Instruction/ maintenance manual of the product 1408 Avaya
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A vaya 1408 and 1416 T elephones - connected to Integral 5 - User Guide 16-603588 Issue 1 May 2010.
Notice While reasonable efforts have been made to ensure that the information in this document is complete and accurate at the time of printing, Avaya assumes no liability for any errors.
Downloading documents For the most current versions of documentation, see the Avaya Support Web site: http://www .avaya.com/support Contact A vaya Support Avaya provides a telephone number for you to use to report problems or to ask questions about your product.
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Contents Chapter 1: Introduction .............................................................................................................9 Introduction to the 1400 Series Digital Deskphones ........................................................
Expanding conference with another participant .............................................................................................. 33 Connecting conference participants with each other ........................................................
Viewing charges for lines / subscribers .................................................................................................. 60 Deleting call charges .......................................................................................
Changing access PIN ............................................................................................................................. 86 Setup standard access *...............................................................................
Chapter 1: Introduction Introduction to the 1400 Series Digital Deskphones The Avaya 1400 Series telephones are ISDN telephones for use with the Integral 5 call processing system.
A vaya 1416 T elephone No. Name Description 1 Call/Message W aiting Indicator This light flashes when you receive an incoming call. 2 Phone Display There are 3 (1408) or 4 (1416) lines in the phone display . The phone display presents calling or called party identification, user options, and other information relevant to using the phone.
No. Name Description are available in the menu. When a call number is programmed on the key press the key to dial the destination. (Partners are special destinations, see chapter Partners for more information) 7 Hold Press the Hold button ( R button) to put the active call on hold.
About LEDs Each function, partner or destination key has two LEDs, one green and one red, to indicate the status of the function or partner . The status is identified by whether the LED is on, off, or blinking as described in the following tables. Note: If a key is assigned to a destination the LEDs are always off.
About this manual Descriptions of optional features are marked with an asterisk in the title. For more information about the optional features, see your system administrator . All the descriptions in this user guide assume a standard assignment of the function keys.
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Chapter 2: Making calls Introduction to making calls Use the procedures provided in this chapter to make calls from your telephone. Note that when you make a call, you can either dial the number and then lift the handset, or lift the handset and then dial the number .
Instead of entering the external line code, you can also press a line key . If you have activated LN on dialing you only need to dial the external number . 2. Enter the desired call number . 3. Lift the handset. Related topics: Seizing exchange line automatically on page 73 Calling with a destination key 1.
Calling a person from the phone book entry 1. Press the Phone book / Contacts button. 2. Select the entry you want to dial. Note: T o reach the entry more quickly , you can also enter one or more of the first letters of the name. 3. Lift the handset. Related topics: Introduction to the phone book on page 45 Calling partners 1.
3. T o adjust the volume, press + or - on the V olume button. 4. Do one of the following: a. T o continue the call using the handset, lift the handset. T o activate the speaker additionally ( Monitoring ), press the Speaker button. T o activate Handsfree press the Speaker button once more.
1. Press the Redial button. 2. Select the desired call number . 3. Lift the handset. Requesting automatic redialing Note: Y ou can specify the number of automatic redial attempts and the time between two attempts in the Dial settings . Y ou can only use Automatic redial if you are calling on a digital exchange line.
Each person on the call will hear a cut-in tone. Y ou are now included in the call. 3. T o disconnect from the call, press the Drop button, or replace the handset.
3. Press the OK button. 4. Select who you want to send the announcement to, e.g. Announcement to Group 1 . 5. Press the OK button. Y ou can now make your announcement. Making an individual announcement Use this procedure to make a announcement to a subscriber you are just calling and whose telephone is ringing.
1. Enter the call number . 2. Select Anonymous call . 3. Press the OK button. Y our number will not be transmitted to the called party for your next external call.
Chapter 3: Handling calls Introduction to handling calls When you receive an incoming call your telephone rings, the Call LED flashes and the call is indicated in the display . Y ou will be shown the number or name the caller dialled, e.g. when you receive a diverted call.
A list of incoming calls will be shown. 3. Press the OK button. 4. Lift the handset. Answering a call for a partner When a partner's telephone rings, the corresponding LED on your telephone flashes. Y ou can pick up that call and answer as deputy .
Press the Hold button, to take the call of hold, press Hold again. Muting a call 1. Press the Mute button during a call so that the other person cannot hear you. 2. Press the Mute button again to unmute the call. Referring back during a call (consultation call) During a call: 1.
Y ou can now talk to the first talking partner . The second partner is put on hold. T ransferring a call 1. Press the Hold button. Y our first call is put on hold. 2. Dial the appropriate call number . Y ou do not need to wait until the call is accepted.
Chapter 4: Call diversion Introduction call diversion Y ou can divert incoming calls to another extension. Y ou can set this up both for your own and other telephones.
6. Select one of the following: • immediately • after time • on busy 7. Press the OK button. The status information Divert to … - appears in the display . Alternatively , a clock symbol is shown for call diversion after "after time" or a B for call diversion "on busy".
• on busy 7. Press the OK button. The status information Divert from 1234- appears in the display . Alternatively , a clock symbol is shown for call diversion after "after time" or a B for call diversion "on busy". 8. T o deactivate call diversion: a.
8. Select one of the following: • immediately • after time • on busy 9. Press the OK button. Both subscribers involved will get the status information Divert from … - or Divert to … - . Alternatively , a clock symbol is shown for call diversion after "after time" or a B for call diversion "on busy".
Diverting bundles* Call diversion can be set up to take place at the public exchange. Internal users can telephone without hindrance. The cost of the diverted call is allocated to the subscriber who activated the diversion. The caller only pays the costs up to the public exchange.
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Chapter 5: Three-party conference call Introduction to three-party conference calls Y ou can use a three-party conference call to speak with two people at dif ferent locations on the same call. A conference between a call waiting (second call) and the first talking party is not possible.
If you set up a Conference bridge in your system, up to 9 different subscribers can join the conference bridge. With a conference bridge set up additional conferences with more than three participants are no longer possible. 1. While you are in a three-party conference press the Conference button.
Chapter 6: Conference bridge Introduction conference bridge Y our system provides you with a virtual conference room (bridge). All conference participants which have dialed into the bridge are connected to one another . • Depending on the structure of your system, up to 9 internal and external subscribers can dial into the conference bridge.
If the conference bridge is reserved again immediately after your conference (15 minutes later), an alert tone sounds to warn you that the conference is approaching its end. 10 minutes before the beginning of the next conference, the connection is ended.
The selected participant is dropped from the conference. Reserving conference bridge (one-time appointment) Y ou must have permission to reserve a conference room. The default access PIN must be activated or amended. 1. Press the A vaya Menu button. 2.
Reserving conference bridge (recurring appointment) Y ou can reserve the conference bridge for recurring appointments. This could be, for example, a weekly group meeting on Friday at 9:00. 1. Press the A vaya Menu button. 2. Select Conference bridge .
Reserving a conference bridge for others If you have permission, you can also reserve a conference bridge for others. Dialing into the conference bridge is then secured with the access PIN for the subscribers you have set up the conference for . 1. Press the A vaya Menu button.
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Chapter 7: Managing the call log Call log If you do not answer an external call, the caller ’s number will be stored in the call log together with the time and date of the call. Y ou can also have other entries made in the call log, e.g. internal calls or conversations with external callers.
V iewing the call log 1. Press the Call Log button. 2. Select the appropriate entry . 3. Press the OK button. The detailed display of the appropriate entry is shown. Removing entries from the call log If you call back an entry from the call log and a connection is established, the entry in the call log will be deleted automatically .
1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications . 5. Press the OK button. 6. Select Call log . 7. Press the OK button. 8. Select deleted after … . The right window margin shows the time after which new call log entries will be automatically deleted.
Note: If you have entered a number without a name, you can edit the entry later and save it under a name. Adding additional entries in the call log Y ou can set additional entries to be made in the call log. 1. Press the A vaya Menu button. 2. Select Settings .
Chapter 8: Managing the phone book Introduction to the phone book Y our telephone has a personal phone book. Y ou can store up to 100 individual numbers with names which will only be available on your telephone. Y ou can then dial phone book numbers quickly and easily .
If you want to enter an internal number , you have to press Option > internal call number before making the entry . 5. Press the OK button. 6. Enter name. 7. Press the Save softkey . Result The entries in your personal phone book correspond to the code dial destinations starting from number 900.
Deleting an entry 1. Press the Phone book / Contacts button. 2. Select the entry you want to delete. 3. Press the Delete softkey . 4. Press the Delete softkey .
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Chapter 9: Messages Introduction messages Y ou can send a text message to subscribers in your system, e.g. when the caller does not answer or the connection is busy . The messages can consist of standard texts prepared by your system administrator or your own text.
The text message will be sent immediately . Sending a standard text T o be able to select from standard texts, these must first have been entered into the system. 1. Press the A vaya Menu button. 2. Select Message . 3. Press the Message button. 4. Select the desired standard text.
8. Select Message to caller . 9. Press the OK button. The text is saved and a status information appears in your display . Any internal caller who tries to call you will now get the message shown on his display .
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Chapter 10: Mobile System Subscribers (Managed Mobility Access) Introduction MMA Y ou can dial into your system remotely and then make a call as if you were using your company telephone (MMA, Managed Mobility Access). The number of the telephone making the call must be registered and it must support DTMF dialling.
Dialing into your system using callback Note: This feature has to be set up by your system administrator . 1. Dial the dial-in number for your system from a registered external telephone with the callback setting activated. W ait for a ringback tone. After a short time, the Integral 5 disconnects.
Referring back Y ou are in a conversation. 1. Press * 7 keys. The first talking partner is waiting and cannot hear what you say . 2. Enter the number you want to consult. Carry out the refer-back call. 3. Press * 7 keys again. The refer-back call is ended and you are speaking again with your first talking partner .
Modifying the twinning/call diversion number Y ou have established a connection to your system from a registered telephone.The telephone from which you are calling must have caller display activated. Y ou hear the dial tone. 1. Press the # key . 2. Press the * key .
1. Press the # key followed by the code number of the code dialing destination you want to call, e.g. 2 for ”902”. The code dialing destinations correspond to the first entries in your personal phone book.
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Chapter 1 1: Using the A vaya Menu Call charges Introduction to call charges During a call, you can view the current charges. Y ou can view the charges for your last call. All call charges incurred since the last reset are stored and totaled in your telephone system.
V iewing charges for lines / subscribers 1. Press the A vaya Menu button. 2. Select Charges . 3. Press the OK button. 4. Select one of the following: • T otal subs. , for showing the charges for a specific subscriber , • T otal line , for showing the charges for a specific line.
Locking the telephone T elephone lock Locking your telephone prevents unauthorized use during an absence. T o unlock your telephone, a Personal Identification Number (PIN) is required.
1. Press the A vaya Menu button. 2. Press the Lock function key . 3. Press the OK button. The status information Phone locked is shown. Unlocking the telephone 1. Select Phone locked . 2. Press the OK button. 3. Enter the current PIN. Managing appointments Appointments (reminders) Y ou can set your telephone to remind you of important appointments.
Entering an appointment for today 1. Press the A vaya Menu button. 2. Select Appointments , and if necessary select Own appointm . All set appointments will be shown. 3. Select an appointment, which is marked empty , e.g. Appt. 1 . 4. Press the OK button.
7. Enter or add any text. 8. Press the OK button. Result At the specified time, a signal tone sounds and the text you have entered is displayed. Entering a recurring appointment 1. Press the A vaya Menu button. 2. Select Appointments , and if necessary select Own appointm .
Press the OK button. The signal tone stops and the appointment reminder will be deleted in the display . Deleting an appointment 1. Press the A vaya Menu button. 2. Select Appointments , and if necessary select Own appointm . 3. Select the desired appointment.
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Chapter 12: Customizing your telephone Setting parameters for your telephone Changing the acoustic signaling Use this procedure to change the volume of several tones. Note: Y ou can change the individual settings during a call by pressing + or - on the V olume button.
The new setting sounds immediately to be checked. 10. Press the Back softkey . Setting the ringing tone melody Y ou can assign dif ferent melodies to each call type: • Internal call: Call from insid.
1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Display/Acoustics . 5. Press the OK button. 6. Select MSN call type (off) . 7. Press the Modify softkey . 8. If you wish to hear your personal ring tones again, change the setting back to (off) .
Setting the language 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Display/Acoustics . 5. Press the OK button. 6. Select Language . 7. Press the OK button. 8. Select the language you want to use for display texts.
• 3: Loud connection purely digital or internal connection. This is normally the best setting if you are using your telephone's build-in-loudspeaker .
The system can activate night service automatically at times programmed by your system administrator . The calling stations for the night service can be set in the menu Settings > System functions . 1. Press the A vaya Menu button. 2. Select Night service .
Seizing exchange line automatically Y ou can automatically seize an exchange line every time you dial with the handset on hook. Y ou then never have to dial the external line code. 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button.
6. Select Line / off-hook (off) . 7. Press the Modify softkey . 8. Press the Back softkey . The new setting is saved. Result If you have switched on "Line/off-hook", you must first press the Hold button to make an internal call.
Setting redial interval When you activate automatic redial: Use this procedure to set the time that elapses between two automatic redials. Y ou can select times of 15, 30, 60, 90 or 120 seconds. 1. Press the A vaya Menu button. 2. Select Settings . 3.
7. Press the Modify softkey several times until the desired setting is shown: • off , to switch the number display off completely , • own , to send your internal extension number (e.g. 7505-12) • Master , to send only your company telephone number (e.
T urning direct dialing on or off By default, direct dialing is set to on. Then dialing begins immediately when the first digit or a destination is pressed. Y ou can turn this setting off. Then you can type in a whole call number first and then dial it as a block.
6. Select Second call (on) . 7. Press the Modify softkey . 8. Press the Back softkey . The new setting is saved. Result If you are making a call and have switched off second call, a caller will receive the busy signal. Assigning code numbers * Every outgoing and incoming call can be assigned a code number .
Extending call display Y ou can set your telephone to always display not only the caller ’s number or name but the number which they dialed. This tells you whether the caller wants to speak to service or the workshop, for example. 1. Press the A vaya Menu button.
The new setting is saved. Removing telephone from hunt groups If your telephone is assigned to one or more hunt groups: Use this procedure to temporarily remove your telephone from these hunt groups. 1. Press the A vaya Menu button. 2. Select Settings .
7. Press the Modify softkey . 8. Press the Back softkey . The new setting is saved. Activating remote headset Use this procedure to activate the use of a cordless convenience headset. 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button.
Note: All the procedures described in this user manual assume a standard assignment of the function keys. If you re-assign function keys, please bear in mind that this may change the operating procedures. Functions assigned to keys no longer appear in the menu.
5. Press the OK button. The description and current assignment of all keys will be displayed. 6. Select the key you want to change or assign. 7. Press the OK button. 8. Select Destination key . 9. Press the OK button. The call numbers or names stored in your individual phone book are displayed.
Assigning partners to keys 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Function keys . 5. Press the OK button. The description and current assignment of all keys will be displayed. 6. Select the key you want to change or assign.
Y ou can now see the function or call number previously assigned to the key . 7. Select delete . 8. Press Delete softkey . The key is now free again. Conference bridge settings Set up conference bridge * The conference bridge can only be reserved by authorized subscribers.
10. Select Activate . 1 1. Press the OK button. The subscriber can now reserve the conference bridge using the access PIN set. Changing access PIN Y ou can change your access PIN for the conference bridge at any time. The changed access PIN applies immediately , even for conferences which have already been reserved and which are still open.
4. Select Applications . 5. Press the OK button. 6. Select Conference bridge . 7. Press the OK button. 8. Select Standard PIN . 9. Press the OK button. Y ou are shown that the standard PIN cannot be used, e.g. PIN: 0000 Not active . 10. Select Activate .
Managed Mobility Access settings Introduction MMA settings Up to 50 external numbers can be registered on your system to use Managed Mobility Access (MMA). Each external number is assigned to a fixed internal subscriber . Each internal subscriber can be assigned to more than one external number .
10. Select a number you want to register from the list or enter the external number (with dialing code), e.g. 0696 50512 . The number list contains all the external numbers on the call log of the internal subscriber . Note: This saves a lot of keying in numbers.
A list of all the external numbers registered appears. 8. Select the number whose settings you want to change. 9. Press the OK button. 10. Change the external number as usual.
Using call filter Calls from subscribers in the call filter list are still signaled even when you have set up "Do not disturb". The call filter list contains up to 10 entries. Y ou can set up a special ringtone for calls from numbers on the call filter list (VIP ringtone).
Deleting entries from the call filter 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications . 5. Press the OK button. 6. Select Call filter . All call filter entries are shown. 7. Select the entry you want to delete.
Chapter 13: Settings for your telephone system Introduction Y ou can perform many of the settings for your telephone system from your Avaya 1400 Series telephones. The settings apply to all the telephones in your system. • External callers can often reach your company using various different numbers.
3. Press the OK button. 4. Select System functions . 5. Press the OK button. 6. Select Day service . 7. Press the OK button. 8. Enter the two-digit number of the line for which you want to set up operators. Y ou can also simply press the corresponding line key instead of entering the line number .
5. Press the OK button. 6. Select Night service . 7. Press the OK button. 8. Enter the two-digit number of the line for which you want to set up operators. Y ou can also simply press the corresponding line key instead of entering the line number . 9. Select the number for which you want to set up an operator .
5. Press the OK button. 6. Select Call forwarding . 7. Press the OK button. 8. Enter the two-digit number of the line for which you want to set up operators. Y ou can also simply press the corresponding line key instead of entering the line number . 9.
8. Select the number for which you want to change second call barring. 9. Press the OK button. 10. If necessary select other numbers for which you want to change the setting. 1 1. If necessary press the OK button. 12. Press the Phone/Exit button. The new setting is saved.
1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select System functions . 5. Press the OK button. 6. Select Customer pswd . 7. Press the OK button. 8. Enter the old password if one has already been assigned. 9. Enter the new customer password (new PIN) as four digits.
Chapter 14: Auxiliary devices Button module DBM32 A DBM32 button module provides 32 buttons. Y ou can connect one or two DBM32 to your Avaya 1416 telephone. No button module can be connected to the A vaya 1408 telephone. Y our system administrator can assign the buttons according to your preferences.
1 Buttons with LEDs 2 Strips for labeling Dialing with the DBM32 button module: Use the DBM32 buttons just like the destination or partner keys located directly on your telephone: Lift the handset and then press the button for the desired subscriber .
Starting a call: Enter the call number and press the Headset button. Switching on monitoring: Y ou can switch on monitoring on the telephone while you are on a call with the headset.
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Chapter 15: Hotel functions Introduction Y ou can use the hotel functions in small to medium-sized hotels and guest houses. Y our system administrator can connect up to three DBM32 modules to the Avaya 1416 telephone for executing these functions.
Layout of the hotel functions on the DBM32 button module * No. Name Description 1 Check-in / Check- out For checking guests in and out. 2 DDD (Disable Direct Dial) An external caller cannot directly dial the guest’ s room, but must be connected via the switchboard.
Checking in * 1. Press the Check-in button. 2. Press the button for the desired room. 3. Select the desired language. Y ou can choose between several languages for the menu displays on the guest telephone. 4. Press the OK button. The guest is checked in.
Result All the guest’s messages, wake-up calls, call diversions and callbacks are deleted upon check- out. Direct dial from other rooms is disabled. On checking out, an automatic printout of the total is also possible. Consult your system administrator if necessary .
1. Select this menu item, e.g. 101: New messages (2) . 2. Open the voice mail box by calling the voicemail server . 3. Enter the room number . 4. Press the OK button. The connection to the guest’s voice mail box is established. The voice mail box can be transferred to another telephone in the usual way (See transfering a call).
1. Press the DDD (Disable Direct inward Dial) button. The button LEDs of all rooms which cannot be called directly light up. 2. Press the button for the desired room. The button LED lights up or goes out, depending of the new DDD status of the room. 3.
The button LED lights up or goes out, depending of the new charge limit status of the room. 3. Press the Exit button. The DBM32 module returns to displaying the calling status of the room telephones. W aking guests * With the wake-up call, you can send your own text or one prepared by your system administrator .
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Chapter 16: Menus Menu overview The following contains an overview of the menu structure of the Avaya 1400 Series telephones connected to Integral 5. The first three menu levels are shown. The menu structure shown here may differ from the actual menu structure on your telephone.
Menu item in basic menu One menu level lower One menu level lower Conference bridge Own conference Conference for others Settings Display/Acoustics Acoustics/Contrast Partner beep Do not disturb MSN call type Language Function keys Dial settings Autom.
Menu item in basic menu One menu level lower One menu level lower Day service Night service 1 (2, 3) Call forwarding Date/time Customer pswd … *) T raffic statistics *) Further menu options will be .
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Appendix A: Remote features Changing call diversion remotely * Y ou can call your telephone system from outside to set up or change a call diversion for your telephone or for other telephones. This is possible from any telephone with DTMF suffix dialling.
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Index A acknowledging appointment ......................................................... 64 adjusting handsfree operation ............................................. 70 announcement replying .......................................................
D date ............................................................................ 97 day service ................................................................. 93 DBM32 ................................................................ 99 , 104 hotel functions .
lock ............................................................................. 61 locking ........................................................................ 61 telephone ............................................................. 61 M making a call .
deactivating .......................................................... 77 second call barring ..................................................... 96 settings telephone system ................................................. 93 signaling calls on two telephones .
An important point after buying a device Avaya 1408 (or even before the purchase) is to read its user manual. We should do this for several simple reasons:
If you have not bought Avaya 1408 yet, this is a good time to familiarize yourself with the basic data on the product. First of all view first pages of the manual, you can find above. You should find there the most important technical data Avaya 1408 - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Avaya 1408 you will learn all the available features of the product, as well as information on its operation. The information that you get Avaya 1408 will certainly help you make a decision on the purchase.
If you already are a holder of Avaya 1408, but have not read the manual yet, you should do it for the reasons described above. You will learn then if you properly used the available features, and whether you have not made any mistakes, which can shorten the lifetime Avaya 1408.
However, one of the most important roles played by the user manual is to help in solving problems with Avaya 1408. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Avaya 1408 along with tips on how to solve them. Even if you fail to solve the problem, the manual will show you a further procedure – contact to the customer service center or the nearest service center
