Avaya IP Office 9640 Telephone Quick Guide

This guide provides essential information for using your Avaya IP Office 9640 telephone.

Forward Unconditional

You can change your forward unconditional settings using the Features menu.

Press Features. Use the up/down keys to highlight Forward. Press Select.
Use the up/down keys to highlight Forward Unconditional. Press Select.
To Switch On/Off: Highlight Fwd Unconditional. Press On or Off. If no destination is set, the display jumps to the destination field.
To Select Which Calls: Highlight Call Type. Press Change and select the required option (External Only, External and Group, Non Group Calls, or All Calls). Press Save.
To Set the Destination: Highlight Destination. Press Edit and enter the number or press To VM to forward to voicemail.

Follow Me

Redirect your calls temporarily to another extension.

Press Features. Use the up/down keys to highlight Forward. Press Select.
Use the up/down keys to highlight Follow me To. Press Select.
Dial the number or press Dir to select from the directory. Press Save.

Contacts

Adding a New Contact

You can add up to 100 personal directory contacts.

Press the CONTACTS key. Use the left/right keys to select your Personal directory.
To add a contact, press New. To edit a contact, highlight it and press Edit.
Use the up/down keys to switch between number and name entry.
When the name and number are entered, press Save.

Add a Contact from Your Call History

Add a name and number from your call history to your contacts.

Press the HISTORY button. Use the left/right keys to select calls (All, Missed, Incoming, or Outgoing).
Use the up/down keys to scroll through records.
Press More and then press +Contact.
Use the up/down keys to switch between name and number details.
When the name and number are set, press Save.

Voicemail

The MESSAGES button and the lamp (top-right) indicate new voicemail messages. They remain lit until all new messages are played.

Checking Messages

Press the MESSAGES button. Enter your voicemail password and press Done.
The numbers next to Listen indicate new, old, and saved messages.
Highlight Listen and press Select.
Use the up/down arrow keys to highlight message types (New, Old, or Saved) and press Select. The first message of that type is displayed.
Use the up/down arrow keys to scroll through messages.
Use the soft keys for playback controls.

Messages are automatically deleted after a set time (24 hours for embedded voicemail, 30 days for Voicemail Pro).

Voicemail On/Off

Control whether voicemail is used for unanswered calls. This does not switch off your mailbox.

Press the MESSAGES button. Enter your voicemail password and press Done.
Use the up/down arrow keys to highlight Voicemail.
Press Change to switch between On or Off.
Press Save to save the change.

Your 9640 Telephone

The IP Office supports the 9640 and 9640G versions of the 9640 telephone.

Key Features:

Message Lamp/Ringing Indicator
Missed Calls Indication
Call Appearance Buttons/Feature Buttons
Soft Key Labels
Programmable Call Appearance/Feature Buttons (24 total)

The phone supports 24 programmable call appearance/feature buttons. The labels for 6 of these are displayed in the main display and can be controlled by the adjacent buttons. Use the up/down keys to scroll the display and left/right keys to move through button features in pages of 6.

Functions can be assigned by your system administrator or yourself via self-administration. Some call appearance buttons are set by your system maintainer and cannot be replaced.

Call Handling

Adjust the Call Volume

Adjust the volume of the incoming call during conversation.

With the call connected, press the VOLUME key.
Use the + and - keys to adjust the volume.

Muting a Call

Mute the call so the other party cannot hear you, but you can still hear them. The mute setting is canceled if you switch between handset, headset, or speaker.

To activate mute, press the MUTE key. The button will be lit.
To switch mute off, press the key again.

Ending a Call

If using the speaker: Press the SPEAKER key again.
If using the headset: Press the HEADSET key again.
If using the handset: Replace the handset.
Use the Drop option to end the currently highlighted call.

Starting a Conference

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

Press Conf. Your current call is put on hold.
Dial the party you want to add.
If they answer and wish to join, press Conf again.
If they do not answer or decline, press Drop, then press the appearance key of the held call.

Dropping/Muting Parties (in Conference)

Press the Details key.
Scroll through the list of callers.
To drop a caller, highlight them and press Drop.
To mute a caller, highlight them and press Mute. Repeat to unmute.
Press Back to return to the call display.

Transferring Calls

To transfer a call, you need an available call appearance button. If none are available, end or park an existing call.

Press Transfer. The current call is put on hold.
Dial the number or press Dir to select a destination.
To complete the transfer, press Complete while the call is ringing or after it is answered.
If the transfer destination does not answer or accept, press Cancel.

Transfer to Voicemail

Transfer a call to another user or group's voicemail mailbox.

With a call connected, press the Message key.
Dial the extension number and press Select.

Redirecting Calls

Do Not Disturb

When 'do not disturb' is active, calls are redirected to voicemail or you will hear busy tone. Calls to groups you belong to will not be presented. You can still make outgoing calls.

Press Features. Use the up/down keys to highlight Call Settings. Press Select.
Press Change to modify the setting.
Press Save to confirm.

Making Calls

If not on a call, dial the number. The first available appearance button is used. Alternatively, press a specific appearance button to initiate the call.

Set a Callback

If an internal call is not answered, pressing CallBack and ending the call attempt will trigger a callback when the user is available.

Calling a Person from the Contacts List

Use any directory contact to make a call. 'Dir' can be used in functions where it is displayed.

Press the CONTACTS key. The directory menu is displayed.
Use left/right keys to select directory type (External, Users, Groups, Personal, or All).
Use up/down keys to scroll or start dialing a name to find matching entries. Press Clear to return to the full list.
To view details, highlight a name and press Details. Press List to return to the directory.
To call, highlight an entry and press Call or the button next to the name.

Redialling a Previous Number

Press Redial. Use up/down arrow keys to scroll through the 10 most recent outgoing calls.
Press Call to dial the displayed number.

Answering Calls

A slow flashing appearance button indicates an alerting call, possibly with ringing and a flashing message lamp.

If not on a call:

To quiet ringing: Press Ignore. The call continues alerting visually.
To redirect to voicemail: Press To VM if shown.
To answer with handset: Lift the handset.
To answer handsfree: Press the SPEAKER key.
To answer with headset: Press the HEADSET key.

After answering, you can switch talk modes:

Handset: Lift the handset.
Handsfree: Press SPEAKER. Replace handset if in use.
Headset: Press HEADSET. Replace handset if in use.
To put a call on hold: Press the call's appearance key or any other appearance key.

Answering Another Call

Answering a new call while on another call automatically puts the existing call on hold.

To answer: Press the appearance button. The existing call is held.
Alternatively, use up/down keys to highlight the waiting call and select an action (Answer, To VM, Ignore, or Drop).

Divert a Call to Voicemail

Transfer a call directly to your voicemail mailbox.

If the call is not highlighted, use up/down keys to highlight it.
Press To VM. The call is redirected.

Quiet a Ringing Call

Quiet the ringer of an alerting call. The call continues alerting visually but without audible ring.

If the call is not highlighted, use up/down keys to highlight it.
Press Ignore.

More Information

For the latest support information, including user guides, installation and maintenance guides, interactive documents, and software downloads, go to www.avaya.com/support.

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