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AVAYA 9608 & 9611 IP Telephone

User Guide

Contents

Introduction

Objective

Telephone Components

Components

Scrolling & Navigation

Icons

Administrative Message

Adjustable Stand & Display Screen

Log into Your Telephone

Personalized Options

Avaya Menu

Options & Settings

Set the Audio Path

Configure Visual Alerts

Display Brightness

Ring Tone

Sounds & Tones

Language

Automatic Gain Control

Display Call Timers

Set Redial Options

Set Dialing Options

Call Handling Features

Answer a Call

Make a Call

Mute a Call

Hold

Redial

Speakerphone

Transfer

Conference

Contacts

Search for a Contact

View Contact Details

Add a New Contact

Edit a Contact

Delete a Contact

Call a Person from the Contacts List

Use a USB Flash Drive

Adding Contacts from an External File to Your Contacts List

Copy Your Contacts List to a USB Flash Drive

Replace Your Contacts List with an External File

Call History

View the Call History

View Call History Details

Add an Entry from the Call History to Your Contacts List

Remove an Entry from Call History

Clear All Call History Entries

Call a Person from the Call History

Voice Features

Call Forward

Call Park

Call Page

Call Pickup

Do Not Disturb

Configure Simultaneous Ringing for Multiple Phones (Mobile Twinning)

AVAYA9608 & 9611 IP Telephone

Introduction

Objective

This User Guide is designed to introduce you to the layout of the AVAYA 9608 & 9611 IPtelephone and describes the various buttons and features that are available with these models. It also provides you with the instructions for navigating the display screens and various features.

The AVAYA 9608 & 9611 IP telephone hasan integrated WML browser and can have up to 3 button module attachments. The 9611 hasa colour screen and a built-in Gigabit Ethernet adapter which speeds data transmission. It also has a USB port to allow you to import your contacts or charge an external device using a USB cable.

Telephone Components

Components

Here is the layout of the AVAYA 9608 & 9611 IPtelephone. The components are as follows:

Scrolling & Navigation

A navigation icon appears in the phone display to indicate that you can scroll to more options or information. Use the right and left navigation arrows to go to other screens when the paging icon (left and right arrows) displays on the Title Line or to move the cursor right or left when entering text. The softkey labels will change according to the options available for the selected line.

Icons

Icons indicate the status of a call, navigation choices or the status of a team member whose presence you are tracking.

Icon / Description
/ Missed call; a call was not answered or was forwarded to voice mail.
/ Incoming call is alerting.
/ Call is active.
/ Call is on hold.
/ Conference is active.
/ Conference is on hold.
/ Use the Right or Left navigation arrow to see additional pages/screens/options.
/ Scroll left for other options.
/ Scroll right for other options.
/ Scroll up or down when there is more information than can display in the application area.
/ End of a list; scroll up to see choices.
/ The call in progress is muted.
/ The ringer volume is off due to pressing on the Volume button until the volume turns off. To reinstate volume, press + on the Volume button.
/ Team icon indicating this team member is available.
/ Team icon indicating this team member is busy on a call and not available.
/ Team icon indicating this team member is not on a call but is forwarding incoming calls.
/ Team icon indicating this team member is busy on a call and is forwarding incoming calls.
/ Your administrator may place this icon on one of your softkeys as an energy-saving measure. Pressing this softkey turns the display backlight off. When the backlight is off, any activity on your telephone turns it back on.
/ Indicates that your phone is in an “Unnamed Registration” state, caused by not entering an extension within 60 seconds of being prompted for one or not entering a password. In this situation, your phone may register with its call server but will show only one call appearance, no features, and will allow only outgoing calls. To switch from the unnamed registration state, login with a valid extension and password.

Administrative Message

Your administrator can send important messages directly to your telephone. These messages can take the following forms:

  • A text message streaming across the top display line, accompanied by an audible alert.
  • An audio message broadcasting through the speaker or the headset if it is active.
  • An “interrupt” screen notifying you that you are receiving an audio alert with instructions for canceling the message or resuming your previous activity such as continuing a call.

You can switch between the handset, headset and speaker when receiving an audio message.

Adjustable Stand & Display Screen

The telephone stand attaches to the phone in one of two ways so that you can place the phone in a relatively flat position or at an angle. If your phone is in the upright position for wall mounting, reverse the tab located below the switchhook in the top ear piece pocket (on the front of the phone). This will keep the handset seated in the correct position. You will need a small screwdriver to lift this tab out.

Log intoYour Telephone

Logging in and out maintains your preferences, call information and options if you share a telephone with other users. Log out to prevent unauthorized use of your telephone during an absence.

To log into your telephone extension:

  • Press LOGIN.
  • Enter your extension number.
  • Press NEXT.
  • Enter your extension number.
  • Press DONE

To log out of your telephone extension:

  • Press FEATURES.
  • Press PHONE USER and then press OK.
  • Scroll down and select LOG OUT.

Personalized Options

Avaya Menu

Use the Avaya Menu to adjust and customize options and settings for your telephone, access additional Web-based applications, get information about your phone and network settings and log out. Press the Home button and you will see the following options:

  • Options & Settings – lets you change your call settings and personalize other preferences
  • Network Information – shows a summary of network-related parameters and diagnostic info
  • About Avaya one-X – provides the release number of your telephone software

Options & Settings

The Options &Settings menu contains choices for:

  • Options & Settings - This menu provides access to:
  • Call Settings
  • Screen & Sound Options
  • Advanced Options

Set the Audio Path

To go off-hook on the Speaker or the Headset when you make an on-hook call (If your administrator has set up auto-answer, incoming calls are also answered on the default audio path you designate here):

  • Press HOME.
  • Select OPTIONS & SETTINGS or PHONE SETTINGS.
  • Select CALL SETTINGS.
  • Press SELECT or OK.
  • Select AUDIO PATH.
  • Press CHANGE or OK to change the SPEAKER or HANDSET setting.
  • Press SAVE.

Configure Visual Alerts

The Visual Alerting option causes the LED in the top right corner of the phone to flash when there is an incoming call. To turn Visual Alerting on or off:

  • Press HOME.
  • Select OPTIONS & SETTINGS or PHONE SETTINGS.
  • Press SELECT or OK.
  • Select CALL SETTINGS.
  • Press SELECT or OK.
  • Select VISUAL ALERTING.
  • Press CHANGE or OK to turn Visual Alerting ON or OFF.
  • Press SAVE.

Display Brightness

To adjust the brightness of the display:

  • Press HOME.
  • Select OPTIONS & SETTINGS or PHONE SETTINGS.
  • Press SELECT or OK.
  • Select SCREEN & SOUND OPTIONS.
  • Press SELECT or OK.
  • Select BRIGHTNESS.
  • Scroll to the left or right to adjust the brightness.
  • Press SAVEor OK.

Ring Tone

To change the ring tone:

  • Press HOME.
  • Select OPTIONS & SETTINGSor PHONE SETTINGS.
  • Press SELECT or OK.
  • Select SCREEN & SOUND OPTIONS.
  • Press SELECT or OK.
  • Scroll to and select PERSONALIZED RINGING.
  • Select a displayed ring pattern or press the alternate ring tone category softkey (labeled either Classic or Rich).
  • Press SAVEonce you find the ring pattern you want.

Sounds & Tones

To turn button clicks on or off:

  • Press HOME.
  • Select OPTIONS & SETTINGSor PHONE SETTINGS.
  • Press SELECT or OK.
  • Select SCREEN & SOUND OPTIONS.
  • Press SELECT or OK.
  • Select BUTTON CLICKS.
  • Press CHANGE or OKto turn sounds ON or OFF.
  • Press SAVE.

To turn error tones on or off:

  • Press HOME.
  • Select OPTIONS & SETTINGSor PHONE SETTINGS.
  • Press SELECT or OK.
  • Select SCREEN & SOUND OPTIONS.
  • Press SELECT or OK.
  • Select ERROR TONES.
  • Press CHANGE or OKto turn error tones ON or OFF.
  • Press SAVE.

Language

To change the display language:

  • Press HOME.
  • Select OPTIONS &SETTINGS.
  • Press SELECT or OK.
  • Select SCREEN & SOUND OPTIONS.
  • Press SELECT or OK.
  • Select LANGUAGEand then select a display language.
  • Press SELECT or OK.
  • Press YES to confirm the selected language or NO to return to the language list.

Automatic Gain Control

To turn the Automatic Gain Control on or off:

  • Press HOME.
  • Select OPTIONS & SETTINGS.
  • Press SELECT or OK.
  • Select ADVANCED OPTIONS.
  • Press SELECT or OK.
  • Select AUTOMATIC GAIN CONTROL.
  • Press CHANGE.
  • Select the device (Handset, Headset or Speaker) for which you want to turn the AGC on or off.
  • Press CHANGE or OK to turn AGC ON or OFF.
  • Press SAVE.

Display Call Timers

To display the call timer:

  • Press FEATURES.
  • Select CALL SETTINGS.
  • Press SELECT or OK.
  • Select CALL TIMERS.
  • Press CHANGE or OK to change the setting.
  • Press SAVE.

Set Redial Options

To set the redial to the last number you dialed or to display a list of the last numbers you dialed:

  • Press FEATURES.
  • Select CALL SETTINGS.
  • Press SELECT or OK.
  • Select REDIAL ACTION.
  • Press CHANGE or OK to change your selection.
  • Press SAVE.

Set Dialing Options

You have two dialing options; you can dial normally and pick up the handset, get a dial tone and dial the number or you can set “edit dialing” which mimics how you dial a call on a cell phone where you enter all or part of the number, backspace to correct a digit if needed and when ready initiate the dialing process using a softkey.

  • Press FEATURES.
  • Select CALL SETTINGS.
  • Press SELECT or OK.
  • Select ENBLOC DIAL.
  • Press CHANGE or OK to change the setting to ON (Enabled) or OFF (Disabled).
  • Press SAVE.

Call Handling Features

Answer a Call

When you have an incoming call, it is usually selected automatically. However, if you are already on a call or if you receive more than one incoming call at a time, you may need to select the call you want to answer manually.

To answer an incoming callif you are not on another call:

  • Handset: Pick up the handset.
  • Headset: Make sure your headset is plugged into the phone and press HEADSET.
  • Speakerphone: Press SPEAKER.

To answer an incoming call if you are on another call:

  • From the Phone screen scroll to the line with the incoming call and press ANSWER or OK.

Make a Call

Press PHONE to view the main Phone screen at any time. When the Phone screen is displayed, press PHONE to move to the top of the call appearance list; press PHONE again to display the Home screen.

To make a call:

  • Lift the handset or press SPEAKER or HEADSET or an idle line button.
  • Dial the telephone number you wish to call.

To make a call using EDIT DIALING (If authorized by the administrator):

  • Enter the number you want to call.
  • To edit the number, touch the BKSP softkey to erase the previous character, one character at a time. To remove the entire number, press CLEAR.
  • PressCALLor OK.

Mute a Call

To mute a call:

  • Press MUTE during a call so that the other person on the call cannot hear you.
  • Press MUTE again to un-mute the call.

Hold

To put a call on hold:

  • PressHOLD.
  • Press the call appearance button of the held call to retrieve the call.

Redial

To redial a previously called telephone number or extension:

  • From the Phone screen, pressREDIAL.
  • If you are working with a redial list, scroll to the number you want to redial and press CALL or OK.

Speakerphone

The two way speakerphone allows you to make and answer calls without lifting your handset. The speakerphone can also be used with other features.

To use the speakerphone:

  • Press SPEAKER to access the speakerphone.
  • Press SPEAKER again to turn it off or pick up the handset or press HEADSETto use the headset.

Transfer

To transfer a call:

  • From the Phone screen, if the call to be transferred is not already active (highlighted) select the line on which the call to be transferred appears.
  • PressTRANSFER.
  • Dial the number to which you want to transfer the call or call the person from the Contacts list or History list.
  • For an unattended transfer, press COMPLETEor hang up.
  • For an attended transfer, wait for an answer then pressCOMPLETEor OK or hang up.
  • To cancel a transfer, press the CANCEL button and you will be returned to the caller.

To transfer a call directly to a mailbox:

  • With the call active, press the MESSAGE button and enter the mailbox number
  • Press the SELECT softkey.

Conference

To setup a conference call:

  • From the Phone screen, select your active call.
  • Press CONF.
  • Dial the telephone number or call the person from the Contacts or History list.
  • When the person answers, press CONF or OK to add them to the conference call.
  • Repeat these steps to add additional participants to the call.

To add a person on hold to a conference call:

  • From the Phone screen, select your active call.
  • Press CONF.
  • Select the call on hold that you want to add to the conference by pressing the call appearance button.
  • Press CONF to add the person to the conference call.

To put a conference call on hold:

  • PressHOLD during a conference call. The other parties can still talk to each other.
  • Press the call appearance button of the conference call to resume the conference call.

To drop the last participant from a conference call:

  • Press DETAILS.
  • Highlight the person you wish to drop.
  • PressDROP to drop.

To mute a person on a conference call:

  • From the Phone screen, select the line of the person you want to mute.
  • Press DETAILS.
  • Highlight the person you wish to drop.
  • Press MUTE to drop.
  • Press MUTE again to take the person off mute.
  • If the other participants have the same type of phone they can follow these steps and can mute or un-mute themselves.

Contacts

You can save up to 250 names and up to 3 telephone numbers per name. You can also import or export a Contact list using a USB device (Not available on the 9608 model).

Search for a Contact

To search for a contact:

  • Press CONTACTS.
  • Use the arrow keys to switch between the different lists (All, External, Users, Groups, Personal)
  • Using the dial pad, start typing the name for which you want to search.
  • Keep in mind how your Contact list is set up. If you set up your contacts as “Last Name, First Name” start typing the letters of the last name. If you have set up your Contacts using a different scheme, type the most likely letter(s) that would match the contact you want to find.
  • Press CALL to call the person or press MORE and then EDIT to edit the contact information.

View Contact Details

To view contact details:

  • Press CONTACTS.
  • Find the contact you want to view.
  • PressDETAILSto see all the information for this person.
  • Press the appropriate softkey to call or edit this contact, delete this contact or return to the Contacts screen.

Add a New Contact

To add a contact:

  • Press CONTACTS.
  • PressNEW or press MORE and then NEW if you already have entries in your contact list.
  • Enter the name using the dialpad.
  • Press the number key that corresponds to the letter or number you want to enter until the letter or number is displayed.
  • Pause before entering the next character if the characters are on the same key.
  • To enter a space, press 0.
  • Enter remaining letters or numbers.
  • Press BKSP to delete the last character.
  • Select the next field.
  • PressSAVE or OK.

Edit a Contact

To edit a contact:

  • Press CONTACTS.
  • Search for and select the contact you want to edit.
  • PressMORE > EDIT.
  • Choose the field you want to edit.
  • Use the dial pad and softkeys to make changes to the contact information.
  • PressSAVE or OK.

Delete a Contact

To delete a contact:

  • Press CONTACTS.
  • Search for and select the contact you want to edit.
  • Press MORE > DELETE.
  • Press DELETE to confirm or CANCEL to cancel.

Call a Person from the Contacts List

To call someone from your Contacts list:

  • Press CONTACTS.
  • Select the person you want to call.
  • Press CALL or OK.

Use a USB Flash Drive

Avaya offers a PC application called Avaya one-X Deskphone USB Companion to help set up your USB device/phone options. Your administrator has certain setup responsibilities and can then help you determine which options are available to you and how to use the tool to set them up.

After setup, inserting the flash drive into the telephone’s USB jack produces either a list of USB actions/options or a display message notifying you that you cannot proceed because your device is not supported. NOTE: The USB functionality is not available with the 9608 model.

Adding Contacts from an External File to Your Contacts List

  • Plug the USB device into the jack near the center top edge of your phone.
  • Press SELECT or OK.
  • Select MERGE FILE AND PHONE CONTACTS. (Merge is only available when both the USB and the Phone have contacts.)
  • The merge occurs automatically. When complete, review the statistics displayed which show the number of entries, duplicates and any errors.
  • Press SAVE or OK to write the merged Contacts list back to the USB device and return to the list of contacts/USB actions or press EXIT to return to the list of contacts/USB actions without writing the merged file to the USB device.

Copy Your Contacts List to a USB Flash Drive

  • Plug the USB device into the jack near the center top edge of your phone.
  • Scroll down to WRITE FILE WITH PHONE CONTACTS.
  • Press SELECT or OK
  • If your USB device currently has a contacts file on it, press SAVE or OK to confirm that you want to overwrite that file with the telephone’s contact list.

Replace Your Contacts List with an External File

  • Plug the USB device into the jack near the center top edge of your phone.
  • Scroll down to REPLACE PHONE CONTACTS WITH FILE.
  • Press SELECT or OK
  • Review the statistics displayed which show the number of valid and invalid entries and if applicable how many entries exceed the 250 contact phone maximum.
  • Press SAVE or OK to confirm that you want to overwrite the telephone’s contact list with the file on your USB device or CANCEL to cancel the replacement.

Call History

The History screen provides a list of recent calls by type (Missed, Answered or Outgoing) and with caller name and number, call time, and call duration. Call History also shows bridged calls. If you are a member of a call pickup group, any calls you picked up for another person or that you missed and were answered by someone else in your pickup group are shown with a Forwarding icon to allow you to review details of that type of call. The History button lights up and the Missed Calls icon and the number of missed calls display on the top line when you have one or more missed calls.