional)” on page 60

•

“Connecting the LAN ethernet cable” on page 61

•

“Installing additional cables” on page 62

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Using your Avaya 1165E IP Deskphone

•

“Wall-mounting the IP Deskphone (optional)” on page 62

Figure 10: Wall-mount lever

Wall-mount lever

WARNING Your Avaya 1165E IP Deskphone is shipped with
the base locked in position. To avoid damaging your phone,
press the wall-mount lever, located under the Handsfree key
as indicated in the previous figure, to release the base and pull
it away from the phone.

Removing the stand cover
To access the cable routing tracks and attach cables, you must remove
the stand cover. Pull upward on the center catch as indicated in the
following figure, and remove the stand cover. The cable routing tracks are
now accessible.

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Using your Avaya 1165E IP Deskphone

Figure 11: Remove the stand cover

Tilt Lever
Button
Center
Catch

Handset
cord exit

Connecting the AC power adapter (optional)
Your Avaya 1165E IP Deskphone supports AC power or Power over
Ethernet (PoE) options, including IEEE 802.3af standard power.
To use local AC power, use only the Avaya-approved Global Power
Supply (NTYS17xxE6). You can order the Avaya-approved AC adapter
separately.
WARNING

Use only the approved Avaya Global Power Supply with
your 1165E IP Deskphone.

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Using your Avaya 1165E IP Deskphone

To use PoE, where power is delivered over the CAT5 cable, your
connected LAN must support PoE. If you use PoE, you do not require an
AC adapter.
WARNING

If you are connected to a PoE connection do not use the
AC power adapter

To use gigabit Ethernet, you must connect to the LAN through CAT5e (or
later) cables.
To connect the AC adapter to the AC adapter jack in the bottom of the
phone, use the following procedure:
1. Form a small bend in the cable.
2. Thread the adapter cord through the channels in the stand.

Connecting the handset
Use the following procedure to connect the handset to the Avaya 1165E
IP Deskphone.
1. Connect the end of the handset cable with a short straight section to
the handset.
2. Connect the end of the handset cable with the long straight section,
into the RJ-9 handset jack marked with the
symbol on the back of
the phone.
3. Form a small bend in the cable.
4. Thread the handset cord through the channels in the stand so that it
exits behind the handset on the right side, using the handset cord exit
in the stand base marked with the + symbol as shown in Figure 11 on
page 58.

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Using your Avaya 1165E IP Deskphone

Connecting the headset (optional)
Perform the following procedure to connect the optional headset to the
Avaya 1165E IP Deskphone.
1. On the back of the phone, plug the headset connector into the RJ-9
headset jack marked with the headset symbol.
2. Thread the headset cord, along with the handset cord, through the
channels in the stand so that the headset cord exits the channel
marked with the headset symbol

Selecting the headset tuning parameter
You can select a headset from the following list of supported headsets.
•

•

Type 1: Monaural and Binaural headset
—

Monaural headset: Plantronics Model number: H251N (Part
number: 64338-01) with cable Model Number: A10 (Part Number:
66268-02)

—

Binaural headset: Plantronics Model number: H261N (Part
number: 64339-01) with cable Model Number: A10 (Part Number:
66268-02)

Type 2: Monaural and Binaural headset
— Monaural headset: Plantronics Model number: HW251N (Part
number: 75100-06) with cable Model Number: A10 (Part Number:
66268-02)
— Binaural headset: Plantronics Model number: HW261N (Part
number: 75101-06) with cable Model Number: A10 (Part Number:
66268-02)

•

Type 3: Binaural headset
— Binaural headset: GN Netcom Model number: GN 4800 (Part
number: 48492-09)

After you select a headset, the corresponding tuning parameters are
applied automatically.

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Using your Avaya 1165E IP Deskphone

Perform the following procedure to select a headset.
1. Press Prefs.
2. Select Audio.
3. Select Headset Type.

Connecting the LAN ethernet cable
Note: Your 1120E IP Deskphone supports AC power or Power over
Ethernet (PoE) options, including IEEE 802.3af standard power.
To use local AC power, use only the Avaya-approved Global Power
Supply (NTYS17xxE6). You can order the Avaya-approved AC
adapter separately.
To enable full functionality of your IP Deskphone, connect your IP
Deskphone to your LAN using a CAT5e Ethernet cable. If your network is
equipped with PoE, you can power your IP Deskphone through the LAN
port.
To connect your Avaya 1165E IP Deskphone to your LAN, use the
following procedure:
1. Connect one end of the supplied Ethernet cable to the back of your
IP Deskphone by using the RJ-45 connector marked with the %
symbol .
2. Thread the network cable through the channel marked with the %
symbol .
3. Connect the other end of the cable to your LAN Ethernet connection.
To connect your PC through your 1165E IP Deskphone, use the following
procedure:
1. Connect one end of the PC Ethernet cable to your phone using the
symbol.
RJ-45 connector marked with the
2. Thread the cable through the channel marked with the symbol

.

3. Connect the other end of the cable to the LAN connector on the back
of your PC.

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Using your Avaya 1165E IP Deskphone

Installing additional cables
If applicable, you can plug an optional USB device such as a USB mouse
or a USB keyboard into your IP Deskphone. Connect the USB cable to
the USB port on the back of the IP Deskphone.
Figure 12: Cable routing tracks and mounting holes

Method B
Method A

Wall-mounting the IP Deskphone (optional)
You can mount your Avaya 1165E IP Deskphone on a wall either by:
(method A) using the mounting holes on the bottom of the phone stand or
(method B) using a traditional-style wall-mount box with an RJ-45
connector and 15 centimeter (cm) (6-inch) RJ-45 cord (not provided).
Complete steps 1-7, as needed, before you wall-mount your phone:

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Using your Avaya 1165E IP Deskphone

Method A:
1. Press the wall-mount lever, and pull the phone away from the stand,
as shown in Figure 13 on page 63.
2. Use the stand cover (the part you removed in “Removing the stand
cover” on page 57), to mark the wall-mount holes by pressing the
bottom of the stand cover firmly against the wall in the location where
you wish to install the phone. Four small pins on the bottom of the
stand cover make marks on the wall.
3. Use the marks as a guideline for installing the wall-mount screws (not
provided). Install the screws so that they protrude 3 millimeters (mm)
(1/8 inch) from the wall.
4. Install the phone stand mounting holes over the screw heads as
indicated in Figure 12 on page 62 (Method A). You need to remove
the phone from the wall to adjust the lower screws.
5. When the lower screws are snug, install the 1165E IP Deskphone on
the mounting screws, and then tighten the top screws.
Figure 13: Rotate the phone into the wall mount position.

Tilt lever

Wall-mount lever

63

Using your Avaya 1165E IP Deskphone

Method B:
1. Attach the 15-cm (6-inch) CAT5e cable.
2. Position the stand over the mounting rivets, and slide the phone down
the wall so that the rivets fit into the slots on the stand, indicated in
Figure 12 on page 62 (Method B).
3. Replace the stand cover. Ensure that all cables are neatly routed and
press the stand cover into place until you hear a click.
4. Put the phone in the wall-mount position (optional). If you wall-mount
your phone, put it in the wall-mount position by holding the Tilt Lever
and pressing the phone towards the base until the phone is parallel
with the base. Release the Tilt Lever and continue to push the phone
towards the base until you hear an audible click. Ensure the phone is
securely locked in position.
Attention: To add an Avaya 1100 Series Expansion Module, see
Avaya 1100 Series Expansion Module (SIP Firmware) User Guide
(NN43110-301).

Entering text
You use can use combinations of the letters and numbers on the dialpad
of your IP Deskphone to, for example, spell names or words in Instant
Messages (IMs), enter SIP addresses, create Address Book entries, and
to designate feature key labels.
To make a call, you can dial an alphanumeric SIP address; for example,
jdoe2@domain.com.You can enter and edit text on your Avaya 1165E IP
Deskphone using the following methods:
Note: Some service providers support only the use of a Directory
Number (DN) such as 555-5555 to initiate a call to another phone.
Contact your system administrator or service provider to determine if
alphanumeric dialing is supported. Alphanumeric dialing consists of
string of text that contain letters and numbers that make up, for
example, a SIP address.

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Using your Avaya 1165E IP Deskphone

You can use the following methods to enter and edit text on your Avaya
1165E IP Deskphone:
•

“Entering text using the telephone dialpad” on page 65

•

“Entering text using the USB keyboard” on page 70

Entering text using the telephone dialpad
For applications that offer text input, when you use the dialpad to enter
text the system activates the abc/123 context-sensitive soft key.
You can toggle between numeric and alphabetic input as follows:
•

When the context-sensitive soft key label is abc, you can enter
alphabetic text.

•

When the context-sensitive soft key label is 123, you can enter
numbers.

Figure 14: Context-sensitive soft key abc/123

For example, if you want to enter the lower case letter a, press the abc/
123 context-sensitive soft key to toggle to alphabetic input. Then press
the number 2 key once. If you want to enter the upper case letter C, press
the number 2 key six times. You can cycle through the letters (and the
numeral) by pressing the number button repeatedly.
To create names or words that contain two adjacent letters that appear on
the same button, for example, the word press, you can do the following:
1. To enter the first character, press the dialpad key 6.
2. Pause briefly.

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Using your Avaya 1165E IP Deskphone

•

To enter the next letter, press the dialpad key 6 twice to cycle to the
letter r.

When entering alphanumeric information, the 1 key on the dialpad
represents the characters in Table 7 on page 66. To enter a special
character, press the dialpad number 1 to cycle through the characters
until you reach the one you need. For example, to enter a question mark
(?), press the number 1 key eight times.
Table 7: Alphanumeric characters for dialpad key 1
(Part 1 of 2)
Character

Name

@

at

.

period

-

dash

_

underscore

&

ampersand

‘

apostrophe

^

carat

?

question mark

!

exclamation point

(

left parentheses

)

right parentheses

,

comma

\

backslash

/

forward slash

:

colon

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Using your Avaya 1165E IP Deskphone

Table 7: Alphanumeric characters for dialpad key 1
(Part 2 of 2)
Character

Name

;

semi-colon

~

tilde

=

equal

+

plus

1

numeral 1
Note: No letters are associated with the 0 key.

Enabling and disabling the # Ends Dialing feature
You can enable the Avaya 1165E IP Deskphone to use the octothorpe (#)
symbol to immediately dial the address or phone number.
To enable the # Ends Dialing feature:

1. Press the Prefs context-sensitive soft
key, and then select Misc Options.
Highlight # Ends Dialing and press the
Change context-sensitive soft key.

Prefs

2. Choose one of the following:

On

Back
or

— Press the On context-sensitive soft
key to turn on # Ends Dialing.
— Press the Back context-sensitive
soft key to keep existing
configurations and return to the
Preferences menu.

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Using your Avaya 1165E IP Deskphone

To disable the # Ends Dialing feature:

1. To turn off # Ends Dialing, press the
Prefs context-sensitive soft key, and
then select Misc Options. Highlight #
Ends Dialing and press the Change
context-sensitive soft key.

Prefs

2. Choose one of the following:

Off

Back
or

— Press the Off context-sensitive soft
key to turn off # Ends Dialing.
— Press the Back context-sensitive
soft key to keep existing
configurations and return to the
Preferences menu.

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Using your Avaya 1165E IP Deskphone

Setting the dialpad to alphanumeric dialing
To eliminate the need to press the abc/123 context-sensitive soft key
when you enter text, you can set the Avaya 1165E IP Deskphone dialpad
default to alphabetic mode.
To set the dialpad to alphabetic mode as the default:

1. Press the Prefs context-sensitive soft
key, and then select Misc Options.
Highlight Alpha Dialing, and then press
the Change context-sensitive soft key.

Prefs

2. Choose one of the following:

On

Back
or

— Press the On context-sensitive soft
key to turn on alphanumeric dialing.
— Press the Back context-sensitive
soft key to keep existing
configurations and return to the
Preferences menu.

To disable alphabetic mode and set numeric mode as the default:

Prefs

1. Press the Prefs context-sensitive soft
key, and then select Misc Options.
Highlight Alpha Dialing, and then press
the Change context-sensitive soft key.

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Using your Avaya 1165E IP Deskphone

2. Choose one of the following:

Off

Back
or

— Press the Off context-sensitive soft
key to turn on alphanumeric dialing.
— Press the Back context-sensitive
soft key to keep existing
configurations and return to the
Preferences menu.

Entering text using the USB keyboard
You can connect a USB keyboard to the USB port of your Avaya 1165E
IP Deskphone to enter text and numbers, access some features, and
duplicate some functions.
For example, to dial a directory number, you can use the keyboard
number pad to enter digits and the asterisk (*) and octothorpe (#)
characters and you can use the alphabetic keys to enter text.
Table 8 on page 70 describes the associations between the USB
keyboard function keys and the Avaya 1165E IP Deskphone fixed keys.
Table 8: USB keyboard functions (Part 1 of 2)
USB
Keyboard Key

Avaya 1165E IP Deskphone
Fixed Key

Esc

Quit

F1

Services

F2

Expand

F3

Inbox

F4

Outbox

F5

Address Book

F6

Copy

F7

Volume Down

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Using your Avaya 1165E IP Deskphone

Table 8: USB keyboard functions (Part 2 of 2)
USB
Keyboard Key

Avaya 1165E IP Deskphone
Fixed Key

F8

Volume Up

F9

Mute

F10

Hold

F11

Headset

F12

Handsfree

Break

Goodbye (Release)

Backspace

Left arrow of Navigation Cluster

Arrow Left

Left arrow of Navigation Cluster

Arrow Right

Right arrow of Navigation
Cluster

Arrow Up

Up arrow of Navigation Cluster

Arrow Down

Down arrow of Navigation
Cluster

Enter

Enter

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Accessing the Avaya 1165E IP
Deskphone
You require a log on ID and a password to log on to a server with your
Avaya 1165E IP Deskphone.

Logging on
Whenever you log on to your Avaya 1165E IP Deskphone you must do
the following:
•

confirm your logon ID

•

enter your password

•

select the duration of this session

The Admin password protection for login prompt appears when you
power up the phone or after you log off.
Figure 15 on page 72 shows the User Password protection for domains.
Figure 15: User login screen

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Accessing the Avaya 1165E IP Deskphone

When you log on to your Avaya 1165E IP Deskphone you must confirm
your logon ID, enter your password, and select the duration of this
session. However, the first time you use your Avaya 1165E IP
Deskphone, you need to complete some of the following procedures:
•

“Automatic login” on page 73

•

“Setting the domain” on page 73

•

“Selecting a language” on page 76

•

“Logging on to your IP Deskphone” on page 77

•

“Setting the duration of the login” on page 80

•

“Selecting a location” on page 82

•

“User Profile” on page 84

•

“Overwriting your personal Address Book” on page 85
Note: The system automatically logs you back on after a power
outage or firmware upgrade. The system administrator configures this
feature on a network-wide basis.

Automatic login
Before you first receive your Avaya 1165E IP Deskphone, your system
administrator can configure your IP Deskphone with your user logon and
password. If this is the case, after you plug in the IP Deskphone you can
use it without further configuration.
Note: If the IP Deskphone is configured with automatic logon, you
can not use the log off function, and you need a password to access
some features and functions. Contact your system administrator or
service provider for further information.

Setting the domain
Before the log on process, if you need to change the domain or confirm
that the domain you log on to is correct, press the Domain contextsensitive soft key from the logon prompt. The current domain appears on
the Avaya 1165E IP Deskphone LCD screen. You can edit the domain
that is listed or press the Domain context-sensitive soft key to access a
list of available domains to which you can choose to connect.

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Note: You must enter the admin password to edit domains.
Note: Check with your system administrator before editing or
changing domains.
To change the domain:

Domain

1. Choose one of the following:
— Press the Domain context-sensitive
soft key to change the current
domain.
— Press the Done context-sensitive
soft key to keep existing
configurations and return to the User
Login prompt.
Note: You must enter an admin
password before you can edit the
domain in which the Avaya 1165E IP
Deskphone connects.
2. Press the Up/Down navigation key to
highlight the new domain you want to
use.

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Accessing the Avaya 1165E IP Deskphone

Select

Back

3. Choose one of the following:
— Press the Select context-sensitive
soft key to change the domain to the
highlighted domain from the list. The
phone returns to the Current
Domain page, and the new domain
appears.
— Press the Back context-sensitive
soft key to keep existing
configurations and return to the
previous menu.

Password protection for domains
This feature supports admin password protection for editing of the domain
and is not required for switching domains. If you log on using the
administrator password, you can use the editing domain option for both
the Current Domain state and Domain List state.
After you press back on the edit page or on the password prompt, the idle
display appears. You must enter the admin password to reenter the
editing domain.
Password check to switch domains
When no one is logged on, a domain soft key appears. When you press
the domain soft key, the current domain page appears without a
password query.
Password protection for editing domain
When you press Edit for a domain, the admin password prompt appears.
The editing domain page appears after you enter the correct admin
password. If you do not enter the correct password, the message
“incorrect password” appears with a prompt to retry.
Password request in server settings mode
When you edit the domain from the server settings under the Network
menu, you are prompted to enter the admin password. After you enter the
password, the Domain page appears. When you press the Edit context-

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sensitive soft key, there is no prompt for the admin password because
you have already entered the admin password to load the Server Settings
menu.

Selecting a language
Your Avaya 1165E IP Deskphone has the capacity to operate using other
languages, such as French. The system administrator can provision the
IP Deskphone with up to five languages. If the phone is provisioned with
other languages, you can choose an available language during the login
process by pressing the Lang context-sensitive soft key on the User
Login page.
To change the language:
1. Choose one of the following:

Change

Back

— Press the Change context-sensitive
soft key to change the current
language.
— Press the Back context-sensitive
soft key to keep existing language
and return to the User Login
screen.
2. Press the Up/Down navigation key to
highlight the new language you want to
use.

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Select

Back

3. Choose one of the following:
— Press the Select context-sensitive
soft key to change the language to
the highlighted language from the
list. The phone returns to the User
Login screen and uses the selected
language.
— Press the Back context-sensitive
soft key to keep the existing
language and return to the User
Login screen.

Logging on to your IP Deskphone
You need to log on to your IP Deskphone when you first install and restart
your IP Deskphone and anytime you log off or reboot.
Note: When you log on to the Avaya 1165E IP Deskphone for the
first time, the system prompts you for a location. For more
information, see “Selecting a location” on page 82.
Note: The Avaya 1165E IP Deskphone retains the previous user
logon ID, which appears after the ID prompt whenever the IP
Deskphone reboots.
If Authentication is enabled by your system administration, you can enter
your independent of your user ID. The authentication ID is used when the
server challenges the IP Deskphone.
To logon to the Avaya 1165E IP Deskphone:

abc

1. Press the abc/123 context-sensitive soft
key to toggle between alphabetic or
numeric input.

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Accessing the Avaya 1165E IP Deskphone

2. Use the dialpad to enter your user ID
login at the prompt.
Note: Use the left navigation key to
backspace and remove a previous user
ID.

Login

3. Press the Login context-sensitive soft
key.
If Authentication is enabled by your
system administration, you are
presented with the Authentication ID
screen. The authentication ID is
autofilled with your user ID.
If Authentication is not enabled, a new
screen appears and prompts you for
your password.
a. Press the abc/123 context-sensitive
soft key to toggle between alphanumeric
or numeric input.
b. Use the dialpad to enter your
authentication ID login at the prompt.
c. Press the Login context-sensitive soft
key.
A new screen appears and prompts you
for your user password.

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4. Enter your password by using the
dialpad.
Note 1: When you enter your password,
the last character entered appears.
However, all previous characters are
hidden.
Note 2: When you enter your password
and you use the navigation key to
backspace, you erase all the characters
and must completely reenter your
password again.

Next
Cancel

5. Press the Next context-sensitive soft
key.
Note: You can cancel the login process
by pressing one of the following keys:
— Cancel context-sensitive soft key
— Goodbye fixed key
— Quit fixed keys

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Setting the duration of the login
After you enter your logon ID and password the Duration screen
appears. You can enter the maximum length of time of the session. If you
choose to use the default duration Permanent, you remain logged on to
the phone until you log off.
To set the login duration:

1. Choose one of the following:

Next

— Press the Next context-sensitive soft
key to set the logon duration to
Permanent. A login confirmation
screen appears.

Timed

— Press the Timed context-sensitive
soft key to open a screen to set a
maximum time to remain logged in.
Note: If you press the Timed contextsensitive soft key, you must then set the
duration of the login.

Period

2. Press the Period context-sensitive soft
key to toggle the logon duration entries
between hours or days.
3. Do one of the following:

Next

80

— Use the dialpad to enter the number
of hours or days you want to remain
logged on and press the Next
context-sensitive soft key.

Accessing the Avaya 1165E IP Deskphone

Back

Cancel

— Press the Back context-sensitive
soft key to return to the permanent
logon screen.
— Press the Cancel context-sensitive
soft key to return to the first logon
screen.

Logging on multiple user accounts
The Avaya 1165E IP Deskphone has a multiuser feature that allows
multiple SIP user accounts to be active on the IP Deskphone at the same
time. For more information about logging on multiple users, see
“Multiuser” on page 285.

Timed logoff
When you determine a logon time other than permanent, the Avaya
1165E IP Deskphone reminds you of your expiry time.

Timed logoff while phone is idle
When the login time expires and the phone is idle (not on a call), you can
do one of the following at the prompt:
•

Press the Yes context-sensitive soft key to log off immediately.

•

Press the No context-sensitive soft key to switch to Permanent logon.

•

Press the Quit or Release/Goodbye key to logout immediately.

If you do not respond, the prompt times out in 45 seconds and the phone
logs off.
If you answer a call during the logout prompt, the logon switches to
permanent login.

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Timed logoff while on a call
When the login time expires while you are on a call, you can do one of the
following at the prompt:
•

Press the Yes context-sensitive soft key to log off immediately.

•

Press the No context-sensitive soft key to switch to Permanent logon.

•

Press the Quit key to dismiss the log out prompt and switch to
permanent login.

•

Press the Release/Goodbye key to dismiss the logout prompt and
switch to permanent login.
Note: If you press the Release/Goodbye key to dismiss the logout
prompt, you also terminate the call.

If you do not respond, the prompt times out in 45 seconds and the phone
switches to permanent login.

Selecting a location
When you first login to the Avaya 1165E IP Deskphone, the system
prompts you for a location. The location you select is saved in your User
Profile.
Depending on your service provider, the Enhanced Emergency Service
uses the location you select or the Directory Number (DN) on the call
server, when handling emergency calls. The configuration of the call
server determines how emergency service calls are handled by your IP
Deskphone.
Note 1: During an emergency call, you cannot log out from the
phone or release or disconnect the call. The IP Deskphone remains
connected to the emergency service until the emergency service
operator disconnects it.
Note 2: If the login time expires during an emergency call, a prompt
does not appears and the phone automatically switches to permanent
login.
Note 3: When you set your user profile for the first time, you must
confirm that the selected location is correct. You can view your

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location by accessing the phone information screen. For more
information, see “Viewing the IP Deskphone information” on
page 305.)

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User Profile
Your User Profile contains your specific settings and data. You are
prompted to create a User Profile the first time you log on to your Avaya
1165E IP Deskphone. If you delete your User Profile, the phone reboots,
and you must log on and create a new User Profile. When you log on to
your phone, your specific settings and data are automatically available for
you.
The information stored in your user profile includes:
•

Independent volume adjustments for handset, headset, and
handsfree

•

Alerting Volume adjustment

•

Idle Screen display text

•

Voice Mail settings (number and mailbox ID)

•

User location (from a server-provided list)

•

Time, Date, and Zone format settings

•

Call Subjects

•

Call Decline reasons

•

Instant Messaging settings and Instant Message Inbox/Outbox

•

Default dialing (alpha/numeric)

•

Call Ignore action (local/network)

•

Search method (Name, First character, Index)

•

User Presence selection

•

Dialing pattern default (alpha/numeric)

•

Address Book entries

•

Call Inbox and Call Outbox entries

•

Programmable keys configuration

•

# Ends dialing configuration

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Overwriting your personal Address Book
When an address book exists on a call server, such as an address book
for a specific company, you can update your personal Address Book with
an address book from the call server. The system administrator
configures the system to enable this feature. If a new address book is
available on the call server, the Avaya 1165E IP Deskphone prompts you
to download the latest address book.

Confirmation logon screen
When you complete the logon process, the logon confirmation screen
appears as shown in Figure 16 on page 86. Press the OK contextsensitive soft key to complete the logon process.
If the login is unsuccessful, a login error message Failed to login
user, Authentication required appears. Press the OK contextsensitive soft key to return to the first logon screen. The most common
cause for logon failure is the incorrect entry of your password.
Note: In case of login failures, the phone displays the message
“Failed to login user” and then automatically returns to the login
screen.

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Figure 16: Logon confirmation screen

Logging off from the Avaya 1165E IP
Deskphone
To log off from the Avaya 1165E IP Deskphone:

1. Press the Services fixed key, and then
select Logout from the menu.

abc
2. Press the abc/123 context-sensitive soft
key to toggle between alphabetic or
numeric input.

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Accessing the Avaya 1165E IP Deskphone

3. Use the dialpad to enter your password
at the prompt.

4. Choose one of the following:

Logout

Back
or

— Press the Logout context-sensitive
soft key to complete the logout
process. The IP Deskphone returns
to the User Login screen.
— Press the Back context-sensitive
soft key to remain logged on and
return to the Services menu.

Logging off multiple user accounts
The Avaya 1165E IP Deskphone has a multiuser feature that allows
multiple SIP user accounts to be active on the IP Deskphone at the same
time. By logging off of the primary account, all other accounts log off
automatically. By logging off of a secondary account, you remove the
selected secondary account from the autologin list. For more information
about logging off when the IP Deskphone has multiple users, see
“Logging out” on page 288.

Making an emergency call
You can use the Avaya 1165E IP Deskphone to make an emergency call
to the Public Safety Answering Point (PSAP) from any accessible screen
without logging on.
When you pick up the handset, press the handsfree button or headset
button without logging on, a message “Emergency calls only” appears,
and the Avaya 1165E IP Deskphone can only be used to make an
emergency call. All context-sensitive soft keys and feature keys are blank
and unusable except for the second context-sensitive soft key which
allows you to switch between numeric and alphabetic characters. If you
hang up before the connection is established, the Avaya 1165E IP

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Deskphone returns to the initial state. After the connection is established,
the call can be disconnected only by an operator. If you hang up after the
connection has been made, the IP Deskphone switches to loudspeaker. If
the loudspeaker is already on, and you press the hang up button, nothing
happens. The call is not disconnected.
When you make an emergency call, the location of the IP Deskphone is
forwarded to the PSAP.
When the IP Deskphone is waiting for the user to log on or it is blocked
by a screen saver, you can still make an emergency call. If you pick up
the handset, a message "Emergency calls only" appears and the IP
Deskphone can be used for making only emergency calls.
To make an emergency call:
1. Choose one of the following:
— Pick up the handset.
— Press the handsfree button.
— Press the headset button.
Note: Hang up or switch off the handset
to return to normal state.
2. Dial the emergency number that is
provided by your dialing plan.

Send
3. Press the Send context-sensitive soft
key.
Note: If you try to dial the number that
does not match the dialing plan, a
message appears to inform you that the
number is incorrect.

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Location information
When you make an emergency call, the IP Deskphone provides the
PSAP with the location information of the IP Deskphone. The IP
Deskphone receives the location information when the IP Deskphone is
first plugged in to the network and then stores it.
To view your location, press the Services hard key, choose Phone
Information, and then press the E911 context-sensitive soft key.
Figure 17 on page 89 displays the Phone Information menu.
Figure 17: Phone information menu

Figure 18 on page 90 displays the location information.

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Accessing the Avaya 1165E IP Deskphone

Figure 18: Phone location display

You can obtain location information only if it has been configured on your
system.

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Configuring the Avaya 1165E IP Deskphone

Configuring the Avaya 1165E IP
Deskphone
You can adjust a few settings of the Avaya 1165E IP Deskphone to
conform to the environment where you want to use the phone. These
settings are saved to your User Profile. This chapter describes some of
the settings that you can customize on your Avaya 1165E IP Deskphone.
•

“Adjusting the display screen contrast” on page 91

•

“Creating the idle screen text display” on page 92

•

“Setting-up the Backlight” on page 93

•

“Using the Backlight Dim feature” on page 94

•

“Selecting a ring pattern” on page 97

•

“Adjusting the volume” on page 98

•

“Selecting a language” on page 104

•

“Selecting the date and time format” on page 105

•

“USB headset” on page 108

Adjusting the display screen contrast
Note: Adjusting the display screen contrast of the IP Deskphone also
adjusts the Expansion Module contrast, if you have an Expansion
Module connected to your Avaya 1165E IP Deskphone.
To adjust the display screen contrast:

Prefs

1. Press the Prefs context-sensitive soft
key, select Display, Display Settings
and then select Contrast.

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Configuring the Avaya 1165E IP Deskphone

2. Press the Left/Right navigation key to
increase or decrease the display
contrast level.

3. Choose one of the following:

Apply

Cancel
or

— Press the Apply context-sensitive
soft key to save the changes and
return to the Display menu.
— Press the Cancel context-sensitive
soft key to keep the existing
configurations and return to the
Display menu.

Creating the idle screen text display
You can create a text to display on the screen, while the phone is idle.
To create the idle screen display text:

Prefs

1. Press the Prefs context-sensitive soft
key, select Display, and select Idle
Screen Text Display.

abc
2. Press the abc/123 context-sensitive soft
key to toggle between alphabetic or
numeric input.
3. Use the dialpad to enter the display text
you want to appear on the idle screen
display of the Avaya 1165E IP
Deskphone.

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Configuring the Avaya 1165E IP Deskphone

4. Choose one of the following:

Save

Back
or

— Press the Save context-sensitive
soft key to save the idle screen text
display.
— Press the Back context-sensitive
soft key to keep the existing screen
display text and return to the
Display menu.

Setting-up the Backlight
Note: Configuring the amount of time the LCD screen remains backlit
on the IP Deskphone also adjusts the Expansion Module backlight if
you have an Expansion Module connected to your IP Deskphone.
To set the amount of time the LCD screen remains backlit:

Prefs

1. Press the Prefs context-sensitive soft
key, select Display, Display Settings,
and then select Backlight from the
menu.
2. Press the Up/Down navigation key to
scroll through and highlight the length of
time you want the idle screen to remain
backlit.

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Configuring the Avaya 1165E IP Deskphone

3. Choose one of the following:

Apply

Cancel
or

— Press the Apply context-sensitive
soft key to set the length of time for
the phone to remain backlit and
return to the Display menu.
— Press the Cancel context-sensitive
soft key to keep the existing
configurations and return to the
Display menu.

Using the Backlight Dim feature
Note: For IP Deskphone display only.
When Display Dim is enabled and the backlight timer expires, the
backlight dims to a low level instead of turning off completely.
To use the backlight dim feature:

Prefs

1. Press the Prefs context-sensitive soft
key, select Display, Display Settings
and then select Display Dim Enabled
from the menu.
2. Press the Enter key.

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3. Choose one of the following:

Apply

Cancel
or

— Press the Apply context-sensitive
soft key to save changes and return
to the Display menu.
— Press the Cancel context-sensitive
soft key to keep the existing
configurations and return to the
Display menu.

Configuring Menu Auto back-out
You can use the Menu Auto back-out feature to configure the time interval
required for the IP Deskphone to go back to the idle screen when the IP
Deskphone is left inactive.
To configure Menu Auto back-out:

Prefs

1. Press the Prefs context-sensitive soft
key, choose Display, and then Menu
Auto back-out.

2. Choose one of the following:

Select

Back
or

— Press the Select context-sensitive
soft key.
— Press the Back context-sensitive
soft key to return to the previous
menu.

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Configuring the Avaya 1165E IP Deskphone

3. Press the Up/Down navigation key to
scroll through the screen and choose the
required time interval.
Choose one of the following values:
— Never
— 10 min
— 5 min
— 2 min
— 1 min
— 30 sec
— 15 sec
Note: The Never option turns off Menu
Auto back-out.
4. Choose one of the following:

Select

Back
or

— Press the Select context-sensitive
soft key to configure the Auto backout time to the selected (highlighted)
value and return to the Display
menu.
— Press the Back context-sensitive
soft key to dismiss the Auto back-out
time menu and return to the Display
menu.

Note: When you enter the Auto back-out menu, the current
configuration for the Menu Auto back-out time is pre-selected
(highlighted) on the list.
When you press the Select context-sensitive soft key, the time interval is
flagged to commit to the configured preferences (done after the idle
screen is displayed), and is used for menu auto back-outs from that point
forward.

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Configuring the Avaya 1165E IP Deskphone

Selecting a ring pattern
You can use the ring pattern feature to select the ring pattern for an
incoming call.
To select the ring pattern for an incoming call:

Prefs

1. Press the Prefs context-sensitive soft
key, select Audio, select Tones, and
then select Ring Pattern.
2. Press the Up/Down navigation key to
scroll through and highlight the different
ring patterns displayed on the LCD
screen.

Select

3. Choose one of the following:
— Press the Select context-sensitive
soft key to set the ring pattern and
return to the Tones menu.

Test

Back

— Press the Test context-sensitive soft
key to briefly play the selected ring
pattern.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
previous menu.

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Configuring the Avaya 1165E IP Deskphone

Adjusting the volume
You can adjust the volume of the Avaya 1165E IP Deskphone for the
following:
•

ring volume

•

handset volume

•

headset volume

•

handsfree volume

•

paging ring volume

A sliding scale appears on the LCD screen display when you adjust the
volume. Figure 19 on page 98 shows how to adjust the volume.
Figure 19: Adjusting the volume

Adjusting the ring volume
You can adjust the ring volume for an incoming call.

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Configuring the Avaya 1165E IP Deskphone

To adjust the ring volume for an incoming call:

Prefs

1. Press the Prefs context-sensitive soft
key, select Audio, select Tones, and
then select Alerting Volume.
2. To adjust the ring volume of an incoming
call do one of the following:
— Press the Left/Right navigation key.
— Press the Volume fixed keys to
increase or decrease the volume.

3. Choose one of the following:

Set

Back
or

— Press the Set context-sensitive soft
key to set the selected volume and
return to the Tones menu.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Tones menu.

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Configuring the Avaya 1165E IP Deskphone

Adjusting the volume of the Handset, headset, and
Handsfree mode
You can adjust the volume for the handset, headset, and the handsfree
speaker of the Avaya 1165E IP Deskphone.
To adjust the volume of the handset:

Prefs

1. Press the Prefs context-sensitive soft
key, select Audio, select Voice, and
then select Handset.
2. To adjust the handset volume use one of
the following methods:
— Press the Left/Right navigation key
to increase or decrease the volume
of the handset.
— Press the Volume + fixed key to
increase the handset volume or
press the Volume - fixed key to
decrease the handset volume.
Note: To adjust the volume during a
call, use only the Volume + and
Volume - fixed keys.
3. Choose one of the following:

Set

Back
or

— Press the Set context-sensitive soft
key to set the selected volume and
return to the Voice menu.
— Press the Back context-sensitive
soft key to keep existing
configurations and return to the
Voice menu.

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Configuring the Avaya 1165E IP Deskphone

You can adjust the headset volume on the Avaya 1165E IP Deskphone.
To adjust the headset volume:

Prefs

1. Press the Prefs context-sensitive soft
key, select Audio, select Voice, and
then select Headset.
2. To adjust the handset volume use one of
the following methods:
— Press the Left/Right navigation key
to increase or decrease the volume
of the handset.
— Press the Volume + fixed key to
increase the handset volume or
press the Volume - fixed key to
decrease the handset volume.
Note: To adjust the volume during a
call, use only the Volume + and
Volume - fixed keys.
3. Choose one of the following:

Set

Back
or

— Press the Set context-sensitive soft
key to set the selected volume and
return to the Voice menu.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Voice menu.

You can adjust the handsfree mode volume on the Avaya 1165E IP
Deskphone.

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Configuring the Avaya 1165E IP Deskphone

To adjust the handsfree mode volume:

Prefs

1. Press the Prefs context-sensitive soft
key, select Audio, select Voice, and
then select Handsfree.
2. To adjust the handsfree volume use one
of the following methods:
— Press the Left/Right navigation key
to increase or decrease the volume
of the handset.
— Press the Volume + fixed key to
increase the handset volume or
press the Volume - fixed key to
decrease the handset volume.
Note: To adjust the volume during a call,
use only the Volume + and
Volume - fixed keys.
3. Choose one of the following:

Set

Back
or

— Press the Set context-sensitive soft
key to set the selected volume and
return to the Voice menu.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Voice menu.

Adjusting the paging ring volume
You can adjust the ring volume for an incoming paging call.

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Configuring the Avaya 1165E IP Deskphone

To adjust the ring volume for an incoming paging call:

Prefs

1. Press the Prefs context-sensitive soft
key, select Audio, select Tones, and
then select Paging Volume. The Paging
tone is played at the current volume.
2. To adjust the ring volume of an incoming
paging call do one of the following:
— Press the Left/Right navigation key.
— Press the Volume fixed keys to
increase or decrease the volume.

3. Choose one of the following:

Set

Back
or

— Press the Set context-sensitive soft
key to configure the selected volume
and return to the Tones menu.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Tones menu.

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Selecting a language
The display is available in multiple languages. A maximum of five
languages are accessible through the phone. The system administrator
determines which languages are available for your phone.
To select a language:
1. Press the Prefs context-sensitive soft
key, and then select Language. The
current language displays.

Prefs

2. Press the Change context-sensitive soft
key to change the language.

Change

3. Press the Up/Down navigation key to
scroll and highlight the desired language
(for example, German [Deutsche]).

4. Choose one of the following:

Select

Back
or

— Press the Select context-sensitive
soft key to save the desired
language and return to the previous
screen.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Preferences menu.

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Selecting the date and time format
Several date and time formats are available. Formats are based on the
12-hour and 24-hour clocks.
To select a date format:

Prefs
1. Press the Prefs context-sensitive soft
key, select Misc Options, and then
select Time.

Change
2. Press the Change context-sensitive soft
key.

3. Press the Up/Down navigation key to
highlight Date Format in the menu.

Change
4. Press the Change context-sensitive soft
key to change the Date Format.
5. Press the Up/Down navigation key to
scroll and highlight either a month/day
(MM/DD) or a day/month (DD/MM)
format.

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6. Choose one of the following:

Select

Back
or

— Press the Select context-sensitive
soft key to save the format and
return to the Time Format menu.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Time Format menu.

You can select a time zone for your Avaya 1165E IP Deskphone.
To select a time zone:

Prefs
1. Press the Prefs context-sensitive soft
key, select Misc Options, and then
select Time.

Change
2. Press the Change context-sensitive soft
key.

3. Press the Up/Down navigation key to
highlight Timezone in the menu.

Change
4. Press the Change context-sensitive soft
key to change the Date Format.

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5. Press the Up/Down navigation key to
scroll through and highlight the time
zones.
Note: Time zones are listed based on
GMT format, for example:
— GMT -11:00 Samoa
— GMT -10:00 Hawaii
6. Choose one of the following:

Select

Back
or

— Press the Select context-sensitive
soft key to save the time zone
selection and return to the Time
Format menu.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Time Format menu.

You can select the time zone format for your Avaya 1165E IP Deskphone.
To select a time format:

Prefs
1. Press the Prefs context-sensitive soft
key, select Misc Options, and then
select Time.

Change
2. Press the Change context-sensitive soft
key.

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3. Press the Up/Down navigation key to
highlight Time Format in the menu.

Change
4. Press the Change context-sensitive soft
key change the date format.
5. Press the Up/Down navigation key to
scroll and highlight a time format:
— 12-hour
— 24-hour
— French
6. Choose one of the following:

Select

Back
or

— Press the Select context-sensitive
soft key to save the time format and
return to the Time Format menu.
— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Time Format menu.

USB headset
You can attach only one USB headset to the Avaya 1165E IP Deskphone.
(If you add an additional USB headset, the IP Deskphone ignores it
without any message.) When you connect the USB headset to the USB
port of the IP Deskphone, the IP Deskphone configures the headset to
work with it.
Table 9 on page 109 lists the types of USB headsets that work with the
Avaya 1165E IP Deskphone.

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Table 9: Supported USB headset types
Headset type

Frequency

Avaya Enhanced USB
Headset adapter

8 KHz

Avaya Enhanced USB
Desktop adapter

8 KHz

Plantronics CS50/
CS60 Wireless USB
headsets

8-48 KHz Continuous
Spectrum

GN Netcom 9300
series wired and
wireless USB
headsets

16 KHz

Algo Analog Terminal
Adapter

8 KHz

Headset menu
The USB Audio feature adds the USB headset as an alternative headset
in addition to the wired and the Bluetooth headset. You can add a
headset to your preferences by clicking on the Prefs context-sensitive
soft key, and then choosing Audio. The Audio option allows you to select
and configure the preferred headset. Figure 20 on page 110 displays the
Audio menu with the Headset Selection menu item.

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Figure 20: Preferences menu with headset menu item

On the IP Deskphone, after you select the Prefs, Audio, and Headset
Selection menu items, use the headset screen to select the desired
headset and corresponding functional parameters. Figure 21 on page 110
displays the headset screen.
Figure 21: Headset screen

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Configuring the Avaya 1165E IP Deskphone

Table 10 on page 111 describes the configuration options on the headset
screen.
Table 10: Configuration options on the headset screen
(Part 1 of 3)
Option
Active Headset Device

Function
Select the active headset device;
either USB, Wired, or Bluetooth.
Note: The headset can be
selected before it is paired
(Bluetooth) or attached
(wired or USB).
Items below the Active Headset
Device field are dimmed, if either
USB headset is not selected or if
the attached headset is not one
of the Human Interface Device
(HID) supported headset types.

Wired Headset Type

Select the type of wired headset
you required.
•

Headset Type 1 (Generic
narrow band)

•

Headset Type 2 (Wideband)

•

Headset Type 3 (Wideband)

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Table 10: Configuration options on the headset screen
(Part 2 of 3)
Option
Enable HID Commands

Function
Enable HID Commands only if
USB headset is selected.
The checkbox is used to enable
the HID commands of supported
headsets to allow the IP
Deskphone to run in generic
mode 1 operation, supporting
both USB audio and HID
commands. The configuration is
ignored for non-supported USB
headsets.

MHA Headset Type

Choose an MHS Headset Type
only if Avaya headset adapter is
detected.
This list contains the different
wired headset types that can be
attached to the Avaya Enhanced
or Mobile Adapters for loss plan
adjustment. The command is
ignored for other types of USB
headsets. This item is dimmed if
the attached headset is not one
of the Avaya headset types.

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Table 10: Configuration options on the headset screen
(Part 3 of 3)
Option
MHA Back Light

Function
Enable the MHA Back Light (only
if Avaya headset adapter is
detected).
The checkbox is used to enable
or disable the back light
equipped in Avaya Enhanced or
Mobile headsets. The command
is ignored for other types of USB
headsets. This item is dimmed if
the attached headset is not one
of the Avaya headset types.

The changes in the menu take effect immediately if the device is
attached. The active voice path switches to the selected headset if you
are on an active call. If you press the Apply context-sensitive soft key,
then the changes are applied, the settings are made permanent by
storing the values in persistent storage, and they are applied every time
the IP Deskphone starts up. However, all changes made are ignored and
restored if you press the Back context-sensitive soft key.

Presence of USB headset
On the System menu, choose Phone Information, and then select USB
to verify the presence of the USB headset attached to the IP Deskphone.
When you select the USB menu, the attached USB headset is displayed
along with other USB devices. The name of the USB device directly
appears from the USB devices themselves. The product description has
no explicit USB headset indications for the attached USB headset. The
following figure displays the headset setting screen.

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Figure 22: Presence of USB headset screen

Audio format selection
After the IP Deskphone receives the endpoint configurations, it searches
the records to select an audio format that matches the IP Deskphone
requirements. If no match is found, then the default audio format is used.
After you select the format, the IP Deskphone sends a command to the
device to select the corresponding endpoints for audio transfers.
The IP Deskphone supports both 8KHz and 16KHz audio. You can select
the 16KHz audio, if the headset supports it. The IP Deskphone is a mono
device with only one voice channel. For stereo USB headsets detected,
the IP Deskphone replicates one channel voice data to both left and right
channels of the headsets to simulate stereo output.The following table
lists the audio format requirements supported by the IP Deskphone.
Table 11: Supported USB audio formats
Audio Parameters

Values

Audio Format

PCM only

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Audio Parameters

Values

Subframe size

2

Bit Resolution

16 bits

Frequency Type

Continuous (0) or Discrete (> 0)

Sample Frequency

If Continuous, default to 16 KHz. If
Discrete, 8 KHz, 16KHz or 8KHz
multiple. Preference is given to
16KHz audio, if supported

Audio Channel

Mono (1) or Stereo (2)

After you select the format and the Set Interface command is sent, the
USB headset runs in Generic Mode 1 operation (both audio and HID) or
Mode 2 operation (audio only). If the headset runs in Mode 1 operation,
the IP Deskphone configures the task or callback to communicate with
the USB HID control events between the IP Deskphone and the headset.
You can insert the headset during an active call. The IP Deskphone
synchronizes the headset state machine of the IP Deskphone to the
current state of the headset to ensure the LED match status.
During the call, if the audio negotiated between the two parties is set to
8KHz audio and the IP Deskphone is setup for 16KHz USB headset
audio, the IP Deskphone performs the transcoding between 8KHz audio
to 16KHz audio. Likewise, if the audio negotiated between the two parties
is set to 16KHz audio and the headset supports only 8KHz audio, the IP
Deskphone performs the transcoding between 16KHz audio to 8KHz
audio.

Generic USB headset
When a generic USB headset (or supported headset with HID command
disabled) is attached to the IP Deskphone and selected, it behaves like a
wired headset. All call controls, on hook, off hook, mute, volume up, and
volume down are performed using the keys on the IP Deskphone. The IP
Deskphone does not use the User interface elements on the headset,
including LEDs if present. When the USB headset is selected, the voice
path to or from the USB headset is used in an active call.

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Avaya USB headset adapter with HID
When you enable the HID support for Avaya USB Mobile or Enhanced
adapter, then the IP Deskphone makes use of the UI elements on the
adapter. Both type of USB headsets are stimulus devices, as the IP
Deskphone can have complete control of the LEDs. Table 12 on
page 116 lists the features of the Avaya USB headset adapter.
Table 12: Avaya USB headset adapter with HID support
Feature

Description

Key Event

Key press on the adapter generates events
only with a state maintained and actions
taken by the IP Deskphone. There is a oneto-one mapping on most of the keys on the
adapter to the keys on the IP Deskphone
(the Avaya Enhanced Adapter has an Avaya
logo key which does not exist on the IP
Deskphone). Table 13 on page 119
illustrates the mappings:
Key press events on the adapter are sent to
the IP Deskphone through the USB. When
the IP Deskphone receives these events, it
maps them to the corresponding key events
as if the keys on the IP Deskphone are
pressed.

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Feature

Description

LED

There are two LEDs on the adapters, one for
the mute status and the other for message
waiting. These two LEDs are also mapped
to the corresponding LEDs on the IP
Deskphone. The IP Deskphone
synchronizes the LEDs status with that of
the IP Deskphone: the Mute LED for mute
indication and the Message Waiting LED for
message waiting and incoming call (flash)
indications. The Avaya USB Enhanced
Adapter has an extra port to connect an
external alerter. If there is an external alerter
attached, the external alerter is kept
synchronized with the Message Waiting
LED.

Attached Indicator

When an Avaya USB Mobile or Enhanced
headset is connected to the IP Deskphone,
after enumeration, the IP Deskphone
flashes the LEDs on the headset for a short
duration to indicate the headset is ready to
use.

Back Light

Both adapters have a back light to allow
easy identification of the adapters. If the
back light is enabled in the headset screen,
the back light of the adapter turns on after
enumeration.

Message Waiting

If there is voice message waiting on the IP
Deskphone, the IP Deskphone turns on the
red message waiting LED on the IP
Deskphone and on the adapter. The IP
Deskphone turns off the red message
waiting LED if there is no voice message
waiting.

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Feature

Description

External Alerter

The Avaya USB Enhanced Adapter has a
port to allow an External Alerter (large LED
indicator) to attach to the adapter. The
IP Deskphone uses HID commands to keep
the External Alerter synchronized with the
red Message Waiting LED on the IP
Deskphone and on the adapter.

Incoming Call

When there is an incoming call, the
IP Deskphone sends an alerting event to the
adapter. The red Message Waiting LED
flashes to indicate there is an incoming call
on the IP Deskphone.

Caller ID Information

Not applicable.

Call Answer

You can answer an incoming call by
pressing the headset key on the IP
Deskphone or the Off Hook (Green) key on
the adapter. After a call is answered, audio
data flows between the IP Deskphone and
the headset adapter through the USB.

Outgoing Call

You can make an outgoing call by either
pressing the headset key on the IP
Deskphone, or the Off Hook (Green) key on
the adapter. When off hook, the IP
Deskphone streams dial tone to the
headset. The telephone number must be
dialed using the key pad of the
IP Deskphone. After a call is answered,
audio data flows between the IP Deskphone
and the headset adapter through the USB.

Call Release

You can release an incoming call or an
outgoing call by pressing either the On Hook
(Red) key on the adapter, or the Release
(Goodbye) key on the IP Deskphone. After a
call is released, audio data between the
IP Deskphone and the headset stops.

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Feature

Description

Call Mute

Pressing the Mute key on the adapter is
equivalent to pressing the Mute key on the
IP Deskphone. After processing the mute
event, the voice path from the IP Deskphone
to the far end is muted. Both the Mute LED
on the IP Deskphone and the LED on the
adapter are lit to indicate the call is muted.
When unmuted, the voice path resumes and
both LEDs go off.

Volume Up/Down

Pressing the Volume Up/Down key on the
adapter is equivalent to pressing the Volume
Up/Down key on the IP Deskphone. After
processing the Volume Up/Down events,
the system volume changes and affects the
volume on the attached headset.

Audio Processing

Same as the wired headset. Audio quality is
restricted to narrow band with mono voice
channel only.

Table 13 on page 119 lists the Avaya USB adapter key mappings.
Table 13: Avaya USB adapter key mappings
Keys on adapter

Keys on the IP Deskphone

Blue Key

Expand Key

Green Key

Headset Key

Red Key

Release Key

Mute Key

Mute Key

Volume Up/Down

Volume Up/Down

The Blue key is mapped to the Expand key on the IP Deskphone.
Therefore, pressing the Blue key invokes the Instant Messaging screen.

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Third–party USB headsets with HID
Both USB Audio and USB HID commands are supported. The two
classes of third-party USB headsets are as follows:
•

Plantronics CS50/CS60 Wireless USB headsets

•

GN Netcom 9300 series wired and wireless USB headsets

The HID support of third-party USB headsets performs differently from the
Avaya headset. The headsets are independent devices with an internal
state machine to control LED operations and headset behavior.

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Table 14 on page 121 lists the features of a third–party USB headset with
HID support.
Table 14: Third-party USB headset with HID support features
(Part 1 of 4) (Part 1 of 4)
Feature
Key Events

Description
Both types of headsets have equivalent
mechanisms to generate the following
key events:
•

On Hook

•

Off Hook

•

Mute

•

Volume Up/Down

The headsets send the corresponding
HID commands to the IP Deskphone to
synchronize call processing operations.
When the IP Deskphone receives these
commands, the IP Deskphone maps
them to the corresponding key events
(except the Volume Up/Down keys) as if
the keys on the IP Deskphone are
pressed.
If the corresponding keys on the IP
Deskphone are used instead, the IP
Deskphone sends the HID commands to
the headsets to allow the headsets to
update their internal state machine.
LEDs

Both types of headsets have LEDs on
the base station for status indication.
These LEDs are controlled by the
headset base stations themselves
according to their internal state
machines. The IP Deskphone has no
direct control of these LEDs.

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Table 14: Third-party USB headset with HID support features
(Part 2 of 4) (Part 2 of 4)
Feature
Attached Indicator

Description
Both types of headsets can have
attached indications independent of the
IP Deskphone operations.
The GN Netcom (Jabra) 9350 headset
can take over 3 seconds to complete the
enumeration process after the headset
is attached to the IP Deskphone. During
enumeration, the LEDs at the bottom of
the base station flash. The enumeration
process is complete only when there is a
blink at the headset piece and the base
LEDs become solid.

Back Light

Not applicable

Message Waiting

Not applicable

External Alerter

Not applicable

Incoming Call

When there is an incoming call, the
IP Deskphone sends an alerting event to
the headset. Each type of headset has
different incoming call indications.

Caller ID Information

Not applicable

Call Answer

You can answer an incoming call by
pressing the headset key on the IP
Deskphone or the Off Hook equivalent
key on the headset. The IP Deskphone
coordinates the key events from both
sources and performs the necessary call
processing operations. Call connected
indications, if available, are autonomous
within the headset to match its internal
state. After a call is answered, audio
data flows between the IP Deskphone
and the headset through the USB.

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Table 14: Third-party USB headset with HID support features
(Part 3 of 4) (Part 3 of 4)
Feature

Description

Outgoing Call

You can make an outgoing call by either
pressing the headset key on the IP
Deskphone or the Off Hook equivalent
key on the headset. When off hook, the
IP Deskphone streams dial tone to the
headset. This class of headset has no
dial pad and the telephone number must
be dialed using the key pad of the
IP Deskphone. After the call is
connected, voice data streams between
the IP Deskphone and the headset.

Call Release

You can release an incoming call or an
outgoing call by pressing either the
Release (Goodbye) key on the IP
Deskphone or the On Hook equivalent
key on the headset. After a call is
released, audio data stops between the
IP Deskphone and the headset.
If you are using the Plantronics headset,
to release a call, press and hold the
answer/release toggle button for more
than two seconds.

Call Mute

The mute key event is handled
independently on the headset. The
corresponding HID command is sent to
the IP Deskphone to synchronize IP
Deskphone status. Mute status
indication on the headset is also
independent. When muted, the headset
streams blank audio to the IP
Deskphone and the IP Deskphone also
mutes the audio to the far end (double
muted).

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Table 14: Third-party USB headset with HID support features
(Part 4 of 4) (Part 4 of 4)
Feature

Description

Volume Up/Down

This class of headsets manages volume
changes locally whenever Volume Up/
Down keys are pressed. Pressing the
Volume Up/Down keys on the headset
has no effect on system volume. The IP
Deskphone ignores volume events from
the headsets to avoid double volume
changes. On the other hand, volume
changes on the IP Deskphone change
the system setting and indirectly affects
the volume level on the headset.

Audio Processing

Same as the wired headset. Both
headsets support Wideband audio. The
IP Deskphone selects to use 16KHz
audio to match the audio characteristics
of the headset.

Analog Terminator Adapter for analog (500/2500type) telephone or fax machine
SIP Software Release 4.0 supports the Analog Terminator Adapter (ATA)
which is connected using the USB port. An analog (500/2500-type)
telephone or fax machine can be connected to the ATA to convert the
IP Deskphone to an analog system. The ATA is treated as an USB
headset device by the IP Deskphone.
SIP Software 4.0 supports On hook/Off hook and dial pad key events for
HID support to allow the attached device to make outgoing calls directly
without using the key pad on the IP Deskphone. If Calling Line ID (CLID)
of the far-end is available, then the information is sent to the attached
analog device. An analog (500/2500-type) telephone or fax machine that
supports Calling Line ID displays the information on the screen.

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Table 15 on page 125 displays the characteristics of ATA.
Table 15: Summary of ATA characteristics (Part 1 of 3)
Feature

Description

Key Events

In addition to On hook, Off hook
events, dial pad digit events from the
attached analog device are also
supported. Key press events on the
adapter are sent to the IP Deskphone
through the USB. After the IP
Deskphone receives these events, it
maps them to the corresponding key
events as if the keys on the IP
Deskphone are pressed.

LEDs

Not applicable.

Attached Indicator

Not applicable.

Back Light

Not applicable.

Message Waiting

Not applicable.

External Alerter

Not applicable.

Incoming Call

When there is an incoming call, the
IP Deskphone sends an alerting event
to the adapter. The adapter produces
the ring tones for the attached analog
device to indicate there is an incoming
call on the IP Deskphone.

Caller ID Information

Caller ID, if available, is also sent to
the adapter. The adapter sends the
CLID to the attached analog device for
display.

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Table 15: Summary of ATA characteristics (Part 2 of 3)
Feature

Description

Call Answer

You can answer an incoming call by
pressing the headset key on the IP
Deskphone or the Off Hook key on the
attached analog device. After a call is
answered, the adapter converts the
digital voice data to analog and sends
it to the attached analog device.

Outgoing Call

You can make an outgoing call by
either using the headset key on the IP
Deskphone or the Off Hook key on the
attached analog device. When off
hook, the IP Deskphone streams dial
tone to the adapter. The telephone
number can be dialed using the key
pad of the IP Deskphone or the key
pad of the analog device. After a call is
answered, the adapter converts the
digital voice data to analog and sends
it to the attached analog device.

Call Release

You can release an incoming call or an
outgoing call by either pressing the
Release (Goodbye) key on the IP
Deskphone or On Hook key on the
analog device.

Call Mute

The analog device may have a mute
key to stop voice transmission;
however, the Mute key event on the
analog device is not supported.

Volume Up/Down

The Volume Up/Down key on the
analog device, if available, is
independent of the IP Deskphone
operation.

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Table 15: Summary of ATA characteristics (Part 3 of 3)
Feature
Audio Processing

Description
Same as the wired headset. Audio
quality is restricted to narrow band with
mono voice channel only.

Configuring Bluetooth wireless technology
headset
Your Avaya 1165E IP Deskphone is equipped with a wireless audio
gateway system to support Bluetooth wireless technology enabled
headsets.
To open the Bluetooth Setup dialog box:

1. Do one of the following:
— Double-press the Headset key
quickly.
— Press the Prefs context-sensitive
soft key, select Audio, and then
select Bluetooth Setup from the
menu.

The Avaya 1165E IP Deskphone with SIP Software supports the
Plantronics Voyager 510S Bluetooth wireless technology headset. If the
Bluetooth Setup menu appears dimmed or fails to open when you doublepress the Headset key, the feature is not enabled on your IP Deskphone.
Before you can use a Bluetooth wireless technology headset with your IP
Deskphone, the system administrator must activate the feature. Contact
your administrator to inquire if Bluetooth wireless technology functionality
is available for your use.
Note: Avaya recommends that you do not pair more than one
headset of the same model because they have identical names in the
Paired list.

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To pair a wireless headset with your IP Deskphone:
1. Double-press the Headset key to open
the Bluetooth Setup dialog box.
The Enable Bluetooth check box is
highlighted.
If the Bluetooth Setup menu fails to open
when you double-press the Headset
key, the Bluetooth wireless technology
feature is not enabled on your IP
Deskphone. Contact your administrator.
2. Press the Enter key to activate the
Bluetooth wireless technology.
A check mark appears to indicate that
the feature is activated. The message BT
Enabled appears at the bottom of the
display.
3. Put your Bluetooth wireless technology
headset in its pairing or search mode.
The procedure for doing this can be
different for each headset. Refer to the
documentation that accompanies your
headset or contact the vendor.
4. Ensure that your headset is in Pairing or
Search Mode.
5. Press the Right navigation key twice,
and highlight the Search button,
displayed next to the Search Devices
item.

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6. Press the Enter key.
The message Searching…. appears. It
can take up to two minutes for the
search to complete.
If the search is successful, the message
Search Completed Found
Device(s) appears, and a list of
devices that support Bluetooth wireless
technology appears in the Found list.
7. If the search is successful, proceed to
step 9.
8. If the search is not successful, the
message Search completed. No
device found appears. If this
happens, or if the headset times out and
exits the search/pairing mode, power off
the headset, and repeat steps 4 to 8.
If pairing is still unsuccessful, pair the
IP Deskphone to another wireless
headset, or contact the headset vendor.

Stop

9. When the name of your headset appears
in the Found box, press the Stop
context-sensitive soft key or wait for the
search to finish.
When the search is complete, the
message Search Completed Found
Device(s) appears.

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10. If the name of your headset appears in
the Found box, proceed to step 15.
If your headset is not displayed in the
Found box, select your headset from the
list.
11. Press the Right navigation key one or
more times to highlight the Found box.
Press the Enter key to start the edit
mode.

12. Press the Down navigation key to open
the Found list. Press the Up/Down
navigation key to scroll and highlight
your headset.

13. Press the Enter key to select the
headset and close the list. Press the
Enter key to exit edit mode.
14. Press the Right navigation key one or
more times to highlight the Pair button
(next to the Pair Device item) and press
the Enter key.
A dialog box appears, with the prompt
Enter PIN#.

15. Use the telephone dialpad to enter the
PIN for the wireless headset and press
the Enter key.
Check your headset documentation to
find the headset PIN or passkey. Often,
the PIN or passkey is 0000.

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16. If the headset is successfully paired with
your IP Deskphone, proceed to step 17.
To verify that the pairing is successful,
ensure that the headset appears in the
list next to the Paired item. If pairing is
successful, the message Pair
completed also appears at the bottom
of the screen.
If the headset is not successfully paired
with your IP Deskphone, an error
message appears at the bottom of the
screen. If an error message appears:
— Confirm that the wireless headset is
still in search/pair mode.
— If the headset timed out and exited
search/pairing mode, put the
headset in pairing mode, as
discussed in step 4, and repeat step
15.
— Check that you are using the correct
PIN and repeat step 15.

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17. If the name of your headset appears in
the Paired box, proceed to step 18.
If more than one device is paired, and
the one you wish to use is not shown in
the Paired box, navigate to the one you
want, as follows:
— Press the Right navigation key one
or more times to highlight the
Paired: box. Press the Enter key to
start the edit mode.
— Press the Up/Down navigation key
to open the list. Press the Up/Down
navigations key to scroll in the
Paired list and highlight your
headset.
— Press the Enter key to select the
headset and close the list. Press the
Enter key to exit edit mode.

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18. If only one headset is paired, proceed to
step 18.
If more than one wireless headset is
paired, the first headset paired is
automatically made the active device. To
make a different headset active, do the
following:
— Press the Right navigation key one
or more times to highlight the Set
button (next to the Set Active Device
item).
— Press the Enter context-sensitive
soft key.
The message "Set active: “device
name” appears meaning that the
headset named is now the active
headset and is used when you press the
headset key.

Exit

19. Press the Exit context-sensitive soft key
to exit to the main display. Changes are
saved automatically.

Dual pairing headsets
Take special care when using a dual pairing type of Bluetooth wireless
technology headset. This type of headset can be paired to the base of the
headset, as well as to the Avaya 1165E IP Deskphone. If the headset is
paired to both, and the Avaya 1165E IP Deskphone is the second device,
then following applies:
Press the Headset key:
•

If a single tone sounds, the headset is connected to the base.

•

If a double beep sounds, the headset is connected to the Avaya
1165E IP Deskphone.

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•

If the base is powered off, the headset is only paired to the Avaya
1165E IP Deskphone, and you can press the telephone key to
connect to the Avaya 1165E IP Deskphone.
Note: Unless you need to dual pair a headset, operating the headset
with the Avaya 1165E IP Deskphone is simpler if the headset is only
used with its charging-only base. You should power off the desktop
telephone base, if it is not in use.

Interaction with wired headsets
If you connect a Bluetooth wireless technology headset and a wired
headset to the same Avaya 1165E IP Deskphone, the two interact as
follows:
•

If a wireless headset is not paired, the wired headset works as
normal. Likewise, if a wireless headset is paired with a wired headset,
but the wireless headset is not in range, the wired headset works as
normal.

•

If the Use BT headset checkbox is selected, the wireless headset is
used as the IP Deskphone headset.

The Bluetooth wireless technology headset can work only if it is within
range of the IP Deskphone. As the wireless headset approaches the edge
of its wireless range, the audio quality degrades, and radio interference
noise increases. When the wireless headset is in connecting range, the
Headset key controls the wireless headset, even if a wired headset is
attached. If a wireless headset moves out of connecting range, a special
beep sounds in the headset to indicate that the connection is lost.
When you do not want to use your Bluetooth technology headset
If a Bluetooth wireless technology headset is connected, and you want to
use the wired headset, you can switch between the two. It is not
necessary to unpair or disable the wireless headset.
You can switch between a wired and wireless headset and back again
when the IP Deskphone is idle or during an active call.

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To switch between a wired headset and a wireless headset:

1. Double-press the Headset key to open
the Bluetooth Setup dialog.
2. Press the Left/Right navigation key to
select the Use BT Headset item.

3. Press the Enter key to toggle this option
on or off.
A check mark indicates that the wireless
headset is used. Clear the check mark to
use a wired headset. This option is on
(o) by default.

To unpair a wireless headset:

1. Double-press the Headset key to open
the Bluetooth Setup dialog box.

2. Press the Right navigation key to select
the Paired item.

3. If the name of your headset appears in
the Paired box, proceed to step 11.

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4. If more than one device is paired, and
your headset is not already displayed in
the Paired box, press the Right
navigation key one or more times to
highlight the Paired box.
5. Press the Enter key to open edit mode.

6. Press the Up/Down navigation key to
open the list.

7. Press the Up/Down navigation key to
scroll through the list and highlight your
headset.

8. Press the Enter key to select the
headset and close the box.

9. Press the Enter key to exit edit mode.

10. Press the Right navigation key one or
more times to highlight the UnPair
button (next to the UnPair Device item).

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11. Press the Enter key.
Your Bluetooth wireless technology
headset is unpaired and removed from
the Paired item list.
Your Bluetooth wireless technology headset is no longer paired with your
IP Deskphone, and you can use the wired headset. To use the wireless
headset again, you must perform the pairing and activation procedure.

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Making a call

Making a call
This section describes the methods you can use to make a call. You can
make a call from your Avaya 1165E IP Deskphone using one of the
following:
•

“Making a call using off-hook dialing” on page 139

•

“Making a call using on-hook dialing” on page 141

You can also initiate a call while using one of the following features:
•

“The Address Book” on page 163

•

“Call Inbox” on page 181

•

“Call Outbox” on page 193

•

“Instant Messaging” on page 200

When an outgoing call fails to connect to the destination, one of the
following messages appears:
•

Declined, Temporarily unavailable

•

Declined, Cannot find user

•

Declined, User has declined call

•

Declined,  (for example, In a meeting.)

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Making a call using off-hook dialing
To make a call using off-hook dialing:
1. Make a call by using one of the following
off-hook dialing methods:
— Press the Line feature key
— Lift the handset
— Press the Headset fixed key
— Press the Handsfree fixed key
The IP Deskphone produces a dial tone.

2. You can make a call using one of the
following methods:
— Enter the phone number or SIP
address by using the dialpad.

abc

Note: The abc/123 context-sensitive
soft key toggles between alphabetic and
numeric input.

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Redial

— Press the Redial context-sensitive
soft key to dial the last dialed
number.
Note: The Redial context-sensitive soft
key only appears if a number or address
was previously entered.

VMail
— Press the Msgs context-sensitive
soft key and then select Voice Mail
from the Messages menu to access
your voice mail.
— Press the Speed dial feature key
that you programed to call with a
commonly used or important phone
number or SIP address.

Alex

Note: You can program a feature key to
use as a shortcut to dial a number or a
SIP address. For more information, see
“Using Call Forward” on page 266.

Send

3. Press the Send context-sensitive soft
key to immediately initiate the call.
Note: The Avaya 1165E IP Deskphone
automatically initiates a call shortly after
you enter the SIP address or phone
number.

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Making a call

Making a call using on-hook dialing
You can make a call by using on-hook dialing. Enter the SIP address or
the phone number before going off-hook.
Note: When you use this method, you cannot toggle between
alphabetic or numeric input.
To make a call using on-hook dialing:
1. Dial the number or SIP address.

Chad

2. Continue the call by using one of the
following methods:
— Press the line feature key.
— Press the headset fixed key.
— Press the Handsfree fixed key.

3. To terminate the call, choose one of the
following:
— Replace the handset into the cradle.
— Press the Goodbye key.

Using handsfree calling
While on an active call, you can switch between the handset and
handsfree mode.

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Making a call

To end a handsfree call:
Press the Goodbye key

To mute a handsfree call:
1. Press the Mute key.
The LED indicator lights.

2. Press the Mute key again to return to a
two-way handsfree conversation.

To switch from the handsfree to handset mode:
Lift the handset.

To switch from the handset mode to handsfree mode:
1. Press the Handsfree key.
The LED indicator lights with a solid red
light.
2. Replace the handset.

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Making a call

To use a headset:
1. Connect the headset to the headset jack
or the handset jack.
2. Press the Headset key.
The LED indicator lights.

3. Press the phone Goodbye key or press
the button on the wireless headset, if
equipped, to release a call.

To switch from handsfree to headset:
1. Press the Headset key.
The LED indicator lights.

Using Call Subjects
You have the option of sending a Call Subject when you initiate a call to a
contact. Use this feature to indicate to the contact the reason for the call.
The phone contact displays a message, such as Weekly report call
or Daily status when they receive the call. You can select a subject
from a list you create. For more information, see “Managing Call
Subjects” on page 147, or you can create a new subject.
Note: The Call Subject feature is not available for all call servers.
Contact your system administrator or service provider to determine if
this feature is available to you.
Whenever you initiate a call by using off-hook dialing, the Subject
context-sensitive soft key appears as an option to use. You can select a
Call Subject from a list or create a new Call Subject to send.

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To enter a call subject from a list:

Subject

1. Press the Subject context-sensitive soft
key to send a Call Subject with the call
you are making.
A list of Call Subjects appears on the
LCD screen.
2. Choose one of the following:

Select

— Press the Up/Down navigation key
to highlight the Call Subject you
want to use and press the Select
context-sensitive soft key.
The phone sends the Call Subject to
the contact you are calling.

New

— Press the New context-sensitive soft
key to create a new Call Subject that
is not on the list.

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

4. Use the dialpad to enter the Call Subject.

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Making a call

Save
5. Choose one of the following:

Clear

— Press the Save context-sensitive
soft key to continue.
— Press the Clear context-sensitive
soft key to clear the text.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.
Note: When you select a subject from
this list, it appears on the screen before
you send the call. If you want to change
that subject press the Subject contextsensitive soft key to return to the Call
Subject menu. You now have the option
to select No to a Call Subject.

To create a new call subject while initiating a call:

Subject

1. Press the Subject context-sensitive soft
key to send a Call Subject with the call
you are making.

New

2. Press the New context-sensitive soft key
to create a new Call Subject.

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.
4. Use the dialpad to enter the new Call
Subject for the contact.

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Making a call

Save
5. Choose one of the following:

Clear
Back

— Press the Save context-sensitive
soft key to save the new Call Subject
and use it with the call.
— Press the Clear context-sensitive
key to clear the text.
— Press the Back context-sensitive
soft key to return to the previous
menu without sending the new Call
Subject.
Note: The Avaya 1165E IP Deskphone
saves the new Call Subject to the list of
Call Subjects for later use.

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Making a call

Managing Call Subjects
You can create a list of Call Subjects to have ready to use when you
initiate a phone call. The number of Call Subjects that are stored on the
Avaya 1165E IP Deskphone depends on how the phone was initially
configured. You can modify, delete, and add Call Subjects while the
phone is in the idle state.

Adding a Call Subject
You can add a Call Subject while the 1165E IP Deskphone is idle.
To add a Call Subject while the phone is idle:

Prefs

1. Press the Prefs context-sensitive soft
key, select Feature Options, and then
select Call Subject from the menu.

Add

2. Press the Add context-sensitive soft key
to create new Call Subject.
Note: If the Call Subject list is full, then
the option to add a new Call Subject is
not available. In this situation, you need
to delete a Call Subject before you can
add the new Call Subject.

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.
4. Use the dialpad to enter the new Call
Subject.

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Making a call

5. Choose one of the following:

Save

Back

— Press the Save context-sensitive
soft key to add the new Call Subject.

or

— Press the Back context-sensitive
soft key to return to the previous
menu without adding a new Call
Subject.

Deleting a Call Subject
You can delete a Call Subject while the phone is idle.
To delete a Call Subject while the phone is idle:

Prefs

1. Press the Prefs context-sensitive soft
key, select Feature Options, and then
select Call Subject from the menu.

2. Press the Up/Down navigation key to
scroll through and highlight the Call
Subject to delete.

Delete

3. Press the Delete context-sensitive soft
key to delete the selected Call Subject.
A confirmation screen appears with the
question, Delete call subject?

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Making a call

4. Choose one of the following:

Ok

— Press the Ok context-sensitive soft
key to confirm the deletion of the
Call Subject.

Back
or

— Press the Back context-sensitive
soft key to not delete the Call
Subject and return to the previous
menu.

Editing a Call Subject
You can edit a Call Subject while the IP Deskphone is idle.
To edit a Call Subject while the phone is idle:

Prefs

1. Press the Prefs context-sensitive soft
key, select Feature Options, and then
select Call Subject from the menu.

2. Press the Up/Down navigation key to
scroll through and highlight the Call
Subject to edit.

Edit
3. Press the Edit context-sensitive soft key
to edit the selected Call Subject.

abc

4. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

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Making a call

5. Use the dialpad to edit the Call Subject.

6. Choose one of the following:

Save

Back
or

— Press the Save context-sensitive
soft key to confirm the changes.
— Press the Back context-sensitive
soft key to return to the previous
menu without editing the Call
Subject.

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Receiving a call

Receiving a call
When you receive a call, you are typically notified by the alerting ring, and
the incoming caller identification appears on the LCD screen. The
incoming call forces the screen to exit active menu activities and takes
precedence over a pop-up Instant Message (IM).

Caller identification
When you receive an incoming SIP call, the Caller ID information appears
on the LCD screen. When you receive a call from a contact that is entered
in the Avaya 1165E IP Deskphone Address Book, the caller information
appears as it is in the Address Book. See Figure 23 on page 152.
You can restrict the information displayed for incoming calls or for calls
you make. For more information, see “Configuring Privacy settings” on
page 274.
When you receive an incoming call you can do one of the following:
•

Answer an incoming call. See “Answering an incoming call” on
page 152.

•

Redirect an incoming call. See “Redirecting an incoming call” on
page 153.

•

Decline an incoming call. See “Declining an incoming call” on
page 155.

•

Ignore an incoming call. See “Ignoring an incoming call” on page 160.

•

Receive an intercom call. See “Receiving intercom calls” on
page 161.

•

Receive paging calls. See “Receiving paging calls” on page 162.

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Figure 23: Incoming call screen

Answering an incoming call
When you can answer an incoming call, you can choose one of four
methods.
To answer an incoming call:

1. Choose one of the following:

Answer

— Press the Answer context-sensitive
soft key that activates a Handsfree
call.
— Lift the handset.
— Press the Headset fixed key.
— Press the Handsfree fixed key.

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Redirecting an incoming call
When you receive a call, you can choose to redirect the call to another
destination without answering the call.
To redirect a call, press the Redrct context-sensitive soft key. To enter a
SIP address or phone number where you want the call redirected, use
one of the following methods:
•

Enter the SIP address or phone number by using the dialpad.

•

Select a contact from the Address Book, Call Inbox, or Call Outbox.

To redirect an incoming call by using the dialpad:

Redrct

1. Press the Redrct context-sensitive soft
key to redirect an incoming call.
The LCD screen prompts you to enter an
address to which you want the call
directed.
2. Use the Dialpad to enter a phone
number or SIP address.
Note: Do not use the # key to end
dialing when you redirect a call. The call
returns a busy signal and does not
connect.

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Receiving a call

Redrct

3. To redirect the call to the address you
enter, choose one of the following:
— Press the Redrct context-sensitive
soft key.

Clear

Back

— Press the Clear context-sensitive
soft key to clear the entry.
— Press the Back context-sensitive
soft key to return to the Incoming
Call screen without redirecting the
call.

To redirect a call by using the Address Book, Call Inbox, or Call
Outbox:

Redrct

1. Press the Redrct context-sensitive soft
key to redirect an incoming call.

2. To select a SIP address to redirect the
call, do one of the following:
— Press the Directory fixed key to
choose a SIP address from the
Address Book.
—

Press the Msg/Inbox fixed key to
choose a SIP address from the Call
Inbox.

— Press the Shift/Outbox fixed key to
choose a SIP address from the Call
Outbox.

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Receiving a call

3. Press the Up/Down navigation key to
highlight a SIP address contact.

4. Choose one of the following:

Select

Back
or

— Press the Select context-sensitive
soft key to select the highlighted SIP
address.
— Press the Back context-sensitive
soft key to return to the previous
screen.

Redrct

5. Press the Redrct context-sensitive soft
key to redirect the incoming call to the
selected address.

Declining an incoming call
You can decline an incoming call by pressing the Decline contextsensitive soft key. You can decline a call with or without giving a reason.
You can create custom decline reasons, and you have the option of
selecting one. If you do not choose a custom decline reason, the phone
sends the default message: User has declined call.
Note: The Call Decline feature is not available for all call servers.
Contact your system administrator or service provider to determine if
this feature is available to you.
The treatment that an incoming call receives when Call Decline is invoked
depends upon the call server. In a SIP environment the caller receives a
call declined message, and they no longer hear ring back. In a non-SIP
environment, the caller can continuously hear a ring back.

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Receiving a call

To decline an incoming call:

Decline

1. Press the Decline context-sensitive soft
key to decline an incoming call.

2. Choose one of the following:
— Press the Up/Down navigation key
to highlight a Decline Call Reason.

New

— Press the New context-sensitive soft
key to create a new decline reason
to send. For more information, see
“Creating a new Call Decline
Reason” on page 156.
Note: Highlight None to use the default
system message User has declined
call.

Send
Back

3. Choose one of the following:
— Press the Send context-sensitive
soft key to send the selected decline
reason to the caller.
— Press the Back context-sensitive
soft key to abort the call decline and
return to the incoming call screen.

Creating a new Call Decline Reason
You can create an new Call Decline Reason.

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Receiving a call

To create a New Decline Reason during an incoming call:

Decline

1. Press the Decline context-sensitive soft
key to decline an incoming call.

New
2. Press the New context-sensitive soft key
to create a new custom decline reason.

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.
4. Use the Dialpad to enter a new Call
Decline Reason.

Send

5. Choose one of the following:
— Press the Send context-sensitive
soft key to send the new custom
decline reason to the caller.
Note: The phone adds the new reason
to the list of Decline Call Reasons for
future use.

Back
— Press the Back context-sensitive
soft key to return to the initial Decline
Call screen.

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Receiving a call

Managing Call Decline Reasons
You can create Call Decline Reasons that you can access when you want
to decline an incoming call. Also, you can edit and delete Call Decline
Reasons from the list of Call Decline Reasons you create.
To create a Call Decline Reason:

Prefs

1. Press the Prefs context-sensitive soft
key, select Feature Options, and then
choose Call Decline Reasons from the
menu.

Add

2. Press the Add context-sensitive soft key
to add a new Call Decline Reason to the
list of available Call Decline Reasons.
3. Use the dialpad to enter the new Call
Decline Reason for the contact.

Save
4. Choose one of the following:

Back

— Press the Save context-sensitive
soft key to save the new Call Decline
Reason.
— Press the Back context-sensitive
soft key to return to the previous
menu without saving the new Call
Decline Reason.
Note: The Avaya 1165E IP Deskphone
saves the new Call Decline Reason to
the list of Call Decline Reasons for later
use.

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Receiving a call

To delete a Call Decline Reason:

1. Press the Up/Down navigation key to
scroll through and highlight the Call
Decline Reason to delete.

Delete

2. Press the Delete context-sensitive soft
key to delete the selected Call Decline
Reason.
A confirmation screen appears with the
question Delete Decline Reason?
3. Choose one of the following:

Ok

— Press the Ok context-sensitive soft
key to confirm the deletion of the
Call Decline Reason.

Back
or

— Press the Back context-sensitive
soft key to return to the previous
menu without deleting the Call
Decline Reason.

To edit a Call Decline Reason:

1. Press the Up/Down navigation key to
scroll through and highlight the Call
Decline Reason to edit.

Edit
2. Press the Edit context-sensitive soft key
to edit the selected Call Decline Reason.

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Receiving a call

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

4. Use the dialpad to edit the Call Decline
Reason.

5. Choose one of the following:

Save

Back
or

— Press the Save context-sensitive
soft key to confirm the changes.
— Press the Back context-sensitive
soft key to return to the previous
menu without editing the Call
Decline Reason.

Ignoring an incoming call
You can terminate an incoming call alert without answering the call or
sending a Decline Call reason by pressing the Ignore context-sensitive
soft key or by pressing the Goodbye fixed key. The caller continues to
hear the ringing tone but is unaware that you are ignoring the call.
You can set the Call Ignore feature to either Local or Network. When Call
Ignore is set to Local, only that IP Deskphone is affected, and it stops
ringing when you press the Ignore context-sensitive soft key. When Call
Ignore is set to Network and you press the Ignore context-sensitive soft
key, the phone stops ringing, a message is sent to the network indicating
that you are busy at all IP Deskphones with SIP software that you are
logged on to, and that the server should stop trying to contact you.
To set the Ignore feature to Local or Network press the Prefs contextsensitive soft key, select Feature Options, and then select Call Ignore
Action from the menu. Press the Change context-sensitive key to

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Receiving a call

change the Call Ignore setting to either Call Ignore: Local, or Call Ignore:
Network.
Note: When you are on active call and you receive an incoming call,
do not press the Goodbye fixed key to ignore an incoming call. If you
press the Goodbye fixed key, the current call disconnects. Press the
Ignore context-sensitive soft key to ignore the incoming call.
To ignore an incoming call:

Prefs

Change

Ignore

1. Press the Prefs context-sensitive soft
key, select Feature Options, and then
select Call Ignore Action from the
menu.
2. Press the Change context-sensitive key
to change the Call Ignore setting to
either Call Ignore: Local or Call Ignore:
Network
3. To terminate an incoming call alert and
ignore the incoming call, do one of the
following:
— Press the Ignore context-sensitive
soft key to terminate an incoming
call.
— Press the Goodbye fixed key when
you are not on an active call.

Receiving intercom calls
Your IP Deskphone can be part of an intercom group. After you receive a
call from the intercom group, the following occurs:
•

You receive a call notification and the IP Deskphone rings; the display
is similar to the display of a normal call.

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Receiving a call

•

The IP Deskphone auto-answers the intercom call on handsfree after
the configured number of seconds pass by.

•

The IP Deskphone auto-answers only if you do not answer the call
within the configured time limit.

•

If you are on an active call, the IP Deskphone does not auto-answer
the incoming intercom call.

Receiving paging calls
Your IP Deskphone can be part of a paging group. After you receive a call
from the paging group, the following happens:
•

The display on the screen includes a <> tag, the From
header, and optional subject.

•

The IP Deskphone establishes a one-way speech path between the
IP Deskphone and the caller; that is, you can only hear the call, you
cannot respond.

•

The IP Deskphone does not display context-sensitive soft keys.

•

The IP Deskphone blocks all key events, such as line keys and digit
keys, except for the Volume up and down keys, the Mute on and off
key, and the Release key (Goodbye key).

•

If you are on an active call, the IP Deskphone does not auto-answer
the page call.

•

While the page call is active, Do Not Disturb (DND) is enabled on the
IP Deskphone; the IP Deskphone does not accept other incoming
calls until the page call ends.

•

If you are in the process of making an outgoing call and a page call
comes in, the IP Deskphone ends the outgoing call and auto-answers
the page call.

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The Address Book

The Address Book
The Address Book is a personal directory of contacts from which you can
make a phone call or send an Instant Message (IM).You can access the
Address Book while on a call and start a new call from the highlighted
contact. You can use the Address Book for the following:
•

“Viewing the Address Book” on page 163

•

“Initiating a call from the Address Book” on page 164

•

“Adding a contact to your Address Book” on page 166

•

“Editing a contact in your Address Book” on page 167

•

“Copying information to the Address Book” on page 171

•

“Searching for a contact in the Address Book” on page 173

Viewing the Address Book
To access the Address Book, press the Directory fixed key or press the
View context-sensitive soft key, and then select Address Book from the
menu. See Figure 24 on page 163.
Figure 24: The Address Book

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The Address Book

To view information about a contact use the navigation button to highlight
a name, and then press the View context-sensitive soft key. The name,
SIP address, and designation of contact or not as Friend appears. See
Figure 25 on page 164.
When you view the details of a contact, you can:
•

Send an IM. For more information, see “Composing an Instant
Message” on page 203.

•

Edit the contact information. For more information, see “Editing a
contact in your Address Book” on page 167.

Figure 25: Contact details

Initiating a call from the Address Book
You can initiate a call directly from your Avaya 1165E IP Deskphone
Address Book.
Note: If your service provider requires that a Directory Number (DN)
be used to initiate a call, the Address Book entry must have the DN to
initiate a call.
First, go off-hook by using one of the methods described in the section
“Making a call using off-hook dialing” on page 139. If needed, you can

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The Address Book

add a Call Subject. For more information, see “Using Call Subjects” on
page 143.
You can also access the Address Book while on an active call and initiate
a new call. The Avaya 1165E IP Deskphone automatically places the
active call on hold when you initiate a new call.
To initiate a call to a contact stored in the Address Book:

1. Press the Directory fixed key to select a
contact from the Address Book to call.

2. Press the Up/Down navigation key to
highlight a contact on the list.

View
3. Press the View context-sensitive soft
key to make a call to the contact.
4. Choose one of the following:

Call

Back
or

— Press the Call context-sensitive soft
key to make a call to the contact.
— Press the Back context-sensitive
soft key to return to the off-hook
screen.

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The Address Book

Adding a contact to your Address Book
You can add a new contacts to the Address Book of the Avaya 1165E IP
Deskphone.
To add a contact to your Address Book:

1. Choose one of the following:
— Press the Directory fixed key.

Add

— Press the View context-sensitive
soft key, select Address Book from
the menu, and then press the New
context-sensitive soft key.

abc
2. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.
3. Choose one of the following:

Next

— Use the dialpad to enter a name for
the new contact and press the Next
context-sensitive soft key to
continue.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.

4. Use the dialpad to enter a phone number
or SIP address (URI) for the new
contact.

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The Address Book

5. Do one of the following to complete the
entry:

Yes

No

Back

Ok

— Press the Yes context-sensitive soft
key to add the contact to a group
and then select the group for the
contact to be added.
— Press the No context-sensitive soft
key if you do not want a contact to a
group, and return to the address
menu screen.
— Press the Back context-sensitive
soft key to return to the previous
menu.
6. Press the Ok context-sensitive soft key
to complete the entry and return to the
Address Book menu.

Editing a contact in your Address Book
You can edit a contact in your Address Book.
To edit a contact in your Address Book:

1. Press the Directory fixed key.

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The Address Book

View

2. Press the Up/Down navigation key to
highlight the contact you want to edit,
and then press the View contextsensitive soft key.

Edit

3. Press the Edit context-sensitive soft key
to edit the contact information.

abc

4. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.
5. Use the dialpad to enter the new name
for the contact.

Next
6. Choose one of the following:

Back

— Press the Next context-sensitive soft
key to continue.
— Press the Back context-sensitive
soft key to return to the previous
menu.
Note: If you only need to change the SIP
address or phone number for the
contact, press the Next context-sensitive
soft key without making changes to the
name.

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The Address Book

7. Use the dialpad to enter a new phone
number or new SIP address (URI) for the
contact.

Next
8. Choose one of the following:

Back

— Press the Next context-sensitive soft
key to continue.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Yes

No

9. Do one of the following to complete the
entry:
— Press the Yes context-sensitive soft
key to designate the contact as a
friend and return to the address
menu screen.
— Press the No context-sensitive soft
key if you do not want a contact
designated as a friend and return to
the address menu screen.
Note: If the contact is already
designated as a friend then the question
Remove from friends? appears.
Press the Yes context-sensitive soft key
to remove the contact from your friends
list or press the No context-sensitive soft
key to keep the contact on your friends
list.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.

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The Address Book

Ok
10. Press the Ok context-sensitive soft key
to complete the entry and return to the
previous menu.

To delete a contact from your Address Book:

1. Press the Up/Down navigation key to
highlight the contact you want to delete
and press the View context-sensitive
soft key.

View

Edit

2. Press the Edit context-sensitive soft key
to access the contact information.

Delete
3. Press the Delete context-sensitive soft
key to completely delete the contact from
the Address Book.

Ok
4. Choose one of the following:

Back

— Press the Ok context-sensitive soft
key to confirm.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Ok
5. Press the Ok context-sensitive soft key
to complete the procedure and return to
the Address Book.

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The Address Book

Copying information to the Address Book
To copy information from the Call Inbox or the Call Outbox screen to the
Address Book use the Copy fixed key.
Note: If you press the Copy fixed key while in idle mode the
message, No content selected for copying appears on the
screen. This message does not appear when an IM pop-up appears.
To copy a contact to the Address Book:

1. Press the Up/Down navigation key to
highlight the contact in the Call Inbox or
Call Outbox that you want to add to your
Address Book and press the Copy fixed
key.
A new screen appears offering the
following destinations for the contact
information:
— 1. Address Book
— 2. Speed Dial Key
— 3. Send IM Key
— 4. Call Forward Key
2. Press the Up/Down navigation key to
highlight the Address Book and press
the Select context-sensitive soft key.

Select

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The Address Book

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

4. Use the dialpad to enter a name for the
new entry.

Next
5. Choose one of the following:

Back

— Press the Next context-sensitive soft
key to continue.
— Press the Back context-sensitive
soft key to return to the previous
menu.
Note: If you do not need to change the
name for the contact, press the Next
context-sensitive soft key.
6. Use the dialpad to enter a new phone
number or new SIP address for the
contact.

Next
7. Choose one of the following:

Back

— Press the Next context-sensitive soft
key to continue.
— Press the Back context-sensitive
soft key to return to the previous
menu.
Note: If you do not need to change the
name for the contact, press the Next
context-sensitive soft key.

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The Address Book

8. Do one of the following to complete the
entry:

Yes
No

Back

— Press the Yes context-sensitive soft
key to add the contact to a group
and then select the group for the
contact to be added.
— Press the No context-sensitive soft
key if you do not want a contact
designated as a friend and return to
the address menu screen.
— Press the Back context-sensitive
soft key to return to the previous
menu.
9. Choose one of the following:

Yes

No

— Press the Yes context-sensitive soft
key to designate the contact as a
friend.
— Press the No context-sensitive soft
key if you do not want to designate
the contact as a friend and return to
the address menu screen.

Ok
10. Press the Ok context-sensitive soft key
to complete the entry and return to the
previous menu.

Searching for a contact in the Address Book
When you access the Avaya 1165E IP Deskphone Address Book you can
perform a search for a contact using one of the following methods:
•

Index Search (performs a search based on the index number you
enter)

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The Address Book

•

1st Character Search (performs a search based on the first character
you enter)

•

Name Search (performs a search based on the name you enter)

To change the method the Avaya 1165E IP Deskphone uses to
search.

Prefs

1. Press the Prefs context-sensitive soft
key, select Misc Options, and then
highlight Search Method from the
menu.

Change
2. Press the Change context-sensitive soft
key.
3. Press the Up/Down navigation key to
highlight the Search Method you want to
use as the default when you search for a
contact:
— 1. Index Search
— 2. 1st Character Search
— 3. Name Search

Select
4. Press the Select context-sensitive soft
key to select a search method, and then
return to the previous menu.

Using the Search feature in the Address Book
To search for a contact while accessing your personal Address Book, use
the dialpad to enter the search information. For example:
•

Index Search—to search for a contact by using the Index Search
method, enter the index number. When entering an index number
larger than 9, you must enter the next digit quickly to move to that

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The Address Book

item on the list. For example, if the address you need is item 28 on
the list, you must enter the digit 8 quickly after entering the digit 2.
•

1st Character Search—to search for a contact whose name begins
with the letter d, using the dialpad, press the d (3) key on the dialpad.
The first entry in the Address Book that begins with the letter d
appears.

•

Name Search—to search for a specific name in your personal
Address Book, enter the name by using the dialpad.

Using the Search feature
You can search for a contact that is in your Avaya 1165E IP Deskphone
Address Book (Local Search) or for a contact in a directory that is stored
on the call server (Global Search). You can save a contact name and SIP
address found on the call server to your personal Address Book stored in
your Avaya 1165E IP Deskphone.

Using Local Search
You can search for a contact that is stored in your Address Book.To
search for a contact stored in your Address Book:Using Global Search
1. Press the Services fixed key, select
Search, and then select Local Search
from the menu.

2. Press the Up/Down navigation key and
then press the Select context-sensitive
soft key to choose a search criteria:
— 1. User Name
— 2. Name

Select

— 3. Phone Number

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The Address Book

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

4. Use the dialpad to enter the search
information for the contact.

Search

5. Choose one of the following:
— Press the Search context-sensitive
soft key.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.
Note: When the search is unsuccessful,
the following message appears:
No entries found for 

6. When a search result is successful, you
can do one of the following:

Call

176

— Press the Up/Down navigation key
to highlight a contact, from the
search result and press the Call
context-sensitive soft key to initiate a
call.

Search

— Press the Search context-sensitive
soft key to start a new search.

Exit

— Press the Exit context-sensitive soft
key to return to the idle screen.

The Address Book

Search

Exit

7. When a search result is not successful,
you can do one of the following:
— Press the Search context-sensitive
soft key to return to the search menu
and begin a new search.
— Press the Exit context-sensitive soft
key to return to the idle screen.

You can perform a global search for a contact.
To perform a Global Search for a contact:

1. Press the Services fixed key, select
Search, and then select Global Search
from the menu.

2. Press the Up/Down navigation key and
then press the Select context-sensitive
soft key to choose a search criteria:
— 1. User Name
— 2. Name

Select

— 3. First Name
— 4. Last Name
— 5. Phone Number

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

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The Address Book

4. Use the dialpad to enter the search
information for the contact.

Ok
5. Choose one of the following:

Back

— Press the Ok context-sensitive soft
key.
— Press the Back context-sensitive
soft key to return to the previous
menu.
Note: When the search is unsuccessful,
the following message appears:
No entries found for 

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The Address Book

6. When a search result is successful you
can do one of the following:

Call

Save

— Press the Up/Down navigation key
to highlight a contact from the
search result and press the Call
context-sensitive soft key to initiate a
call.
— Press the Save context-sensitive
soft key to save the caller
information to the Address Book.
A confirmation screen appears. You can
edit the name you save in the Address
book. Press the Save context-sensitive
soft key to accept the entry. Press the
Yes context-sensitive soft key or the No
context-sensitive soft key to designate
whether the new entry is a friend. The
phone saves the entry to the Address
Book and returns you to the Inbox
screen.

Search
7. Choose one of the following:

Back

— Press the Search context-sensitive
soft key to start a new search.
— Press the Back context-sensitive
soft key to return to the previous
screen.

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The Address Book

New

Back

8. When a search result is not successful,
you can do one of the following:
— Press the New context-sensitive soft
key to return to the search menu and
begin a new search.
— Press the Back context-sensitive
soft key to return to the previous
screen.

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Call Inbox

Call Inbox
While your Avaya 1165E IP Deskphone is active, all incoming calls are
saved in your Call Inbox. You can view the following details about each
call:
•

Call status (Missed)

•

Name of the caller

•

SIP address

•

Time of the call

•

Number of consecutive calls each caller made to you

•

Call Subject (if the caller sends a Call Subject)

You can set the filter on your Call Inbox to display all incoming calls or
missed calls. You can access your Call Inbox while the phone is idle or
while you are on a call. Figure 26 on page 181 shows the Call Inbox while
the phone is idle.
Figure 26: Call Inbox while IP Deskphone is idle

181

Call Inbox

Accessing the Call Inbox
You can access the Call Inbox and initiate a call when the phone is:
•

Idle. For more information, see “Managing calls in the Call Inbox while
not on a call” on page 182.

•

Active. For more information, see “Accessing the calls in your Call
Inbox during a call” on page 191.

Managing calls in the Call Inbox while not on a call
You can manage calls in the Call Inbox while you are not on a call.
To manage calls in the Call Inbox while not on a call:

1. Press the Msg/Inbox fixed key.

2. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Inbox.
Note: You can initiate a call to the
highlighted caller. For more information,
see “Initiating a call from the Call Inbox”
on page 189.

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Call Inbox

Enter

3. Do one of the following:
— To place a call to the selected
address using the primary login of
the IP Deskphone, press the Enter
key.
— To view the details of a highlighted
call, press the Right navigation key.
See “Viewing the details of a call in
the Call Inbox” on page 184.
— To leave the detail view and return to
the main inbox screen, press the
Left navigation key.

Missed

All

— Press the Missed context-sensitive
soft key to toggle the view filter from
the All context-sensitive soft key to
the Missed context-sensitive soft
key. See “Managing missed calls” on
page 185.
— The All context-sensitive soft key is
displayed when the view mode is on
Missed, and displays all the calls in
the Call Inbox.

Delete

— Press the Delete context-sensitive
soft key to delete the highlighted call
or all calls in your Call Inbox. See
“Deleting calls in your Call Inbox” on
page 191.

Exit

— Press the Exit context-sensitive soft
key to exit the Call Inbox.

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Call Inbox

Table 16 on page 184 provides a list of additional user interactions for the
main inbox screen.
Table 16: Additional user interactions
Item

Function
Use the Enter key to place a call to the
selected address using the primary login
of the IP Deskphone.
The Enter key has the same behavior as
the Call context-sensitive soft key.
Use the Dial pad to select an item by
index.

To place a call to the address of the
selected call log entry from the primary
logged in user of the IP Deskphone, do
one of the following:
— Lift the handset.
— Press the Headset fixed key.
— Press the Handsfree fixed key.
Press the Line key to place a call to the
address of the selected call log entry
from the user logged in on the selected
line key.

Viewing the details of a call in the Call Inbox
You can view the details of a call in the Call Inbox.

184

Call Inbox

To view details of a call in the Call Inbox:

1. When you view the details of a call in the
Call Inbox, you can do the following:
— Initiate a call to the caller displayed
on the screen. For more information,
see “Initiating a call from the Call
Inbox” on page 189.

Enter

— Press the Enter key to place a call to
the selected address using the
primary login of the IP Deskphone.

Prev

— Press the Prev context-sensitive soft
key to select and display he details
of the previous entry in the call log.

Next

— Press the Next context-sensitive soft
key to select and display the details
of the next entry in the call log.

Back

— Press the Back context-sensitive
soft key to leave the detail view and
return to the main inbox screen.

Managing missed calls
When you do not answer incoming calls, the number of new calls appears
on the Avaya 1165E IP Deskphone LCD screen. For example, if you miss
three calls the following message appears: 3 new calls.
Note: When you view a missed call in your Call Inbox, the new call
message no longer appears on the LCD screen. The new calls are
stored as missed calls.

185

Call Inbox

To view missed calls:

Msg/Inbox

1. Press the Msg/Inbox fixed key and then
press the Missed context-sensitive soft
key.

2. Press the Up/Down navigation key to
highlight a call from the list of missed
calls.

3. Press the Right context-sensitive soft
key to view the details of the missed call.
Note: You manage the missed call the
same as any call that is in your Call
Inbox. For more information, see
“Viewing the details of a call in the Call
Inbox” on page 184 and “Initiating a call
from the Call Inbox” on page 189.

All
4. To view all the calls in the Call Inbox,
press the All context-sensitive soft key.

Delete
5. To delete the highlighted missed call or
all missed calls, press the Delete
context-sensitive soft key. For more
information, see “Deleting calls in your
Call Inbox” on page 191.
Note: The Avaya 1165E IP Deskphone
deletes only the missed calls from the
Call Inbox.

186

Call Inbox

Exit
6. To exit the Inbox and return to the idle
phone screen, press the Exit contextsensitive soft key.

Missed Calls Notification
You can change the call log behavior so that the message
xx new calls is cleared by entering the Inbox without having to select
each missed call.
Figure 27 on page 187 displays the Message options screen.
Figure 27: Messages screen

Changing the Missed Calls Notification behavior:

Msgs

1. Press the Msgs context-sensitive soft
key.

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Call Inbox

2. Press the Up/Down navigation key to
highlight Missed Calls Notification.

Select

3. Choose one of the following:
— Press the Select context-sensitive
soft key.
— Press the Back context-sensitive
soft key to abort the changing of the
configurations and return to the
Message Options screen.
If you press the Select context-sensitive
soft key, one of the following messages
appears (based on the current setting of
the option):

188

—

Press Manual to change
Missed Call Notification
Message clearing mode

—

Press Auto to change
Missed Call Notification
Message clearing mode

Call Inbox

4. Choose one of the following:

Auto

— Press the Auto context-sensitive
soft key to change the clearing mode
for the xx new calls missed call
message for the IP Deskphone.
Note: Auto means that the message is
cleared from the idle screen as soon as
you enter the Inbox.

Manual

— Press the Manual context-sensitive
soft key to change the clearing mode
for the xx new calls missed call
message for the IP Deskphone.
Note: Manual means that the message
is cleared from the idle screen only after
you look at the call detail for every newly
missed call in the Inbox.

Initiating a call from the Call Inbox
When you receive a call that is missed or answered, the calling number is
listed in the Inbox. You can select the number, and then dial from the
Inbox, or you can edit the number in the Inbox.
To initiate a call from the Call Inbox, press the Msg/Inbox fixed key and
select Inbox from the menu.
Note 1: If your service provider requires that a Directory Number
(DN) be used to initiate a call, the Call Inbox entry must have the DN
to initiate a call.
Note 2: While you are on a call, you can initiate a new call from the
Call Inbox. For more information, see “Accessing the calls in your Call
Inbox during a call” on page 191.

189

Call Inbox

To initiate a call from the Call Inbox:

1. Press the Msg/Inbox fixed key.

2. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Inbox.

3. To view details of the call, press the
Right navigation key.

4. To place a call to the selected address,
do one of the following:
— Lift the handset.
— Press the Headset fixed key.
— Press the Handsfree fixed key.

Edit

or
Press the Edit context-sensitive soft key

Call

190

Then press the Send context-sensitive
soft key.

Call Inbox

Deleting calls in your Call Inbox
When you delete calls from the Call Inbox, both missed calls and
answered calls are deleted. When you view the missed calls and select
delete, only the missed calls are deleted.
To delete calls from your Call Inbox:

1. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Inbox.

Delete
2. Press the Delete context-sensitive soft
key.

Yes

3. Select one of the following contextsensitive soft keys:
— Press the Yes context-sensitive soft
key to delete the highlighted call.

AllUsr
All

No

— Press the AllUsr context-sensitive
soft key to delete all the calls from
the selected caller.
— Press the All context-sensitive soft
key to clear all calls from the Call
Inbox.
— Press the No context-sensitive soft
key to return to the Inbox.

Accessing the calls in your Call Inbox during a call
You can access the calls in your Call Inbox while you are in an active call.

191

Call Inbox

To access the calls in your Call Inbox during a call:

1. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Inbox.

Select

2. Choose one of the following:
— Press the Select context-sensitive
soft key to initiate a call to the
highlighted caller.

Back

Note: This places the current call on
hold, if it is not already on hold.
— Press the Back context-sensitive
soft key to return to the in-call
screen.

192

Call Outbox

Call Outbox
The Call Outbox keeps a record of all outgoing calls made from your
phone. You can add the contact details of the calls in your outbox to your
Address Book. You can access the following details about the outgoing
calls:
•

Name

•

Address

•

Time of the call

•

Number of Calls

•

Call Subject (when used for a call)

Figure 28 on page 193 shows details of the Call Outbox screen while the
phone is idle.
Figure 28: Call Outbox while phone is idle

193

Call Outbox

Accessing the Call Outbox
You can access the Call Outbox and initiate a call when the phone is:
•

Idle. For more information, see “Initiating a call from the Call Outbox”
on page 195.

•

Active. For more information, see “Accessing the calls in your Call
Outbox during a call” on page 198.

Managing calls in the Call Outbox while not on a
call
You can manage calls in the Call Outbox while you are not in an active
call.
To manage calls in the Call Outbox while not on a call:

1. Press the Outbox fixed key.

2. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Outbox.

3. Choose one of the following:
— To view details of the selected call,
press the Right navigation key. See
“Viewing the details of a call in the
Call Inbox” on page 184.
— To leave the detail view and return to
the main inbox screen, press the
Left navigation key.

194

Call Outbox

Delete

4. Press the Delete context-sensitive soft
key to delete the highlighted call. For
more information, see “Deleting calls
from your Call Outbox” on page 196.

Exit
5. Press the Exit context-sensitive soft key
to return to the idle screen.

Initiating a call from the Call Outbox
Note: If your service provider requires that a Directory Number (DN)
be used to initiate a call, the Call Outbox entry must have a DN to
initiate a call.
To initiate a call from the Call Outbox:

1. Press the Outbox fixed key.

2. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Outbox.

3. To view details of the selected call, press
the Right navigation key. See “Viewing
the details of a call in the Call Outbox” on
page 197.

195

Call Outbox

4. You can initiate a call from the
highlighted call of the Call Outbox list or
from the details of a caller screen, by
doing one of the following:
— Lift the handset.
— Press the Headset fixed key.
— Press the Handsfree fixed key.

Call
5. Press the Call context-sensitive soft key.

Deleting calls from your Call Outbox
You can delete calls from your Call Outbox.
To delete calls from your Call Outbox:

1. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Outbox.

Delete

196

2. Press the Delete context-sensitive soft
key.

Call Outbox

Yes

3. Select one of the following contextsensitive soft keys:
— Press the Yes context-sensitive soft
key to delete the highlighted call.

AllUsr
All

No

— Press the AllUsr context-sensitive
soft key to delete all the calls from
the selected caller.
— Press the All context-sensitive soft
key to clear all calls from the Call
Outbox.
— Press the No context-sensitive soft
key to return to the Outbox.

Viewing the details of a call in the Call Outbox
You can view details of a call in the Call Outbox.

197

Call Outbox

To view details of a call in the Call Outbox:

1. To view the details of the selected call,
press the Right navigation key.

Call
Prev
Next

Back

2. When you view the details of a call in the
Call Outbox you can do one of the
following:
— Initiate a call to the caller displayed
on the screen. See “To initiate a call
from the Call Outbox:” on page 195.
— View a previous caller in the Call
Outbox list by pressing the Prev
context-sensitive soft key and return
to the Outbox screen.
— View the next caller in the Call
Outbox list by pressing the Next
context-sensitive soft key and return
to the Outbox screen.
— Press the Back context-sensitive
soft key to return to the Outbox.

Accessing the calls in your Call Outbox during a call
You can access the calls in your Call Outbox during an active call.
To access the calls in your Call Outbox during a call:

1. To access the calls in your Call Outbox
during a call, press the Call Outbox key

198

Call Outbox

2. Press the Up/Down navigation key to
highlight a call from the list of calls in
your Call Outbox.

3. Choose one of the following:

Select

Back

— Press the Select context-sensitive
soft key to initiate a call to the
highlighted caller.
Note: This places the current call on
hold, if it is not already on hold.
— Press the Back context-sensitive
soft key to return to the Incall
screen.

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Instant Messaging

Instant Messaging
You can use your Avaya 1165E IP Deskphone to send and receive an
Instant Message (IM). You can access and respond to an IM while on a
call. The blue LED (Feature Status Indicator) at the top left of the phone
lights accompanied by a beep when a new IM arrives.

Configuring Instant Messaging
You can configure your phone settings to manage an incoming IM.
•

Enable or disable the automatic pop-up of a new IM.

•

Enable or disable an audible alert on a new IM.

Configuring IM automatic pop-up
You can configure the Avaya 1165E IP Deskphone to automatically
display an incoming new IM as a pop-up. The IM pops up when the phone
is idle or while on a call. You can disable the IM pop-up feature.
Note: An IM pop-up does not occur if you are navigating the IM
screens or navigating the menu structure in general. When this
exception occurs, the IM goes directly to the IM Inbox, and the blue
LED activates.
Figure 29 on page 201 shows the IM pop-screen on the Avaya 1165E IP
Deskphone.

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Instant Messaging

Figure 29: Instant Message pop-up

When an IM pop-up appears you can do the following:
•

Press the View context-sensitive soft key to view the complete details
of the IM.

•

Press the Prev context-sensitive soft key to skip to a previous IM (if
applicable).

•

Press the Next context-sensitive soft key to skip to the next IM (if
applicable).

•

Press the Exit context-sensitive soft key, the Goodbye fixed key, or
Quit fixed key to exit the IM pop-up screen and return to the idle
screen when you are not on a call or to the In Call screen if the popup occurred during a call.

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Instant Messaging

Configuring Instant Messaging pop-ups
You can configure Instant Messaging pop-ups.
To enable or disable automatic pop-up of a new IM:

Prefs

1. Press the Prefs context-sensitive soft
key, select User Settings, IM Settings,
IM Display: On/Off from the menu.

2. Press the Up/Down navigation key to
select the user (if multiple users are
logged into the same IP Deskphone).

Select
3. Press the Select context-sensitive soft
key.

On
Back

4. Choose one of the following:
— Press the On/Off context-sensitive
soft key to toggle between enabling
IM pop-ups or disabling IM pop-ups.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Configuring IM audible alert
You can configure the Avaya 1165E IP Deskphone to audibly alert you
when a new IM arrives. The Avaya 1165E IP Deskphone audibly alerts
you when the phone is idle or while on a call. You can also choose to
disable the audible alert of the IM feature.

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Instant Messaging

To enable or disable the audible alerts of a new IM:
•

Prefs

Press the Prefs context-sensitive soft
key, select Message Options, select IM
Settings, and then select IM Audible
Alert: On/Off from the menu.

Select
5. Press the Select context-sensitive soft
key.

On

Back

6. Choose one of the following:
— Press the On/Off context-sensitive
soft key to toggle between enabling
IM audible alerts or disabling IM
audible alerts.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Composing an Instant Message
When you compose an IM, enter the address of the recipient and then
enter the message. When you reply to an Instant Message, the phone
automatically enters the address. For more information, see “Replying to
an Instant Message” on page 207. You can also send an IM directly from
the Address Book. For more information, see “Viewing the Address Book”
on page 163.

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Instant Messaging

To compose and send an Instant Message:

1. Do one of the following:

Msgs

— Press the Msgs context-sensitive
soft key, select Instant Messaging,
and press the New IM contextsensitive soft key
— Access the list of IMs by pressing
the Expand fixed key.

Send IM

abc

— To compose an IM from the Avaya
1165E IP Deskphone Address Book,
select an address and press the
Send IM context-sensitive soft key.
2. Press the abc/123 context-sensitive soft
key to toggle between numeric and
alphabetic input.

3. Use the dialpad to enter the address of
the contact.

Next
4. Choose one of the following:

Back

— Press the Next context-sensitive soft
key to continue.
— Press the Back context-sensitive
soft key to return to the previous
menu.
5. Use the dialpad to enter the content of
the message.

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Instant Messaging

Send
6. Choose one of the following:

Back

— Press the Send context-sensitive
soft key to send the IM to the
contact.
— Press the Back context-sensitive
soft key to return to the previous
menu without sending the new IM.

Instant Message Inbox/Outbox
The IM Inbox contains a list of all incoming and outgoing Instant
Messages. You can filter the IM list to track a series of correspondence to
a contact. The lit blue LED indicates the arrival of a new IM. An icon
indicates the status of the IMs in your Instant Message Inbox/Outbox as
follows:
Unread
Read
Replied to
Sent

No icon

Accessing Instant Messages
You can access and view the contents of the Instant Message Inbox/
Outbox.

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Instant Messaging

To access and view the contents of the Instant Message Inbox/
Outbox:

Msgs
1. Choose one of the following:
— Press the Msgs context-sensitive
soft key, and then select Instant
Messaging from the menu.
— Press the Expand fixed key.
2. Press the Up/Down navigation key to
highlight an IM from the list of Instant
Messages in your IM Inbox/Outbox.

User

View

Note: When you want to view only IMs
from a specific contact, press the User
context-sensitive soft key to filter all IMs
based on the lM that you highlight. The
LCD screen shows the list of all IMs from
that contact.
3. Choose one of the following:

New IM

— Press the View context-sensitive
soft key to view the details of the
sender, followed by the message
content. For more information, see
“Viewing the content of an Instant
Message” on page 207.

Back

— Press the New IM context-sensitive
soft key to compose a new IM. For
more information, see “Composing
an Instant Message” on page 203.
— Press the Back context-sensitive
soft key to return to the idle screen.

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Instant Messaging

Viewing the content of an Instant Message
When you view the content of an Instant Message, you can do the
following:
•

Reply to the Instant Message. See “Replying to an Instant Message”
on page 207.

•

Initiate a Call to the contact. See “Initiating a call from an Instant
Message” on page 208.

•

Delete the Instant Message. See “Deleting an Instant Message” on
page 209.

Replying to an Instant Message
You can reply to an Instant Message.
To reply to an Instant Message:

Reply

1. Press the Reply context-sensitive soft
key to send an IM in response to the IM
you are viewing.

abc
2. Press the abc/123 context-sensitive soft
key to toggle between numeric and
alphabetic input.

3. Enter the message you want to send as
a reply.

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Instant Messaging

Send
4. Choose one of the following:

Back

— Press the Send context-sensitive
soft key to send the IM when it is
complete.
— Press the Back context-sensitive
soft key to return to the previous
menu and not send the IM.

Initiating a call from an Instant Message
To initiate a call from the IM Inbox, press the Expand fixed key or press
the Msgs context-sensitive soft key, and then select Instant Messaging
from the menu.
Note: If your service provider requires that a Directory Number (DN)
be used to initiate a call, you cannot initiate a call from an Instant
Message.
To initiate a call from an Instant Message:

Msgs

1. Choose one of the following:
— Press the Msgs context-sensitive
soft key, and then select Instant
Messaging from the menu.
— Press the Expand fixed key.

2. Press the Up/Down navigation key to
highlight an IM from the list of Instant
Messages.

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Instant Messaging

View

Call

3. Press the View context-sensitive soft
key to access the IM.

4. To initiate a call to the contact who sent
you an IM, press the Call contextsensitive soft key.
The Avaya 1165E IP Deskphone goes
off-hook and initiates the call.

Deleting an Instant Message
To delete a single IM, all the IMs from one contact, or all the IMs in your
IM Inbox complete the necessary steps in the following procedure.

Msgs

1. Choose one of the following:
— Press the Msgs context-sensitive
soft key, and then select Instant
Messaging from the menu.
— Press the Expand fixed key.

View

2. Press the View context-sensitive soft
key.

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Instant Messaging

Delete

Back

3. Select one of the following contextsensitive soft keys:
— Press the Delete context-sensitive
soft key to clear all IMs from the IM
Inbox/Outbox.
— Press the Back context-sensitive
soft key to return to the previous
screen.

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While on an active call

While on an active call
You can use the following features during an active call:
•

“Making a new call” on page 211

•

“Placing a call On Hold” on page 213

•

“Using 3-way calling” on page 221

•

“Transferring a call” on page 228

•

“Using Park Call” on page 232

You can use the Action context-sensitive soft key to perform the
following actions with an active call:
1. New Call—to begin a new call while other calls are on hold.
2. Release Call—to release (hang-up) the selected call.
3. Transfer Call—to transfer the call to another phone number or SIP
address.
4. Park Call—to park a call on the call server or to a specific user. You
can access the call from any phone and to keep your phone line
clear. (Not available for all service providers.)

Making a new call
You can initiate a new call during a current call. If you do not place the
current call on hold first, the Avaya 1165E IP Deskphone automatically
places the current call on hold when you initiate a new call. You can
initiate a new call by using any of the following methods:
•

“Initiating a call using the active c all context-sensitive soft key menu”
on page 212

•

“Initiating a call from the Address Book” on page 164

•

“Initiating a call from the Call Inbox” on page 189

•

“Initiating a call from the Call Outbox” on page 195

211

While on an active call

Initiating a call using the active c
all context-sensitive soft key menu
You can initiate a call using the active call context-sensitive soft key
menu.
To initiate a call using the active call context-sensitive soft key
menu:

Conf

1. Choose one of the following:
— Press the Conf context-sensitive
soft key while on a call.

More…
NewCall

— While on a call, press the More…
context-sensitive soft key, and then
the NewCall context-sensitive soft
key.
The IP Deskphone produces a dial tone.

2. Choose one of the following:
— Use the dial pad to dial the number
or SIP address.
Note: This places the current call on
hold, if it is not already on hold, and you
can continue to initiate the call as
normally.

Back

— Press the Back context-sensitive
soft key to return to the in-call
screen.

Call Waiting
While you are on an active call and you receive an incoming call. You are
notified of an incoming call by a message on the LCD screen and a
notifying beep. Answering the new call places the active call on hold you

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While on an active call

can also redirect the new call, decline the new call, transfer the new call,
or ignore the new call. For more information, see “Receiving a call” on
page 151.

Placing a call On Hold
Use the Hold feature when you are talking to one contact and want to
perform another action, such as answer a new incoming call, transfer a
call, or initiate a new call. You can have a number of calls on hold at the
same time.
To place a call on hold:
1. Press the Hold fixed key.
The LCD on hold icon flashes beside the
line on hold.

Figure 30 on page 213 shows the IP Deskphone display area when a call
is placed on hold.
Figure 30: Call On Hold

213

While on an active call

To retrieve a call on hold:

chad

1. To retrieve a call on hold do one of the
following:
— Press the Line feature key beside
the flashing LCD indicator.
—

Press the Hold fixed key.

Multiple calls On Hold
When you have more than one call on hold, use the navigation key to
highlight a call on the LCD screen. You can perform an action with that
call by using the context-sensitive soft keys on the In-call menu list. The
context-sensitive soft keys displayed vary depending on the type of call
that is currently selected. For example, a held call has the Activate
context-sensitive soft key instead of the Audio context-sensitive soft key.
When you highlight a call that is not active, you can retrieve the call from
on hold and make it active by pressing the Activate context-sensitive soft
key. You can also join the call with the active call to create a 3-way calling
session. See “Using 3-way calling” on page 221.
Multiple calls In-call mode
When the IP Deskphone has multiple calls connected at the same time,
you can access the menu items shown in Figure 31 on page 214.
Figure 31: Multiple calls In-call display screen with contextsensitive soft key menu list

214

While on an active call

The Join context-sensitive soft key appears when there are multiple calls
on the IP Deskphone that can be joined for a conference call or 3-way
calling.
Context-sensitive soft keys for the multiple calls In-call display
screen

Join

NewCall

Audio/Actvate

Press the Join context-sensitive soft key to
join the eligible calls.

Press NewCall context-sensitive soft key to
obtain a dial tone to place another call. The
NewCall context-sensitive soft key is used to
make a conference call. This key behaves
like the Conf context-sensitive soft key.
Press the Audio context-sensitive soft key to
change the audio settings or the current
active call.
The Actvate context-sensitive soft key
appears when the highlighted call is not the
selected call.
Press the Actvate context-sensitive soft key
to place the current call on hold and activate
the call you want to connect to.
This context-sensitive soft key is also used
to retrieve calls parked against the user.
Note: The Actvate context-sensitive
soft key never appears at the same time
as the Audio context-sensitive soft key

215

While on an active call

more…

Press the more… context-sensitive soft key
to select a new menu list of context-sensitive
soft keys.
When you press the more… contextsensitive soft key, a different selection of
context-sensitive soft keys appears.
•

If you press the more… contextsensitive soft key once from the first
menu list, you access the following
context-sensitive soft keys:
[Trnsfer] [RlsCall] [Park] [more...]

•

If you press the more… contextsensitive soft key from the first menu list
twice, you access the following contextsensitive soft keys:
[Retrve] [Conf] [Prefs] [more…]

•

If you press the more… contextsensitive soft key from the first menu list
three times, you return to the first menu
list with the following context-sensitive
soft keys.
[Join] [NewCall] [Audio] [more…]

When you press the more.… context-sensitive soft key for the first time,
the following context-sensitive soft keys appear on the menu list.

216

Trnsfer

Press the Trnsfer context-sensitive soft key
to transfer the current call.

RlsCall

Press the RlsCall context-sensitive soft key
to release or hang up the highlighted call.

While on an active call

Park

Press the Park context-sensitive soft key to
park the current call.

more…

Press the more… context-sensitive soft key
to select a new menu list of context-sensitive
soft keys.
The next available menu list contains the
following context-sensitive soft keys:
[Retrve] [Conf] [Prefs] [more…]

When you press the more… context-sensitive soft key for the second
time, the following context-sensitive soft keys appear on the menu list.

Retrve

Press the Retrve context-sensitive soft key
to retrieve a parked call (by token). See
“Retrieving a Parked Call” on page 233.

Conf

Press the Conf context-sensitive soft key to
place another call, which can be used for a
conference call. This context-sensitive soft
key has the same behavior as the NewCall
context-sensitive soft key.

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While on an active call

Prefs

Press the Prefs context-sensitive soft key to
display the Preferences menu.
The menu items include the following:
1. Display—use to adjust the display
settings of the LCD screen.
2. Audio—use to adjust tones and volume
settings, to configure a USB headset,
and to access the Bluetooth wireless
technology setup.
3. Feature Options—use to configure the
following:
— Feature keys
— Call Decline Reasons
— Call Ignore Action
— Call Subjects
— Call Fwd Notification
— Answer Mode Settings appear when
the Auto Answer Mode is enabled on
the IP Deskphone.
4. Language—use to change the interface
language.
5. Misc Options—use to access the
following options:
— Alpha Dialing
— Search Method
— Incoming Privacy
— Outgoing Privacy
— # Ends Dialing
— Hold Mode: Private
— Time

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While on an active call

Prefs

6. Network—use to access the following:
— Server Settings
— Device Settings
— Diagnostics
— Disable screensaver
— Licensing
— Lock
7. USB Locks—use to lock or unlock the
following USB devices:
— USB Mouse
— USB Keyboard
— USB Headset
— USB flash drive
8. User Settings—use to modify the
following:
— Call Settings
— IM Settings
— Voice Mail Settings
— Change Location

more…

Press the more… context-sensitive soft key
to return to the first menu list of contextsensitive soft keys.
The next available menu list contains the
following context-sensitive soft keys:
[Join] [NewCall] [Audio] [more…]

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While on an active call

To access a call on hold when multiple calls are on hold:

1. Press the Up/Down navigation key to
highlight a call on hold.

2. To retrieve the highlighted call on hold
do one of the following:
Chad

— Press the Line feature key beside
the flashing LCD indicator.
—

Press the Hold fixed key to retrieve
a call on hold.

To make a call on hold the active call:

1. Press the Up/Down navigation key to
highlight a call on hold.

Actvate

2. Press the Activate context-sensitive soft
key to make the highlighted call on hold
the active call.
This removes the call from on hold and
automatically places the previous call on
hold.

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While on an active call

Using 3-way calling
When you have more than one call and you want to join the incoming
calls into one call, you can use 3-way calling or create a conference call.
Note: Your system administrator or service provider must enable 3way calling and conference calls for your Avaya 1165E IP
Deskphone. Contact your service provider or system administrator to
determine if this feature is available.
The 3-way Call feature joins two calls on your phone into one 3-way call.
You and the other two callers can speak together. When you join more
than two calls into one call, you must use the conference call feature.
Your Avaya 1165E IP Deskphone manages the 3-way call, and the server
manages a conference call. For more information, see “Setting up a
conference call” on page 223.
To activate the 3-way Call feature:

Join

1. Press the Join context-sensitive soft key
with either call, and then select 3-way
Call from the menu.
The phone joins the two calls and
creates a new call that appears on the
LCD screen as [3-way Call]. For
more information, see Figure 32: “3-way
Call” on page 222.

Figure 33 on page 225 shows the IP Deskphone display screen when a 3way call is in progress.

221

While on an active call

Figure 32: 3-way Call

Note 1: If you receive a new call during a 3-way call, you can answer
the new call as usual. The Avaya 1165E IP Deskphone automatically
puts the 3-way call on hold. If you want to join the new caller to a 3way call, you must initiate a conference call with the server and join
all callers to the conference call.
Note 2: If the host of a 3-way call presses the hold button, all callers
in the 3-way call are put on hold.
Note 3: If the host of a 3-way call presses the Goodbye fixed key or
selects Release Call from the Action menu, all calls in the 3-way call
are terminated.

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While on an active call

Setting up a conference call
When you want to invite three or more callers to a call, you can set up a
conference call using the Avaya 1165E IP Deskphone. The call server
handles conference calls. You can join incoming calls to the conference
call, or you can join calls that you initiate.
Note: Your system administrator or service provider must enable 3way calling and conference calls for your Avaya 1165E IP
Deskphone. Contact your service provider or system administrator to
determine if this feature is available.
To set up a conference call while on an active call with more than
one other caller:
1. Press the Up/Down navigation key to
highlight one of the calls,

Join

2. Press the Join context-sensitive soft key
and select Conference from the menu.
The calls are joined together as a
conference call on the call server.

When you receive a new call while on a conference call, you can answer,
ignore, decline, or forward the call as you would any call. You can also
initiate a new call while on a conference call in the normal way and return
to the conference call after you complete the call. The conference call
continues while you are on the other call.
Note: If you press the Goodbye key or select Release from the
Action menu while on the conference call you leave the conference
call. The conference call continues with the other callers.

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While on an active call

To join a call to an existing conference call:

1. Press the Up/Down navigation key to
highlight the call you want to join to the
conference.

Join
2. Press the Join context-sensitive soft key
to join the highlighted call to the
conference.

Ad hoc conferencing when connecting to the
Call Server
This feature allows you to make ad hoc conference calls when you
connect to the Call Server.
Note: Your system administrator must enable ad hoc conferencing
before you connect to the Call Server.
Press Server settings, and then Domain settings to open the Domain
screen. Figure 33 on page 225 shows the view details of the current
domain.

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While on an active call

Figure 33: Current Domain page

The context-sensitive soft keys available for viewing the conference
details of the current domain are as follows:
•

Domains: Allows you to select the domain.

•

Edit: Allows you to edit the conference details.

•

PgDwn: Allows you to move to the next screen containing conference
parameters.

•

Done: Allows you to confirm the details.

Figure 34 on page 226 shows the Domain page with conference
parameters, including the conference URI and the maximum number of
ports available for ad hoc conferencing.

225

While on an active call

Figure 34: Domain page with conference parameters

The context-sensitive soft keys available on the conference parameters
page are as follows:
•

Domains: Allows you to select the domain.

•

Edit: Opens the Edit Domain page that allows you to edit the
conference details.

•

Pgup: Allows you to return to the previous page.

•

Done: Allows you to confirm the details.

Edit Domain page
The Edit Domain page displays the domain properties. It appears in the
format  : .
Note: An admin password is required to access the Edit Domain
page.
Figure 35 on page 227 displays the Edit Domain screen with the
conference details.

226

While on an active call

Figure 35: Edit Domain screen

To edit the conference properties and maximum number of ports, press
the Edit context-sensitive soft key to display the Domain Conference Edit
screen.
Figure 36 on page 227 provides an example of the Domain Conference
Edit screen.
Figure 36: Domain Conference Edit screen

The context-sensitive soft keys available for the Domain Conference Edit
screen are as follows:

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While on an active call

•

Save—to save the updated value to the system configuration file.

•

Abc (/123)—to toggle the input mode to digits (or alphabets).

•

Clear—to clear the character behind the cursor.

•

Back—to return to the previous screen.
Note: For these configuration changes to take effect, you must
manually log off and log on.

Transferring a call
Note 1: When more than one call is on hold, the call you want to
transfer must be the active call. For more information, see “To make a
call on hold the active call:” on page 220.
Note 2: The IP Deskphone does not automatically place the call you
want to transfer on hold. To prevent the caller from hearing the
transfer process, place the caller on hold and then complete the
transfer process.
To transfer a call to another telephone:
1. Press the Up/Down navigation key to
highlight Transfer Call from the menu.

228

Trnsfer

2. Press the Trnsfer context-sensitive soft
key while on a call to access the Trnsfer
menu.

abc

3. Press the abc/123 context-sensitive soft
key to toggle between numeric and
alphabetic input.

While on an active call

4. Choose one of the following:
— Enter the phone number or SIP
address to which you are
transferring the call.

Select

— Select a contact from the Address
Book, Call Inbox, or Call Outbox by
pressing the corresponding fixed
key.
Highlight a contact from the list and
then press the Select contextsensitive soft key.

Transfr
5. Choose one of the following:

Clear

— Press the Transfr context-sensitive
soft key to connect the calling party.

Back

— To erase the address you enter,
press the Clear context-sensitive
soft key.
— To return to the previous screen,
press the Back context-sensitive
soft key.

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While on an active call

The Avaya 1165E IP Deskphone
prompts you with the following question,
Consult with party?

Yes

No

Back

6. Select one of the following contextsensitive soft keys:
— Press the Yes context-sensitive soft
key to consult with the contact to
which you are transferring the call
before completing the transfer.
— Press the No context-sensitive soft
key to transfer the call without
consulting the contact to whom you
want to transfer the call.
— Press the Back context-sensitive
soft key to return to the previous
screen.

To transfer a call to Voice Mail:

Transfer

1. Press the Trnsfer context-sensitive soft
key while on a call to access the
Transfer menu.

abc

2. Press the abc/123 context-sensitive soft
key to toggle between numeric and
alphabetic input.

3. Enter the Voice Mail ID, extension, or
external number by using the dialpad.

230

While on an active call

toVMt
4. Choose one of the following:

Backt

— Press the toVM context-sensitive
soft key to connect the calling party
to Voice Mail.
— To return to the previous screen,
press the Back context-sensitive
soft key.

Note 1: The Transfer to Voice Mail feature is not available for all call
servers. Contact your system administrator or service provider to
determine if this feature is available to you.
Note 2: The Transfer to Voice Mail feature during a conference call is
dependent on the call server and may not be allowed. If the secure
digits feature is enabled, and you connect to Voice Mail during an
active call, the screen displays the last pressed key only, and the
remaining digits appear as ‘*’.
You can press Hide or Unhide to hide or display the pressed keys.
Note: The Transfer to Voice Mail feature is available only when
configured by your system administrator.

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While on an active call

Using the Park Call feature
You can use the Park Call feature to temporarily park a call to the call
server or to a specific user. You or another user can retrieve the parked
call from another phone. Using Park Call does not tie up a line, since it is
held on the call server.
Note 1: The Park Call feature is not available for all call servers.
Contact your system administrator or service provider to determine if
this feature is available to you.
Note 2: The behavior of the Park Call feature varies depending on
the call server. This can affect the information appearing on the IP
Deskphone.
Note 3: When you park a call to the server, the server returns a
retrieval code. You must enter the code to retrieve the call from park.

Using Park Call
The Avaya 1165E IP Deskphone prompts you with, Press Park for
server or User to park to a user.
To park a call to the server during a call:

Action

1. Press the Action context-sensitive soft
and select Park Call from the menu.

Park

2. Press the Park context-sensitive soft key
to park the call to the server.

To park a call to a specific user

User

232

1. Press the User context-sensitive soft
key to park the call to a User.

While on an active call

abc

2. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

3. Use the Dialpad to enter the user name
to whom you are parking the call.

Park

Clear
Back

4. You can do one of the following:
— Press the Park context-sensitive soft
key to park the call to the user and
return to the previous menu.
— Press the Clear context-sensitive
soft key to erase the input field.
— Press the Back context-sensitive
soft key to return to the previous
screen.

Retrieving a Parked Call
You must have the retrieval code to retrieve a parked call from the server.
You can retrieve a parked call while the phone is in the idle state or while
on a call.
To retrieve a parked call from the server

Servcs

1. Press the Servcs context-sensitive soft
key and select Retrieve Parked Call
from the menu.

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While on an active call

2. Use the Dialpad to enter the retrieval
code of the parked call.

3. You can do one of the following:

Retrve

Clear
Back

234

— Press the Retrve context-sensitive
soft key to retrieve the parked call.
— Press the Clear context-sensitive
soft key to erase the input field.
— Press the Back context-sensitive
soft key to return to the previous
screen.

Additional features

Additional features
You can use the following additional features:
•

“Using the Friends feature” on page 235

•

“Feature keys” on page 243

•

“Using Call Forward” on page 266

•

“Setting the IP Deskphone to Do Not Disturb” on page 270

•

“Setting a Presence state” on page 271

•

“Configuring Privacy settings” on page 274

•

“Multiple Appearance Directory Number” on page 277

•

“Multiple Appearance Directory Number” on page 277

•

“Audio Codecs” on page 279

•

“PC Client softphone interworking with the IP Deskphone” on
page 280

•

“Automatic remote firmware updates” on page 282

Using the Friends feature
You can designate a contact you have frequent interaction with as a
friend. Access your friends list in the Address Book to:
•

Check the presence status of a friend. See “To check the online
status of a friend on your list:” on page 236.

•

Initiate a call to a friend. See “To initiate a call to a friend on the
Friends list:” on page 237.

•

Send an IM to a friend. See “To send an IM to a friend on the Friends
list:” on page 238.

•

Edit the information about a friend. See “To edit your Friends list:” on
page 239.

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Additional features

Figure 37: Presence status of a friend

Accessing your Friends list
To check the online status of a friend on your list:

1. Choose one of the following:
— Press the Directory fixed key.

236

Filter

— Press the Filter context-sensitive
soft key, and select Friends from
the menu.

Select

— Press the Select context-sensitive
key.

Additional features

2. Do one of the following:

Status

— Press the Status context-sensitive
soft key to view the current presence
status of the friend.

All

— Press the All context-sensitive soft
key to view the contents of the
Address book, including contacts
designated as friends and regular
contacts.

Edit

— Press the Edit context-sensitive soft
key to make changes to the
information entered for a friend or to
delete the contact from the friends
list.

Exit
3. Press the Exit context-sensitive soft key
to return to the idle screen.

To initiate a call to a friend on the Friends list:

1. Choose one of the following:
— Press the Directory fixed key.

Filter

— Press the Filter context-sensitive
soft key, and select Friends from
the menu.

Select

— Press the Select context-sensitive
key.

Status

2. Press the Status context-sensitive soft
key to view the information about the
friend.

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Additional features

Call

3. Press the Call context-sensitive soft key
to initiate a call to the friend.
The Avaya 1165E IP Deskphone uses
the SIP address or phone number from
your personal Address Book to make the
call.

To send an IM to a friend on the Friends list:

1. Choose one of the following:
— Press the Directory fixed key.

Filter

— Press the Filter context-sensitive
soft key, and select Friends from
the menu.

Select

— Press the Select context-sensitive
key.

Status

2. Press the Status context-sensitive soft
key to view the information about the
friend.

SendIM
3. Press the SendIM context-sensitive soft
key to send an IM to the friend.
The Avaya 1165E IP Deskphone uses
the SIP address for the contact from
your personal Address Book.

abc
4. Press the abc/123 context-sensitive soft
key to toggle between numeric and
alphabetic input.

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Additional features

5. Use the dialpad to enter the text of the
message.

Send

6. Choose one of the following:
— Press the Send context-sensitive
soft key to send the IM.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.

Editing information of a friend
You can edit information of a friend on the Friends list.
To edit your Friends list:

1. Choose one of the following:
— Press the Directory fixed key.

Filter

— Press the Filter context-sensitive
soft key, and select Friends from
the menu.

Select

— Press the Select context-sensitive
key.

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Additional features

2. Press the Up/Down navigation key to
highlight the friend you want to edit and
press the Edit context-sensitive soft key.

Edit

abc

3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

4. Use the dialpad to enter the new name
for the contact.

Next

5. Choose one of the following:
— Press the Next context-sensitive soft
key to continue.

Back

Delete

240

— Press the Back context-sensitive
soft key to return to the previous
menu.
To remove a contact from the Friends list,
press the Delete context-sensitive soft key.
This completely removes the contact from
your personal Address Book.

Additional features

6. Use the dialpad to enter the new
address for the contact.

Next
7. Choose one of the following:

Back

— Press the Next context-sensitive soft
key to complete the process.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Yes
8. Choose one of the following:

No

Back

— Press the Yes context-sensitive soft
key, select the group and press the
Select context-sensitive soft key to
add contact to the group.
— Press the No context-sensitive soft
key to return to the previous menu
without adding contact to the group.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Ok
9. Press the Ok context-sensitive key to
return to the friends list.

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Additional features

To delete a contact from your Friends list:

1. Choose one of the following:
— Press the Directory fixed key.

Filter

— Press the Filter context-sensitive
soft key, and select Friends from
the menu.

Select

— Press the Select context-sensitive
key.

2. Press the Up/Down navigation key to
highlight the friend you want to delete
and press the Edit context-sensitive soft
key.

Edit

Delete
3. Press the Delete context-sensitive key.
This completely removes the contact
from your personal Address Book.

Ok

4. Choose one of the following:
— Press the Ok context-sensitive soft
key to continue.

Back

242

— Press the Back context-sensitive
soft key to return to the previous
menu.

Additional features

Feature keys
Use the Feature key option to configure the feature keys on Avaya 1165E
IP Deskphone and the Avaya 1100 Series Expansion Module.
Programmed keys are stored in the user profile. Each user can maintain a
list of programmed feature keys. You can designate a feature key to act
as a short cut for any of the following features:
•

Speed Dial

•

Call Forward

•

Do Not Disturb

•

Send IM

•

Presence

The Avaya 1165E IP Deskphone designates the feature key on the
bottom right of the four feature keys as Feature Key 1 and reserves it as
the line key for the phone. Figure 38 on page 243 shows the Feature
keys.
Figure 38: Feature keys

243

Additional features

You can program the feature keys one at a time, or you can automatically
program empty feature keys from your Friends list or Address Book. For
information about how to autoprogram feature keys see, “Feature key
autoprogramming” on page 259.
Figure 39 on page 244 shows the feature key numbering for 3 Avaya
1100 Series Expansion Modules.
Figure 39: Feature key numbering

Feature key programming
You can program feature keys.
To access the Program Key screen:

Prefs

1. Press the Prefs context-sensitive soft
key, select Feature Options, and select
Feature Keys from the menu.
The Program Key screen opens as
shown in “Feature keys” on page 243.

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Additional features

The Program Key screen provides the following context-sensitive soft
keys:
•

View— to access the feature key detail screen.

•

Edit —to edit the setting or modification of the selected
programmable key.

•

Bulk—to access the autoprogramming and auto removal feature.

•

Back—to return to the previous screen.

To view feature key details

1. To select a feature key to view, do one of
the following:
— Press the Up/Down navigation key
to highlight the feature key to view
and press the View contextsensitive soft key.
— Press the Feature key that you want
to view and press the View contextsensitive soft key.
— Use the dialpad to select the
Feature key that you want to view
and press the View contextsensitive soft key.
The Program Key screen opens as
shown in Figure 40 on page 246.

Back

2. Press the Back context-sensitive soft
key to return to the previous screen.

Figure 40 on page 246 shows the feature key details.

245

Additional features

Figure 40: Feature key details

The Program Key screen displays the following:
•

Key—programmed feature key number

•

Label—label used for the feature key

•

Service—services programmed to the feature key, such as:
— Speed Dial
— Call Forward
— Do Not Disturb
— Send IM
— Presence

•

User—current user to whom the programmed feature key is
associated

•

Address—SIP address for the feature key when programmed for
Speed Dial, Call Forward, and Send IM.

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Additional features

Note: If you to try to view a feature key that is not programmed the IP
Deskphone displays the message: Program Key Not Available
(Key is empty).
To edit a feature key

1. To select a feature key to edit, do one of
the following:
— Press the Up/Down navigation key
to scroll through the feature keys to
highlight the one you want to edit
and then press the Edit contextsensitive soft key.
— Press the Feature key that you want
to edit and then press the Edit
context-sensitive soft key.
— Use the dialpad to select the
Feature key that you want to view
and then press the Edit contextsensitive soft key.
The Program Key screen opens as
shown in Figure 41 on page 248.

Back

2. Press the Back context-sensitive soft
key to return to the previous screen.

Figure 41 on page 248 shows the edit feature key screen.

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Additional features

Figure 41: Edit feature key screen

To modify a feature key:

Modify

1. Press the Modify context-sensitive soft.
The Select Service screen opens.

2. Press the Up/Down navigation key to
highlight one of the following feature key
services:
— Speed Dial
— Call Forward
— Do Not Disturb
— Send IM
— Presence

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Additional features

Select
3. Choose one of the following:

Back

— Press the Select context-sensitive
soft key to choose a service.
The next screen in the process
opens.
— Press the Back context-sensitive
soft key to return to the previous
menu.

abc
4. Press the abc/123 context-sensitive soft
key to toggle between numeric and
alphabetic input.
5. Use the dialpad to enter the label for the
feature key.

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Additional features

6. Choose one of the following:

Next

— Press the Next context-sensitive soft
key to continue. Continue to input
information based on the following
services:
Speed dial. See “To program a Speed
Dial feature key:” on page 250.
Call Forward. See “The following
procedure continues from Step 6 on
page 250.” on page 252.
Do Not Disturb. See “To program a Do
Not Disturb feature key:” on page 253.
Send IM. See “To program a Send IM
feature key:” on page 254.

Back

Presence. See “To program a Presence
feature key:” on page 255.
— Press the Back context-sensitive
soft key to return to the previous
menu.

The following procedure continues from Step 6 on page 250.
To program a Speed Dial feature key:

Select

1. Press the Select context-sensitive soft
key.

2. Select Speed Dial.

Select

250

3. Press the Select context-sensitive soft
key.

Additional features

4. Use the dial pad to enter a key label.

Next

5. Press the Next context-sensitive soft key
to continue.

6. Use the dial pad to enter an address.

Next

7. Press the Next context-sensitive soft key
to continue.

8. Use the dial pad to enter a Call Subject
associated with the Speed Dial contact.
You can leave this blank if you do not
want to include a Call Subject.

Ok
9. Choose one of the following:

Cancel

— Press the Ok context-sensitive soft
key to confirm the entry and move to
the next step.
— Press the Cancel context-sensitive
soft key to return to the previous
step.

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Additional features

Yes
10. Choose one of the following:

No

— Press the Yes context-sensitive soft
key to activate auto-retrieve of held
call on hang up of speed dial.
— Press the No context-sensitive soft
key to return to the previous step.

The following procedure continues from Step 6 on page 250.
To program a Call Forward feature key:

1. Select Call Forward.
2. Use the dial pad to enter a key label.

Next

3. Press the Next context-sensitive soft key
to continue.

4. Select a User.

Select

1. Press the Select context-sensitive soft
key.

2. Use the dial pad to enter the address.

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Additional features

Finish
3. Choose one of the following:

Clear
Back

— Press the Finish context-sensitive
soft key to confirm the entry and
complete the procedure.
— Press the Clear context-sensitive
soft key to erase the entry.
— Press the Back context-sensitive
soft key to return to the previous
menu.

The following procedure continues from Step 6 on page 250.
To program a Do Not Disturb feature key:

1. Select Do not disturb.

Select

2. Press the Select context-sensitive soft
key.

3. Use the dial pad to enter a key label.

4. Select a User.

Select

1. Press the Select context-sensitive soft
key.

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Additional features

2. Choose one of the following:

Finish

Back

— Press the Finish context-sensitive
soft key to confirm the entry and
complete the procedure.
— Press the Back context-sensitive
soft key to return to the previous
menu.

The following procedure continues from Step 6 on page 250.
To program a Send IM feature key:

1. Select Send IM.

Select

2. Press the Select context-sensitive soft
key.

3. Use the dial pad to enter a key label.

Next

4. Press the Next context-sensitive soft
key.

5. Use the dial pad to enter an address.

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Additional features

Finish

6. Press the Finish context-sensitive soft
key to continue.

The following procedure continues from Step 6 on page 250.
To program a Presence feature key:

1. Press the Up/Down navigation key to
highlight one of the following:
— Connected
— Unavailable

Select

2. Choose one of the following:
— Press the Select context-sensitive
soft key to select Presence.

Back

— Press the Back context-sensitive
soft key to return to the previous
step.

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Additional features

3. You can choose a more detailed
message for other users to see or you
can select None if you do not want to
give additional information.
4. If you chose Connected in step 1, press
the Up/Down navigation key to highlight
one of the following details:
— None
— Away
— Out to Lunch
— Be Right Back
If you chose Unavailable in step 1,
press the Up/Down navigation key to
highlight one of the following details:
— None
— Busy
— On vacation
— Offline
Note: You can create your own
Presence message to appear on screen,
which become available when you
program a feature key as a shortcut. For
more information, see “Adding a new
Presence state message” on page 273.

256

Additional features

Finish

5. Choose one of the following:
— Press the Finish context-sensitive
soft key to select the Presence detail
and finish the procedure.

Back

— Press the Back context-sensitive
soft key to return to the previous
step.

Remove a programmed feature key
You can remove a feature key by using one of the following methods:
1. Edit context-sensitive soft keys. See “To remove a feature key using
the Edit context-sensitive soft key:” on page 258.
•

Bulk context-sensitive soft keys. See “To remove all programmed
feature keys by using the Bulk context-sensitive soft key:” on
page 261.

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Additional features

To remove a feature key using the Edit context-sensitive soft key:

1. To select a feature key to remove, do
one of the following:
— Press the Up/Down navigation key
to scroll through the feature keys to
highlight one to remove and press
the Edit context-sensitive soft key.

Edit

— Press the feature key that you want
to remove and then press the Edit
context-sensitive soft key.
The Program Key screen opens as
shown in Figure 41 on page 248.

Back

2. Press the Back context-sensitive soft
key to return to the previous screen.

Remove

3. Press the Remove context-sensitive
soft.
The IP Deskphone displays Confirm
Remove key?

258

Additional features

Yes

4. Choose one of the following:
— Press the Yes context-sensitive soft
key to confirm the removal of the
feature key.

No

— Press the No context-sensitive soft
key to return to the previous screen
without removing the feature key.

Feature key autoprogramming
The feature key autoprogramming provides the user with the ability to
cause the phone to detect all unused programmable keys, and to
automatically fill them as Speed Dial keys, Send IM keys, or Call
Forwarding keys using the user Friends list or the user Address Book.
The feature key autoprogramming also provides the user with the ability
to remove all programmed feature keys from the IP Deskphone.
Autoprogramming does not overwrite feature keys already programmed
and when the IP Deskphone detects if a feature key is already configured
with Speed Dial, Send IM, or Call Forward for contact, it does not create a
new instance.
Note: The autoprogramming feature options are dependent on your
service provider and IP Deskphone configuration. If you attempt to
use the autoprogram feature (Bulk context-sensitive soft key) for a
feature that is not available to you, the IP Deskphone displays the
message: This feature is disabled. Contact your
provider.

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Additional features

To autoprogram feature keys:

Prefs

1. Press the Prefs context-sensitive soft
key, select Feature Options, and select
Feature Keys from the menu.
The Program Key screen opens as
shown in, Figure 38 on page 243.

Bulk
2. Choose one of the following:
— Press the Bulk context-sensitive soft
key.

Back

— Press the Back context-sensitive
soft key to return to the previous
step.
3. Select Feature key creation.
4. Press the Up/Down navigation key to
highlight one of the following services
that you want to autoprogram:

Select

1. Speed Dial
2. Send IM
3. Call Forward

Select
5. Choose one of the following:

Back

— Press the Select context-sensitive
soft key to autoprogram the feature
keys with the selected service.
— Press the Back context-sensitive
soft key to return to the previous
step.

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Additional features

To remove all programmed feature keys by using the Bulk contextsensitive soft key:

Bulk
6. Choose one of the following:
— Press the Bulk context-sensitive soft
key.

Back

— Press the Back context-sensitive
soft key to return to the previous
step.
7. Press the Up/Down navigation key to
highlight 2. Feature key removal and
press the Select context-sensitive soft.

Select

All

Yes

The Program Key screen opens listing
all the feature keys.

8. Press the All context-sensitive soft key
to remove all the programmed feature
keys.
9. Choose one of the following:
— Press the Yes context-sensitive soft
key to confirm the removal of all the
feature keys.

No

— Press the No context-sensitive soft
key to return to the previous screen
without removing the feature keys.

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Additional features

10. To select a single feature key to remove,
do one of the following:
— Press the Up/Down navigation key
to scroll through the feature keys
and highlight the feature key to
remove and press the Remove
context-sensitive soft key.
— Press the Feature key that you want
to remove and press the Remove
context-sensitive soft key.
— Use the dialpad to select the
Feature key that you want to view
and press the Remove contextsensitive soft key.
or

Back

Press the Back context-sensitive soft key to
return to the previous menu.

To remove individual programmed feature keys using the Bulk
context-sensitive soft key:

Bulk
11. Choose one of the following:
— Press the Bulk context-sensitive soft
key.

Back

262

— Press the Back context-sensitive
soft key to return to the previous
step.

Additional features

12. Press the Up/Down navigation key to
highlight 2. Feature key removal and
press the Select context-sensitive soft.

Select

The Program Key screen opens listing
all the feature keys.

All

13. Press the All context-sensitive soft key
to remove all the programmed feature
keys.

Yes

14. Choose one of the following:

Or
No

— Press the Yes context-sensitive soft
key to confirm the removal of all the
feature keys.
— Press the No context-sensitive soft
key to return to the previous screen
without removing the feature keys.

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Additional features

15. To select a single feature key to remove
do one of the following:
— Press the Up/Down navigation key
to scroll through the feature keys to
highlight one and press the Remove
context-sensitive soft key.
— Press the Feature key that you want
to remove and then press the
Remove context-sensitive soft key.
— Use the dialpad to select the
Feature key that you want to view
and then press the Remove contextsensitive soft key.
or

Back

Press the Back context-sensitive soft
key to return to the previous menu.

Creating a feature key using the Copy key
You can create a feature key for Speed Dial, Call Forward, or Send IM by
pressing the Copy fixed key when you are viewing any of the following:
•

a highlighted entry in an Address Book list

•

a highlighted entry of your Call Inbox or Call Outbox

To designate a feature key by using the Copy key:

1. Open your Address Book, Call Inbox, or
Call Outbox, highlight the entry you want
to use for the feature key, and then
press the Copy key.
Attention:

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Additional features

2. Press the Up/Down navigation key to
highlight Speed Dial, Call Forward, or
Send IM from the menu.
Note: Presence and Do Not Disturb are
not programmable by using the Copy
key.

Select

3. Press the Select context-sensitive soft
key.

4. Choose one of the following:

Set

— Press the Up/Down navigation key
to highlight the feature key to which
to copy the information to and press
Set.
— Press the Feature key that you want
to use for the service selected.

5. Use the dialpad to enter the label for the
feature key.

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Additional features

Next

6. Press the Next context-sensitive soft key
to continue. Continue to input
information based on the selected
service:
— “To program a Speed Dial feature
key:” on page 250
— “To program a Call Forward feature
key:” on page 252
— “To program a Send IM feature key:”
on page 254
— “To program a Presence feature
key:” on page 255
or

Back

Press the Back context-sensitive soft
key to return to the previous menu.

Using Call Forward
Use the Call Forward feature to direct incoming calls to an alternate
destination. You can continue to make calls from the phone but all
incoming calls are redirected to the new destination.
When you forward a call to another IP Deskphone, the IP Deskphone
receives the call displays the name and SIP address (if present) of the
caller, the name and SIP address (if present) of the original called party,
and any subject message included with the call. This ensures that the
user who receives the forwarded call knows that the call is forwarded from
you, who the call is from, and any subject message that is included.
Note: Not all service providers display forwarded calls as described.
Contact your system administrator or service provider for more
information about Call Forward.

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Figure 42 on page 267 shows the incoming call display for an incoming
call.
Figure 42: Incoming call display for a forwarded call

When the address or subject line is long, you can scroll by using the left
and right navigation keys.
Table 17 on page 267 describes the Privacy setting and the display for a
forwarded call on the IP Deskphone.
Table 17: Privacy setting and IP Deskphone display for Call
Forward (Part 1 of 2)
Privacy setting

IP Deskphone display

None

From: Robert (robert@companyb.com)
To: Alice (alice@companya.com)
Subject: Calling to discuss budget.

All

From: Anonymous
To: Alice (alice@companya.com)
Subject: Calling to discuss budget.

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Table 17: Privacy setting and IP Deskphone display for Call
Forward (Part 2 of 2)
Privacy setting

IP Deskphone display

Address

From: Robert
To: Alice (alice@companya.com)
Subject: Calling to discuss budget.

Name

From: robert@companyb.com
To: Alice (alice@companya.com)
Subject: Calling to discuss budget.

When you forward your calls to another user or telephone, you have the
option to program the Avaya 1165E IP Deskphone to remind you that
incoming calls can be forwarded. This notification is an audible signal you
hear when you go off hook and a change to the ring pattern when a call is
incoming.
To activate or deactivate this notification:

Prefs

On

Off

1. Press the Prefs context-sensitive soft
key, select Feature Options, and select
Call Fwd Notification from the menu.

1. Choose one of the following:
— Press the On context-sensitive soft
key to activate Call Forward
Notification
— If the Call Forward Notification is
activated you press the Off contextsensitive soft key to deactivate the
feature.

Note: If the Avaya 1165E IP Deskphone is ringing or is in Do Not
Disturb mode, you cannot forward the call.

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To forward your calls or change the number where calls are
forwarded:

CallFwd

1. Press the CallFwd context-sensitive soft
key.

2. Enter the phone number or SIP address
where you want to forward your calls.

Forwrd

3. Choose one of the following:
— Press the Forwrd context-sensitive
soft key to accept the number and
return to the Home screen.

Clear

— Press the Clear context-sensitive
soft key to clear the input line.

Back

— Press the Back context-sensitive
soft key to cancel the input and
return to the Home screen.

To deactivate Call Forward:

Disable

1. Choose one of the following:
— Press the Disable context-sensitive
soft key to deactivate Call Forward
and return to the Home screen.

Back

— Press the Back context-sensitive
soft key to cancel deactivating the
Call Forward and return to the Home
screen.

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Setting the IP Deskphone to Do Not Disturb
Use Do Not Disturb to automatically block all incoming calls. When you
activate this feature, the calling party receives a busy signal.
To enable Do Not Disturb:

DND

Enable

Back

1. Press the DND context-sensitive soft key
on the idle display (press the More…
context-sensitive soft key until DND
appears).
2. Choose one of the following:
— Press the Enable context-sensitive
soft key to set the IP Deskphone to
Do Not Disturb.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Ok

3. Press the Ok context-sensitive soft key
to return to the Services menu.

To disable Do Not Disturb:

Disable

1. Choose one of the following:
— Press the Disable context-sensitive
soft key to set the phone to Do Not
Disturb.

Back

270

— Press the Back context-sensitive
soft key to return to the previous
menu.

Additional features

Ok
2. Press the Ok context-sensitive soft key
to return to the Services menu.

Setting a Presence state
Set a presence state to enable other users to see information about your
availability. You can select from a list of pre-made messages or create a
new message to display for your presence state.
To select a Presence state:

Presnce
1. Press the Presnce context-sensitive soft
key (press the More… context-sensitive
soft until Presnce appears).

Change
Back

2. Choose one of the following:
— Press the Change context-sensitive
soft key to change your current
presence state.
— Press the Back context-sensitive
soft key to return to the Home
screen.
3. Press the Up/Down navigation key to
highlight either:
— Connected
— Unavailable

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Select
Back

4. Choose one of the following:
— Press the Select context-sensitive
soft key to continue to the next
screen.
— Press the Back context-sensitive
soft key to return to the previous
step.
You can choose a more detailed message
for other users to see, or you can select
None if you do not want to provide additional
information.
5. If you chose Connected in step 2, press
the Up/Down navigation key to highlight
one of the following details:
— None
— Away
— Out to Lunch
— Be Right Back
If you chose Unavailable in step 2,
press the Up/Down navigation key to
highlight one of the following details:
— None
— Busy
— On vacation
— Offline
Note: You can create your own
Presence messages to appear on
screen, which become available when
you program a feature key as a shortcut.

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Select

Add

Back

6. Choose one of the following:
— Press the Select context-sensitive
soft key to select the Presence detail
and move to the confirmation
screen.
— Press the Add context-sensitive soft
key to enter a custom note. For more
information, see “Adding a new
Presence state message” on
page 273.
— Press the Back context-sensitive
soft key to return to the previous
step.

OK

7. Press the OK context-sensitive soft key
to confirm the Presence state selection.

Adding a new Presence state message
You can add a new Presence state message.
To add a new Presence state message:

Presnce

1. Press the Presnce context-sensitive soft
key (press the More.… context-sensitive
soft key until Presnce appears).

Change
2. Press the Change context-sensitive soft
key.
3. Select Connected or Unavailable from
the menu.

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Additional features

Add

abc

4. Press the Add context-sensitive soft
key.

5. Press the abc/123 context-sensitive soft
key to toggle between alphabetic and
numeric characters.

6. Use the Dialpad to enter a new
Presence state message.

Ok

7. Choose one of the following:

Back

— Press the Ok context-sensitive soft
key to confirm the entry and
complete the procedure.
— Press the Back context-sensitive
soft key to return to the previous
step.

Configuring Privacy settings
You can restrict caller information coming to the phone or caller
information leaving the phone. You can restrict the name, SIP address, or
both from appearing on the screen.

Incoming call privacy
You can restrict the information for incoming calls to your phone by
configuring the Incoming Call Privacy setting.

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To configure Incoming Call Privacy:

Prefs

1. Press the Prefs context-sensitive soft
key, select Misc Options, and then
Incoming Privacy from the menu.

2. Choose one of the following:

Change

Back

— Press the Change context-sensitive
soft key to change the Incoming
Privacy restriction to the highlighted
restriction.
— Press the Back context-sensitive
soft key to return to the previous
menu without implementing any
changes.
3. Press the Up/Down navigation key to
highlight one of the following:
— None (no restriction)
— Name (restricts only the name)
— Address (restricts only the address)
— All (restricts name and number)

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Additional features

Outgoing call privacy
You can restrict the information for outgoing calls from your phone by
configuring the Outgoing Call Privacy setting.
To configure Outgoing Call Privacy:

Prefs

Change

Back

1. Press the Prefs context-sensitive soft
key, select Misc Options, and then
Outgoing Privacy from the menu.

2. Choose one of the following:
— Press the Change context-sensitive
soft key to change the Outgoing
Privacy restriction to the highlighted
restriction.
— Press the Back context-sensitive
soft key to return to the previous
menu without implementing any
changes.
3. Press the Up/Down navigation key to
highlight one of the following:
— None (no restriction)
— Name (restricts only the name)
— Address (restricts only the address)
— All (restricts name and number)

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Additional features

Multiple Appearance Directory Number
Multiple Appearance Directory Number (MADN), also known as Bridge
Line Appearance, and using Single Call Appearance (SCA), allows
multiple phones to appear as a single line to the caller. Any of the IP
Deskphones with an active MADN feature can initiate or answer a call,
but only one call can be active at a time. However, other telephones that
are part of the same MADN line can join the active call by going off-hook.
You can prevent others from joining the call by using the MADN feature to
make the call private. To make the call private, you dial a special code
(Vertical Service Code) so that the call server knows that the call is
private. To dial a Vertical Service Code on an Avaya 1165E IP
Deskphone, you must first initiate a new call by pressing the Action
context-sensitive soft key, select New Call/Conference, and then dial the
Vertical Service Code that is provided by your system administrator or
service provider.
Note: The MADN feature is only available when you connect to a call
server that supports it. Your system administrator manages the
MADN feature and enables the MADN feature on your Avaya 1165E
IP Deskphone if required.
When multiple phones are configured with a MADN SCA feature, they
share one single Directory Number (DN) that is available to the user. An
incoming call to this DN or to any SIP address of the users of the MADN
SCA group causes all the phones to ring. Also, any user of the MADN
SCA group can join a call initiated from any of the phones of that group.
Any user that joins a call with the MADN SCA feature can put the call on
hold and prevent other users within the MADN SCA group from joining.

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Additional features

Figure 43: MADN SCA shared line not active

Figure 44: MADN SCA shared line active

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Additional features

Audio Codecs
This feature allows you to specify a codec to which you can switch to
during an active call. You can use the Preferences menu to modify the
order of preference of the codecs between calls.
You can select an audio codec by name during a call, or while the
handset is idle. The Audio Codecs feature also gives you control over the
audio configuration that is used for inbound and outbound calls.
To change the codec while on the call, select Audio, Change codec, and
then press OK.
The following context-sensitive soft keys are available on the Audio
Codes page:
•

Ok—to view the Audio Codec Selection screen.

•

Back—to return to the previous screen.

Audio Codec Selection
The Audio Codec Selection allows you to select a codec to use during
inbound and outbound calls.
The following context-sensitive soft keys are available for selecting the
audio codes:
•

Select: The IP Deskphone attempts to renegotiate the codec for the
current call to use the selected codec.

•

Back: Allows you to return to the Audio Codec screen.

Audio Codec Ordering
The Audio Codec Ordering allows you to modify the order of preference of
codecs to use during inbound and outbound calls.
The following context-sensitive soft keys are available for the audio codec
ordering page:
•

Save—to save the current order as the new preferred codec order.

•

MoveUp—to move the highlighted codec up in the list.

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Additional features

•

MoveDwn—to move the highlighted codec down in the list.

•

Back—to return to the Audio Codec screen.

The Audio Codec Ordering screen allows you to modify the order of
preference of the codecs. You can reorder the preferences, and the
changes to the ordering are saved.

PC Client softphone interworking with the
IP Deskphone
This feature allows you to access the functionality of the IP Deskphone
using a PC Client softphone. The Click-to-Answer function allows you to
answer an incoming call to the IP Deskphone by clicking a button on your
PC Client running on your PC. The call continues as if you answered it
using the Answer context-sensitive soft key on the IP Deskphone.
This feature allows you to control a call coming to the IP Deskphone using
a softphone client on the PC. The call data is actually sent and received
by the IP Deskphone. This feature does not support the Copy contextsensitive soft key.

Answer-Mode Settings
For an Avaya 1165E IP Deskphone to automatically be answered on your
PC Client softphone, you must pre-grant authorization to the user or user
groups who are making the request for an automatic answer.
Press Prefs, Feature Options, and then select Answer-Mode Settings
to request an automatic answer to the callers.
The following options are available for the Answer-Mode Settings page:
•

Allow Mode—to select a mode. The options for the Allow Mode are
as follows:
— Disabled
— Friends
— Directory (includes all Friends)
— Public (includes all users)

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Additional features

•

Allow Address—to edit the list of address.

The following context-sensitive soft keys are available for the AnswerMode Settings page:
•

Change—to open the Allow Mode Settings page if option 1 is
selected. Allows you to open the Allow Domain page shown if option
2 is selected.

•

Back—to return to the Feature Options page.

Allow-Mode Settings
The Allow-Mode Settings screen allows you to enable or disable the
feature, and to allow automatic requests for Friends, Directory, or Public
users.
The following context-sensitive soft keys are available for the Allow mode
settings page:
•

Select—to enable the current selection.

•

Back—to return to the previous screen.

Allow Domain setting
The Allow Addresses screen allows you to preauthorize requests to
automatically answer to a list of user-entered domains, and SIP
addresses.
Select Prefs, Feature Options, Answer-Mode Settings, and then press
Allow addresses to view the Allow Addresses screen.
The screen displays the following instructions:
Domain or SIP address
[Typing cursor]
The following options are available for the Allow Addresses page:
•

Save—to save the entered domain and SIP address into the list and
displays the list.

•

abc/123—to change between alphanumeric and numeric entry.

•

Clear—to erase all entered characters.

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Additional features

•

Back—to return to the previous screen.

The Allow Addresses screen displays the domains and SIP addresses in
a list. If the list is long, you can scroll down the screen until you have
reached the last entry.
The following context-sensitive soft keys are available for the Allow
Addresses page:
•

Add—to add the entry content.

•

Edit—to select the current entry and edit the entry.

•

Delete—to delete the selected domain from the list.

•

Back—to return to the Answer-Mode Settings screen.

Automatic remote firmware updates
Note: Your system administrator must enable Remote check for
update for this feature to work.
Your IP Deskphone may be configured to perform automatic firmware
updates. If this feature is configured, the IP Deskphone displays when a
firmware update is scheduled to occur, and Yes and No context-sensitive
soft keys are displayed. If the IP Deskphone is idle and no key is pressed,
the firmware update begins in one minute.
If you press Yes, the firmware download begins.
If you are using your IP Deskphone (this includes on hold, on a
conference call, or when your IP Deskphone is ringing) and you press No,
the call is not disconnected and the firmware update does not occur. The
IP Deskphone displays the firmware download prompt again in three
minutes a total of three times.
If, after the third notification, you press No or no key is pressed, the
firmware update does not occur. Your IP Deskphone attempts the
firmware download process again in two hours.
Note: If you allow the update to proceed and the server is down, the
IP Deskphone does not ask for updates again.

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Additional features

Busy lamp field
The Busy Lamp Field (BLF) is an alternate presence-monitoring
mechanism for the IP Deskphone that allows presence functionality on
proxies that support BLF.
BLF is an icon state for a corresponding Speed Dial key on an IP phone;
the icon state tells you if another extension connected to the same SIP
server is busy. You do not enable or disable this feature; BLF is
configured by your system administrator. If enabled, the IP Phone
subscribes to the proxy and receives the presence state list for all the
users it is configured to watch. Call states and the corresponding
presence icons are shown in the following table:

Table 18: Call states and corresponding Presence icons
State

Meaning

Unknown

The presence of the monitored IP Phone
is unknown

Terminated

The monitored IP Phone is not involved
in a call and is available

Ringing

The monitored IP Phone is ringing

Icon

Flashing
On the phone The monitored IP Phone is busy on a call

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Additional features

Note: If you have the required permissions you can answer a call
placed to a monitored IP Phone. To answer, press the flashing
Ringing button.

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Multiuser

Multiuser
The Multiuser feature allows multiple SIP user accounts to be active on
the IP Deskphone at the same time. This allows a single IP Deskphone to
be shared among multiple users each with their own account, allowing
each user to receive calls without logging off other users.
You can have multiple user accounts (for example, a work account and a
personal account) active at the same time on the same IP Deskphone.
You can use the following features during a call:
•

“Initial login” on page 286

•

“Logging out” on page 288

•

“Server failover” on page 289

•

“Upgrade impacts to user profiles” on page 290

•

“Line keys” on page 291

•

“Making a call” on page 293

•

“Receiving a call” on page 294

•

“Being in a call” on page 294

•

“Instant Messages” on page 295

•

“Menu features” on page 296

•

“Modifying settings” on page 296

•

“Programmable keys” on page 297

•

“Address books” on page 299

•

“User status” on page 300

•

“Notifications” on page 303

•

“Account Selection” on page 304

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Multiuser

Initial login
For an initial login, you must enter a user name and password and specify
your login to either be permanent or to expire. You can also specify which
SIP domain you want to access. The Domain key allows you to select a
domain from the configured list but you cannot modify the domains. You
can change the language used at the login screen. Figure 45 on page 286
shows the primary login screen.
Figure 45: Primary Login screen

After you are logged in, the IP Deskphone displays the Idle screen. You
can configure up to five profiles. If the limit is exceeded, then the least
recently used profile is automatically deleted.

Additional logins
The Login command in the System menu allows you to register
additional accounts. You cannot change the language in a secondary
login. Figure 46 on page 287 shows the secondary login screens.

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Multiuser

Figure 46: Secondary Login screens

You can specify the Line Key to which the new account is associated. By
default, the first unused key is selected. If the configured limit is reached
on concurrent logins, then the selected login command displays an error
message. The initial login message login in process displays during the
login operation.
During the login process, the IP Deskphone can receive calls for user
accounts that are already registered; however, other features are not
available until the login process is complete.
No profile selection prompt is displayed for the secondary account and no
profile is created.

Automatic login
If you were logged in when the IP Deskphone was switched off, the IP
Deskphone automatically logs you back in upon startup. If multiple users
were logged in, then they are all logged back in one after the other.
If the automatic login feature is disabled, then the automatic login does
not occur.
It is possible to provision the IP Deskphone with user credentials for
automatic login even on the initial startup. With the addition of multiuser
support, it is also possible to provision multiple accounts in the same way.
For more information about different autologin scenarios, see “Primary
account logout” on page 288.

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Multiuser

Logging out
The logout command prompts you to select an account, asks for
confirmation, then proceeds to log out the account. Logging out an
account frees the corresponding Line key. Logging out does not require a
password. For more information about logging out, see ““Logging off from
the Avaya 1165E IP Deskphone” on page 86.
Figure 47 on page 288 shows the logout screens.
Figure 47: Logout screens

Primary account logout
Logging out of the primary account causes all other accounts to log out
automatically and the IP Deskphone to display the login screen. The
secondary accounts are logged back in automatically when a new primary
account is registered or the same primary account is re-registered.
If the IP Deskphone is restarted after logging out of the primary account, it
returns to the login screen. Logging in a new primary account leads to
automatic login of secondary accounts.
The list of programmed feature keys is part of the IP Deskphone profile.
As a result, logging out of one primary account and logging in on a
different account could change the set of feature keys. If a secondary
account was assigned to a key that is also in the set of feature keys, the
secondary account takes precedence: it is logged in, and the feature key
acts as a Line key. If the account is logged out manually, the programmed
feature key becomes available.

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Multiuser

Secondary account logout
You can log out of a secondary account by selecting the secondary
account in the Logout Select User screen. This causes the secondary
account to be removed from the autologin list. If you restart the IP
Deskphone, the secondary account is not logged back in.

Server failover
If the connection to your account proxy is lost, then the IP Deskphone
notifies your account and periodically attempts to reconnect. Some
features remain accessible for other accounts (for example, incoming
calls), but other features are not available until connection is reestablished or you cancel the reconnection. Cancelling the call has the
same effect as logging out. If you are the primary account, the IP
Deskphone returns to the initial login screen. If you are logged in on a
secondary account, that secondary account is removed from the list of
secondary accounts that are logged in on automatic login.
If more than one account loses connection, the IP Deskphone attempts to
reconnect to account in sequence. The first account to lose connection
retries until it re-registers or you cancel the attempt, after which a
reconnect attempt begins for the next account. Canceling the
reconnection attempt of the primary account immediately abandons
attempts for all other accounts, logs out secondary accounts that are still
connected, and returns the IP Deskphone to the login screen.
A single login queue is used for automatic logins and failover. This means
that if automatic logins are still pending when an account cannot connect,
a reconnection attempt for that account only begins after all automatic
logins have completed or are cancelled.

Cable unplugged
If the IP Deskphone detects that the network cables are unplugged while
accounts were logged in, then the IP Deskphone assumes that all
accounts have lost their connection to the server. When you reconnect
the cable, the IP Deskphone proceeds to re-register all accounts starting
with the primary account.

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Multiuser

Upgrade impacts to user profiles
In previous releases of the IP Deskphone software, user profiles were
associated to user names rather than accounts; one user profile could be
associated with multiple user names. After the IP Deskphone is upgraded
to Release 4.0 software, the IP Deskphone may contain user profiles with
old user name associations.
When a primary account with no associated profile is registered, the
IP Deskphone looks for an old user profile associated with that user
name. If an old user profile associated with that user name is found, the
user profile becomes permanently associated with that account and is no
longer associated to a list of user names.
Example:
•

An Avaya 1165E IP Deskphone with SIP Software Release 2.x has
the following user accounts logged in and logged out.
— user1@domain1.com
— user2@domain1.com
— user1@domain2.com

A user profile is created for the first account and is reused for the second
account. The third account reuses the same profile, as it has the same
user name as the first account.
•

The IP Deskphone is upgraded to SIP Software Release 4.0.
— A user logs to the primary account “user3@domain1.com”. No
profile is found for that account; a new profile is created
automatically.
— The user logs out, then logs to the primary account
“user2@domain1.com”. No profile is found for that account, but a
Release 2.x user profile is found to be associated to the user
name “user2”. The profile becomes associated to
“user2@domain1.com”. The profile is loaded and user2 now has
access to the call logs and most preferences available before the
upgrade.
— User2 logs out, then logs in “user1@domain1.com”. User1 had a
profile before the upgrade, but that profile has now been

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Multiuser

associated to the user2 account; therefore a new profile is
created.
Not all the information in old profiles is preserved. The preference settings
(for example, voice mail ID) are discarded in the upgrade.

Line keys
Each registered user is associated to a separate line key. Each line key
displays the name of the registered account and some basic state
information for that account.
The primary account is always associated to the first (bottom-right) line
key of the IP Deskphone. If you are a secondary user, the order of the
next available line key is from bottom to top and right to left on the IP
Deskphone, followed by the keys on the Expansion Module from bottom
to top and right to left. You can select a different available line key for
secondary accounts during the login process.
Figure 48 on page 292 shows the Avaya 1165E IP Deskphone with an
Avaya 1100 Series Expansion Module and multiple accounts.

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Multiuser

Figure 48: Avaya 1165E IP Deskphone with Expansion
Module and multiple accounts

Pressing a line key either brings up a dialing prompt, initiates a call to a
pre-selected target, or answers an incoming call. For more information
see ““Making a call” on page 293.
At select account prompts (such as the Logout screen and User Settings
screen), pressing a line key highlights the corresponding account.
Each line key reflects the state of its account.
•

If there is a call for the account, a phone icon shows the state of the
call whether it is on hold, or ringing.

•

If there is more than one call, the state of the most active call is
displayed. Missed incoming calls and new voice mail messages for
the account are indicated with an icon. This supplements the NN
missed calls message on the idle screen and the red LED, which
cannot provide per-account information.

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Multiuser

MADN, Do Not Disturb, and Call Forwarding features also affect the
appropriate line key icon of the account.

Making a call
You can place a call using any of the registered user accounts. The
selected user account determines which proxy is used, which domain
name is used for the call target if none was specified, who the target sees
is calling, and what service package-dependent features are available.
The ways to initiate an outgoing call fall into two categories:
•

always using the primary user’s account

•

using a different, explicitly selected account. The usual way to select
an alternate account is to press the line key of that account to obtain
a dialing prompt.

If you initiate dialing by pressing digits from the Idle screen, the primary
account is used after you lift the handset, press the Headset key or press
the handsfree key. The same applies if you initiate a call from the inbox,
outbox or Instant Messages screen.
Similarly, the primary account is used when a dial prompt is first obtained
after you lift the handset, press the handset key, or press the Headset
key, and the call is initiated by pressing digits from the Idle screen or by
pressing the Send context-sensitive soft key.
If you initiate a call by pressing a line key, the user account associated
with that line key is used when the call is initiated.
If you initiate a call from the Address Book or Friends list, the account that
is selected to display the list, is the same account that establishes the
call. For more information, see ““Receiving a call” on page 294 and
““Menu features” on page 296.
In all cases, if you initiate the call by pressing a line key, then the account
associated with that particular line key takes precedence.
For example, pressing Line Key 1 to obtain a dial prompt, dialing, then
pressing Line Key 2 initiates the call using the account associated with

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Multiuser

Line Key 2. However, there are cases where pressing a Line Key does
not initiate dialing (for example, Address Book in Select mode).
While the outgoing call is ringing, the selected account is displayed on
screen on a From: line.

Receiving a call
When you receive an incoming call, the displayed information shows
which account the call is intended to reach. The line key of the
corresponding account displays an incoming call icon. The call can be
answered by:
•

pressing the Answer context-sensitive soft key

•

taking the handset off hook

•

pressing the Headset or Handsfree key

•

pressing the appropriate line key of the account
Note: You cannot use a different account to answer the call.

If the IP Deskphone receives multiple calls at the same time, a list (sorted
by the most recent incoming call first) of all active and incoming calls
appears. After you select a specific call in the list, you can either answer
the call or process the call.
If the calls are for different accounts, then the line keys associated with
the accounts receiving the incoming calls display an incoming-call icon.
An incoming-call icon provides visual feedback. You can answer the call
by pressing the line key directly without having to select the call. This
automatically puts other active calls on hold.

Being in a call
When a single call is active, the screen displays the local account in use
and the remote user. If multiple calls are active, each call appears on a
single line. The local account for the active call appears on the context
line. Each line key reflects the most active call state of its account.

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Multiuser

The active call is affected by operations such as transfer or call parking.
One exception is the New Call action, which uses the primary account by
default; this can be overridden by pressing another line key to initiate the
call.
Joining calls into a specific conference always uses the conference server
of the primary account. Accounts which cannot access the server cannot
join the server.
After you create a ad-hoc conference, you can join additional calls into the
same conference. You cannot create more than one ad-hoc conference
at a time.
Three-way calls can join any two calls, regardless of the account. The
service package of the account to which a call is associated determines
which operations (for example, Call Park) are available on that call. After
you have established a 3-way call, the join functionality becomes
unavailable until the 3-way call is terminated.
Figure 49 on page 295 shows two examples of the Avaya 1165E IP
Deskphone with one call and multiple calls.
Figure 49: Avaya 1165E IP Deskphone with one and multiple
calls

Instant Messages
Only the primary account can send or receive instant messages.
Incoming messages for secondary accounts are rejected; they are not
displayed on screen, and are not added to the instant message logs.

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Multiuser

Menu features
The IP Deskphone menu displays are customized to match the service
package of the active account that is accessing the menu. In most cases,
menus are accessed from the Idle screen and the primary account is
active. For example, you can only use the Retrve context-sensitive soft
key to retrieve a parked call if call parking is allowed by the service
package of the primary account.
Similarly, accessing the Address Book, either through the corresponding
hard key or through the View menu, usually displays the Address Book of
the primary account. However, accessing the Address Book in select
mode (for example, while dialing, or selecting an item for a speed dial
key) accesses the address book of the latest user account used on the
address-input screen.

Modifying settings
A number of preferences, in particular Voice Mail and IM settings, are peraccount. The main Preferences menu includes an User Settings entry.
Selecting this entry prompts you to select a registered account. After
selecting an account, a menu appears that lets you modify the settings of
that account.

Per-account call notification options
The Call Settings entry in the User Settings menu provides a number of
configuration options relating to how incoming calls for a particular
account are treated:
•

what kind of audio alert should be used (ring tone, beep, nothing)

•

whether the red LED should blink

•

whether the call should be added to the Incoming Calls log

IM Settings
IM Settings is located under User Settings. Any change in settings on
the primary account takes effect immediately. You can also modify
settings for a secondary account, but they do not take effect until that
account registers as the primary account.

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Multiuser

Voice Mail settings
Voice Mail Settings is located under User Settings. You can program
different voice mail addresses and IDs for each account. To access the
voice mail of a secondary account, press the line key of the secondary
account to obtain a dial prompt, and then press the VMail contextsensitive soft key.
Waiting messages are reported in two ways:
•

The red LED is lit if any account has a waiting message.

•

A special icon (a shaded envelope) is displayed on the line key of
each account with a waiting message (unless the account is in a call).

Remembering settings after logout
For each profile, up to 24 sets of per-account settings are always
remembered. If you have configured settings for an account, after the
account is logged out, the settings are restored when the account is
logged back in as either a primary or secondary account.
When an account is logged in without settings saved in the profile, a new
set of default settings is created for it. If there are already 24 sets of peraccount settings in the profile, one setting for which the account is not
currently registered is discarded, and the new setting is saved.

Programmable keys
A line key associated with a registered account cannot be used for
programmable features. The Program Key screen lists all the line keys.
All line keys associated with an account are displayed as such, and
selecting them displays an error message.
The Do Not Disturb, Call Forward, and Presence keys are associated to a
specific user account when they are created, and determine which
account’s status to affect. For more information see, ““User status” on
page 300.
By default, you can press a Speed Dial programmed key to initiate a call
using the primary account. If a line key is pressed to obtain a dialing
prompt and then a speed dial key is pressed, the account of the line key is

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Multiuser

used. When accounts are registered on different domains, you can only
program and use speed dial keys with targets that are reachable on the
domain of the secondary account. It is possible to program and use speed
dial keys with targets that are only reachable on the domain of a
secondary account. The Speed Dial keys always uses the primary
account to determine the presence state of the target.
Instant Message keys always use the primary account, because IM
support is disabled for secondary accounts.

Inbox, outbox, IM log
There is a single inbox, a single outbox and a single instant message log
for each profile. The detailed view of the call log entry indicates the local
account associated to each entry; that is, the source of outgoing calls and
the target of received calls.
Figure 50 on page 298 shows the Inbox in call details view.
Figure 50: Inbox: call details view

Call logs and IM logs provide many ways of initiating a call to the address
identified by the selected entry, such as lifting the handset. In most cases,
the primary account is used. However, if you press a line key to initiate
the call, the call uses the account associated with the line key.
If call logs and IM logs are invoked in selection mode; you cannot initiate
a call directly. In this case, the Select context-sensitive soft key populates
a dial prompt or other input field with the selected target. The operation

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already in progress determines which account to use. (For example, if
you press the line key to obtain a dial prompt, press the Inbox key to
select a target, press Select, then press Send, then the line key that was
originally pressed determines the account.)

Address books
Each profile contains a local address book, which is independent from all
network address books.
Accessing the Address Book in view mode (by pressing the Directory
hard key from the Idle screen) displays the address book of the primary
account. If the primary account does not have a network address book,
then the local address book is accessed.
Accessing the Address Book in selection mode always accesses the
address book of the current account. For example, after obtaining a dial
prompt by pressing Line Key 2, pressing the Directory key accesses the
address book of the account associated to Line Key 2. The networkbased directory of the appropriate account is accessed only if it is
available; otherwise, the local address book is used.
The network-based address book of secondary users can only be
accessed in selection mode. You cannot modify an address book of a
secondary account on the IP Deskphone. However, modifications made
remotely to the address book, such as using a different client or the
Personal Agent, are reflected on the IP Deskphone. The local address
book is shared by all accounts that do not have a network-based address
book.
You can modify the local address book only if the primary account has no
network-based address book. Changes to the network-based address
book of the primary account are not reflected in the local address book.
The Friends view always accesses and modifies the address book of the
primary account (local or network-based). There is no selection mode for
the Friends view. You can only monitor and view the presence
information of Friends of the primary account in Friends view.

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User status
This section describes the features associated with the User status.

Do Not Disturb
Selecting the Do Not Disturb command from the Services menu
prompts you to specify which account should be placed in DND mode.
The option all allows you to place all accounts in DND mode. Selecting an
option requests you to confirm the operation before proceeding. The
option all is highlighted by default.
Activating DND for a specific account automatically causes calls to that
account to be rejected with a busy indication; however, calls to other
accounts can be received. When DND mode is active for an account, the
line key of the particular account periodically displays a DND indicator on
its label.
The following scenarios apply to DND:
•

If you select a single account and the account is already in DND
mode, then you are asked if you want to disable DND rather than
asked if you want to enable DND.

•

If you select a single account and the account has Call Forwarding
active, then an error message appears indicating that DND cannot be
activated.

•

If you select the option all and if at least one account is not in DND
mode, then the DND mode is activated for all accounts. If any
account is in Call Forward mode, Call Forward is disabled.

•

If you select the option all when all accounts are in DND mode, DND
mode is deactivated for all accounts.

When using a programmed DND feature key, the account that is
impacted by the DND feature key is determined when the feature key is
configured. When the DND feature key is pressed, the DND feature
behavior is the same as previously described, except no confirmation
prompt is displayed. The operation is performed immediately, and a
message indicating what was done is displayed.

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Multiuser

DND mode for each account is persistent. If you restart the IP
Deskphone, or log out and log in, the account maintains the original state.

Call Forwarding
Selecting the Call Forward command from the Services menu prompts
you to specify which account must be placed in Call Forward mode. The
option forward all places all accounts in Call Forward mode in one
operation and the option forward none deactivates Call Forward for all
accounts at once.
The following scenarios apply to Call Forward:
•

If you activate Call Forward for a specific account, then all calls to the
selected account are redirected automatically to the specified
address. The target address of the account must be reachable from
the domain. Calls to other accounts are still received. The line key
label periodically indicates that Call Forward mode is active.

•

If you select a single account with neither Call Forward nor DND
active, then you are prompted to specify a forwarding target. Call
Forward is then enabled. If DND is already active, a message
indicating Call Forward cannot be activated displays. If Call Forward
mode is already active, then you are prompted whether to deactivate
it.

•

If you select the forward all option, then all accounts are set in Call
Forward mode using the provided target. DND mode is deactivated
for all accounts. If accounts are already in Call Forward mode for a
different target, they are updated to use the new target.

•

If you select the forward none option, the Call Forward feature is
deactivated for all accounts for which it is currently active.

After a single-account CFwd programmed key is pressed:
•

If the account is already forwarding calls to the programmed target,
call forwarding is deactivated.

•

If call forwarding is not already activated, then the account is set to
forward calls to the given target, disabling DND if necessary, and
overriding any other call forward target that might be active for the
account.

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Multiuser

After a forward all programmed key is pressed:
•

If all accounts are already set to forward calls to the key's target, then
Call Forward is disabled for all accounts.

•

If not, Call Forward is activated for all accounts using the key's target.

For both single and all keys, you can treat the key as a toggle. If no Call
Forward or DND operations are selected, pressing the key switches one
or all accounts between forwarding to the key's target and not forwarding
states.
The Call Forward mode and target for each account is persistent. If you
restart the IP Deskphone or logout and login, the Call Forward state is
retained.

Presence
Selecting the Presence soft key prompts you to specify which presence
state of the account should be modified. The option all lets you configure
all accounts to the same presence in one operation.
If you select a single account, then the current state of the account is
displayed and you are prompted whether it should be changed. You are
then prompted to enter the new presence state. The new presence state
is applied after it is confirmed.
If the option is selected, no current state is displayed, and you are
immediately prompted to select the new state. The new state is then
applied to all registered accounts.
When using a programmed Presence feature key, the account that is
impacted by the Presence feature key is determined after the feature key
is configured.
After a single-account Presence programmed key is pressed:
•

If the account is already set to the programmed presence state, then
the account is set back to the Connected presence state.

•

If not, the account is set to the programmed presence state.

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Multiuser

After the all accounts Presence programmed key is pressed:
•

If all accounts are already set to the programmed presence state,
then all accounts are set to the Connected state.

•

If not, all accounts are set to the programmed presence state.

As with Call Forwarding keys, this allows Presence keys to be used as
toggles.
However the presence states are not entirely under your control. Some
states are applied automatically (for example, On The Phone). All states
are applied by sending a message to the SIP proxy, which can choose
not to accept the change. As a result, it is possible for a set all presence
operation to not result in all accounts being set to the programmed
presence. In such a case, pressing the key again would again attempt to
apply the programmed presence; therefore it is more effective to program
a separate Presence key to set all accounts to the Connected state.
Events that update presence states automatically occur on a per-account
basis. For example, the On The Phone state is applied to any account for
which at least one call is active.
Account presence is not retained after logging out or rebooting.

Notifications
The system displays messages spontaneously on the screen to report
events that are not initiated by you. This includes such events as failure to
retrieve a service package and availability of a new Location list.
These spontaneous notifications do not indicate which account is affected
by the event. In such cases, the affected account is indicated by the
message itself.
Figure 51 on page 304 shows per account notification on the Avaya
1165E IP Deskphone.

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Multiuser

Figure 51: Per-account notifications

It is possible for the same event to occur for multiple accounts at the
same time. In this case, they are displayed one after the other.

Account Selection
There are a number of scenarios where you are prompted to select an
account (for example, logout, per-account settings, programming keys).
These scenarios fall into two categories:
1. Prompts where exactly one account must be selected
2. Prompts where an “all” or “none” option is available
In the first case, if you have logged in only one account, then the prompt
is not displayed. The single account is selected automatically, and the
next screen is immediately displayed. Otherwise, the primary account is
always at the top of the list, and is highlighted when the prompt is first
displayed. In all cases, pressing the line key of an account highlights the
corresponding item in the account list. If no selection is made in a certain
amount of time, then the operation is cancelled.

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Advanced features
The following chapter describes the following advanced features:
•

“Viewing the IP Deskphone information” on page 305

•

“Accessing the services menu” on page 306

•

“Network menu” on page 317

•

“USB flash drive” on page 318

•

“Customizable Banner for login” on page 321

•

“Phone Information - Details screen” on page 322

•

“Screensaver/screen lock” on page 323

•

“Background image” on page 331

•

“Service Package Group Support” on page 334

•

“Speed Dial List” on page 343

•

“USB Flash memory device support” on page 346

Viewing the IP Deskphone information
You can view IP Deskphone information for the Avaya 1165E IP
Deskphone.
To view the Phone information for the Avaya 1165E IP Deskphone:
1. Press the Services hard key and select
Phone Information from the menu.

You can view the following information:
•

Load Ver

•

Software

•

E.M Software

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Advanced features

•

Presence

•

FeatActv

•

Srv Pkg Location

Press the Details context-sensitive soft key to show:
•

Primary User

•

Primary Domain

•

MAC

•

IP

•

License server
— Status

Press the Back context-sensitive soft key to go back to the Phone
Information Screen.
Note: You cannot make any changes to the setting from this menu.
To view information about the USB port press the USB context-sensitive
soft key after you access the Phone Information screen. To view
information about E911 press the E911 context-sensitive soft key after
you access the Phone Information screen.

Accessing the services menu
Some of the system features require your user password. You must
consult with the system administrator or service provider before you can
access some of the features.
Press the Services hard key.

2. Select File Manager.

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Advanced features

The Avaya 1165E IP Deskphone displays the following menu:
1. Search—use to perform local/global search.
2. Login—use when the call server supports multiple user logons only.
3. Logout— use to logoff the phone. For more information, see “Logging
off from the Avaya 1165E IP Deskphone” on page 86.
4. Check for Updates—use to check for the latest firmware update for
the phone. For more information, see “Checking for updates” on
page 307.
5. Reset Phone— use to perform a reset of the phone. For more
information, see “Resetting the phone” on page 311.
6. File Manager—For more information, see “Erasing the user data” on
page 312.
7. Logging System—use to enable/disable SIP logging.
8. Phone Information—use to view phone details. For more details, see
“Viewing the IP Deskphone information” on page 305.

Checking for updates
You can check for the latest firmware update for your Avaya 1165E IP
Deskphone.
To check for the latest firmware update:

1. Press the Services fixed key.

2. Select Check For Updates.

Select

3. Press the Select context-sensitive soft
key.

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Advanced features

Yes

4. Choose one of the following:
— Press the Yes context-sensitive soft
key check for the latest firmware
update for your Avaya 1165E IP
Deskphone.

No

— Press the No context-sensitive soft
key to return to the previous menu
without checking for an update.
Note: While the Avaya 1165E IP
Deskphone checks for an update, it
activates Do Not Disturb (DND).

Switching the proxy
When you switch proxy, you change the domain to which the Avaya
1165E IP Deskphone connects.
To switch the proxy:

1. Press the Services fixed key.

2. Select Check For Updates.

Select

3. Press the Select context-sensitive soft
key.

abc
4. Press the abc/123 context-sensitive soft
key to toggle between alphabetic or
numeric input.

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Advanced features

5. Use the dialpad to enter your password.

Ok
Back

Yes

6. Choose one of the following:
— Press the Ok context-sensitive soft
key.
— Press the Back context-sensitive
soft key to return to the previous
menu.
The phone prompts you with Switch to
alternate proxy server?
7. Choose one of the following:

No

— Press the Yes context-sensitive soft
key to proceed.
— Press the No context-sensitive soft
key to return to the System menu.

Domain

The Avaya 1165E IP Deskphone logs you
out from the current domain and returns you
to the User Login screen.
8. Press the Domain context-sensitive soft
key.

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Advanced features

9. Choose one of the following:

Domains

Done
or

— Press the Domains contextsensitive soft key to change the
current domain.
— Press the Done context-sensitive
soft key to keep the existing
configurations and return to the User
Login screen.
10. Press the Up/Down navigation key to
highlight the new domain you want to
use.

Select

11. Choose one of the following:
— Press the Select context-sensitive
soft key to change the domain to the
highlighted domain from the list.
The phone returns to the Current
Domain display screen, and the new
domain appears.

Back

— Press the Back context-sensitive
soft key to keep the existing
configurations and return to the
Display menu.

Done
12. Press the Done context-sensitive soft
key to confirm the new Domain and
return to the User Login screen.
13. Log on as usual.

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Advanced features

Resetting the phone
You can use this feature to reset the phone without unplugging the power
cable.
To reset the Avaya 1165E IP Deskphone:

1. Press the Services fixed key, and then
select Reset Phone.

Select
2. Press the Select context-sensitive soft
key.

abc
3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic or
numeric input.
4. Use the dialpad to enter your password.

Ok
Back

5. Choose one of the following:
— Press the Ok context-sensitive soft
key.
— Press the Back context-sensitive
soft key to return to the previous
menu.

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Advanced features

Yes

The phone prompts you with Reset
Phone?.
6. Choose one of the following:

No

— Press the Yes context-sensitive soft
key to proceed.
— Press the No context-sensitive soft
key to return to the System menu.

Erasing the user data
The Avaya 1165E IP Deskphone stores user files that you eventually
want to delete. These files include:
1. Profiles—user profile settings
2. Sounds—downloaded tones or audio alerts
3. Languages—downloaded language files
4.

Images - downloaded image files

5.

Logs - ECR-log file, SIP-log files and its archives.

6. System file—IP Deskphone system configuration file (Deleting this
file returns the Avaya 1165E IP Deskphone to the factory default
configuration settings.)
You can delete some or all of these files. The deletion of files is often
necessary when the phone is redeployed to a different user.
Note: Your phone configuration can prohibit you from deleting files. In
this case, if you are prohibited from deleting files, the following
message appears:
Action is not allowed. You don't have permissions

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Advanced features

To delete user data files:

1. Press the Services fixed key.

2. Select File Manager.
Note: You must enter your login
password to access the File Manager
menu.

abc
3. Press the abc/123 context-sensitive soft
key to toggle between alphabetic or
numeric input.
4. Use the dialpad to enter your password.

Ok
5. Choose one of the following:

Back

— Press the Ok context-sensitive soft
key.
— Press the Back context-sensitive
soft key to return to the previous
menu.

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Advanced features

6. Press the Up/Down navigation key to
highlight one of the following:
— Profiles
— Sounds
—

Languages

— System file
— All files

Select

7. Choose one of the following:
— To enter the selected folder, press
the Select context-sensitive soft
key.

Delete

— To delete contents of the selected
folder, press the Delete contextsensitive soft key.
Note: Folders cannot be deleted
because they are on the IP Deskphone.

Exit
Back

— If you are at the root folder of the
flash disk, press the Exit contextsensitive soft key to return to the
previous menu.
— If you are already inside the folder,
press the Back context-sensitive
soft key to return to the previous
menu.

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Advanced features

To delete a user profile:

1. Press the Up/Down navigation key to
highlight the user profile you want to
delete.

Delete

2. Choose one of the following:
— Press the Delete context-sensitive
soft key to delete the highlighted
user profile from the list.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.

3. Log off or restart the phone to complete
the process.

To delete a sound file:

1. Press the Up/Down navigation key to
highlight the sound file you want to
delete.

Delete

2. Choose one of the following:
— Press the Delete context-sensitive
soft key to delete the highlighted
sound file from the list.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.

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Advanced features

To delete a language file:

1. Press the Up/Down navigation key to
highlight the language file you want to
delete.

2. Choose one of the following:

Delete

Back

— Press the Delete context-sensitive
soft key to delete the highlighted
language file from the list.
— Press the Back context-sensitive
soft key to return to the previous
menu.

To delete a log file:

1. Press the Up/Down navigation key to
highlight the log file you want to delete.

2. Choose one of the following:

Delete

Back

316

— Press the Delete context-sensitive
soft key to delete the highlighted
language file from the list.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Advanced features

To delete the system file without deleting the user profile:

Next

1. Choose one of the following:
— Press the Next context-sensitive soft
key to delete the system file.

Back

— Press the Back context-sensitive
soft key to return to the previous
menu.
2. Log out or restart the phone to complete
the process.

To delete all files:

Next

Back

1. Choose one of the following:
— Press the Next context-sensitive soft
key to delete the system file and
user profiles.
— Press the Back context-sensitive
soft key to return to the previous
menu.
2. Log out or restart the phone to complete
the process.

Network menu
Primarily, the system administrator is the only person authorized to
access the network menu and to use an administration password to
access the items. For more information on how to access the network
menu items, see SIP Software for Avaya 1100 Series IP DeskphonesAdministration (NN43170-600).

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Advanced features

The following Network menu items are available:
•

Server Settings—to select and edit domains

•

Device Settings—to configure the network settings

•

Diagnostics—to run a trace route or send a ping to diagnose the
network connection
— IP Set and DHCP information
— Network Diagnostics tools
— Ethernet Statistics
— IP Network Statistics
— USB Devices
— Advanced Diag Tools
— Test Key

•

Lock Menu—to access to the Network Menu

To access the Network menu:

1. Choose one of the following:

Prefs

— Press the Services fixed key twice
quickly.
— Press the Prefs context-sensitive
soft key, and then select Network
from the menu.
Note: You need to enter an
administration password to access the
Network menu items.

USB flash drive
A standard USB flash drive can be used for the following:
•

To extend the hardware storage in the IP Deskphone.

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Advanced features

•

To support file transfer between the PCs and the IP Deskphone to
upload specific files or preferences into the IP Deskphone.

•

To backup data stored in the IP Deskphone.

Presence of USB flash drive
Navigate through the menus Services, Phone Information, USB to
verify the presence of the USB flash drive attached to the IP Deskphone.
After you select the USB menu, the attached USB flash drive is displayed
along with other USB devices. The name of the USB device directly
appears from the USB device itself. There is no explicit USB flash drive
indication.

Feature characteristics
USB flash drives with 8GB or less are supported. A file browsing facility is
available.
Most USB flash drives have an LED to indicate file operation in progress.
After you attach the USB flash drive to the IP Deskphone, the
IP Deskphone registers and mounts the USB file system. Mounting the
file system causes the LED to flicker. If you disable USB device support,
then the IP Deskphone does not mount the USB file system and the LED
does not light.
There is no explicit safe removal. The USB flash drive can be removed
safely when the LED indicator on the memory stick is off.

Enabling or disabling the USB Port
In the Services, Phone Information, USB Devices screen, if the value
of Enable USB Port is No then the USB information does not display any
USB devices connected. The screen displays the information that the
USB port is disabled, as shown in Figure 52 on page 320.

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Advanced features

Figure 52: USB devices: USB port disabled screen

If the USB port is not disabled, then the USB menu displays information
on all USB devices attached, even if the device is locked. An unsupported
device is enumerated if it is attached to the IP Deskphone. To ensure you
know about the USB lock status, the USB device information is followed
by status information about supported USB devices. If the USB
configurations do not match the USB device status because of the restart
requirement, a warning that the USB Update requires reboot appears
on the screen.
Figure 53 on page 321 displays a sample USB information menu with the
USB port enabled and selected device locked:

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Advanced features

Figure 53: USB devices: Phone information screen

Customizable Banner for login
If a login banner with login banner text is configured, the IP Deskphone
displays the banner text on the screen as the user logs on.
Changing the IP Deskphone configured language does not change the
banner text language. The banner appears only for the primary user of an
IP Deskphone. In a multiuser configuration, even when the banner text is
enabled, the banner does not appear to the secondary user logins.
Figure 54 on page 322 displays the login banner screen.

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Advanced features

Figure 54: Login banner screen

You can dismiss the banner screen. While you dismiss the banner
screen, the IP Deskphone switches to DND mode until the banner is
dismissed. Outgoing or incoming calls are not allowed other than
emergency calls until you dismiss the banner.
You can see pop-up messages or prompts on the bottom of the banner
screen after you dismiss the login banner.

Phone Information - Details screen
The Phone Information details screen displays the Primary user, Primary
domain, MAC address, and IP address of the IP Deskphone. The
contents of this screen include user and IP Deskphone identifiable
information that may need to be protected (per US Federal/DoD
requirements/guidelines).
Attention: To hide information that is protected, the administrator can
disable the Details context-sensitive soft key on the main Phone
Information screen.
If the Details context-sensitive soft key is disabled, you cannot view
details on the Phone Information details screen.

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Advanced features

If the Details context-sensitive soft key is enabled, you can view the
Phone Information Details screen. In the Services menu, select Phone
Information and then press the Details context-sensitive soft key.
Figure 55 on page 323 displays the Phone Information Details screen.
Figure 55: Phone Information Details screen

The Phone information details list the following:
•

Primary User: Primary Logged in User name.

•

Primary Domain: Primary login domain.

•

MAC: Device MAC address.

•

IP: IP Deskphone IP Address

•

Device Licensing/Token usage information: License or token
usage information for the phone. It is an optional item in the phone
information.

To dismiss the details screen and return to the previous display, press the
Back context-sensitive soft key.

Screensaver/screen lock
You can lock the display of the IP Deskphone using a timed Screensaver/
Lock.

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Advanced features

When the screensaver is active, it clears the programmed keys of the
plugged-in Expansion Module. If you have logged into the IP Deskphone,
then you are not logged out, but the line key label clears and makes the
IP Deskphone inactive.
The ScrnSvr context-sensitive soft key is located on the idle screen. This
key is available only if the screensaver is enabled, and is accessed by
pressing the More… context-sensitive soft key until ScrnSvr appears.
Pressing the ScrnSvr context-sensitive soft key causes the current
screensaver timer to turn off, and activates the previously-selected
screensaver.
Figure 56 on page 324 displays the menu with the option of selecting the
display screensaver.
Figure 56: Display screensaver screen

Select the Display Screensaver menu item to display the screensaver
settings screen.
The screensaver settings screen allows you to enable or disable your
screensaver/lock. You can also configure various settings such as the
delay before the screensaver starts, the background image to use, and
the banner text to display when the screensaver/lock is active.
Figure 57 on page 325 displays the screensaver settings screen.

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Advanced features

Figure 57: Screensaver settings screen

The following are the items on the displayed list:
•

Mode—to enable or disable the screensaver and choose if the
screensaver is to be password protected.

•

Delay—to set the time delay before the screensaver is invoked.

•

Image—to select the background image to display when the
screensaver is active.

•

Text—to set the text that appears on screen when the screensaver is
active.

The following are the options available for the screensaver settings menu:
•

Select—to select the currently highlighted setting.

•

Back—to dismiss the screensaver setting.

The Avaya 1165E IP Deskphone provides the ability to display several
images (for example 100 images) in quick succession giving the
impression of a moving image on the display screen.
Selecting an image to be viewed as an animated slideshow
You can display all of the screensaver images that have been uploaded to
your IP Deskphone in a slideshow format. These files are loaded on the
IP Deskphone using the USB flash drive. Images for the 1165E IP
Deskphone cannot exceed 512 MB. The images must be resized before
they are loaded onto the IP Deskphone. The image size for the 1165E IP
Deskphone is 320x 240.

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Advanced features

Images can be displayed as a slideshow. Choose Prefs, Display,
Display Screensaver, Images and then select Slideshow.
Selecting the screensaver setting screen
The screensaver mode settings screen allows you to enable or disable
the screensaver/lock.
Choose Prefs, Display and then select Display Screensaver to display
the screensaver settings screen.
Figure 58 on page 326 shows the screensaver mode setting screen.
Figure 58: Screensaver mode setting screen

The screensaver mode setting lists the following items:
•

Disable—to the disable the screensaver.

•

Enable (no password)—to enable the screensaver with a password
free mode.

•

Enable (with password)—to enable the screensaver with a
password mode.

The following are the options available for the screensaver settings menu:
•

Select—to select the currently highlighted setting.

•

Back—to dismiss the screensaver mode menu.

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Advanced features

Note: Some options may not appear, depending on configuration.
Disabling the Screensaver displays a message confirming your selection.
Figure 59 on page 327 displays the screensaver disable message
screen.
Figure 59: Screensaver disabled message

Enabling the screensaver in no password mode displays a message
confirming your selection.
Figure 60 on page 328 displays the screensaver enable message screen.

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Advanced features

Figure 60: Screensaver enabled message

Note: If the device configuration does not allow the use of a
password free screensaver, this menu option is unavailable to you.
Enabling the screensaver in password protected mode prompts you to
enter the password before logging in.
The screen lets you launch the user-defined password definition screen if
it is enabled in the configuration.
The text on screen displays Enter user password to activate screensaver
followed by a user input prompt.
Figure 61 on page 328 displays the screensaver password screen.
Figure 61: Screensaver password screen

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Advanced features

The options, which are available for the Enable (with password) mode are
as follows:
•

Ok—Screensaver enabled message appears if the password is valid.
Invalid password message appears if the password is invalid.

•

123/abc—to toggle input mode between numeric or alphabet.

•

Set—context-sensitive soft key appears only if the feature allows the
setting of user-defined passwords. This key invokes a password
definition screen that allows you to set a password.

•

Back—to dismiss the Enable (with password) mode menu.

If the option to use a user-defined password is allowed, the interface
(screen) to configure the password, is accessed through the Set contextsensitive soft key on that screen. If a user-defined password is not
allowed, then the Set context-sensitive soft key is not visible, and you can
use only the primary user login password to enable the password–
protected screensaver.
After the screensaver is activated, if the IP Deskphone is idle for the
defined delay/time interval, the screensaver takes control of the IP
Deskphone. Figure 62 on page 329 displays the screen with locked
screen.
Figure 62: Screensaver locked screen

The following option is available for the Enable (with password) mode:
•

Unlock—if the screensaver is not password protected, this key press
(or any other) cancels the screensaver. If the screensaver is in a

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Advanced features

password–protected mode, pressing the Unlock context-sensitive
soft key invokes a password input screen. The password must be
correctly entered to cancel the screensaver.
If you enable the screensaver with no password mode:
•

Any user interaction, key presses, mouse movement, or incoming call
cancels the screensaver (without requiring a user password). This
includes pressing the Unlock context-sensitive soft key.

•

Incoming IMs do not cancel the screensaver.

•

The programmed keys of attached Expansion Module(s) are cleared
until the screensaver is deactivated. If you have logged on to the
IP Deskphone, you are not logged out, but the line key labels clear
and are inactive until the screensaver is deactivated.

If you reboot the IP Deskphone when there is an active screensaver:
•

If you have enabled autologin, then the screensaver remains active
after the IP Deskphone reboots and completes the login.

•

If you have not enabled autologin, then the screensaver setting
remains enabled, but not active, after you log back into the IP
Deskphone manually.

If you enable the screensaver with a password protected mode:
•

User interaction, key presses, and mouse movements do not cancel
the screensaver.

•

An incoming call displays showing caller ID and allows you to answer
the call. You cannot make outgoing calls except an emergency call,
and cannot view IMs or the Friends list until you unlock the
IP Deskphone. An Unlock context-sensitive soft key appears on the
screen. You can unlock the IP Deskphone after answering the call.

•

Pressing the Unlock context-sensitive soft key prompts you to enter
the password for the screensaver. The primary user line key is
displayed (but not active) during the password prompt to give an
indication about whose password is in use.

•

Picking up the handset and dialing digits activates the line function
display for emergency calls only. If you try to place an outgoing call, a
message is displayed and the screensaver starts again.

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Advanced features

•

If you make an emergency call while the screensaver is active, the
call is placed using the primary user.

•

The Network menu is accessible to administrators (double press of
the services key) even when the screensaver is active.

•

If user-defined passwords are allowed, a mechanism to disable the
screensaver (allowing the administrator to reset the user-defined
password) is accessible through the network menu. This mechanism
also invokes remotely from the phone's console through an SSH
connection.

•

All expansion modules are cleared of programmed keys until the
screensaver is deactivated.

•

If you reboot the IP Deskphone when there is an active screensaver:
— If autologin is enabled, then the screensaver remains active after
the IP Deskphone reboots and completes the login.
— If autologin is not enabled, then the screensaver setting remains
enabled but not active after you log back into the IP Deskphone
manually.

Background image
The IP Deskphone displays background images on the screen. From the
preferences menu, you can browse the stored images on the file system
and select an image for the user interface.
Figure 63 on page 332 displays the background image menu.

331

Advanced features

Figure 63: Display menu

Selection of the menu item takes you to a new display list that contains all
the available image files on the Flash File System.

Selecting an image screen
Select an image from a list of images currently stored on the Flash File
System of the device.
1. To select background image, press the Prefs context-sensitive soft
key, choose Display, and then Background Image.
Figure 64 on page 332 displays the filenames of all image files currently
stored on the Flash File System of the IP Deskphone.
Figure 64: File names containing image files

332

Advanced features

2. The following are the options available for the background selection
screen.
•

Select—to select the currently highlighted image.

•

Back—to dismiss the Image selection screen.

After you select the background image you want to use, the confirmation
screen appears.
Figure 65 on page 333 displays the selected image in the background
and the message to press OK to keep the selected image.
Figure 65: Background confirmation screen

Note: If the selected image is not effective, you need to cancel the
selection.
3. The following are the options available for the background
confirmation screen.
•

OK—to set the selected image as background image.

•

Cancel—to cancel the selection. Also, the selected image is
disregarded and returns to Images list screen if the screen time-outs
after 15 seconds.

333

Advanced features

Service Package Group Support
The Service Package Group Support can help you program feature keys
on an expansion module. You can view the group support feature in the
feature key programming user interface and in the Friends list interface of
the Address book.
You can use to the Service Package Group Support to help you do the
following:
to bulk-create feature keys, such as Speed Dial keys, based on one of
your existing Directory Address Book groups. See “To bulk-create feature
keys based on an existing directory Address book group:” on page 334.
To view existing groups in your address book if you selected Groups as
the source data for the bulk key creation, see “To view existing groups in
your address Book if you selected Groups:” on page 337.
•

to view the existing groups you have in your Address Book. See “To
view existing groups in your address Book if you selected Groups:” on
page 337.

•

to add a new contact to your Address Book. See “To add a new
contact to your Address Book” on page 339

To bulk-create feature keys based on an existing directory Address
book group:

Prefs

1. From the Idle screen, press the Prefs
context-sensitive soft key (press the
More… context-sensitive soft key until
you see Prefs).
2. Press the Up/Down navigation key to
highlight Feature Options, then choose
Feature keys.
The main feature key programming
screen appears.

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Advanced features

Bulk

3. Press the Bulk context-sensitive soft
key.
The Program Key Bulk commands
screen appears.
4. Press the Up/Down navigation key to
highlight Feature key creation.

Select

5. Press the Select context-sensitive soft
key.
The Create keys screen appears.
6. Press the Up/Down navigation key to
highlight the type of programmed keys
you want to create by bulk command.
You can choose one of the following
options:
— Speed Dial
— Send IM
— Call Forward

Select

7. Choose one of the following:
— Press the Select context-sensitive
soft key.

Back

If you press the Select context-sensitive
soft key, the Select Source screen
appears.
— Press the Back context-sensitive
soft key to dismiss the screen.

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Advanced features

8. Press the Up/Down navigation key to
highlight the source data for the bulk key
creation.
You can choose one of the following
options:
— Friends
— Groups (if you have existing groups
in your address book)
— Address book

Select

9. Press the Select context-sensitive soft
key.
— If you choose Friends, the bulk key
creation process begins.
— If you choose Address Book, the
bulk key creation process begins.
— If you choose Groups, the Select
Group screen appears and prompts
you to select the specific group you
want to use for key creation.

Back

or
Press the Back context-sensitive soft
key to dismiss the screen.

You can view existing groups in your address book if you selected Groups
as the source data for the bulk key creation.

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Advanced features

To view existing groups in your address Book if you selected
Groups:
1. Press the Up/Down navigation key to
highlight the source data (group) for the
bulk key creation.

2. Choose one of the following:

Select

Back

— Press the Select context-sensitive
soft key to begin the bulk key
creation process for the selected
group.
— Press the Back context-sensitive
soft key to dismiss the screen and
return to the screen where you can
select the source data for bulk key
creation.

Note: After you select from one of your existing groups, the bulk
creation of the keys happens automatically.
Viewing the existing groups you have in your Address Book

1. When the IP Deskphone is in the idle
mode, press the Directory fixed key to
access your Address Book.

Filter

2. Press the Filter context-sensitive soft
key to filter the list of entries displayed in
your Address Book.
The Select Filter screen appears and
displays all the existing groups in your
address book, as well as the Friends
filter.

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Advanced features

3. Press the Up/Down navigation key to
highlight the required filter.

Select

4. Choose one of the following:
— Press the Select context-sensitive
soft key to choose the group you
want to view (for example, if you
choose personal, only address book
entries that are part of the group
personal are displayed).
You are presented with the list of
contacts currently part of the group you
selected.

Back

— Press the Back context-sensitive
soft key to return to the dismiss the
screen and return to the main
address book screen.
5. Press the Up/Down navigation key to
highlight the required entry.

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Advanced features

View
All
Edit
Back

6. Choose one of the following options:
— Press the View context-sensitive
soft key to display the address book
entry details for the selected entry.
— Press the All context-sensitive soft
key to return to the main address
book screen (no filtering)
— Press the Edit context-sensitive soft
key to modify or delete an entry.
— Press the Back context-sensitive
soft key to dismiss the screen and
return to the filter selection screen.

After the screen displays the details of the selected address book entry,
you can do the following:

SendIM

— Press the SendIM context-sensitive
soft key to display the address book
entry details for the selected entry.

Edit

— Press the Edit context-sensitive soft
key to modify the displayed address
book entry.

Back

— Press the Back context-sensitive
soft key to dismiss the screen and
return to the main address book
screen.

To add a new contact to your Address Book

1. When the IP Deskphone is in the idle
mode, press the Directory fixed key to
access your Address Book.

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Advanced features

Add
2. Press the Add context-sensitive soft
key.

3. Choose one of the following:

Next

Back

— Use the dialpad to enter a name for
the new contact and press the Next
context-sensitive soft key to
continue.
— Press the Back context-sensitive
soft key to return to the previous
menu.

4. Choose one of the following:

Next

Back

340

— Use the dialpad to enter a telephone
number or SIP address (URI) for the
new contact. Press the Next
context-sensitive soft key to
continue.
— Press the Back context-sensitive
soft key to return to the previous
menu.

Advanced features

5. Do one of the following to complete the
entry:

Yes

No

Back

— Press the Yes context-sensitive soft
key to add the new entry to an
address book group.
— Press the No context-sensitive soft
key to add the entry to the address
book without adding it to a group.
— Press the Back context-sensitive
soft key to return to the previous
menu.
If you choose to add the new contact to a
group, a list of all your existing groups is
displayed, and the screen prompts you
to select a group.
6. Press the Up/Down navigation key to
highlight the required entry.

341

Advanced features

7. Choose one of the following options:

Select

— Press the Select context-sensitive
soft key to assign your new address
book entry to the group that you
selected.

Edit

— Press the Edit context-sensitive soft
key to modify the name of an
existing group.

Add

— Press the Add context-sensitive soft
key to add a new group (invokes the
add group screen).

Back

— Press the Back context-sensitive
soft key to dismiss the screen and
return to the previous screen.

To add a new group:

Add

1. From the Select Group screen, press the
Add context-sensitive soft key.

2. Choose one of the following:

Ok

— Use the dialpad to enter the group
name, and then press the Ok
context-sensitive soft key.
Note: If the name of the new group
already exits, an error screen appears.

Back

342

— Press the Back context-sensitive
soft key to return to the previous
menu.

Advanced features

Speed Dial List
When configuring the provision, a feature key can be used as a Speed
Dial List. You cannot modify or delete the feature key used by the Speed
Dial List. Also, you cannot modify the content of the Speed Dial List.
Invocation of the speed dial list is similar to other feature key invocation.
The speed dial list key causes a full screen list to appear and offers you a
chance to automatically dial one of the offered choices.
The contents of the Speed Dial List varies based on the current call state
of the IP Deskphone and the type of speed dial list entry configured.
Note: Only entries in the Speed Dial List can be context sensitive
and not all speed dial keys/ individual feature keys.
A Speed Dial key or one included in a Speed Dial List can cause a call
that it placed on hold (when invoked) to be un-held automatically (when
call completes) based on a new value that must be set when a Speed Dial
key is created or configured.
Figure 66 on page 343 displays the feature key used by the speed dial
list.
Figure 66: Main feature key screen

A feature key provisioned for use as a Speed Dial List has a similar
appearance to all other programmed feature keys on the idle screen (or

343

Advanced features

in-call screen). The label used for the selected key is provided through
provisioning.
The following is the icon for the Speed Dial List key.

After you press the feature key provisioned as a Speed Dial List, the list of
Speed Dials configured appears on the screen and the you can select an
item from that list to invoke a Speed Dial.
If the speed dial list is empty, or results in being empty due to context
sensitive hiding of contents, an error message displays stating There are
no Speed Dials currently available.

Speed Dial List screen
You can select the provisioned speed dial list entries from the speed dial
list screen. Figure 67 on page 344 displays the speed dial list screen with
the list entries.
Figure 67: Speed dial list screen

The Speed Dial List screen displays all the speed dial list entries
provisioned. The displayed list items are based on the provisioned list as
well as the current Idle/Mid-call state of the IP Deskphone. After you
invoke the speed dial list while the IP Deskphone is idle, only Speed Dial
List entries that are set to IDLE are displayed. Similarly, only items

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Advanced features

marked as MID CALL are displayed if the Speed Dial List is invoked while
the IP Deskphone is in a call.
The following are the options available for the Speed Dial List screen.
•

Dial—invokes the selected speed dial.

•

Exit— screen dismisses without invoking a Speed Dial List entry.

Auto retrieve flag
The Auto retrieve behavior is added to regular speed dial keys instead of
speed dial list entries. To make sure that this flag is configured for
programmed speed dial keys the screen in Figure 68 on page 345
appears as the last step in Speed Dial Key creation.
Figure 68: Auto Retrieve enable screen

Auto Retrieve screen allows you to set the auto retrieve behavior for the
Speed Dial.
The following are the options available for the Auto Retrieve enable
screen.
•

Yes—to enable Speed Dial with Auto-Retrieve behavior.

•

No—to disable Speed Dial with Auto-Retrieve behavior.

•

Back—to dismiss the screen and sent you back to previous key
programming screen.

If you enable the auto-retrieve behavior on a Speed Dial key or Speed
Dial list entry that is invoked and place a call on hold to invoke the current

345

Advanced features

key/entry, the IP Deskphone attempts to un-hold the call after the key or
entry call completes.
For example:
•

A is talking to B when A invokes their Speed Dial List and selects an
entry.

•

Selection/invocation of a Speed Dial List entry places the A-B call on
hold and place another outgoing call to URI specified in the Speed
Dial List entry, let's say C.

•

When the A-C call completes, if the auto retrieve flag is enabled for
the Speed Dial, then the IP Deskphone attempts to take call A-B off
hold. This may not always happen if the IP Deskphone receives
another call during the A-C call, or if the A-B call state is changed
while A-C is active.

USB Flash memory device support
The IP Deskphone supports the browsing of files on a USB Flash memory
device. A simple file browser allows you to select an image file (or other
type of file) and upload onto the IP Deskphone file system. The file
manager also allows you to browse and copy certain files from the phone
file system onto a USB flash drive.
After you select the File Manager menu by choosing Services menu, you
can navigate to the IP Deskphone file system and any USB drives
attached. From there, you can either copy a file from the phone onto their
USB drive or from the USB drive to the phone.
After you select a File manager, and there are no USB drives plugged into
the IP Deskphone, the root screen of the IP Deskphone file system
screen the screen that appears.
Figure 69 on page 347 displays the root screen of the IP Deskphone file
system.

346

Advanced features

Figure 69: Root screen

The following are the options available for the Root screen:
•

Select—use to enter the selected folder.

•

Delete—prompts you to delete contents of selected folder (folders
are not deleted because they are on the IP Deskphone).

•

Exit—If you are at the root folder of the flash disk, the screen is
dismissed and you are sent back to previous menu. If you are already
inside a folder, then the Back context-sensitive soft key acts the
same as the .. item and moves up one level in the directory structure.

After you select a File manager, and if the USB drives are plugged into
the IP Deskphone, the screen that appears next is the Select Device
screen. This screen lists the IP Deskphone, and USB drives that are
available. After you select one of the items, the contents of that device
(folders and files appears), and .. allows you to navigate back to the
select drive screen.
Figure 70 on page 348 displays the select device screen.

347

Advanced features

Figure 70: File manager select device screen

The following are the options available for the Select Device screen:
•

Select—to enter the selected device.

•

Exit—to dismiss the file manager and returns to the Services menu.

After you select the device you want to navigate, one of the following
screens in Figure 71 on page 349 appears:

348

Advanced features

Figure 71: File manager device browsing screen

349

Advanced features

The file manager browsing screen provides the following options:
Note: The context-sensitive soft keys change based on the selected
item on the screen.
•

Select—to enter into the selected folder.

•

Back—to return to the previous screen

•

Delete:
— If you select a file, it prompts for deletion and deletes files. If you
do not respond to the deletion prompt in 15 seconds, deletion is
cancelled.
— If you select a folder on IP Deskphone, it prompts for deletion of
all contents of the folder but not the folder.
— If you select a folder on USB device, it prompts for deletion of
folder and all its contents. If you do not respond to the deletion
prompt in 15 seconds, deletion is cancelled.
Note: Your phone configuration can prohibit you from deleting files. In
this case, if you are prohibited from deleting files, pressing the Delete
soft key causes the following message to appear:
Action is not allowed. You don't have permissions

•

Send—appears only after you select a file.
— If you select a file on a USB device and press Send, you can
send or copy the selected file to the IP Deskphone. Based on the
file extension, the destination folder gets selected automatically
(for example: PNG files are sent directly to Images folder on the
IP Deskphone).
— If you select a file on the IP Deskphone and press Send, an error
message appears if there is no USB drive that is currently
plugged into the IP Deskphone. Sending files from the IP
Deskphone to another location on the IP Deskphone is not
allowed.
— If you select a file on the IP Deskphone and press Send, you are
directed to the USB folder you want to send the file to [Select
Destination Screen] while a USB drive is plugged in on the
IP Deskphone.

350

Advanced features

•

Back—to dismiss the current screen and returns you to the device
selection screen.

File Manager Select Destination prompt screen
The File Manager Select Destination prompt screen allows you to select
the folder you wish to send or copy the previously selected file into.
Figure 72 on page 351 displays the message to select the destination
folder.
Figure 72: Select destination

The following are the options available for the Select Destination screen.
•

OK—to enter in to the selected folder.

•

Back—to return to the previous screen.

After you have confirmed to send a file from the IP Deskphone to the USB
drive, the Select Destination screen appears, as shown in Figure 73 on
page 352.

351

Advanced features

Figure 73: File Manager Select Destination screen

Note: The context-sensitive soft keys change based on the selected
item on the screen.
Select—to enter the selected folder.

352

Advanced features

Done—to set the current location as the destination for the send and
initiates copy operation.
Back—to return to the previous screen.

Notes on File Manager
General notes for File Manager are as follows:
•

Selection of the .. item (or Back context-sensitive soft key) moves
you one level up which results in going off the device and onto the
select device screen in some cases. In the case of the current
selection being a sub folder, the selection of .. or the Back contextsensitive soft key has the identical behavior of moving up one level.

•

Selection of a file causes the selected file to copy on to the IP
Deskphone flash file system, or to invoke a specific handler for the
selected file (configured after this screen is invoked by other
mechanisms). Specific example of this is a device configuration file
which causes the IP Deskphone to update with selected file rather
than to copy the file to a folder.

•

Based on the extension of the selected file, validation routines runs to
verify the file size, the free space available on the FFS, including
restrictions that can be defined for safe usage (example limit of XX
images or ring tones on the IP Deskphone [based on model]).

•

Files having unknown extension must not be available for any action.
The IP Deskphone attempts to perform actions of file types and
extensions it recognizes.

Scenarios for the use of the USB screens are as follows:
Scenario 1 - If you want to copy an image file from the USB drive into
the IP Deskphone:
•

Log on to the device and plug the USB flash drive into the IP
Deskphone USB port.

•

Press the Services hard key and choose File Manager.

•

Select Flash Disk device. The contents of the device are displayed.

•

Select the file you wish to copy and then press Send.

353

Advanced features

•

You are prompted to select the device you wish to send the selected
file.

•

Select the IP Deskphone as the destination device.

•

The file is validated based on the file extension and the passing of the
validation routines and a handler is called for the file. In this case, the
image file copies the images directory of the flash file system on the
IP Deskphone.

•

A success message appears on the screen displaying that the file is
copied to the IP Deskphone successfully. Figure 74 on page 354
displays a sample success message.

Figure 74: Sample Success message for File Manager
Operation

Note: After a file is selected, there can be multiple reasons why the
handling cannot complete. The file size may exceed allowed limits,
there may not be enough space on disk, a file with the same name
may already exist, or actions on the selected file type may not be
allowed (configuration flag).
Error conditions display a message on the screen, and any action that
may take some time to complete displays the In progress… message on
the screen as shown in Figure 75 on page 355.

354

Advanced features

Figure 75: Sample Failure message for File Manager
Operation

Scenario 2 - If you want to copy the ring tone from the IP Deskphone
into the USB drive:
•

Log into the device and plug the USB flash drive into the USB port of
the IP Deskphone.

•

Press the Services hard key and choose File Manager.

•

Select the IP Deskphone from the select device screen.

•

The contents of their IP Deskphone are displayed. Navigate to
Sounds folder.

•

Select the file you require and press the Send context-sensitive soft
key.

•

You are prompted to select the destination folder on the plugged in
USB drive.

•

Navigate to the folder MyRings and press the Done context-sensitive
soft key to start the operation.

•

The file is then validated (some files are not allowed to copy) and sent
to the selected destination appears on the screen displaying that the
file is copied on the IP Deskphone.

If file copying cannot complete due to insufficient space on the USB
device, or due to the selected file type not being enabled in the File

355

Advanced features

Manager (device configuration), then an error message is displayed on
the screen.
An error message displays on the screen due to insufficient space on the
USB device, or the selected file type not being enabled in the File
Manager (device configuration).

356

Visual indicators

Visual indicators
The Avaya 1165E IP Deskphone uses visual indicators or cues to indicate
incoming calls and messages. The display icons on the telephone also
indicate the current call state, the status of Inbox calls, and Instant
Messages (IMs), and the Presence state of contacts designated as
Friend.

Display screen icons
Table 19 on page 357 lists the display icons of the Avaya 1165E IP
Deskphone.
Table 19: Display screen icons (Part 1 of 3)
Component

Icon

Call State
On hook

Incoming/Outgoing call (phone
ringing)
On the phone

On hold

Missed call

Feature button icons

357

Visual indicators

Table 19: Display screen icons (Part 2 of 3)
Component
Do Not Disturb

Call Forward

Speed Dial list

Send IM
Instant Messaging
New, Unread

Read

Replied to
Inbox
Incoming Call Answered

Incoming Call Missed, New

358

Icon

Visual indicators

Table 19: Display screen icons (Part 3 of 3)
Component

Icon

Incoming Call Missed, Reviewed
Presence
Terminated

Connected Inactive

Unavailable Busy or Offline

Active Available

On the Phone

Unknown

Visual Alerter/Message Waiting Indicators
The red LED light at the top right of the phone lights to indicate incoming
calls or when a caller leaves you voice mail. The blue LED light at the top
left of the phone lights to indicate when you receive a new Instant
Message or when unread Instant Messages are present in your Instant
Message Inbox.

359

Visual indicators

Table 20 on page 360 lists the visual indicator and the LED status.
Table 20: Visual Alerter/Message Waiting Indicator
LED

Visual indicator

LED status

Red LED

Voice mail left by caller

Steady red light until
message is reviewed.

Incoming call (phone
ringing)

Fast blinking red light.

New Instant Message
received

Steady blue light until
message is reviewed.

New Instant Message
received when other
unread Instant
Messages are in the
Inbox

Single flash and returns to
steady blue light.

Instant Message pop-up
appears and a new
Instant Message
received

Steady blue light until the
Instant Message is
reviewed or you press the
Exit context-sensitive soft
key.

Blue LED

360

Quick reference

Quick reference
This section provides a quick reference guide for the IP Deskphone. See
the following sections for more information:

•
•
•
•

“Fixed keys” on page 361
“Commonly used functions” on page 363
“Context-sensitive soft keys” on page 366
“Display screen icons” on page 370

Fixed keys
The Avaya 1165E IP Deskphone is available with either icon fixed keys or
English text fixed keys. Both types are presented below.
Short-cut and navigation function keys
Copy information from the Address Book,
Inbox, Outbox, and IM log and to Feature
keys and Address Book entries.
Access Search, Login, Logout, Check For
Updates, Reset Phone, File Manager,
Logging System, and Phone Information.
Press twice quickly to access the Network
menu.
Quit or exit from a menu.

Access your inbox to view all calls or
missed calls and to return a call.

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Quick reference

Access your outbox to view all calls made
and to place a call to a previously called
contact.
Access your address book to view, add or
edit entries including your designated
friends You can also send Instant
Messages (IMs) or initiate a call.
Use the Enter key to select highlighted
menu items and to set preferences. The
Enter key duplicates the function of the
phone and select context-sensitive soft
keys.
Telephone feature keys
Use to increase the volume of the
handset, headphones, phone speaker
(handsfree) and alerting volume (phone
ringing).
Use to decrease the volume of the
handset, headphones, phone speaker
(handsfree) and alerting volume (phone
ringing).
Use mute to listen to the call without
transmitting. The red LED on the Mute key
lights when the Mute feature is enabled.
Activates the built in speaker and
microphone. The red LED on the
Handsfree key lights when the Handsfree
feature is enabled.

362

Quick reference

Use to release a call (hang up) and to exit
a menu when not on an active call.

Access Instant Message log to view and
send IMs
Activates your IP Deskphone headset
when connected. The red LED of the
Headset key lights when you use a
headset.
Use to place a call on hold or to retrieve a
call on hold.

Note: The abc/123 context-sensitive soft key toggles between
alphabetic and numeric input. When the context-sensitive soft
key label is abc, you can enter alphabetic text and when the context-sensitive soft ley label is 123, you can enter numbers.

Commonly used functions
Procedures for the most commonly used functions are provided below.
Login
1. Enter your User ID and press the Login key.
2. Enter your password and press the Next key.
3. To permanently login, press the Next key.
To login for a period of time, press the Timed key, enter the duration of your login, and press the Next key.

363

Quick reference

Logout
1. Press the Services hard key and then select Logout.
2. Press the abc/123 context-sensitive soft key to toggle between
alphabet and numeric input.
3. Press Logout context-sensitive key.
Making a call
•

•
•

Lift the Handset or press the Headset key, Handsfree key or the
Line key and enter the SIP address or phone number and press
send. Or, press the Redial key to call the previously entered SIP
address or phone number.
Press the Directory hard key, select Friends, select an entry, press
Status, and then press the Call key.
Press the Services hard key, select Search, select an entry in the
Address Book, and then press the Call key.Lift the Handset or press the
Headset key, Handsfree key or the Line feature key and dial from the
Address Book or Inbox/Outbox as follows:

– 1. Press the Address Book or Inbox or Outbox key.
– 2. Navigate to the required entry.
– 3. Press the Select key to connect.
Answering a call
Perform one of the following to answer a call:
• Press the Handsfree key
• Press the Headset key
• Press the Line key
• Press the Answer key
• Pick up the Handset.
If you choose not to answer the call, you can press one of the following
keys:
– Redrct—Redirects the call to another party or number.
– Decline—Rejects the call and provides the caller with fast busy
and no option to go to voice mail. You can provide a reason for
declining the call.
Ignore—Stops call ringing

364

Quick reference

Making an emergency call
To make an emergency call, logging on is not required. Choose one of
the following options:
• Lift the Handset and dial the emergency number.
• Press the Handsfree key and dial the emergency number.
• Press the Headset key and dial the emergency number.
Initiating a conference call
1. During a call, press the Conf Context-sensitive soft key.
2. Enter the SIP address or phone number or select an entry from the
Address Book, Inbox, or Outbox and complete the call.
3. Press the Join key, select Conference and press the OK key to
create a conference call. You can continue to add more callers to
the conference call by repeating the above steps.
Sending an Instant Message (IM)
Press the Expand key or press Msgs > Instant Messaging to access
the Instant Messaging menu.
1. Press New IM.
2. Enter the address or do the following:
– Press the Address Book key, Inbox key, or the Outbox key.
– Use the navigation keys to scroll to the required entry.
– Press the Select key.
3. Enter the message and press Send IM.

Context-sensitive soft keys
The following context-sensitive key menus are provided below:
• “Idle phone display” on page 366
• “Active call display” on page 369
Idle phone display
Redial

abc

Msgs

More...

365

Quick reference

More… context-sensitive soft key menu (first)
CallFWD

DND

Retrve

More...

More… context-sensitive soft key menu (second)
ScrnSvr

Presnce

Prefs

More...

When you press the More… context-sensitive soft key for the third time,
you return to the first menu list.
A description of the context-sensitive soft keys available with the phone is
idle is provided below.
Redial or NewCall
Redial the last dialed number.
• If there is no stored redial number, NewCall appears and has the
same effect as pressing the primary user line key (dial prompt).
abc or 123
Toggle between alpha and numeric input modes.
• To type letters, abc must be displayed.
• To type numbers, press abc to display 123 on the menu list.
Msgs
Display the Messages menu.
1.Voice Mail—Use to access your Voice Mail. The IP Deskphone connects to the server to retrieve your Voice Mail.
2. Instant Messaging—Use to access your IM box. From the IM box
you can:
• View received Instant Messages
• Delete Instant Messages
• Send Instant Messages.

366

Quick reference

CallFwd
Forward all calls to a specified address.
DND
Block all calls.
Retrve
Retrieve parked calls (local and server parked calls only).
ScrnSvr
Activate the screensaver (only if the screensaver feature is enabled).
Presnce
Configure the presence status for your IP Deskphone.
Prefs
Display the Preferences menu.
1. Display—Adjust screen display settings.
2. Audio—Adjust tones and volume settings, configure a USB headset,
and access the Bluetooth wireless technology setup.
3. Feature Options—Program feature keys, call decline reasons, call
ignore actions, and call subjects, call fwd notification.
4. Language—Change language.
5. Misc Options—Set alpha dialing, search method, privacy settings, #
Ends dialing, location, and time.
6. Network—Access Server Settings, Device Settings,
Diagnostics and Lock.
7. USB Locks—Enable or disable USB devices.
8. User Settings—Modify call settings, IM settings, voice mail setting,
and remembering settings.

367

Quick reference

More
Select a new menu list.
• When you press More..., a different selection of Context-sensitive
soft keys appears.
– Press once to switch to: [CallFwd] [DND] [Retrve].
– Press twice to switch to: [ScrnSvr] [Presnce] [Prefs].
– Press three time to switch back to the main menu list: [Redial]
[abc] [Msgs].
Active call display
Conf

Trans

Audio

More...

More… context-sensitive soft key menu (first)
NewCall

Park

Retrve

More...

More… context-sensitive soft key menu (second)
Prefs

More...

When you press the More… context-sensitive soft key for the third time,
you return to the first menu list.
A description of the context-sensitive soft keys available with the phone is
idle is provided below.
Conf
Obtain a dial tone to place another call during an active call.
• Use to make a conference call.
• Behaves like the NewCall Context-sensitive soft key.

368

Quick reference

Trnsfer
•

Transfer the current call to another location or contact.

Audio
1. Change audio setting—Use to change the audio settings based on
the available bandwidth.
2. Monitor audio quality—Diagnostic tool to monitor the audio quality.
NewCall
Obtain a dial tone to place another call during an active call.
• Use to make a conference call.
• Behaves like the Conf Context-sensitive soft key.
Park
Park the current call to the server or another user (not available for all
call servers).Retrve
Retrve
Retrieve parked calls (local and server parked calls only).
Prefs
See “Idle phone display” on page 366.
More…
Select a new menu list.
• When you press More..., a different selection of Context-sensitive
soft keys appears.
– Press once to switch to: [NewCall] [Park] [Retrve].
– Press twice to switch to: [Prefs] [ ] [ ].
– Press three time to switch back to the main menu list: [Conf]
[Trnsfer] [Audio].

369

Quick reference

Display screen icons
The table below provides a list of the following display screen icons:
•
•
•
•

Call state—Icons to indicate the Call state of your phone.
Instant Messaging—Icons displayed when you view your instant
message log. The icon appears beside each IM to indicate the status.
Inbox—Icons to indicate the status of each incoming calls in your
Inbox.
Presence—Icons to indicate the presence state of those address
book entries you designate as Friend.
Call state

Icon

On hook

On the phone

On hold

Call Forward

Do Not Disturb

Outgoing call, Incoming call (ringing)

Missed call

Instant messaging
New, unread

370

Icon

Quick reference

Read

Replied to

Send IM

Inbox

Icon

Incoming Call Answered

Incoming Call, Missed, New

Incoming Call, Missed, Reviewed

Presence

Icon

Terminated

Connected Inactive (only available if audio
presence is activated)
Unavailable Busy, or Offline

Active Available (only available if audio
presence is activated)
On the Phone (only available if audio
presence is activated)
Unknown

371

Quick reference

372

Terms you should know

Terms you should know
3-way Call
The 3-way Call feature joins two calls on your IP Deskphone into
one 3-way call. You and the other two callers can speak together.
Alphanumeric Dialing
Alphanumeric dialing refers to the spelling of names or words by
entering alphabetic characters collocated with the numbers on
the numeric dialpad of your Avaya 1140E IP Deskphone.
Call Decline
This is a feature that you can use to decline a call, which includes
an option to send a reason for declining the call.
Call Forward
This is a feature that you can use to transfer incoming calls to a
predefined telephone number or SIP address.
Call Server
This is the equipment operated by your service provider that
manages the calls to and from your IP Deskphone.
Call Subject
This is a feature that you can use to send a message to the
person you are contacting as they receive the call from you. A
Call Subject appears on the display screen if the receiving
telephone has a display screen and is capable of displaying Call
Subjects.
Category 5 (Cat5)
This is a cable and its associated connecting hardware capable
of transmitting at speeds up to 100 MHz used by 10BaseT,
100BaseT4, and100BaseTX.

373

Terms you should know

Category 5e (Cat5e)
Most Cat5 cable manufactured after 1996 also supports
1000BaseT (GigE) installations, and is designated Cat 5e.
Normally, Cat5e cable has four pairs of copper wire.
Category 6 (Cat6)
This is a cable and its associated connecting hardware capable
of transmitting at speeds up to 200 MHz. Designed specifically to
support 1000BaseT (GigE), this cable is also compatible with
10BaseT, 100BaseT4, and 100BaseTX installations. Normally,
this cable normally has four pairs of copper wire.
Copy Key
This is a fixed key used to copy entries to your Address Book,
Speed Dial Key, Send IM Key, and Call Forward key.

Date/Time display
The Avaya 1140E IP Deskphone shows the current date and
time when the telephone is in an idle state.
Directory Number (DN)
This is a telephone number you enter to initiate a call, for
example, (555) 555-5555.
Domain
This is the Internet Protocol address to which the IP Deskphone
connects when you logon.
Do Not Disturb
This is a feature you activate to block all incoming calls.

374

Terms you should know

Enter key
The center key of the Navigation Cluster key is used to select
menu items and to confirm changes. The Enter key duplicates the
function of the context-sensitive soft keys Select, and Set.
Expansion Module
The Expansion Module is a hardware accessory that connects to
the IP Deskphone and provides additional line appearances and
feature keys. A maximum of three modules are supported. Avaya
1120E IP Deskphone, IP Phone 1121E and Avaya 1140E IP
Deskphone can have up to 54 additional line/feature keys with
three Expansion Modules.
Feature Status Indicator
This refer to an LCD or an LED signal that indicates a data
message, contact, or feature status by a flash, wink, steady on, or
off.
Fixed keys
These are the hard-labeled keys of the IP Deskphone that have a
specific function.
Goodbye key
This is the fixed key used to end an active call or exit an active
menu.
Handsfree key
This is the fixed key used to activate Handsfree.
Hold key
This is the fixed key used to place an active call on hold.
IM (Instant Message)
You can use IMs to send a text message to a specific user. The
user must be logged on to receive the IM.

375

Terms you should know

Indicator
This is an LCD or an LED signal that indicates the status of a
feature by the flash, blink, steady on, or off.
Message/Inbox
This is a fixed key on your Avaya 1140E IP Deskphone that
connects to your Call Inbox.
Multiple Appearance Directory Number (MADN)
When multiple phones are configured with a MADN Single Call
Appearance (SCA), they appear as a single Directory Number
(DN).
Mute
This is a fixed key used to listen to a call without transmitting.
Navigation keys
These are keys used to scroll through menus and lists that
appear on the LCD display screen.
Off-Hook
The term off-hook is applied when (a) the end user lifts up the
handset, (b) the end user presses a line key, (c) the call is
automatically answered at the telephone, or (d) a line is
automatically selected for an outgoing call.
Parked Call
This is an active call you park on the server or to another user
that can be retrieved from another telephone.
Presence
This is a feature that you can use to set a presence state to be
displayed to other users.

376

Terms you should know

Quit key
This is a fixed key you use to exit an active menu.
Ringback/ring tone
This is a sound indicating that a call you make is ringing at its
destination.
Shift/Outbox
This is a fixed key you can use to connect to your Call Outbox.
Session Initiation Protocol (SIP)
Session Initiation Protocol is an telephony signaling protocol for
initiating interactive communication sessions between users.
SIP Address
This is an IP address that is assigned to a user, such as
bob@ABC123.com that is used to send IMs and to initiate calls.
Context-sensitive soft keys
This is a set of four programmed keys directly beneath the
display area. You use these keys to access and select menu
items.
Speed Dial
A user-defined feature key that you press to dial a
preprogrammed SIP address or telephone number.
User interface
This consists of screen displays that interact with the end user as
a result of an action or event.
User Profile
Your User Profile that contains your specific settings and data
saved and available when you log on to the IP Deskphone.

377

Terms you should know

Visual Alerter/Message Waiting indicator
This is an LCD or an LED signal that flashes to indicate that a message is
waiting or when the ringer is on.

378

Index

Index
Symbols

Context-sensitive soft keys 18, 27

# Ends Dialing 67

Copy key 20, 171, 264

Numerics

D

3-way calling 221

Date format 105
Declining a call 155

A

Directory key 21, 23

Action key 35, 212

Display screen contrast 91

Active Call features 211

Display screen icons 357

Address Book 85, 163

Do Not Disturb 270

Advance system features 305
Alphanumeric dialing 69

Do Not Disturb feature key programming 253

Answering a call 152

Domain 73

Audio key 36
Avaya 1100 Series Expansion
Module 243

E
Enter key 19
Entering Text 64

B

Erasing user data 312

Backlight 93

Expand key 19

Bluetooth wireless technology 125

Expansion Module 56, 91, 375

C

F

Call Forward 266

Feature key auto-programming
259

Call Forward feature key programming 252

Feature key options 243

Call Inbox 181

Feature key programming 244

Call Outbox 193

Feature Status Indicator 200

Call Subjects 143

Friends feature 235

Caller identification 151

Friends list 236

Conference calls 223
Configuring the phone 91

G

Connecting the components 54

Global Search 175

379

Index

Goodbye key 20

H

N
Navigation key 19, 45
Network Menu 317

Handsfree (Speaker) key 19
Handsfree calling 141

O

Headset key 20

Off-hook dialing 139

Hold key 19, 213

On hold 213

I
Ignoring a call 160

On-hook dialing 141
Outbox key 23
Outgoing call privacy 276

Inbox key 23
Incoming call privacy 274

P

Instant Message composing 203

Park Call 232

Instant Message Inbox/Outbox
205

Park Call retrieval 233

L
Language display 102, 104

Prefs (Preferences) key 30, 33, 39,
41, 44, 216, 217, 219
Presence 271

Language selection 76

Presence feature key programming 255

Local Search 175

Privacy settings 274

Logging in 72

Proxy (Domain) 308

Logging out 86
Login duration 80

Q
Quit/Stop key 21

M
Making a call 138

R

Message (Inbox) key 21

Redirecting a call 153

Message waiting indicator 20

Resetting the phone 311

Missed Calls 185

Ring patterns 97

Msgs (Messages) key 28
Multiple Appearance Directory
Number (MADN) 277
Mute key 18

S
Search function 175
Security features 47
Self-labeled line/programmable
feature keys 18

380

Index

Send IM feature key programming
254
Servcs (Services) key 35, 40, 41
Services key 22
Shift/Outbox key 21
Speed Dial feature key 266
Speed Dial feature key programming 250

T
Terms 373
Transferring a call 228
Transfr (Transfer) key 229

U
Updates 307
USB keyboard 70
USB Mouse 46
User profile 84

V
Visual Alerter 359
Visual indicators 357
Voice Mail 28, 230
Volume adjustment 98
Volume control 18

381

Index

382



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