Avaya 9641G VoIP Phone Manual

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

Voicemail Greetings and Personal Verification
 

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 softkey 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 softkey: Answers incoming call, and automatically places first call on hold.

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

3. Tap Ignore softkey: 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 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.  If you have a favorite icon on the Home screen for the person you want to call, tap that icon to initiate dialing.  Same applies for an auto dial or a saved contact.

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

If you are not active on the line you want to put on hold, tap that line.

1. Tap Hold. NOTE: The phone might display a hold timer when you put a call on hold.

2. Tap Resume or the call appearance of the held call to resume the call.

Transferring a call

1. Keep the call you want to transfer active and tap Transfer from the phone screen.

2. Dial the number to which you want to transfer the call or choose a person from Hisotry of on Contact List.

3. Tap Complete to connect the caller to the intended destination.

Call forwarding

Activating

Access the Call Forward via the Features screen, the softkey on your main display (if available), or by pressing the Forwarding Features button (located above the headset button with the icon of a telephone with 2 arrows).

1. Tap Call Forward.

2. Enter the destination number to which you want to forward your calls (following the dialing rules).

3. You will hear a confirmation tone once the forward number is set.  The Call Forward feature will highlight green to show that it is activated.

Deactivating

Access the Call Forward via the Features screen, the softkey on your main display (if available), or by pressing the Forwarding Features button (located above the headset button with the icon of a telephone with 2 arrows).

1. Tap Call Forward.

2. Observe that the green 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 up to 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

Accessing 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 a person from the Call History List, you can tap the line of the call, or you can tap Call from the Detail screen.

5. To Clear the Call History List, Tap Clear All from the list you wish to clear.  NOTE: When 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. To Call the contact, tap on the line of their name and number, or to Edit the contact information tap the arrow to the right of their.

Adding a new contact

1. Press Contacts > New.

2. Enter the name using the touch screen, then tap the green check box if complete, or the red X if you want to Cancel. NOTE: The first number entered is the primary number of a contact. The Contacts list always displays the primary number first. The contact number can include a-z, A-Z, 0-9, and the following special symbols: comma (,), space, dash (-), dot (.), + , * , #, $, &, !, ~, ?, +, =, |. A comma (,) inserts a pause during dialing.

3. Enter the number using the touch screen or the dial pad.  Notice to the right you can choose which type of number it is (General, Work, Mobile, Home).  Then tap the green check box if complete, or the red X if you want to Cancel. If you have an additional number for this contact, tap the + under the telephone number and repeat Step 2 to Step 3. You can add up to two additional numbers for this contact, but you can designate only one number as Primary.

4. 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.

Go to Settings > Options & Settings > Call Settings > Pair Contacts to Calls.  Then, tap line to change from Yes / No.