Avaya IP Office 9504 Telephone Quick Guide

Forward Unconditional

You may be able to change your forward unconditional settings using the Features menu.

1. Press Features. Use the up/down keys to highlight Forward. Press Select.
2. 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 currently set, the display jumps to the destination field.
• To Select Which Calls: Highlight Call Type. Press Change and when the required option is displayed press Save. Options are External Only, External and Group, Non Group Calls and All Calls.
• To Set the Destination: Highlight Destination. Press Edit and enter the number required or press To VM to forward to voicemail.

Follow Me

You can redirect your calls temporarily to another extension.

1. Press Features. Use the up/down keys to highlight Forward. Press Select.
2. Use the up/down keys to highlight Follow me To. 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 telephone system capacity has not been reached.

1. Press the CONTACTS key. Use the left/right 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 up/down keys to switch between number and name entry.
4. When the name and number have been entered as required, press Save.

Add a Contact from Your Call History

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

1. Press the HISTORY button. Use the left/right keys to select which calls are shown: All, Missed, Incoming or Outgoing.
2. Use the up/down keys to scroll through the records.
3. Press More and then press +Contact.
4. Use the up/down keys to switch between the name and number details for the new contact.
5. When the name and number are set as required, press Save.

Voicemail

The MESSAGES button and the lamp (top-right) on your phone indicate new voicemail messages. They remain lit until all new messages have been played.

Checking Messages

1. Press the MESSAGES button. Enter your voicemail password if requested and press Done.
2. The numbers shown next to Listen indicate the number of new, old and saved messages.
3. Highlight Listen and press Select.
4. Use the up and down arrow keys to highlight which messages (New, Old or Saved) you want to listen to and press Select. The details of the first message of that type are displayed.
5. You can use the up and down arrow keys to scroll through the messages.
6. Use the soft keys to control the playback actions for the current message.

Messages are automatically deleted after a set time following playback. The delay depends on the voicemail server (24 hours for embedded voicemail, 30 days for Voicemail Pro).

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 and down arrow keys to highlight Voicemail.
3. Press the Change to switch between On or Off.
4. Press Save to save the change.

Making Calls

If you are not already on a call, just dial the number. The first available appearance button is used for the call. Alternatively, press a specific appearance button to make a call using that button.

Set a Callback

If a call to an internal user does not get an answer, you can press CallBack and end the call attempt. When the user ends their current or next call, the system will call you and, when you answer, automatically make another call attempt to the user.

Calling a Person from the Contacts List

You can use any directory contact to make a call. The directory can also be used in any function where Dir is displayed.

1. Press the CONTACTS key. The directory menu is displayed.
2. Use the left/right keys to select the type of directory entries to display: External, Users, Groups, Personal (Your own personal directory contacts) or All.
3. Use the up/down keys to scroll through the list or start dialing the name you want to find to display matching entries. If you dial a name, press Clear to return to the full list.
4. To view more details of the highlighted name, press Details. Press List to return to the directory.
5. When the required entry is highlighted, press Call or press the button next to the name.

Redialling a Previous Number

1. Press Redial. Use the up/down arrow keys to scroll through your 10 most recent outgoing calls.
2. Press Call to call the number displayed in the call record.

Answering Calls

A slow flashing appearance button indicates an alerting call, possibly accompanied by ringing and a flashing message lamp. If you are not currently on a call:

• To quiet the ringing, press Ignore. The call will still continue alerting visually.
• To redirect the call to your mailbox, press To VM if shown.
• To answer the call using the handset, lift the handset.
• To answer the call handsfree, press the SPEAKER key.
• To answer the call on a headset, press the HEADSET key.

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

• To switch to using the handset, simply lift the handset.
• To switch to handsfree, press the SPEAKER key. If you were using the handset, you can now replace it.
• To switch to headset mode, press the HEADSET key. If you were using the handset, you can now replace it.
• Pressing the call's appearance key or any other appearance key will put the call on hold.

Answering Another Call

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

• To answer the call, press the appearance button. Your existing call is put on hold.
• Alternatively, use the up/down keys to scroll the display, highlight the waiting call, and select the action you want to apply: Answer, To VM, Ignore or Drop.

Divert a Call to Voicemail

You can transfer a call targeted at you directly to your voicemail mailbox.

1. If the call is not the currently highlighted call on the display, use the up/down keys to highlight it.
2. Press To VM. The call is redirected to your mailbox.

Quite a Ringing Call

You can quiet the ringer of a currently alerting call. The call will continue alerting visually but with no audible ring.

1. If the call is not the currently highlighted call on the display, use the up/down keys to highlight it.
2. Press Ignore.

Call Handling

Adjust the Call Volume

While talking, you can adjust the volume of the incoming call. The volume is separately adjusted for the device (handset, headset, or speaker) you are currently using.

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

Muting a Call

Muting a call stops the caller from hearing you, but you can still hear them. The mute setting remains active even if you switch between calls using hold or appearance buttons. If you change how you are listening to the call (e.g., switching from the handset to the speaker), the mute setting is canceled.

1. To activate mute, press the MUTE key. The button will be lit while mute is active.
2. To switch mute off, press the key again.

Ending a Call

The Drop option can be used to end the currently highlighted call.

• If the call is on the phone's speaker, the SPEAKER key is lit. Pressing the key again will end the call.
• If the call is on the phone's headset, the HEADSET key is lit. Pressing the key again will end the call.
• If the call is on the phone's handset, replacing the handset will end the call.

Starting a Conference

If you have a connected call and any held calls, pressing Conf will start a conference with all those calls. Otherwise, to start a conference or to add another party to a conference:

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

Dropping/Muting Parties

1. While in the conference, press the Details key. Scroll through the list of callers in the conference and:
   • To drop a caller from the conference, highlight them and press Drop.
   • To mute a caller, highlight them and press Mute. Repeat this to unmute them.
   • To return to the call display, press Back.

Transferring Calls

To transfer a call, your phone must have an available call appearance button. If all your call appearance buttons are in use, end or park one of your existing calls.

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

Transfer to Voicemail

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

1. With a call connected, press the Message key. You can still continue talking.
2. Dial the extension number of the user or group and press Select.

Redirecting Calls

Do Not Disturb

When you select 'do not disturb', your calls are redirected to voicemail if available, or otherwise you will hear a busy tone. Calls to any group of which you are a member are not presented to you. You can still use the phone to make outgoing calls. When you go off-hook, you will hear broken dial tone.

1. Press Features. Use the up/down keys to highlight Call Settings. Press Select.
2. Press Change to change the setting.
3. Press Save to save the change.

More Information

Go to www.avaya.com/support for the latest support information, including user guides, installation and maintenance guides, interactive documentation, and software downloads.