Avaya IP Office J100 Series Quick Reference

Introduction

This document provides a summary of J100 Series phone usage (other than the J129) on an IP Office system. For the full user guide, see IP Office J100 Series Phone User Guide.

Appearance Buttons

The phone can handle several simultaneous calls. Each call uses one of the phone's appearance buttons. By default these are labelled a=, b=, etc.

1. Pressing an appearance button makes, answers, holds or unholds the call on that button.
2. The button's lamps indicate the state of its call:
   • Slow Green Flash: Incoming call. Pressing the button answers it and put any other calls on hold.
   • Green On: Connected call. Pressing the button puts the call on hold.
   • Fast Green Flash: Held call. Pressing the button takes it off hold and puts any other calls on hold.
   • Red On: The button affected if you lift/replace the handset or press Speaker or [headset].

Soft Keys

The keys at the base of the screen change depending on which call appearance button is current highlighted.

1. Use the cursors [up-arrow] [down-arrow] [left-arrow] [right-arrow] to move the screen highlight.
2. Moving the highlight does not affect the currently connected call. This allows you to select soft-key functions for calls other than the currently connected one.

Making a Call

If you are not already on a call:

1. Dial the number required.
2. The first available appearance button is used.

Redialing a Previous Number

1. Press Redial.
2. Use the [up-arrow]/[down-arrow] cursor to scroll through the calls.
3. To call the highlighted contact, press Call.

Calling from Your Call Log

You can use your call history to make calls:

1. Press the Call Log button.
   • Use the [left-arrow]/[right-arrow] cursor to select All, Outgoing, Incoming or Missed.
2. Use the [up-arrow]/[down-arrow] cursor to scroll through the calls.
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 in any function where Dir is displayed.

1. Press the Contacts key.
2. Use the [left-arrow]/[right-arrow] cursor to select All, Personal, External, Users and Groups.
3. Use the [up-arrow]/[down-arrow] cursor to scroll through the list.
4. Alternatively, simply start dialing the name you want to display possible matches.
5. To view details of the highlighted contact, press Details. To return to the directory, press List.
6. To call the highlighted contact, press Call.

Set a Callback

If your call to an internal user is not answered, you can press Callback and end the call attempt. When that user next ends a call, the system calls you. When you answer, it makes another call attempt to the internal user.

Answering Calls

A slow flashing green appearance button indicates an alerting call. If you are currently not on a call:

• Silence the ringing: Press Ignore. The call will continue alerting visually.
• Redirect to your mailbox: Press To VM if shown.
• Answer: Lift the handset.
• Answer handsfree: Press Speaker.
• Answer on a headset: Press Headset.

Answering Another Call

If you are already on a call, answering a new call automatically puts the existing call on hold.

1. To answer, press the waiting call's appearance button.
2. Alternatively, using the [up-arrow]/[down-arrow] cursor to highlight the waiting call. Then select the action you want: Answer, To VM, Ignore or Drop.

Diverting a Call to Voicemail

You can transfer calls to you directly to your voicemail.

1. If the call is not the currently highlighted, highlight it using the [up-arrow]/[down-arrow] cursor.
2. Press To VM.

Adjusting the Call Volume

You can adjust the volume of the incoming audio while you are on the call:

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

Switching Call Modes

Once you have answered the call, you can switch between different modes. To:

• Switch to the handset: Simply lift the handset.
• Switch to handsfree: Press Speaker. Replace the handset.
• Switch to headset: Press Headset. Replace the handset.

Holding a Call

1. To hold your current call, press Hold or it's call's appearance button.
2. The held call is shown by its call appearance button fast-flashing green.
3. While held, the caller hears music on hold or a double tone every few seconds.

Muting a Call

Muting a call stops the caller from hearing you though you can still hear them.

1. To mute, press Mute. The button is lit.
2. To switch mute off, press Mute again.

Ending a Call

1. To end the currently connected call:
   • Speaker: If lit, press it.
   • Headset: If lit, press it.
   • Handset: Replacing the handset.
2. To end any call: Use the cursors to highlight the call. Press Drop.

Starting a Conference

If you have a connected call and held calls, pressing Conf conferences those calls.

Otherwise, to start a conference or to add another party to a conference:

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

Dropping/Muting Other Parties

1. While in a conference, press Details.
2. Scroll through the list of conference parties:
   • To drop a caller, highlight them and press Drop.
   • To mute a caller, highlight them and press Mute.

Transferring Calls

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

Transferring Calls to Voicemail

You can use the Messages key to transfer a call to another user's or group's voicemail mailbox.

1. With a call connected, press Messages. You can continue talking.
2. Dial the extension number and press Select.

Adding/Editing a Contact

1. Press the Contacts key. Use the [left-arrow]/[right-arrow] cursor to select Personal.
2. To add a contact, press New. To edit a contact, highlight it and press Edit.
   • Use the [up-arrow]/[down-arrow] cursor to switch between name/number entry.
   • When set as required, press Save.

Adding a Contact from Your Call Log

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

1. Press the Call Log button. Use the [left-arrow]/[right-arrow] cursor to select the calls shown: All, Outgoing, Incoming or Missed.
2. Use the [up-arrow]/[down-arrow] cursor to scroll through the calls.
3. Press More and then press +Contact.
   • Use the [up-arrow]/[down-arrow] cursor to switch between name/number entry.
   • When set as required, press Save.

Checking Your Messages

1. Press the Messages button. Enter your voicemail password if requested and press Done.
2. The numbers next to Listen are the number of new, old and saved messages.
3. Highlight Listen and press Select.
4. Use the [up-arrow]/[down-arrow] cursor to highlight the messages (New, Old or Saved) you want and press Select.
5. The details of the first message are displayed:
   • Use the [up-arrow]/[down-arrow] cursor to scroll through the messages.
   • Use the soft keys to control the message playback.
   • Messages are automatically deleted a set time after being played.

Voicemail On/Off

You can control whether voicemail is used for your unanswered calls. This does not switch off your mailbox – you can still play existing messages and use other functions.

1. Press the Messages button. Enter your voicemail password if requested and press Done.
2. Use the [up-arrow]/[down-arrow] cursor to highlight Voicemail.
3. Press Change to select On or Off.
4. Press Save to save the change.