AVAYA IP OFFICE J139 SIP PHONE USER MANUAL

TELEPHONE KEYS AND FEATURES

1. MESSAGE LAMP / RINGING INDICATOR: ON: Indicates new messages in your voicemail box; flashing indicates a ringing call.
2. DISPLAY: Shows call information, details on system features, and call appearance keys.
3. CALL APPEARANCE OR FEATURE KEYS (12): Press left/right arrow keys to see additional screens. These keys have four roles:
   • CALL APPEARANCE KEYS: Allow you to handle multiple calls. Used to Make or Receive Internal and External Calls.
   • FEATURE KEYS: Features and menus are accessed by pressing these keys.
   • HUNT GROUP KEYS: Rings and/or flashes for "group" calls, e.g., Departmental or main numbers.
   • USER KEYS: Show appearance of other users' extensions and indicate status. Slow Flash indicates ringing call; Fast Flash indicates on a call; Solid Red indicates DND.
4. SOFTKEYS/SOFTKEY LABELS: Appear on the display to indicate features that can be activated by pressing the keys directly below. These features change based on the current state of the phone (e.g., ringing, on an active call, idle).
   • IDLE STATE Softkeys: REDIAL (displays a list of outgoing numbers from your call log), FEATURES (displays a scrollable list of available features and user settings).
   • RINGING STATE Softkeys: ANSWER (answers ringing call on hands-free or turns a page call into a two-way conversation), TO VM (sends a ringing call to your voicemail), IGNORE (quiets the ringer for the current ringing call), DROP (sends the caller directly to voicemail).
   • PLACING AN EXTENSION CALL Softkeys: CALLBACK (sets an automatic callback), DROP (disconnects you).
   • CONNECTED TO A CALL Softkeys: HOLD (places a call on exclusive hold), CONFERENCE (puts your current call on hold and presents dial tone to add another party), TRANSFER (puts your current call on hold and presents dial tone to transfer the call), DROP (disconnects you).
5. NAVIGATION KEYS (5/7): Scrolls through Call Appearance, Feature Keys, menus, call logs, and speed dial lists. Use Up/Down Arrow Keys to scroll one key at a time or Left/Right arrows to scroll one screen at a time.
6. OK KEY (5/7): Confirms menu choices.
7. PHONE KEY (6): Used to exit any menu or return the display to the phone screen.
8. MAIN MENU (8): Accesses a list of options and settings to customize your phone.
9. CONTACTS (9): Accesses personal and shared directories.
10. RECENTS (CALL LOG/HISTORY) (10): Displays a record of most recent answered, missed, and outgoing calls. Illuminates when you have new missed calls.
11. MESSAGE (11): Accesses the voicemail system; illuminates when you have new messages.
12. HEADSET (12): Switches calls from handset to headset. Key is illuminated when headset is active.
13. SPEAKER (13): Used to make or answer any call without lifting the handset. Illuminated when speaker is active.
14. VOLUME (14): Controls Ringer, Speaker, & Incoming Voice Levels over Handset/Headset.
15. MUTE (15): Turns the microphone off or on during a call. Lamp is lit when in use; the caller cannot hear you.

CALL PROCESSING

ANSWERING AND PLACING CALLS

• TO ANSWER INCOMING CALL: Phone rings, Indicator Flashes Slow. Lift Handset or Press SPEAKER Key or Press ANSWER Softkey. To quiet a ringing call, Press IGNORE Softkey. To send a ringing call to Voicemail, Press TOVM Softkey.
• TO ANSWER SECOND CALL: Press Call Appearance Key of new call; the first call is automatically held.
• TO PLACE A CALL: Lift Handset or Press SPEAKER Key. Internal: Enter EXTENSION Number. External: Enter dialing prefix (typically 8 or 9), 1, area code, and number.
• TO PLACE A SECOND CALL: Press available Appearance Key; the first call is automatically held. Enter Number.
• SPEAKER: Press to make or answer any call without lifting the Handset. To switch to speaker from headset/handset: Press SPEAKER Key. Replace Handset in Cradle. To resume privacy: Lift Handset or Press HEADSET Key. To end speakerphone call: Press SPEAKER Key or DROP Softkey.
• MUTE: Turns off your Microphone (Speaker, Handset, and Headset) to allow private speaking. Caller cannot overhear office noise/conversation. To use: Press MUTE Key; Key lights, speak privately. To resume conversation: Press MUTE Key again.
• HOLD: Places active call on hold. This is an exclusive hold to your telephone; no one else can retrieve it. To hold a call: Press HOLD Softkey; Indicator lamp flashes fast. To return to caller: Press Flashing Call Appearance Key.
• AUTOMATIC HOLD: When you select another Call Appearance Key or use certain features, the line you are already speaking on will be placed on hold automatically without pressing the HOLD Key.
• TRANSFER: Allows you to connect your call to someone else (with call on line). Press TRANSFER Softkey; call is automatically held. Enter EXTENSION Number. Blind Transfer: Press COMPLETE Softkey; call is connected. Announced Transfer: Wait for party to answer, speak privately, Press COMPLETE Softkey. To complete transfer: Press COMPLETE Softkey; call is connected; hang up. To return to held call: Press CANCEL Softkey; disconnects you from party and reconnects you to caller. To drop a call party: Press DROP Softkey; disconnects you from called party, caller stays on hold. To conference all parties: Press CONFERENCE Softkey; all three parties are joined in a conference call. NOTE: If you do not know the extension number, after pressing TRANSFER, you can search in the directory.
• TRANSFER TO VOICEMAIL: Sends a caller directly to voicemail without ringing the phone. Press TRANSFER Softkey; call is automatically held. Enter # sign and extension number. Press COMPLETE Softkey immediately.
• ADHOC CONFERENCE: Allows you to add multiple parties to a call (with call on line). Press CONFERENCE Softkey; first call automatically holds, you hear dial tone. Enter Second Number (internal or external). IMPORTANT: Wait for answer and announce conference. Press CONFERENCE Softkey again; all parties are connected. To add additional parties, repeat above procedure. To drop yourself from the conference, Hang up. To drop another member from the conference: Press DETAILS Softkey; display gives participant information. Press Up/Down Arrow Keys to scroll through participants. Press DROP Softkey to drop desired participant. To mute another member, Press MUTE Softkey. To mute yourself, Press MUTE fixed key.
• IF CALLED PARTY DOESN'T ANSWER/BUSY: To return to original call, Press CANCEL Softkey or CALL APPEARANCE key of the held line (fast green flash). NOTE: The number of external callers you can bring into this type of conference is dependent upon the type of service from your dial tone provider. Check with your system administrator.

ADDITIONAL FEATURES

• CALL PARK: Allows you to place a call on hold in the system and assign it to a Call Park Slot. Call can be retrieved from any telephone in the system by pressing the associated Call Park Slot Key. TO PARK: With caller on line, Press Available CALL PARK Key; Key lights green on your phone, red on others. Advise person of Call Park Slot Number. TO RETRIEVE: Lift Handset or Press SPEAKER Key. Press Applicable CALL PARK Key. Caller ID of held call is displayed. Press CONNECT Softkey; you are connected to call, begin speaking. NOTES: If parked call is not retrieved within a predetermined number of seconds, call will "Callback" to the phone it was parked from.
• PAGING: Accesses Telephone or Overhead Speakers to make an Announcement. TO USE: Lift Handset. Press PAGE Key or *631 and wait for tone. Make Announcement. Press DROP Key, Hang Up.
• DO NOT DISTURB: Stops ALL Tones and Ringing, lets you work undisturbed. Incoming callers either hear busy tone or are transferred to your voice mail. TO PROGRAM: Press DND Key; STATUS Softkey appears, N appears in Display, light next to DND lights. TO CANCEL: Press DND Key; STATUS Softkey disappears, N Disappears, light goes out. NOTE: When certain features are active such as Do Not Disturb and Call Forward, a "stutter" dial tone is heard when you lift your receiver or press handsfree. This does not affect outcalling; it is just another indication there is a feature activated.
• REDIAL: Displays the last 10 numbers dialed or Redials the last number dialed. The redial function uses the outgoing call records stored in the call log. TO USE: Press REDIAL Softkey. Displays shows last 10 numbers dialed. Use UP/DOWN Arrow Keys to highlight number you want to redial. Press CALL Softkey. TO VIEW CALL DETAILS: Call duration, number of times called, and time of last call are displayed. Press DETAILS Softkey. Use UP/DOWN Arrow Keys to scroll through details about call.

USER PROGRAMMING

• CALL FORWARD: Programs your phone to ring at another Extension. TO PROGRAM: Press CALL FWD Key. Enter EXTENSION Number of phone that you want calls forwarded to. Press SAVE Softkey. CALL FWD Key lights, D appears in display. TO CANCEL: Press CALL FWD Key, hear tone. CALL FWD Key light goes out, D disappears. NOTE: A missed call will return to your voicemail as the call was originally intended for you.
• GROUP PICK UP: Allows you to pick up another call you hear ringing in your group. (You must be programmed in a group by a System Administrator). TO USE: Hear another phone ringing in your preprogrammed group. Press PICK UP Key. Begin speaking, call is connected.
• DIRECTED PICK UP: Allows you to pick up a "specific" extension you hear ringing. TO USE: Hear another phone ringing that is not in your preprogrammed group. Press DIRECTED PICK UP Key. Enter EXTENSION number you wish to pick up. NOTE: All features may not be programmed on keys based on your Company's special needs. Features such as Call Forward and Call Pick Up can also be activated by pressing the FEATURES Softkey.
• CONTACTS: Contains four preprogrammed directories and one 100 number personal directory that you program. TYPES OF DIRECTORIES: ALL (All directory entries), EXTERNAL (Entries stored by the system administrator), GROUPS (Names and numbers of hunt groups), USERS (Names and numbers of all users), PERSONAL (Entries stored by you). TO PROGRAM: Leave Handset In Place. Press CONTACTS Key. Press the NEW Softkey. Enter Name & Number (include dialing prefix, 1, and area code if required). Press SAVE Softkey. Information is automatically saved to your Personal directory. To exit without making changes, press CANCEL Softkey. TO USE: Press CONTACTS Key. Begin spelling name on dial pad. Lift your handset or Press the CALL Softkey, SPEAKER Key, HEADSET Key or the OK Key to call. NOTE: When searching for a name in the contacts, only press a key once for each letter.
• HISTORY/ CALL LOG: Accesses a list of your recent calls (last 10 incoming, last 10 missed, and last 10 outgoing). TO USE: Press CALL LOG Key. If you have new missed calls, the CALL LOG Key will be illuminated and LOG will open to missed calls. Use the LEFT/RIGHT Arrow Keys to scroll through MISSED, ANSWERED, OUTGOING or ALL. TO DIAL: Press CALL Softkey or OK to call the number shown in the display. TO SAVE A NUMBER AS A CONTACT: Press CALL LOG Key. Use LEFT/RIGHT Arrow Keys to Scroll through ALL/MISSED/INCOMING/OUTGOING. Use the UP/DOWN Arrow Keys to scroll through records. Press the DETAILS Softkey. Press MORE Softkey then Press the +CONTACT Softkey. Use the UP/DOWN Arrow Keys to switch between and edit the name and number (include dialing prefix if needed). Press SAVE Softkey; to cancel without saving press CANCEL Softkey. NOTE: MISSED CALL INDICATION in upper left hand portion of display indicates the number of missed calls (e.g., 4[X]). TO CLEAR: Delete calls in missed call log by pressing CALL LOG Key. Scroll to MISSED CALLS. Press MORE Softkey then press DELETE ALL Softkey.
• HOT DESKING: Allows you to log in your extension at another internal telephone set. Moves the "features" from your phone to another internal phone; you must log in and out. TO LOG OUT: At phone you are moving to, Press HOT DESK Key OR *36 to log out of current extension. TO LOG IN: Press LOGIN Softkey. Enter EXTENSION Number of phone you want moved. Enter PASSWORD (this is either the extension number or a number assigned by system admin). Press DONE Softkey. NOTES: When you log in at another telephone, it logs you out of your telephone. When you log out of the phone you logged in to, both phones should return to their original extension. When Hot Desking to a different physical building, 911 calls will display the address of the phones "home" location.

MENU/HOME OPTIONS

NOTE: Menu options may vary slightly and may be limited to system administrator status.

• APPLICATIONS: This menu option is limited to system administrator status.
• SETTINGS: This is the main menu for end users to customize telephone features and functions.
  • Phone: Visual Alerting (controls whether the light will flash for new incoming calls - Default is on).
  • Audio: Automatic Gain Control (on/off adjusts audio output level - Default is on), Audio Path (changes default path for calls - Default is speaker), Button Clicks (turns "beep" sound on/off - Default is on), Error Tones (turns error tone on/off - Default is ON), Headset Signaling (enables alert tone to headset - Default is Disabled), Handset Profile / Headset Profile (changes default incoming volume levels), Headset mic level (adjusts gain on headset microphone).
  • Personalized Ringing: Changes the ringtone. The system comes with 14 Primary ring tones.
  • Display: Customizes display settings including Background, Screen saver, Screen saver details, Backlight Timer, Brightness, Contrast, Language, Text Size.
  • Network Information: Provides network information to system administrators for troubleshooting.
  • Administration: Provides system administration functionality.
  • About: Provides the IP phone version.

RINGS AND INDICATORS

• SELECT RING TYPE: Choose from 8 different ringtones. Leave handset in place. Press MAIN MENU Key. Scroll to SETTINGS and Press SELECT Softkey. Scroll to AUDIO and Press SELECT Softkey. Use UP/DOWN Arrow Keys to locate Personalized Ringing. Press SELECT Softkey. Use UP/DOWN Arrow Keys. Press PLAY Softkey to listen. Press SAVE Softkey to set. Press EXIT or PHONE Key to return to main screen.
• Your telephone rings differently for different types of calls:
  • EXTERNAL: Two Short rings Repeated (a new external call or a transferred external call).
  • INTERNAL: Single ring Repeated.
  • RINGBACK: Single Ring followed by two short rings Repeated.
• ADJUST RING VOLUME: You can adjust the volume while the phone is ringing or idle. Press PLUS/MINUS VOLUME CONTROL Key to adjust the volume.