Avaya IP Office 9408 Telephone Quick Guide

Forward Unconditional Settings

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

1. Press the Features key. Use the ▲/▼ keys to highlight Forward, then press Select.
2. Use the ▲/▼ keys to highlight Forward Unconditional, then press Select.

• To Switch On/Off: Highlight Fwd Unconditional and press On or Off.
• To Select Which Calls: Highlight Call Type, press Change, and select the desired option (External Only, External and Group, Non Group Calls, or All Calls), then 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.

1. Press the Features key. Use the ▲/▼ keys to highlight Forward, then press Select.
2. Use the ▲/▼ keys to highlight Follow me To, then press Select.
3. Dial the number of another user or press Dir to select from the directory. Press Save.

Contacts

Adding a New Contact

You can add up to 100 personal directory contacts, provided the system capacity is not reached.

1. Press the CONTACTS key. Use the ◀/▶ keys to select your Personal directory.
2. To add a contact, press New. To edit a contact, highlight it and press Edit.
3. Use the ▲/▼ keys to switch between number and name entry.
4. 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 personal contacts.

1. Press the ⏹ HISTORY button. Use the ◀/▶ keys to select which calls to show (All, Missed, Incoming, or Outgoing).
2. Use the ▲/▼ keys to scroll through the records.
3. Press More, then press +Contact.
4. Use the ▲/▼ keys to switch between name and number details for the new contact.
5. When the name and number are set, press Save.

Voicemail

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

Checking Messages

1. Press the MESSAGES button. Enter your voicemail password if prompted, then press Done.
2. The numbers next to Listen show the count of new, old, and saved messages.
3. Highlight Listen and press Select.
4. Use the ▲/▼ arrow keys to highlight the message type (New, Old, or Saved) you want to listen to, then press Select.
5. Use the ▲/▼ arrow keys to scroll through messages.
6. Use the soft keys for playback controls.

By default, 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.

1. Press the MESSAGES button. Enter your voicemail password if prompted, then press Done.
2. Use the ▲/▼ arrow keys to highlight Voicemail.
3. Press Change to switch between On or Off.
4. Press Save to confirm the change.

Making Calls

Dial the number directly. The first available appearance button is used, or press a specific appearance button to use that line.

Set a Callback

If an internal call is not answered, press CallBack and end the attempt. The system will call you back when the user finishes their current or next call, and then redial the user.

Calling from Contacts

Use any directory contact to make a call.

1. Press the CONTACTS key.
2. Use the ◀/▶ keys to select the directory type (External, Users, Groups, Personal, or All).
3. Use the ▲/▼ keys to scroll or dial a name to find matching entries. Press Clear to return to the full list.
4. Press Details to view more information, or List to return to the directory.
5. When the entry is highlighted, press Call or the button next to the name.

Redialing a Previous Number

1. Press Redial. Use the ▲/▼ arrow keys to scroll through the last 10 outgoing calls.
2. 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.

• To quiet ringing, press Ignore. The call continues to alert visually.
• To redirect to voicemail, press To VM if shown.
• To answer with the handset, lift the handset.
• To answer handsfree, press the ⏪ SPEAKER key.
• To answer with a headset, press the ⏪ HEADSET key.

Switching talk modes:

• Handset: Lift the handset.
• Handsfree: Press the ⏪ SPEAKER key. You can then replace the handset.
• Headset: Press the ⏪ HEADSET key. You can then replace the handset.
• Pressing a call's appearance key or any other appearance key puts the call on hold.

Answering Another Call

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

• Press the appearance button for the new call.
• Alternatively, use the ▲/▼ 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.

1. If the call is not highlighted, use the ▲/▼ keys to highlight it.
2. Press To VM.

Quiet a Ringing Call

Silence the ringer of an alerting call while it continues to alert visually.

1. If the call is not highlighted, use the ▲/▼ keys to highlight it.
2. Press Ignore.

Call Handling

Adjust Call Volume

Adjust the incoming call volume while talking.

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

Muting a Call

Mute the microphone so the caller cannot hear you, but you can still hear them. Mute remains active across call switches until you change the listening device (handset, speaker, headset).

1. Press the MUTE key to activate mute. The button lights up.
2. Press the key again to deactivate mute.

Ending a Call

• Use the Drop option for the highlighted call.
• If using the speaker, press the ⏪ SPEAKER key again.
• If using the headset, press the ⏪ HEADSET key again.
• Replace the handset to end the call.

Starting a Conference

To start a conference or add a party:

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

Dropping/Muting Parties in Conference

1. While in conference, press the Details key.
2. Scroll through the list of callers.
3. To drop a caller, highlight them and press Drop.
4. To mute a caller, highlight them and press Mute (press again to unmute).
5. Press Back to return to the call display.

Transferring Calls

Requires an available call appearance button. If none are available, end or park an existing call.

1. Press Transfer. The current call is put on hold.
2. Dial the transfer number or press Dir to select from the directory.
3. To complete the transfer, press Complete while the call is ringing or after it's answered.
4. If the destination does not answer or accept, press Cancel.

Transfer to Voicemail

Use the Message key to transfer a call to another user or group's voicemail.

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

Redirecting Calls

Do Not Disturb

When enabled, calls are redirected to voicemail or a busy tone. Calls to groups you are a member of will not be presented. You can still make outgoing calls. Off-hooking will result in broken dial tone.

1. Press Features. Use the ▲/▼ keys to highlight Call Settings, then press Select.
2. Press Change to modify the setting.
3. Press Save to save the change.

More Information

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