Avaya IP Office J100 Series Quick Reference

Introduction

This document provides a summary of J100 Series phone usage (other than the J129) on an IP Office system. For the full user guide, see IP Office J100 Series Phone User Guide.

Appearance Buttons

The phone can handle several simultaneous calls. Each call uses one of the phone's appearance buttons. By default these are labelled a=, b=, etc.

1. Pressing an appearance button makes, answers, holds or unholds the call on that button.
2. The button's lamps indicate the state of its call:
   • ? Slow Green Flash: Incoming call. Pressing the button answers it and puts any other calls on hold.
   • ? Green On: Connected call. Pressing the button puts the call on hold.
   • ? Fast Green Flash: Held call. Pressing the button takes it off hold and puts any other calls on hold.
   • ? Red On: The button affected if you lift/replace the handset or press ? Speaker or ? Headset.

Soft Keys

The keys at the base of the screen change depending on which call appearance button is currently highlighted.

1. Use the ⬆️⬇️⬅️➡️ cursors to move the screen highlight.
2. Moving the highlight does not affect the currently connected call. This allows you to select soft-key functions for calls other than the currently connected one.

Making a Call

If you are not already on a call:

1. Dial the number required.
2. The first available appearance button is used.

Redialing a Previous Number

1. Press ? Redial.
2. Use the ⬆️⬇️ cursors to scroll through the calls.
3. To call the highlighted contact, press ▶️ Call.

Calling from Your Call Log

You can use your call history to make calls:

1. Press the ? Call Log button.
   • Use the ⬅️➡️ cursors to select All, Outgoing, Incoming or Missed.
2. Use the ⬆️⬇️ cursors to scroll through the calls.
3. To call the highlighted contact, press ▶️ Call.

Calling from Contacts

You can use the contacts directory to make a call. You can also use contacts in any function where ?️ Dir is displayed.

1. Press the ? Contacts key.
2. Use the ⬅️➡️ cursors to select All, Personal, External, Users and Groups.
3. Use the ⬆️⬇️ cursors to scroll through the list.
4. Alternatively, simply start dialing the name you want to display possible matches.
5. To view details of the highlighted contact, press ℹ️ Details. To return to the directory, press ? List.
6. To call the highlighted contact, press ▶️ Call.

Set a Callback

If your call to an internal user is not answered, you can press ↩️ Callback and end the call attempt. When that user next ends a call, the system calls you. When you answer, it makes another call attempt to the internal user.

Answering Calls

A ? slow flashing appearance button indicates an alerting call. If you are currently not on a call:

• Silence the ringing: Press ❌ Ignore. The call will continue alerting visually.
• Redirect to your mailbox: Press ? To VM if shown.
• Answer: Lift the handset.
• Answer handsfree: Press ? Speaker.
• Answer on a headset: Press ? Headset.

Answering Another Call

If you are already on a call, answering a new call automatically puts the existing call on hold.

1. To answer, press the waiting call's appearance button.
2. Alternatively, use the ⬆️⬇️ cursors to highlight the waiting call. Then select the action you want: Answer, ? To VM, ❌ Ignore or ❌ Drop.

Diverting a Call to Voicemail

You can transfer calls to you directly to your voicemail.

1. If the call is not the currently highlighted, highlight it using the ⬆️⬇️ cursors.
2. Press ? To VM.

Adjusting the Call Volume

You can adjust the volume of the incoming audio while you are on the call:

1. With the call connected, press the ? Volume key.
2. Use the ➕ and ➖ keys to adjust the volume.

Switching Call Modes

Once you have answered the call, you can switch between different modes. To:

• Switch to the handset: Simply lift the handset.
• Switch to handsfree: Press ? Speaker. Replace the handset.
• Switch to headset: Press ? Headset. Replace the handset.

Holding a Call

1. To hold your current call, press ⏸️ Hold or its call's appearance button.
2. The held call is shown by its call appearance button fast-flashing green.
3. While held, the caller hears music on hold or a double tone every few seconds.

Muting a Call

Muting a call stops the caller from hearing you though you can still hear them.

1. To mute, press ? Mute. The button is lit.
2. To switch mute off, press ? Mute again.

Ending a Call

1. To end the currently connected call:
   • ? Speaker: If lit, press it.
   • ? Headset: If lit, press it.
   • Handset: Replacing the handset.
2. To end any call: Use the cursors to highlight the call. Press ❌ Drop.

Starting a Conference

If you have a connected call and held calls, pressing ? Conf conferences those calls.

Otherwise, to start a conference or to add another party to a conference:

1. Press ? Conf. Your current call is put on hold.
2. Dial the party that you want to add to the conference.
3. If they want to join, press ? Conf again.
4. If they do not want to join or do not answer, press ❌ Drop. Then press the appearance key of the held call.

Dropping/Muting Other Parties

1. While in a conference, press ℹ️ Details.
2. Scroll through the list of conference parties:
   • To drop a caller, highlight them and press ❌ Drop.
   • To mute a caller, highlight them and press ? Mute.

Transferring Calls

1. Press ➡️ Transfer. The current call is put on hold.
2. Dial the number for the transfer.
   • If the destination does not answer or want to accept the call, press ❌ Cancel.
   • Otherwise, press ✔️ Complete.

Transferring Calls to Voicemail

You can use the ✉️ Messages key to transfer a call to another user's or group's voicemail mailbox.

1. With a call connected, press ✉️ Messages. You can continue talking.
2. Dial the extension number and press ✔️ Select.

Adding/Editing a Contact

1. Press the ? Contacts key. Use the ⬅️➡️ cursors to select Personal.
2. To add a contact, press ➕ New. To edit a contact, highlight it and press ✏️ Edit.
   1. Use the ⬆️⬇️ cursors to switch between name/ number entry.
   2. When set as required, press ? Save.

Adding a Contact from Your Call Log

You can add a name and number shown in your call history to your personal contacts.

1. Press the ? Call Log button. Use the ⬅️➡️ cursors to select the calls shown: All, Outgoing, Incoming or Missed.
2. Use the ⬆️⬇️ cursors to scroll through the calls.
3. Press ➕ More and then press ?➕ Contact.
   1. Use the ⬆️⬇️ cursors to switch between name/ number entry.
   2. When set as required, press ? Save.

Checking Your Messages

1. Press the ✉️ Messages button. Enter your voicemail password if requested and press ✔️ Done.
2. The numbers next to Listen are the number of new, old and saved messages.
3. Highlight ▶️ Listen and press ✔️ Select.
4. Use the ⬆️⬇️ cursors to highlight the messages (New, Old or Saved) you want and press ✔️ Select.
5. The details of the first message are displayed:
   • Use the ⬆️⬇️ cursors to scroll through the messages.
   • Use the soft keys to control the message playback.
   • Messages are automatically deleted a set time after being played.

Voicemail On/Off

You can control whether voicemail is used for your unanswered calls. This does not switch off your mailbox – you can still play existing messages and use other functions.

1. Press the ✉️ Messages button. Enter your voicemail password if requested and press ✔️ Done.
2. Use the ⬆️⬇️ cursors to highlight Voicemail.
3. Press ? Change to select On or Off.
4. Press ? Save to save the change.