Avaya IP Office 2030, User Manual

Page 1: ...IP Office 2030 2050 Telephone User Guide 40DHB0002UKAG Issue 7c 17th May 2004 ...

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Page 3: ...ACCOUNT Appears 9 Adding Voluntary Account Codes 9 Busy or Unanswered 11 Options If Busy or Unanswered 11 Arrange a Callback 11 Leave a Message 11 Actions During a Call 13 Changing the Call Volume 13 Switching to Handsfree 13 Muting Calls 13 Software Release 13 Create a Conference Call 14 Answering Calls 15 Answering Normal Calls 15 Answering a Page Call 15 Answering a Message 15 Answering Other E...

Page 4: ...ng the Soft DSS Extensions 30 Changing the Soft DSS Usage 31 Ringer Controls 33 Changing the Ringer Volume 33 Changing the Ringer Sound 33 Switching the Ringer On Off 33 Setting a Ringer Step 34 Setting the Ringer Timeout 34 Other Features 35 Group 35 Hot Desking 35 Phone Settings 37 The Phone Passcode 37 Displaying Phone Details 37 Language Controls 38 Do Not Disturb 38 Voicemail 39 Voicemail Vis...

Page 5: ...e SCROLL Key Sometimes there are more options available than the phone can display When this happens a z symbol appears next to the SCROLL key Press SCROLL to display the other options Similarly the phone display changes during calls and according to your own customisation A z symbol next to a display key indicates an option you can use by pressing that key Thus this guide cannot always detail whe...

Page 6: ...ernal call Repeated Double Ring External call Single Tone Page call see Answering a Page Call Making Calls Dial Tone Dial number Broken Dial Tone Phone on divert or no calls see Diverting Calls Repeated Tone Busy number see Options If Busy or Unanswered Continuous Tone Number called unobtainable The Phone Lamp The phone uses its lamp above the SPEAKER key to show calls and messages Fast Flashing L...

Page 7: ...ight of the phone display when idle is a call history which includes missed calls 1 Press the z display key next to the number then Press SCROLL or the z display key again to display the next stored number Press zCALL to dial the number shown Press zDELETE to remove the number shown Answer Calls Using a DSS BLF Key 1 Press the DSS key and then press SPEAKER Set a Divert Operates the same as on an ...

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Page 9: ...r phone provides options to wait or notify the extension see Busy or Unanswered If answered use the handset or work handsfree Making a Page Call You can page other 20 series phones 2030 2050 20AT 20CC and 20DT or groups containing 20 series phones They hear the call without doing anything though you cannot hear them Some can also turn the page into a normal call see Answering a Page Call If the ph...

Page 10: ... call using the INDeX Dial Name Mode 1 Press zINDeX for an internal call or SPEED DIAL and then zINDeX for an external call 2 Using the letter keys start dialing the name that you want eg for names starting with John dial 5646 Ignore any spaces in the name 3 The display will show the first match to the letters entered so far Either enter further letters or Press the z keys on either side of the cu...

Page 11: ...re number 0 to 9 or press the matching DSS key the DSS keys match personal speed dials 1 to 8 1 at the top To select a system speed dial Press zSYSTEM and dial the store number 100 to 999 To select a IP Office Directory entry Press zINDeX and dial the name required see Making Calls from the INDeX Directory 2 If ENTER ACCOUNT appears see If ENTER ACCOUNT or NO ACCOUNT Appears 3 Continue as for a no...

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Page 13: ... the last digit entered 2 When you have entered the full code press zDONE 3 If the system does not recognise the code it displays REENTER ACCOUNT Repeat the entry or end the call 4 If the code is recognised your call can continue Adding Voluntary Account Codes You can enter an account code during any external call The system will record the call on its call log including the account code The syste...

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Page 15: ... a Callback If the extension you call is busy or just rings you can set a callback When that extension becomes free or is next used your phone rings If you answer the other extension rings After setting a callback you can make other calls it will not take place while you are busy You can only arrange one callback at any time The Ringer Timeout sets how long a callback rings your extension before i...

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Page 17: ...peaker and handset operation without interrupting the call To switch from the handset to speaker 1 Press SPEAKER You can now replace the handset without ending the call Muting Calls Using mute you can stop the caller from hearing you though you can still hear them To switch mute on off 1 Press MUTE The symbol disappears from the display whilst a call is muted Software Release Occasionally you may ...

Page 18: ...ference 1 Press HOLD to hold your current call or conference 2 Call the new person that you want in the conference 3 If answered ask if they wish to join a conference if yes press zCONFER if no press HOLD 4 If unanswered press HOLD to retrieve to the first call To exit the conference 1 Press ANSWER RELEASE or replace the handset To park all the conference parties 1 Press zPARK see Parking Calls Pa...

Page 19: ...they cannot hear you The display shows PAGING and the pager s number If you answer a page it turns into a normal call To answer a page 1 Press ANSWER RELEASE and then pickup the handset or continue the call handsfree Answering a Message Other extensions can leave their number on your phone Your phone can store several messages It shows CALL FOR MESSAGE the caller s number and the lamp comes on The...

Page 20: ...ick up calls in your pickup group 1 Press zPICKUP to show the longest ringing call 2 To pick up the call shown press SPEAKER 3 To cancel the pickup display press ANSWER RELEASE To set the phone s pickup group 1 Press PROGRAM and then SCROLL Press zPICKUP 2 Enter the phone s passcode see The Phone Passcode 3 The display shows the current pickup group if set 4 Press zCANCEL and enter a new pickup gr...

Page 21: ...our current call and press ANSWER RELEASE or press zPARK to hold your current call 2 The waiting call rings your phone 3 Press zPARK to switch between the current call and held call Displaying the Call History A digit on the display such as z9 indicates the number of calls with a recordable CLI that have rung your phone answered or unanswered The phone can store details of the 32 most recent calls...

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Page 23: ...nsfer otherwise press zCANCEL To transfer an external call using park 1 Press zPARK to park the current call The parked call is displayed as your extension number followed by a zero e g z2200 If you now parked another call it would display as your extension number followed by a one e g z2201 and so on 2 Note the number displayed and at another extension dial 38 N when N is the number displayed for...

Page 24: ... call To dial ahead during a call 1 Dial the number that you want to check 2 The extension s status appears on the right hand display FREE BUSY or NU Number Unobtainable 3 If the extension is free see below for details of how to transfer your caller or make an enquiry call 4 Otherwise press zCANCEL to return to the normal call display or if your system has voicemail installed press zVMAIL to trans...

Page 25: ...ONE and select another divert if required 7 Press PROGRAM to finish To set divert all targets 1 Press PROGRAM and then DIVERT 2 Enter your phone s passcode see The Phone Passcode 3 Press SCROLL and select zTARGETS 4 If you already have target numbers set the first is shown along with its associated name Press zNEXT to display the next target if set Use zEDIT to alter the current displayed target 5...

Page 26: ...ls group or no calls To switch divert all on off no targets set 1 Press DIVERT To switch divert all on targets set 1 Press DIVERT The list of targets is shown 2 Press the z key next to the target to which you want to divert your calls To switch divert all off change target targets set 1 Press DIVERT The list of targets is shown 2 The flashing z key indicates the target in use Press this to key to ...

Page 27: ...hrough the letters and numbers associated with that key Use the z and z keys at either end of the text you input to move left or right When completed press zDONE 5 When complete press zSET To clear an absence message 1 Press PROGRAM and then zABSENT 2 Enter the phone s passcode see The Phone Passcode 3 Press zCLEAR to cancel the existing message Follow Me You can reroute your calls to another exte...

Page 28: ...rd 1 Press PROGRAM and then zFORWARD 2 The display shows FORWARD FROM Enter the phone from which to forward calls and press zDONE 3 Enter that phone s passcode see The Phone Passcode 4 The display shows FORWARD TO and the phone s current Divert All number if set 5 To change the forward press zCANCEL and enter the new number for diverting all calls 6 Press zDONE and then press PROGRAM to finish ...

Page 29: ...zCANCEL and dial the number to store 5 Select another DSS key and enter the required details 6 Press zDONE then PROGRAM to finish Using DSS Keys Once setup you can use the DSS key for the following actions You can also use DSS keys to dial personal speed dial numbers see Storing Personal Speed Dials To make internal calls 1 Press the DSS key storing the extension or group number To pickup calls 1 ...

Page 30: ...s is a label You can remove the label cover to write on the card below You can also remove the label cover under the handset using the same method it has a single pin hole on the bottom edge To remove the label cover 1 Insert a fine but not sharp point e g end of a paper clip into one pin hole Squeeze the label to the right 2 Repeat with the other pin hole 3 Lift the label cover clear and remove t...

Page 31: ...mode you can only set 2 keys but these can display more details and functions Soft DSS Key Display In full line mode the display also shows when an extension is on DIVERT or NO CALLS Note however that this display is only updated when you call the extension Set to No Calls no divert all set Set to No Calls diverting to 204 Set to Divert All diverting to 204 Making Calls The z symbol next to the So...

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Page 33: ...gle tone and can then hear you you cannot hear them Direct Call The extension called hears a single tone and then you can hear each other There are 4 usage settings Normal Auto Answer Voice and Intercom See Using Soft DSS Keys for how the different usage settings interact Setting Up Soft DSS Keys To clear the Soft DSS keys after setup cancel all the set extensions see Changing the Soft DSS Extensi...

Page 34: ...ode 3 Press zMODE The display shows the current mode 4 To change mode press zCHANGE 5 Press zDONE The display goes to extension entry 6 Press PROGRAM to finish Changing the Soft DSS Extensions The Soft DSS features only work correctly with extension numbers Do not set lines or groups as Soft DSS keys To set a Soft DSS key extension 1 Press PROGRAM and SCROLL Press zSOFT DSS 2 Enter the phone s pas...

Page 35: ...to NORMAL CALL Extension A Usage Setting Call Type B calls A A calls B Extension B Usage Setting Normal or Auto Answer Standard Standard Normal or Auto Answer Normal Page Standard Voice or Intercom Auto Answer Direct Standard Voice or Intercom Voice Page Page Voice Voice Direct Page Intercom Intercom Direct Direct Intercom To set the Soft DSS key usage 1 Press PROGRAM and SCROLL Press zSOFT DSS 2 ...

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Page 37: ...s passcode see The Phone Passcode 3 Press zSOUND The display shows a slider Adjust this using the z keys on its left and right 4 To select another part of the sound to adjust press zTONE This changes the slider to a different tone 5 Press zDONE and then press PROGRAM twice to finish Switching the Ringer On Off You can switch the ringer on or off for internal and or external calls This does not aff...

Page 38: ...urrent setting LARGE STEP SMALL STEP or NO STEP no increase 4 To select another step size press zCHANGE 5 Press zDONE and then press PROGRAM twice to finish Setting the Ringer Timeout The ringer timeout control several actions at your phone though chiefly how long a callback rings before cancelling To set the ringer timeout 1 Press PROGRAM and then zRINGER 2 Enter the phone s passcode see The Phon...

Page 39: ...longest When in a group where each member rings in turn your phone rings for the time set by its ringer timeout see Setting the Ringer Timeout Going into group switches divert all or no calls off To join leave group 1 Pressing the GROUP key takes your phone in or out of group 2 When in group shown by a z symbol above the GROUP key you can receive calls made to the group Hot Desking In some situati...

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Page 41: ... Press zPASS 2 Enter the current passcode 3 The display shows ENTER NEW CODE Enter the new passcode all passcodes must be four digits To restart after a mistake press zCANCEL Displaying Phone Details You can view the details of the phone s type number and directory name on the display To display the phone s details 1 Press PROGRAM and then press SPEAKER 2 The display shows the phone s type number ...

Page 42: ...ish Do Not Disturb You may choose to receive no calls at all or only those from particular callers on your exceptions list Callers other than your exceptions either hear busy tone or are re directed to your voicemail To switch Do Not Disturb on Dial 08 wait until you hear two beeps and then press ANSWER RELEASE To switch Do Not Disturb off Dial 09 wait until you hear two beeps and then press ANSWE...

Page 43: ...roup that has messages the group name is shown 3 To check your own messages press zLISTEN To check hunt group messages press the display key next to the group name Voicemail Lite You will hear a prompt about the messages in your mailbox and if you have any new messages they will start playing Press 8 for help about the controls you can use see Voicemail Lite Controls Voicemail Pro You will see a d...

Page 44: ...zRECORD Re record your message zLISTEN Listen to the message you just recorded zSUBMIT Submit send the message to the target mailbox es zOTHERS Add other mailboxes to which you want the message copied when you press zSUBMIT Separate each entry with a Changing Your Greeting You can record your own mailbox greeting to replace the default greeting If the System Administrator has set up a voicemail re...

Page 45: ...ess zVOICE and then zPASSWORD 2 Enter your current access code and press zNEXT 3 Enter the new code and press zDONE The display will confirm if the change was accepted Voicemail Email Alerts If your system supports Voicemail Email consult your System Administrator and you have been configured as a user of the service your phone allows you to control how the service works 1 Press zVOICE then SCROLL...

Page 46: ...e Controls Within Voicemail Lite you can press 8 at any time to listen to the Help Menu Note Email must be setup by your System Administrator for the functions to be accessible 1 Play old messages 2 Play saved messages 3 Edit your greeting 4 Delete the message you are currently listening to 5 Save the message you are currently listening to 6 Forwarding options 7 Repeat the last Message 8 Help 9 Sk...

Page 47: ...DSS 29 Volume 13 CALL 5 13 15 16 19 20 26 29 33 Call barring 5 6 7 CALL FOR MESSAGE 15 Call forwarding number 25 Call History Displaying 17 Call History 3 17 Call Pickup 16 Call ringing 16 Call Type 15 33 Call Volume Changing 13 Call Volume 13 CALL WAITING Answer 17 CALL WAITING 2 17 Call waiting on use 17 Call Transfer Hold 3 Call Transfer 3 CALLBACK Arrange 11 Arranges 11 cancel 11 Ring timeout ...

Page 48: ... 27 28 29 31 32 33 DSS BLF Key Answer Calls Using 3 set 27 DSS BLF Key 3 27 DT 3 Dual colour 28 Dual colour BLF lamps 28 E Email 43 44 Enquiry call 19 20 Enter 6 7 9 16 20 23 25 26 27 31 32 33 35 36 37 39 43 ENTER ACCOUNT 7 9 ENTER NEW CODE 39 Enter Passcode 39 Exclusive hold 19 Extension B 33 Extension number 5 11 19 20 25 27 31 37 39 EXTERNAL Ring on off 35 EXTERNAL 35 External Calls Making 6 Ex...

Page 49: ... Not logged on 37 Notes Notes 3 Notes 3 5 6 7 11 19 20 23 25 29 32 36 41 44 Notes on Making Calls 5 NU 20 NUMBER BUSY 11 Number Unobtainable 20 Numbered l key 17 Numbers All 23 pressing SCROLL reveals 11 redial 3 Numbers 2 3 5 6 7 11 15 16 17 19 20 23 24 25 26 27 28 32 37 39 40 41 42 44 Numbers dialled 5 O OFF 35 43 Off change 24 ON 23 35 37 ON BUSY 23 On Busy No Answer 23 On off 2 13 24 35 On Hoo...

Page 50: ...2 Soft DSS Key Display 29 32 Soft DSS Keys Planning 31 Soft DSS Keys 29 31 32 33 Soft DSS Usage Changing 33 Soft DSS Usage 29 33 Soft Key Usage 3 Software Release 13 SOUND 35 Speaker 1 2 3 13 16 27 39 SPEED DIAL 6 7 Speed Dials 7 Splash calls 35 Standard Standard 33 Standard Call 31 STEPS 36 Storing Personal Speed Dials 7 Storing 7 Storing Personal Speed Dials 7 Submit 42 Switching Handsfree 13 No...

Page 51: ...llectual property related to this product including trademarks and registered to Lucent Technologies have been transferred or licensed to Avaya All trademarks identified by the or are registered trademarks or trademarks respectively of Avaya Inc All other trademarks are the property of their respective owners This document contains proprietary information of Avaya and is not to be disclosed or use...