Using your Desk Phone

Voicemail Greetings and Personal Verification

Navigation

Answering a call

Making a call

Dialing rules

Putting a call on hold

Transferring a call

Call forwarding

Button labels

AutoDial

Send all calls (do not disturb)

Using the conference feature

Call history

Contacts

Navigation

The top line of the display shows the status of the phone.  You’ll see the main number assigned to the phone, time and date.  The next line says Features to the right. This is used to access the Feature Buttons. The assigned keys will be displayed in one column. You will notice that the main number appears three times. These are reserved for rollover and conference buttons. For the most part these will replace the 5xxxx numbers that were previously on your phone for rollover and second line purposes. 

If you have an additional line appearance that rings to your phone, it is called a “bridged appearance,” meaning that it is a main number on another phone, but it is also bridged to your phone to ring as well.  An example would be an admin having the supervisor’s line to be answered on their phone. Bridged appearances display under the main number on your phone.  Depending on how many bridged appearances you have, you may need to use the scroll button on the right to arrow down to these numbers. If you have an additional line appearance that does not ring, it is called a “busy key,” meaning that it will show you when the line is busy.

Answering a call

Answer an incoming call in one of the following ways:

  • If you are not on another call, lift the handset, or tap the line appearance, or press Speaker,  or tap the Answer soft key to answer the call using the speakerphone, or press Headset to answer using the headset.

  • If you are on a call, and the phone displays the incoming call you have (3) call options:

  1. Tap Ans Hold soft key: Answers incoming call, and automatically places first call on hold.

  2. Tap Ans Drop soft key: Answers incoming call, and automatically drops first call.

  3. Tap Ignore soft key: Incoming call will ring normal to the caller, but allow you to remain on the first call without interference.

  • If you have a wired headset or a paired a Bluetooth headset, verify the headset is turned to on, and press Headset on the deskphone to answer an incoming call.

  • To quickly move to the top of your call appearance list to answer an incoming call on your primary line, from the Phone Screen press the Phone button. You can then press the line for the incoming call or scroll to it.

  • To automatically display the Phone screen when you receive an incoming call, set the Phone Screen on Ringing option to Yes.

Making a call

  1. Lift the handset, or press Speaker or Headset (if applicable) or touch an idle call appearance line.

  2. Dial the number you want to call.

Dialing rules

  • On Campus Calls:  Dial the 5 digit extension.

  • Off Campus, Local:  Dial 8 then the 7 digit number.

  • Long Distance:  Dial 8 1 (Area Code) then the 7 digit number.

  • International:  Dial 8, 011, Country Code, City Code, and the number.

Putting a call on hold

  1. Press Phone to view the main Phone screen, if necessary.
  2. If you are not active on the line you want to put on hold, select that line.
  3. Press Hold. NOTE: The phone might display a hold timer when you put a call on hold.
  4. Press Resume or the line button of the held call to retrieve the call.

Transferring a call

  1. Keep the call you want to transfer active and tap Transfer.
  2. Dial the number you want to transfer the call to, or select a person from your History or Contact List.
  3. Press Complete to connect the caller to the intended destination.

Call forwarding

Activating

Access the Call Forward via the Features screen, the soft key on your main display (if available), or by pressing the Forwarding Features button.

  1. Tap Call Forward (listen for the dial tone).

  2. Listen for confirmation tone.
  3. Observe the Call Forwarding indication at the top of the display.

Deactivating

Access the Call Forward via the Features screen, the soft key on your main display (if available), or by pressing the Forwarding Features button.

  1. Access the Feature Screen.
  2. Scroll and choose Call Forward.
  3. Observe that the Call Forwarding Indication has been removed.

Button labels

This phone has a touch screen display, with additional push buttons on the dial pad.  Notice you can have 4-8 Soft Keys, and they change depending on what state the phone is in.  Going down the left side of the phone, first you will find “Directory.” The directory button allows you to reach all of your saved contacts.  You can go here to create a personalized list of callers.  The “Voicemail” button allows you to directly dial to your voice mailbox. It is the same as dialing x92525 or 229-2525 to access your voicemail. The “Forwarding Features” button gives you access to the forwarding features on your phone, such as Call Forwarding and Send All Calls (to voicemail). The “Headset” button allows you to answer an incoming call and to initiate calls via headset.  The “Speaker Phone” button allows you to use the speaker while on a call. All in one phone call, you can switch from speaker, to handset, to headset without interruption! 

You can navigate through Avaya Phone Options to change your ring tone, call settings, display settings, and much more. The “Call History” button allows you to view your recent call list.  There are four options to view in Call History, which include all calls (missed, answered, and outgoing), missed calls, answered calls, and outgoing calls. To clear the list out, tap the list that you wish to clear and tap Clear All, and Clear All again to confirm. Once you clear this list, there is not a way to retrieve it to look up a telephone number later on.  The “Phone Screen” button will always navigate you back to the main Phone Screen. For example, if your phone is showing the Features screen, press “Phone Screen” to return to the main home screen. Below that you will find the “Volume” buttons to control the volume of the call and the volume of the ring. To adjust the volume of the ring, the phone must be ringing at the time you want to adjust the volume, and same applies for the volume of the call. Lastly, there is the “Mute” button. This allows you to put the phone on mute, and the caller cannot hear you while this is activated.  When “Mute” is activated the button will turn red.

AutoDial

Programming

  1. Access Feature Screen.

  2. Scroll and choose Abr Program.

  3. Press desired SD button.

  4. Enter number (following appropriate dialing rules) followed by # sign.

  5. Observe confirmation tone.

  6. Lift and replace handset.

Using

  1. Select dial-tone.

  2. Press preprogrammed AutoDial key.

Send all calls (do not disturb)

Activating

Press the  Send All soft key one time.

All calls will be forward to Voicemail.  A checkmark will appear next to the SendAll key.

Deactivating

Press the Send All  Soft Key again.

NOTE: Light indicator toggles off and on.

Using the conference feature

Adding a person to an active call

  1. From the Phone screen, select your active call.

  2. Press Conf.  The active call goes on hold.

  3. Dial the telephone number, or call the person from the contacts list or the History list.

  4. Press Join when the person answers the call.

  5. To add another person, press Add and repeat Steps 3 to 4.

Adding a person on hold to a conference call

  1. From the Phone screen, select your active call.

  2. Press Conf to establish a conference, or press Add if you are already in a conference. The active call goes on hold.

  3. Select the call on hold that you want to add to the conference.

  4. Press Resume to take the call off hold.

  5. Press Join to add the person to the conference call.

Conference calling options

Hold - Places entire conference on hold.

Add - Allows additional calls to be added to conference.

Drop - The last person connected to the conference call will be the first person disconnected when you press Drop.

More - Additional keys if available show up here.

Call history

Calling a person from the call history

  1. Press the Call History button.

  2. Navigate to the type of call history you would like to view:

    1. All Calls

    2. Missed Calls

    3. Answered Calls

    4. Outgoing Calls

  3. To view the Details of a call, tap the arrow to the right of that call line.

  4. To call someone from the call history list, tap the call entry, or tap Call on the Detail screen.

  5. To clear the call history list, tap Clear All for the list you want to clear.  NOTE: Once you clear the list, you cannot recover that data.

Contacts

Searching for a contact

  1. Press Directory/Contacts.

  2. Using the dialpad, start typing the name for which you want to search.

  3. Press Call to call the person or press More then Edit to edit contact information.

Calling a person from the contacts list

  1. Press Contacts.
  2. Select the person or primary number that you want to call. To call a non-primary number, select the person, press Details, then select the desired number.
  3. Find the contact that you want to call by typing the name of the person as listed. For example, if you added John Smith to your contacts List as “Smith, John”, start typing the last name rather than his first name. Each time you press the dialpad, the list display shifts to match your input. You can also scroll up or down to locate the contact. 
  4. Press Call or OK.

Adding a new contact

  1. Press Contacts + New if this is your first contact list entry, or press Contacts + More + New if you already have entries in your contact list.
  2. Enter the name using the dial pad.
  3. Scroll to the next field.
  4. Enter the number.
  5. Scroll to the next field and choose the type of number entered (General, Work, Mobile, Home).
  6. If you have another number for this contact, select the next field and repeat Step 5 to Step 6. You can add up to two additional numbers for this contact, but you can designate only one number as Primary.
  7. Press Save.

Editing a contact

  1. Press Contacts.
  2. Search for and select the contact you want to edit.
  3. Press More + Edit or Details + Edit.
  4. Choose the field you want to edit.
  5. Use the dial pad and soft keys to change the contact Information.
  6. Press Save.

Pair contacts to calls

When you pair your contacts to your calls, the name of the saved contact will appear on your caller id when they call, rather than the generic telephone number from the carrier service.

  1. Go to Settings > Options & Settings > Call Settings > Pair Contacts to Calls.  Then, tap line to switch between Yes and No.
  2. For off-campus local phone numbers, you might need to include the area code (937) to match the contact name with incoming calls.
  3. For on-campus calls, just enter the 5-digit extension.
Was this helpful?
0 reviews
Print Article