Avaya IP Office J100 Series Quick Reference Guide

Introduction

This document provides a summary of using the J100 Series IP phones (excluding J129) on an IP Office system. For the complete user manual, refer to the IP Office User Manual for J100 Series Phones.

Status Buttons

The phone can handle multiple simultaneous calls. Each call uses one of the phone's status buttons. By default, buttons are labeled a=, b=, etc.

1. Press a status button to make, answer, put on hold, or resume the call associated with that button.
2. The button's indicator light shows the status of its call:
   • Slow blinking green light: Incoming call. Press the button to answer and put other calls on hold.
   • Solid green light: Connected call. Press the button to put the call on hold.
   • Fast blinking green light: Held call. Press the button to resume the call and put other calls on hold.
   • Solid red light: The button is affected if the handset is lifted/hung up or if Speakerphone or Headset is pressed.

Function Keys

The keys at the bottom of the screen change depending on the currently highlighted call status button.

1. Use the navigation keys [arrow keys] to move highlighted options on the screen.
2. This operation does not affect the currently connected call. This allows the user to select functions associated with keys for calls other than the connected one.

Making a Call

If not already on a call:

1. Dial the desired number.
2. The first available status button is used.

Redialing a Number

1. Press the [Redial] button.
2. Use the up/down navigation keys [arrow keys] to scroll through the call list.
3. To call the highlighted contact, press [Call].

Calling from Call History

You can use the call history to make a call:

1. Press the [Call History] button.
   • Use the left/right navigation keys [arrow keys] to select the type of calls to display.
2. Use the up/down navigation keys [arrow keys] to scroll through the call list.
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 for all functions where Directory is displayed.

1. Press the [Contacts] button.
2. Use the left/right navigation keys [arrow keys] to select All, Personal, External, Users, and Groups.
3. Use the up/down navigation keys [arrow keys] to scroll through the list.
   • Alternatively, start typing the name to display possible matches.
4. To view details for the selected contact, press [Details]. To return to the directory, press [List].
5. To call the highlighted contact, press [Call].

Setting a Callback

If a direct call to an internal user receives no answer, press [Callback] and abandon the call attempt. When the user finishes a call, the system automatically calls the original caller. Once answered, it automatically attempts to make another call to the internal user.

Answering Calls

A slow blinking green status button indicates an incoming call. If you are not already on a phone conversation:

• Silence the ring: Press [Ignore]. The call continues to be signaled.
• Forward to voicemail: Press [To VM] if displayed.
• Answer: Lift the handset.
• Answer hands-free: Press [Speakerphone].
• Answer with headset: Press [Headset].

Answering Another Call

If, during a phone conversation, you answer a second call, the first call is put on hold.

1. To answer, press the waiting call's status button.
2. Alternatively, use the up/down navigation keys [arrow keys] to highlight the waiting call. Then select the desired action: Answer, To VM, Ignore, or Disconnect.

Diverting a Call to Voicemail

You can transfer calls directed to you directly to Voicemail.

1. If the call is not the highlighted one, use the up/down navigation keys [arrow keys] to highlight it.
2. Press [To VM].

Adjusting Call Volume

You can adjust the incoming audio volume during a call:

1. During the call, press the [+/- Volume] button.
2. Use the [+] and [-] keys to adjust the volume.

Changing Call Modes

After answering the call, you can switch between modes:

• Switch to handset mode: Simply lift the handset.
• Switch to speakerphone mode: Press [Speakerphone]. Hang up the handset.
• Switch to headset mode: Press [Headset]. Hang up the handset.

Putting a Call on Hold

1. To put the current call on hold, press [Hold] or the call's status button.
2. The held call is displayed by its status button with a slow blinking green light at brief intervals.
3. While on hold, the caller hears hold music or a double beep at intervals of a few seconds.

Muting a Call

Muting a call prevents the caller from hearing you, although you can still hear the caller.

1. To mute the call, press [Mute]. The button lights up.
2. To unmute, press [Mute] again.

Ending a Call

1. To end the currently connected call:
   • Speakerphone: If lit, press it.
   • Headset: If lit, press it.
   • Handset: Hang up the handset.
2. To end any call: Use the navigation keys [arrow keys] to highlight the call. Press [Disconnect].

Starting a Conference Call

If there is a connected call and some calls on hold, pressing [Conference] puts the calls into conference.

Alternatively, to start a conference or add another participant:

1. Press [Conference]. The current call is put on hold.
2. Dial the number of the person to add to the conference.
3. If the participant wishes to join, press [Conference] again.
4. If they do not wish to join or do not answer, press [Disconnect] and then press the status button for the held call.

Disconnecting/Muting Other Participants

1. During a conference, press [Details].
2. Scroll through the conference participants list:
   • To disconnect a caller, highlight them and press [Disconnect].
   • To mute a caller, select them and press [Mute].

Transferring Calls

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

Transferring Calls to Voicemail

Use the [Messages] button to transfer the call to another user's or group's Voicemail box.

1. During the call, press [Messages]. You can continue the conversation.
2. Dial the extension number and press [Select].

Adding/Editing a Contact

1. Press the [Contacts] button. Use the left/right navigation keys [arrow keys] to select Personal.
2. To add a contact, press [New]. To edit a contact, highlight it and press [Edit].
   1. Use the up/down navigation keys [arrow keys] to move from the name field to the number field.
   2. When finished, press [Save].

Adding a Contact from Call History

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

1. Press the [Call History] button. Use the left/right navigation keys [arrow keys] to select calls displayed: All, Outgoing, Incoming, or Missed.
2. Use the up/down navigation keys [arrow keys] to scroll through the call list.
3. Press [More], then press [Add Contact].
   1. Use the up/down navigation keys [arrow keys] to move from the name field to the number field.
   2. When finished, press [Save].

Checking Messages

1. Press the [Messages] button. If prompted, enter your Voicemail password and press [Done].
2. The numbers next to Listen indicate the number of new, old, and saved messages.
3. Highlight Listen and press [Select].
4. Use the up/down navigation keys [arrow keys] to highlight the desired messages (New, Old, or Saved) and press [Select].
5. The details of the first message will be displayed:
   • Use the up/down navigation keys [arrow keys] to scroll through messages.
6. Use the function keys to control message playback.
7. Messages are automatically deleted after a preset period following playback.

Activating/Deactivating Voicemail

You can control whether Voicemail is used for unanswered calls. This does not deactivate the voicemail box; you can still play existing messages and use other functions.

1. Press the [Messages] button. If prompted, enter your Voicemail password and press [Done].
2. Use the up/down navigation keys [arrow keys] to highlight Voicemail.
3. Press [Change] to select Enabled or Disabled.
4. Press [Save] to save your changes.