AVAYA IP Office J100 Series Quick Reference

Introduction

This document summarizes how to use the AVAYA IP Office J100 Series phones (excluding the J129 model). For comprehensive user instructions, consult the IP Office J100 Series Phones User Guide.

Display Buttons

Display buttons allow handling multiple simultaneous calls. Each call is indicated on a separate display button, typically labeled with indicators like 'a=' or 'b='. The button's light indicates the call status:

• Slow blinking green: Incoming call. Press the button to answer; other calls are placed on hold.
• Solid green: Connected call. Press the button to place the call on hold.
• Fast blinking green: Held call. Press the button to retrieve the call and place the current call on hold.
• Solid red: Button affected when handset, speaker, or headset is used.

Soft Keys

Soft keys at the bottom of the screen change based on the currently highlighted call. Use the cursor keys to navigate and select soft key functions for the highlighted call without affecting the active call.

Making Calls

To Make a Call (When Not Busy)

• Dial the desired number.
• Use an available line/display button to initiate the call.

Redialing a Previous Number

• Press the Redial button.
• Use the up/down cursor keys to scroll through the call history.
• Press the Call button to dial the highlighted contact.

Calling from Call Log

• Press the Call Log button.
• Use the left/right cursor keys to select the call type to display (e.g., All, Outgoing, Incoming, Missed).
• Use the up/down cursor keys to scroll through the call list.
• Press the Call button to dial the highlighted contact.

Calling from Contacts

• Press the Contacts key.
• Use the left/right cursor keys to select the contact type (e.g., All, Personal, External, User, Group).
• Use the up/down cursor keys to scroll through the list.
• Alternatively, dial a name to find matching contacts.
• Press Details to view the contact's information; press List to return to the directory.
• Press Call to dial the highlighted contact.

Answering Calls

Answering a Ringing Call

• Pick up the handset.
• Press the Speakerphone button for hands-free answering.
• Press the Headset button to answer using a headset.

Answering Another Call (While Busy)

When you are on a call and another call comes in, the current call is automatically placed on hold.

• Press the display button for the waiting call.
• Alternatively, use the up/down cursor keys to highlight the waiting call and select the desired action: Answer, Voicemail, Ignore, or Drop.

Managing Calls

Putting Calls on Hold

• Press the Hold button or a line/display button for the current call.
• Held calls are indicated by a fast blinking green light on the display button.
• Callers on hold hear periodic re-ring tones or double tones.

Muting Calls

• Press the Mute button. The button will illuminate.
• Press the Mute button again to unmute the call.

Ending Calls

• To end a connected call: Press Speakerphone (if lit), Headset (if lit), or replace the handset.
• To end a call from a list (e.g., Call Log): Highlight the call using cursor keys and press Drop.

Transferring Calls

• Press Transfer. The current call is put on hold.
• Dial the number of the person you wish to transfer the call to.
• Press Complete to connect the call if the recipient answers. Press Cancel if the recipient does not answer or accept the transfer.

Transferring to Voicemail

• While on a call, press the Messages button.
• Dial the extension number and press Select.

Conference Calls (Multi-Party)

To start a conference or add participants to an existing conference:

• Press Conference. The current call is put on hold.
• Dial the number of the participant you wish to add.
• Press Conference again to add the participant.
• If the participant does not join or answer, press Drop. Then, press the display button for the held call.

Managing Conference Participants

During a conference call, press Details to view the list of participants.

• Scroll through the list of participants using cursor keys.
• Highlight a participant and press Drop to disconnect them.
• Highlight a participant and press Mute to mute their audio.

Adjusting Call Volume

• While on a call, press the Volume Up (+) or Volume Down (-) keys.
• Use the + and - keys to adjust the audio volume level.

Switching Call Modes

After answering a call, you can switch between different modes:

• To switch to Handset: Pick up the handset.
• To switch to Speakerphone: Press Speakerphone, then replace the handset.
• To switch to Headset: Press Headset, then replace the handset.

Voicemail

Checking Messages

• Press the Messages button. Enter your voicemail password if prompted and press Done.
• The display shows the number of new, existing, and saved messages.
• Highlight Listen and press Select.
• Use the up/down cursor keys to highlight the desired message type (New, Existing, or Saved) and press Select.
• Details for the first message will be displayed. Scroll through messages and use the soft keys to control playback.

Voicemail On/Off

You can control whether voicemail answers unanswered calls. This setting does not disable your mailbox; you can still play existing messages and use other features.

• Press the Messages button. Enter your voicemail password if prompted and press Done.
• Use the cursor keys to highlight Voicemail.
• Press Change to select On or Off.
• Press Save to confirm your changes.

Call Management Features

Setting Up Call Back

If an internal call is not answered, you can press Call Back and end the call attempt. The system will notify you when the user next finishes a call and will then automatically attempt another call to that internal user.

Contact Management

Adding/Editing Contacts

• Press the Contacts key. Use the left/right cursor keys to select Personal.
• Press New to add a contact, or highlight an existing contact and press Edit.
• Use the up/down cursor keys to switch between the Name and Number fields.
• Configure the contact details as needed and press Save.

Adding Contacts from Call Log

• Press the Call Log button. Use the left/right cursor keys to select the calls to display (e.g., All, Outgoing, Incoming, Missed).
• Use the up/down cursor keys to scroll through the call list.
• Press More, then press +Contact.
• Use the up/down cursor keys to switch between the Name and Number fields.
• Configure the contact details as needed and press Save.