Instruction/ maintenance manual of the product 16-603463 Avaya
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A vaya 1408 and 1416 T elephones - connected to Integral Enterprise - User Guide 16-603463 Issue 1.09 January 2010.
© 2009 Avaya Inc. All Rights Reserved. Notice While reasonable efforts were made to ensure that the information in this document was complete and accurate at the time of printing, Avaya Inc. can assume no liability for any errors. Changes and corrections to the information in this document might be incorporated in future releases.
Contents Chapter 1: Introduction ............................................................................................................ 7 Introduction to the 1400 ISDN T elephone Introduction to the 1400 Series Digital Deskphones ........... ...
T alking with one participant in a conference call .............................................. .............................................. 29 Connecting conference participants with each other ....................................................
Dealing the filtering function as an executive * ...................................................................................... 57 Dealing the filtering function as a secretary * ................................................................
Accepting calls automatically (Handsfree answer back) ................................................................................ 85 T urning direct dialing on or off ............................................................ ..................
Chapter 1: Introduction Introduction to the 1400 ISDN T elephone Introduction to the 1400 Series Digital Deskphones The Avaya 1400 Series telephones are ISDN telephones for use with the Integral Enterprise call processing system. The 1400 Series Digital Deskphones are for use with the Avaya Aura ™ Communication Manager 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. Additionally it indicates you have voicemail messages waiting. 2 Phone Display There are 3 (1408) or 4 (1416) lines in the phone display .
No. Name Description When the phone is idle, the top line shows the number of missed calls. The top line also shows the phone number and name you set and the date and time. The middle line (1408) or two lines (1416) display status information. The bottom line displays the softkey labels.
No. Name Description 13 Mute Press the Mute button to mute a call in progress. T o take a call off mute, press Mute again. 14 Speaker Press the Speaker button to activate the loudspeaker or the handsfree equipment.
LED Description Off Function is not active. T able 2: Partner key LEDs LED Description Steady green Partner has set partner diversion. Blinking red very fast Partner receives two calls in parallel (50 ms on, 50 ms off).
Icon Description Scroll up or down for other options. 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.
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 .
Calling with a destination key 1. Press the destination key for the desired subscriber . 2. Lift the handset. Related topics: Assigning functions or call numbers to keys Calling a person from the call log 1. Press the Call Log or the Redial button. 2.
Y ou can also search for a name or call number by using an asterisk “*” as a wild card (as you can on your PC). For example, if you input *mobile , all entries which include the string “mobile” will be displayed.
a. T o continue the call using the handset, lift the handset. T o return to the speakerphone, press the Speaker button once more. b. T o end the call, press the Speaker button.
The status information Redial repeat every 30 s is shown. 3. Replace the handset, if you have lifted it. Automatic redial is stopped if you press any button or lift the handset. After you have finished you will be asked Continue redial ? Joining another call (cut-in)* Y ou call an internal extension.
Making calls 18 1408/1416 User Guide January 2010.
Chapter 3: Handling calls Introduction to handling calls When you receive an incoming call your telephone rings, the Incoming Call LED flashes and the call is indicated in the display . Y ou can lift the handset or use the Speaker button and talk with the handset on-hook.
Y ou can also pick up calls by entering a code, if your telephone system is administered for the pick-up function. See your system administrator for more information. Related topics: Setting up a macro (diversion and pick-up) on page 76 Putting a call on hold Y ou can put an active call on hold or an incoming call that you have not yet answered.
The display is deactivated and the call number is not stored in all the call log lists. 2. T o reactive the display , press the Display softkey again. Note: When you deactivate your telephone display , the call number is not stored in the call log. T ransferring a call 1.
T urning second incoming call on or off If you do not want to answer an additional call (second call) during a call, you can deactivate the second call. 1. Select Second call in the display . 2. Press the OK button. 3. Press the On/Off softkey . 4. Press the Done softkey .
Chapter 4: Call diversion Introduction to call diversion Y ou can divert your calls to someone else. Different kinds of call diversion are possible: • to: first destination unconditional • to: alternative destination unconditional • on busy: destination only when you are busy • Ex.
4. Select the appropriate kind of diversion. 5. Enter the desired call number . 6. Press the OK button. The status information DIV to call number appears in the display and the LED lights up. 7. T o withdraw the diversion, select the appropriate status information and press the OK button .
5. Press the OK button. 6. Enter the desired call number . 7. Select Start time . 8. Enter the time with hour and minutes. 9. Select Stop time . 10. Enter the time with hour and minutes. 1 1. Select weekday . 12. Press the OK button. 13. Select the appropriate pattern, for instance Mo-Fr .
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Chapter 5: Follow-me Introduction to follow-me * When you are going to visit several colleagues one after the other and don't want to miss any call arriving meanwhile, you use the follow-me function. This function allows you to use other telephones to set up or change the call diversion on your telephone.
1. Lift the handset. 2. Press asterisk * . 3. Enter the second code. 4. Dial your own call number . 5. Replace the handset. Switching off follow-me on your own telephone When you are back at your own telephone, you switch off the follow-me function. 1.
Chapter 6: Three-party conference 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. If the Multiple Conference feature has been enabled in your telephone system, up to seven people can be included in the conference call.
1. Select the call number menu item of the participant with whom you want to talk privately . 2. Press the OK button. Y ou can talk privately with the desired participant, while the other call is on hold. 3. T o return to the conference press the Conference button or select conference with from the menu.
Chapter 7: Multiple conference * Introduction to multiple conference calls If the Multiple conference feature has been enabled in your telephone system for your extension, you can include up to seven people in a conference call. (Otherwise you can use the three party conference.
Adding a participant to a multiple conference call 1. While active on a call, press the Conference button. The multiple conference is put on hold. 2. Enter the call number for the additional participant. When the additional participant answers, the multiple conference is reactivated including the new one.
Adding a waiting participant to a multiple conference Y ou are controller of a multiple conference having several waiting participants. That is, there are several refer-backs waiting. Y ou can switch from one to another . 1. Select the appropriate refer-back back to .
1. Select T ransfer conference ... . 2. Press the OK button. The multiple conference continues without a controller , but at the original controller ’s responsibility . When you are in the state Hold/Retrieve locked/disabled , you can alternatively replace the handset.
Disconnecting from a multiple conference call as passive participant T o disconnect from a multiple conference call as passive participant, replace the handset or press the Drop button.
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Chapter 8: Managing the call log Call log Y ou can use the call log to view a list of your recent calls or view separate lists of your outgoing, answered, or missed calls.
The detailed display of the appropriate entry is shown. Removing an entry from the call log 1. Press the Call Log or the Redial button. 2. Press the left/right arrow button, to select the appropriate list. 3. Select the desired call number . 4. Press the OK button.
Chapter 9: Managing the phone book Introduction to the phone book Y our telephone has a personal phone book. There you can store up to 268 phone numbers with their associated names, which are available only on your telephone. Y ou can then dial phone book numbers quickly and easily .
Adding an entry from the call log to the phone book 1. Press the Call Log or the Redial button. 2. Select the desired call number . 3. Press the Details softkey . 4. Press the Down navigation button 5. Press the More button 6. Press the +Contact softkey .
Deleting an entry 1. Press the Phone book / Contacts button. 2. Select the entry you want to delete. 3. Press the More softkey . 4. Press the Delete softkey .
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Chapter 10: V oicemail System Introduction to voicemail Callers can leave messages for you similar to an answering machine, if a voicemail system is connected to your telephone system. Y ou can call to retrieve these voice messages. Further more you can receive conventional text messages from a server .
The appropriate entry flashes. Press the Clear button once more or the OK button to confirm. Deleting all messages The light at the right upper corner of your telephone indicates that you have voicemail messages waiting. 1. Press the Message button. 2.
Chapter 1 1: Partners Introduction to partners Y our system administrator can link together up to 16 telephones in your telephone system to create a partner group. Y ou can set up your telephone so that you hear a short tone when one of your partners is called (partner beep).
1 1. Press the OK button. 12. Select the call number of the desired partner . 13. Press the OK button. 14. Select Long name . 15. Enter the appropriate name. 16. Select Short name . 17. Enter the appropriate name. 18. Press the Done softkey . Calling partners 1.
1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications/Partner . 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Adapt my partners… . 9. Press the OK button. 10. Select Change Partner position .
1 1. Select the partner key whose partner signalling you don't want to get any longer . 12. Press the Change softkey . 13. Press the Done softkey . Activating partner beep Use this procedure if you want to hear a short tone (beep) every time your partner is called.
Assigning partners on the button module* Use this procedure to transfer all your partners from your telephone's keys to the keys of a button module. Note: The button module is not supplied as standard with your telephone. 1. Press the A vaya Menu button.
5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Set/delete partner div … . 9. Press the OK button. 10. Select Partn. div . from my phone... . 1 1. Press the OK button. 12. Select the partner to whom you want to divert calls, displayed with off 13.
13. Press the OK button. 14. Select on . 15. Press the OK button. Partner diversion is now activated. The appropriate LED flashes. Related topics: Setting up a macro (diversion and pick-up) on page 76.
Partner diversion is now activated. Diverting partner calls to partners, extended * If you have the appropriate authorization, you can divert any call of a partner group to any call number for another partner . This means that call diversion can be activated to a partner's mobile or home call number .
Setting the deputy key * 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications/Partner . 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Set/delete partner div … . 9. Press the OK button.
1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Applications/Partner . 5. Press the OK button. 6. Select Partner … 7. Press the OK button. 8. Select Adapt partner group size . 9. Press the OK button. 10. Select Expand partner group .
12. Select the partner who you want to remove. 13. Press the Delete softkey . Restricting partner signaling * Use this procedure if you don't want the partners displays to show whether you are on a call, whether you are being called, whether a call diversion exists for you, etc.
1. Press the Executive key . 2. Press the partner key of the partner for whom you want to reserve a line. 3. Press the OK button. The status message Line busy appears in the display of the partner telephone.
The system administrator initializes the filtering function and sets up the filtering groups. Filtering can be activated for one executive to several receptionists.
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Chapter 12: Private User Mobility Private User Mobility * The Private User Mobility feature allows you to log on to any telephone inside the telephone system and have access to your personal settings (call list, redial, call diversion, and callbacks).
Logging off the telephone Press the Log out user function key . Y our personal settings (call list, redial, call diversion, callbacks entered) are cleared.
Chapter 13: Favorite screen Introduction to favorite screen In the favorite screen you can gather functions and destinations that you use frequently . A maximum of twelve entries are possible. Then you can reach these functions or destinations very easily .
6. Select Favorite screen active Off . 7. Select On/Off softkey . 8. Press the Save softkey . Entering a function into the favorite screen Y ou can add your favorite functions into the favorite screen for easy access. 1. Press the A vaya Menu button. 2.
4. Select Keys . 5. Press the OK button. 6. Select Set destination keys ... . 7. Press the OK button. 8. Select Edit destination key ... . 9. Press the OK button. 10. Select Press destination key . 1 1. Press the OK button. 12. Press the appropriate destination key .
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Chapter 14: Customizing your telephone Introduction to customizing your telephone This section provides procedures to set parameters for your telephone, such as the ring tone melody and language.
10. Press the Done softkey . 1 1. T o reactivate one of these tones, scroll to the relevant menu item and press On/ Off softkey again. Changing the acoustic signaling Use this procedure to change the volume of several tones. Y ou can change the individual settings during a call by pressing + or - on the V olume button.
Setting the ringing tone melody Y ou can assign different melodies to incoming calls (internal, external, VIP and partner / line). 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Display/Acoustics . 5. Press the OK button.
Setting the contrast and the brightness 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 Set contrast or Set brightness . 7. Increase or reduce the contrast or brightness with the right or left navigation button.
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 Set handsfree . 7. Press the Change softkey to select one of the following. • echo • normal • muffled 8.
1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Keys . 5. Press the OK button. 6. Select Key beep (off) . 7. Press the OK button. 8. Press the On/Off softkey . 9. Press the Done softkey . 10. T o turn the key tone off again, switch the function to Key beep (Off) again.
Note: When using the central lock in your telephone system, the emergency numbers are those defined in your telephone system, not the emergency numbers you saved on your telephone. 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button.
Related topics: Setting the deputy key * on page 53 Using the button module BM32 on page 106 Assigning functions to keys Functions which you use frequently can be assigned to programmable function keys. Y ou can then execute these functions simply by pressing the appropriate keys.
Creating a destination key 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Keys . 5. Press the OK button. 6. Select Set destination keys . 7. Press the OK button. 8. Confirm Set new destination with OK button. 9.
4. Select Keys . 5. Press the OK button. 6. Select Set destination keys . 7. Press the OK button. 8. Confirm Set new destination with the OK button. Note: Y ou can also directly press an unassigned key in idle mode to open this menu item. 9. Select Copy phone book entry .
8. Select Edit destination key . 9. Press the OK button. 10. Press the key that you want to edit. Y ou can now change the name and the call number . 1 1.
Setting up a macro (diversion and pick-up) Y ou can assign multi-step macro functions to your telephone’ s function keys, the multi-step macro functions are applicable to the Avaya 1416 T elephone. This means that you can, for example, activate and deactivate a fixed call diversion by pressing a single key .
Relocating the telephone 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Security . 5. Press the OK button. 6. Select Relocate . 7. Press the OK button. The data is saved locally in the telephone. The status message Relocation prepared appears.
Saving data locally 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Security . 5. Press the OK button. 6. Select Save data . 7. Press the OK button. 8. Select Save data locally . 9. Press the OK button. Saving data locally automatically 1.
Saving data centrally 1. Press the A vaya Menu button. 2. Select Settings . 3. Press the OK button. 4. Select Security . 5. Press the OK button. 6. Select Save data . 7. Press the OK button. 8. Select Save data centrally . 9. Enter your PIN. The PIN appears as asterisks "*" in the display .
VIP functions Preparing VIP functions Y ou can set up special functions between telephones of your system, provided you have made the appropriate preparations. T o do this, certain pre-settings on both the sending and the receiving telephone have to be the same.
1 1. Select one of the following: • Entry from phone book • Entry from key assignment • Ind.emerg.call • Partner 12. Press the OK button. 13. Select the entry for the secretary telephone. 14. Press the OK button. 15. Select sent to user . 16. Press the Change softkey several times, if necessary , until the setting Ann.
1 1. Select one of the following: • Entry from phone book • Entry from key assignment • Ind.emerg.call • Partner 12. Press the OK button. 13. Select the entry for the executive telephone. 14. Press the OK button. 15. Select receive from user (off) .
• Ind.emerg.call • Partner 12. Press the OK button. 13. Select the entry for the secretary telephone. 14. Press the OK button. 15. Select sent to user . 16. Press the Change softkey several times, if necessary , until the setting announcem. is displayed.
"Announcement": The loudspeaker is activated on the secretary telephone. Y ou can make an announcement. Note: Y ou can program an “Announcement" function key . This considerably shortens the process of configuring VIP announcement with reply .
Accepting calls automatically (Handsfree answer back) Y ou can set up your telephone so that incoming internal calls are accepted automatically . If you receive a call, you will hear a short signal tone and your telephone's microphone and loudspeaker are activated immediately .
3. Press the OK button. 4. Select Dial settings . 5. Press the OK button. 6. Select Direct dial . Y ou can set the following parameters: • Direct destination dial • Direct digital dial • Refer-Back destination • Headset 7. Press the OK button.
9. Select one of the following: On or Off . 10. Select the Done softkey . T urning CST A Answer Call on or off * 1408/1416 User Guide January 2010 87.
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Chapter 15: Using the A vaya Menu Introduction to the A vaya menu This chapter provides the procedures to manage call charges, lock your telephone, manage your appointments, and customize your telephone. These procedures are performed using options provided in the Avaya menu.
V iewing the charge display 1. Press the A vaya Menu button. 2. Select Charges . 3. Press the OK button. The charges for the last call are selected. 4. T o view charges for one of the last four calls, select the appropriate line. 5. T o view the total charges, select T otal call charg .
5. Press the Change softkey . 6. Press the Done softkey . Recording charges for private calls and projects * Y ou want to dial a number with a project PIN or private PIN. 1. Enter the external line code that is set up in your telephone system for dialing with a project or private code, e.
• Dialing emergency call numbers, • Activating and deactivating call diversions. Changing the PIN A PIN is required to unlock your telephone. Before you lock your telephone for the first time, you must change the PIN from the default setting.
Unlocking the telephone 1. Select T elephone locked . 2. Press the OK button. 3. Enter the current PIN. 4. Press the Done softkey . The status information is cleared. Setting automatic locking * If Automatic locking has been activated, the telephone will be locked every day at the same time.
Managing appointments Appointments (reminders) Y ou can set your telephone to remind you of important appointments. Y ou can be reminded of up to 10 appointments.
1 1. Press the right/left button, to choose one of the following: • off • one-time appointment • daily appointment 12. Press the OK button. The new appointment is indicated as status information. Acknowledging an appointment Use this procedure to acknowledge an appointment.
4. Select the desired appointment. 5. Press the OK button. 6. Press the Delete menu item. Using the Avaya Menu 96 1408/1416 User Guide January 2010.
Chapter 16: Menus Menu overview The following table contains an overview of the menu structure of the Avaya 1400 Series telephones. 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 Weekday 2 Call diversion key 1 Number: Call diversion key 2 Number: Partner diversion Partner diversion from my Phone Partner diversio.
Menu item in basic menu One menu level lower One menu level lower Change PIN Old PIN New PIN Re-enter PIN Save PIN Automatic locking Lock at 00:00 T ime zones Current time zones Settings The complete settings menu is shown in the following separate table.
Menu item in setting menu One menu level lower One menu level lower Headset volume Select Ringer melody… Set contrast Set brightness Switch language Number and variety of languages depends on the software image loaded in the telephone Set handsfree Set own call number Name Call no.
Menu item in setting menu One menu level lower One menu level lower Key beep Dial settings Anonymous call DTMF duration Direct dial Direct dest. dial Direct digit dial Refer-back dest Applications Par.
Menu item in setting menu One menu level lower One menu level lower Info/Service Info HW type, Refer . no, Bootstrap, Software, Load date, Protocol, Serial no.
Chapter 17: Appendix Remote features Introduction to remote features Use these procedures at different locations (for instance at home) being connected to your telephone system via a public network. Y ou can make external calls using the telephone system or you can divert incoming calls from your telephone to another destination.
This is possible from any telephone with DTMF suffix dialling. In many cases, you can use only certain pre-set telephones for this feature. Y our system administrator will inform you. "Changing call diversion remotely" must be enabled by your system administrator .
Chapter 18: Auxiliary devices Introduction to auxiliary devices Use the procedures provided in this chapter , if you have a headset or a button module connected to your telephone. Button module BM32 A BM32 button module provides 32 buttons. Y ou can connect one or two BM32 to your Avaya 1416 telephone.
1 Buttons with LEDs 2 Strips for labeling Use the BM32 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 . Using the button module BM32 Use the BM32 buttons like the destination or function keys located on your telephone.
Using a headset Y ou can connect a headset to your telephone. Before you can use a cordless convenient headset you must activate it. Caution: Prevent damage to your hearing! If you use a headset continually , loud sounds in the earphone can, over a long period of time, lead to hearing damage.
• Instead of pressing the HEADSET key on the telephone, you have to press the T alk button on the headset itself. Do not press the HEADSET key on the telephone. Otherwise you will not be able to answer or to end calls as usual. • Second calls are not signaled in the headset.
Chapter 19: Appendix Contact Center If you are agent of a Contact Center and want to know what functions and buttons does your telephone provide for this purpose, look it up. Refer to your system administrator or your supervisor , if you need more information.
Y ou are prompted by Enter job code in the display . Enter the appropriate job code and press the Send softkey . If you don't enter a correct job code in a certain time, you are reminded by Job code missing or by Invalid job code (if your input is wrong).
off on The job code is designed, you can optionally enter a job code. blinking on The job code is mandatory , you have to enter a job code. Cancel Wrap-up time Pressing this button you can finish the Wrap-up time . It is activated either automatically by the system or manually by pressing the Wrap-up time manual button (no toggle function).
The LEDs are off. Supervisor Assistance This toggle button controls your request for silent Supervisor Assistance. T o withdraw your request press it once more. Red LED Green LED Description blinking off when you have requested silent Supervisor Assistance.
Chapter 20: Abbreviations Abbreviation Description CTI Computer T elephony Integration ELC External Line Code MOD Button mod ule socket MSN Manufacturer Serial Number PIN Personal Identification Numbe.
Abbreviations 1 14 1408/1416 User Guide January 2010.
Index A acknowledging appointment ......................................................... 95 acoustic signaling turning off ............................................................. 65 activating .................................................
time zones ............................................................ 70 diverting ............................................... 23 – 25 , 43 , 49 , 50 after time .............................................................. 23 automatic ......
overview ....................................................................... 7 P parameters ................................................................. 65 participant ............................................................. 29 , 30 partner setting up a connection .
VIP ringing tone .......................................................... 65 voicemail ..............................................................
An important point after buying a device Avaya 16-603463 (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 16-603463 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 16-603463 - thus you can check whether the hardware meets your expectations. When delving into next pages of the user manual, Avaya 16-603463 you will learn all the available features of the product, as well as information on its operation. The information that you get Avaya 16-603463 will certainly help you make a decision on the purchase.
If you already are a holder of Avaya 16-603463, 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 16-603463.
However, one of the most important roles played by the user manual is to help in solving problems with Avaya 16-603463. Almost always you will find there Troubleshooting, which are the most frequently occurring failures and malfunctions of the device Avaya 16-603463 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
