Avaya IP Office J139 User Manual

Telephone Keys and Features

The Avaya IP Office J139 phone features several keys and indicators to manage calls and access 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)

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: Access features and menus.
• Hunt Group Keys: Ring and/or flash for "group" calls (e.g., Departmental or main numbers).
• User Keys: Show the appearance of other users' extensions and indicate their status.

Status Indicators:

• Slow Flash: Indicates a ringing call.
• Fast Flash: Indicates an active call.
• Solid Red: Indicates Do Not Disturb (DND).

4. Softkeys / Softkey Labels

Softkey Labels: Appear on the display to indicate features that can be activated by pressing the keys directly below.

Softkeys: Appear below the Softkey labels on the display and access features shown on the label above them. These features change based on the current state of the phone (e.g., ringing, active call, idle).

Idle State Softkeys:

• REDIAL: Displays a list of outgoing numbers from your call log for dialing.
• FEATURES: Displays a scrollable list of available features and user settings.

Ringing State Softkeys:

• ANSWER: Answers a ringing call 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 a current ringing call. The call continues to flash until answered or goes to voicemail.
• DROP: When the phone is ringing, DROP sends the caller directly to voicemail.

Placing an Extension Call Softkeys:

• CALLBACK: Sets an automatic callback for the user you have called.
• DROP: Disconnects you while dialing.

Connected to a Call Softkeys:

• HOLD: Places a call on exclusive hold for your phone.
• CONFERENCE: Puts your current call on hold and presents dial tone to add another party to a conference.
• TRANSFER: Puts your current call on hold and presents dial tone to transfer the call to another extension.
• DROP: Disconnects you from the call.

NOTE: Additional softkeys may appear during TRANSFER, CONFERENCE, or when in Menus and Lists.

5. Navigation Keys

Scroll through Call Appearance, Feature Keys, menus, call logs, and speed dial lists. Use Up/Down Arrow Keys to scroll one item at a time, or Left/Right arrows to scroll one screen at a time. OK KEY: Confirms menu choices.

6. PHONE KEY

Used to exit any menu or return the display to the phone screen.

7. (Not specified in OCR, likely refers to the dial pad)

8. MAIN MENU

Accesses a list of options and settings to customize your phone.

9. CONTACTS

Accesses personal and shared directories.

10. RECENTS (CALL LOG/HISTORY)

Displays a record of the most recent answered, missed, and outgoing calls. Illuminates when you have new missed calls. The number of missed calls appears at the top of your display.

11. MESSAGE

Accesses the voicemail system. Illuminates when you have new messages.

12. HEADSET

Switches calls from handset to headset. The key is illuminated when the headset is active.

13. SPEAKER

Used to make or answer any call without lifting the handset. Illuminated when the speaker is active.

14. VOLUME

Controls Ringer, Speaker, and Incoming Voice Levels over Handset/Headset.

15. MUTE

Turns the microphone off or on during a call. The lamp is lit when in use, and the caller cannot hear you.

Call Processing

Answering and Placing Calls

To Answer Incoming Call: Phone rings, indicator flashes slow. Lift handset, press SPEAKER key, or press ANSWER softkey.

NOTE: To quiet a ringing call, press IGNORE softkey. To send a ringing call to voicemail, press TO VM softkey.

To Answer Second Call: Press the Call Appearance key for the new call; the first call automatically holds.

To Place a Call: Lift handset or press SPEAKER key.

• Internal: Enter EXTENSION number.
• External: Enter dialing prefix (e.g., 8 or 9), 1, area code, and number.

To Place a Second Call: Press an available Appearance key; the first call automatically holds. Enter the number.

SPEAKER: Press to make or answer calls 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) for private conversation. Caller cannot overhear office noise. Press MUTE key; the key lights up. Press MUTE key again to resume conversation.

Hold

Places an active call on hold. This is an exclusive hold for your telephone.

To Hold a Call: Press HOLD softkey. The indicator lamp flashes fast.

To Return to Caller: Press the flashing Call Appearance key.

Automatic Hold: Selecting another Call Appearance key or using certain features automatically places the current call on hold without pressing the HOLD key.

Transfer

Allows you to connect your call to someone else (with call on line).

Standard Transfer: Press TRANSFER softkey; the call is automatically held. Enter EXTENSION number. Press COMPLETE softkey; the call is connected, and you hang up.

Blind Transfer: Press COMPLETE softkey; the call is connected.

Announced Transfer: Wait for the party to answer (speak privately), then press COMPLETE softkey.

To Return to Held Call: Press CANCEL softkey; disconnects you from the party and reconnects you to the original caller.

To Drop a Call Party: Press DROP softkey; disconnects you from the called party, who remains 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, you can search the directory after pressing TRANSFER.

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.

Ad Hoc Conference

Allows you to add multiple parties to a call (with call on line).

Press CONFERENCE softkey; the first call is automatically held, and you hear dial tone. Enter the second number (internal or external). IMPORTANT: Wait for the answer and announce the conference. Press CONFERENCE softkey again; all parties are connected.

• To add additional parties, repeat the procedure.
• To drop yourself from the conference, hang up.
• To Drop Another Member: Press DETAILS softkey to view participant information. Use Up/Down Arrow Keys to scroll through participants. Press DROP softkey to drop the desired participant.
• To mute another member, press MUTE softkey.
• To mute yourself, press the MUTE fixed key.

If Called Party Doesn't Answer/Busy: To return to the original call, press CANCEL softkey or the CALL APPEARANCE key of the held line.

NOTE: The number of external callers you can add to a conference depends on your dial tone provider. Check with your system administrator.

Additional Features

NOTE: You may need to use the right and left arrow keys to see additional features.

Call Park

Allows you to place a call on hold in the system and assign it to a Call Park Slot. The call can be retrieved from any telephone in the system by pressing the associated Call Park Slot Key.

To Park: With a caller on the line, press an Available CALL PARK Key. The key lights green on your phone and red on others. Advise the person of the Call Park Slot Number.

To Retrieve: Lift handset or press SPEAKER Key. Press the Applicable CALL PARK Key. Caller ID of the held call is displayed. Press CONNECT softkey to connect to the call.

NOTES: If a parked call is not retrieved within a predetermined time, it 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, then hang up.

Do Not Disturb (DND)

Stops all tones and ringing, allowing undisturbed work. Incoming callers hear busy tone or are transferred to voicemail.

To Program: Press DND key. STATUS softkey appears, 'N' appears in the display, and the light next to DND lights up.

To Cancel: Press DND key. STATUS softkey disappears, 'N' disappears, and the light goes out.

NOTE: When features like DND and Call Forward are active, a "stutter" dial tone is heard when you lift your receiver or press handsfree. This indicates a feature is activated.

Redial

Displays the last 10 numbers dialed or redials the last number dialed. Uses outgoing call records from the call log.

To Use: Press REDIAL softkey. The display shows the last 10 numbers dialed. Use UP/DOWN Arrow Keys to highlight the number you want to redial. Press CALL softkey.

View Call Details

Displays call duration, number of times called, and time of last call.

Press DETAILS softkey. Use UP/DOWN Arrow Keys to scroll through details about the call.

User Programming

Call Forward

Programs your phone to ring at another extension.

To Program: Press CALL FWD key. Enter the EXTENSION number for forwarding. Press SAVE softkey. The CALL FWD key lights up, and 'D' appears in the display.

To Cancel: Press CALL FWD key. The CALL FWD key light goes out, and 'D' disappears.

NOTE: A missed call will return to your voicemail as originally intended.

Group Pick Up

Allows you to pick up another call ringing in your group (must be programmed by a System Administrator).

To Use: Hear another phone ringing in your preprogrammed group. Press PICK UP key. Begin speaking; the 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 the EXTENSION number you wish to pick up.

NOTE: Features like 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.

Types of Directories:

• ALL: All directory entries (External, Personal, Users, Groups).
• EXTERNAL: Entries stored by the system administrator for all users.
• GROUPS: Names and numbers of hunt groups.
• USERS: Names and numbers of all users on the telephone system.
• PERSONAL: Entries stored by you for use from your phone.

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 saving, press CANCEL softkey.

To Use: Press CONTACTS key. Begin spelling the name on the dial pad (search by First or Last Name). Lift your handset or press the CALL, SPEAKER, HEADSET, or OK key to call.

NOTE: When searching for a name, press a key once for each letter (e.g., for 'S' in Steven, press '7').

History/Call Log

Accesses a list of your recent calls (last 10 incoming, missed, and outgoing).

To Use: Press CALL LOG key. If you have new missed calls, the CALL LOG key will be illuminated, and the 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.

Save a Number as a Contact

Press CALL LOG key. Use LEFT/RIGHT Arrow Keys to scroll through ALL/MISSED/INCOMING/OUTGOING. Use UP/DOWN Arrow Keys to scroll through records. Press DETAILS softkey. Press MORE softkey, then press +CONTACT softkey. Use 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: The number of missed calls is indicated in the upper left portion of the display (e.g., 4 [X).

To Clear: Delete calls in the missed call log by pressing the 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 "features" from your phone to another internal phone. You must log in and out.

To Log Out: At the phone you are moving to, press HOT DESK key or *36 to log out of the current extension.

To Log In: Press LOGIN softkey. Enter the EXTENSION number of the phone you want moved. Enter PASSWORD (extension number or number assigned by system admin). Press DONE softkey.

NOTES: Logging in at another telephone logs you out of your current telephone. Logging out of the phone you logged into should return both phones to their original extensions. When Hot Desking to a different building, 911 calls will display the address of the phone's "home" location.

Menu/Home Options

NOTE: Menu options may vary slightly and may be limited by 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 flashes for new incoming calls (Default is on).
• Audio
  • Automatic Gain Control on/off: Adjusts audio output level for constant and better quality audio (Default is on).
  • Audio Path: Changes the default path for calls from speaker to headset (Default is speaker).
  • Button Clicks: Turns the "beep" sound when keys are pressed ON or OFF (Default is on).
  • Error Tones: Turns the "tone" on or off when an error is made (Default is ON).
  • Headset Signaling: Enables the alert tone to a headset when a call is received (Default is Disabled).
  • Handset Profile / Headset Profile: Changes default incoming volume levels for handset/headset. Options: Default, Normal, Amplified, Hearing Aid.
  • Headset mic level: Adjusts the gain on the headset microphone.
  • Personalized Ringing: Changes the ringtone. The system includes 14 Primary ring tones (8 classic business, 6 melodious).
• Display
  • Background
  • Screen saver
  • Screen saver details (time out and clock)
  • 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 to distinguish your phone's ringing from others. 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. Press SELECT softkey. Use UP/DOWN Arrow Keys to listen to selections. Press PLAY softkey to listen. Press SAVE softkey to set the desired ring. Press EXIT or PHONE Key to return to the main screen.

Your telephone rings differently for different types of calls:

• EXTERNAL: Two short rings, repeated (new external or 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. Leave handset in place. Press PLUS/MINUS VOLUME CONTROL Key to adjust the volume.