Avaya 1416 User Manual

Avaya 1408 and 1416 Telephones -  
connected to Integral 5 - User Guide  
16-603588  
Issue 1  
May 2010  
Downloading documents  
For the most current versions of documentation, see the Avaya Support  
Contact Avaya Support  
Avaya provides a telephone number for you to use to report problems  
or to ask questions about your product. The support telephone number  
is 1-800-242-2121 in the United States. For additional support  
telephone numbers, see the Avaya Web site: http://www.avaya.com/  
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Contents  
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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.This user guide is written for the 1408 and 1416 Digital Deskphones.These  
deskphones put convenient features and capabilities at your fingertips, including a phone  
screen to view and manage your calls, a contacts list, a call log, a menu of options and settings  
to customize your phone, and access to your voice mail.  
Not all features described in this user guide may be available on your telephone. If you find  
that a feature is not available, contact your system administrator.  
Overview of phone buttons and features  
Avaya 1408 Telephone  
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Introduction  
Avaya 1416 Telephone  
No.  
Name  
Description  
1
2
Call/Message  
Waiting Indicator  
This light flashes when you receive an incoming call.  
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.  
The top line 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.  
3
Softkeys  
Press the softkeys to select the softkey labels. The softkey  
labels show you the action that each softkey produces. The  
labels and the actions vary depending on the object that is  
selected.  
4
5
6
OK  
Press the OK button to open a selected menu item or  
confirm an input.  
Phone/Exit  
Press the Phone/Exit button to return back to the idle  
display from a menu.  
Function keys /  
Destination keys /  
Partner keys  
There are 8 (1408) or 16 (1416) keys that can be  
programmed as either function keys or destination keys.  
Press a labeled function key to enable or disable that  
function. The function keys provide the same functions that  
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Overview of phone buttons and features  
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
8
9
Hold  
Press the Hold button (R button) to put the active call on  
hold.  
Conference  
Transfer  
Press the Conference button to add another party to an  
existing call.  
Press the Transfer button to transfer a call to another  
number.  
10  
11  
Drop  
Press the Drop button to drop the active call.  
Headset  
Press the Headset button to use the headset if it is  
connected. Only HIS headset cords are compatible with  
your phone.  
12  
Volume  
Press + or - on the Volume button while active on the  
handset, headset or speaker to adjust the volume. While  
not on a call, press + or - to access the audio settings menu.  
13  
14  
15  
Mute  
Press the Mute button to mute a call in progress. To take a  
call off mute, press Mute again.  
Speaker  
Redial  
Press the Speaker button to activate the loudspeaker or the  
handsfree equipment.  
Press the Redial button to either dial the last number you  
dialed or display the redial list from which you can select a  
number to redial.  
16  
Call Log  
Press the Call Log button to view a list of your missed calls.  
The Icon on the Call Log button is illuminated when you  
have missed calls.  
17  
18  
Phone book /  
Contacts  
Press the Phone book / Contacts button to view the  
entries in your phone book or contact list.  
Avaya Menu  
Press the A button to access the Avaya menu. The Avaya  
menu provides options that allow you to customize phone  
settings, configure call logging and select the display  
language.  
19  
20  
Message  
Press the Message button to connect directly to your  
voicemail system.  
Navigation Arrows  
Press the up and down navigation arrows to scroll through  
lists. Press the right and left navigation arrows to navigate  
between different views of an application, to move the  
cursor during text input, or to turn an option on or off.  
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Introduction  
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.  
Table 1: Function key LEDs  
LED  
Steady green  
Off  
Description  
Function is active, e. g. call diversion is set to on.  
Function is not active.  
Table 2: Partner key LEDs  
LED  
Description  
Partner has set call diversion to.  
Partner receives an internal call.  
Steady green  
Blinking red slow  
Blinking red fast  
Steady red  
Partner receives an external call.  
Partner is on a call.  
Table 3: Line key LEDs  
LED  
Description  
Steady red  
Line busy.  
Off  
Line free.  
Blinking red fast  
Blinking red slowly  
Calling / recalling  
Line waiting or allocated  
Related topics:  
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About this manual  
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. If  
you re-assign the function keys, the procedures may change from those provided in this guide.  
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Introduction  
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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. Both orders are correct. However, if you lift the  
handset first and then dial the number, you will not be able to correct a dialing error.  
Calling an internal call number  
1. Enter the desired call number.  
If you have switched Direct dial on, the call number is dialled immediately and you  
cannot correct input errors.  
2. Lift the handset.  
Related topics:  
Calling an external call number  
1. Enter the external line code, for example 0.  
Note:  
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Making calls  
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:  
Calling with a destination key  
1. Press the destination key for the desired subscriber.  
2. Lift the handset.  
Related topics:  
Calling a person from the call log  
1. Press the Call Log button.  
2. Select the desired call number.  
3. Lift the handset.  
Related topics:  
Call log on page 41  
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Calling a person from the phone book entry  
Calling a person from the phone book entry  
1. Press the Phone book / Contacts button.  
2. Select the entry you want to dial.  
Note:  
To 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:  
Calling partners  
1. Press the appropriate partner key.  
2. Talk using the speakerphone, or lift the handset to talk using the handset.  
Calling using the speakerphone  
The Monitoring function allows you to hear the person you are on a call with through the  
loudspeaker. The Handsfree function provides the Monitoring function and the ability to  
speak using the phone's built-in microphone, rather than the handset.  
Both functions are operated by means of the Speaker button.  
1. Enter the desired call number.  
2. Press the Speaker button.  
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Making calls  
3. To adjust the volume, press + or - on the Volume button.  
4. Do one of the following:  
a. To continue the call using the handset, lift the handset. To activate the speaker  
additionally (Monitoring), press the Speaker button. To activate Handsfree  
press the Speaker button once more.  
b. To end the call, press the Speaker button.  
Requesting automatic callback  
If an internal call number you dialed is busy or unanswered, use this procedure if you want  
your telephone system to call you back when the number is no longer busy, or the called person  
had another call while you are waiting.  
In case of external calls, Automatic callback is only presented as an option if the network  
provider and the system connection support it.  
1. Select the Callback softkey.  
2. Replace the handset.  
Your telephone system calls you back as soon as the called number is free or free  
again.  
3. Lift the handset  
Your telephone system calls the dialled call number again.  
4. To delete the automatic callback again:  
a. Select status information Callback act.  
b. Press the OK button.  
c. Press the Delete softkey.  
Redialing  
You can redial one of the last numbers called.  
If you selected a special number to present to the call recipient, this will also be used for redial.  
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Requesting automatic redialing  
1. Press the Redial button.  
2. Select the desired call number.  
3. Lift the handset.  
Requesting automatic redialing  
Note:  
You can specify the number of automatic redial attempts and the time between two attempts  
in the Dial settings.  
You can only use Automatic redial if you are calling on a digital exchange line.  
The external number dialed is busy. The Auto redial menu item is offered.  
1. Select the Auto redial menu item.  
2. Press the OK button.  
3. Replace the handset, if you have lifted it.  
Result  
Automatic redial is stopped if you press any button or lift the handset.  
Related topics:  
Joining another call (cut-in)*  
You call an internal extension. The user is already on a call. Use this feature to join the call.  
This feature may not be available. Your system administrator must configure it for your  
extension as well as for the extension of the other person. See your system administrator for  
more information.  
1. Select Cut-In.  
2. Press the OK button.  
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Making calls  
Each person on the call will hear a cut-in tone. You are now included in the call.  
3. To disconnect from the call, press the Drop button, or replace the handset.  
Presenting yourself with specified call numbers *  
If your system is configured to do so, every time you make an external call you can select the  
number you want to present to the call recipient. This is called Calling Line Identification  
Presentation (CLIP). The number could represent your “service”, “head office” or “workshop”,  
for example.  
You can assign the numbers with which you want to present yourself to the function keys. If  
you press one of these function keys before lifting the handset when making an external call,  
the number selected will be presented to the party called.  
Note:  
If you have deactivated number display for external calls, you will not be offered numbers  
for presentation.  
1. Enter the desired external call number.  
2. Select the desired group number or name, you want to present, e.g. dial with  
987654321.  
3. Lift the handset.  
Your selected number is shown to the call recipient.  
Making an announcement  
You can also make announcements to subscribers currently not in a call in your telephone  
system via the loudspeakers fitted in the telephones. You can address individual subscribers, a  
selected group or all subscribers.  
1. Lift the handset.  
2. Select Announce.  
When you want to make an "Announcement to all subscribers", you can also simply  
press the Announce function key and make your announcement.  
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Making an individual announcement  
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.  
You 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. Press the Announce function key.  
You can now make your announcement.  
2. The called subscriber can answer the announcement directly by lifting the handset  
during the announcement.  
Replying to an announcement  
Use this procedure to reply to a general or group announcement you have heard.  
1. Lift the handset.  
2. Select Answer announcement.  
3. Press the OK button.  
The caller who made the announcement is called.  
Calling anonymous  
Anonymous calling must be supported by your network provider.  
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Making calls  
1. Enter the call number.  
2. Select Anonymous call.  
3. Press the OK button.  
Your number will not be transmitted to the called party for your next external call.  
4. Lift the handset.  
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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.  
You will be shown the number or name the caller dialled, e.g. when you receive a diverted call.  
You can lift the handset or use the Speaker button and talk with the handset on-hook. You are  
also able to answer an incoming call ringing at another telephone in your telephone system,  
or put an incoming call on hold until you are able to answer the call.  
Internal, external, message, and VIP calls have different ringing tones.  
Related topics:  
Answering a call  
To answer a call, lift the handset or press the Speakerbutton to use the speakerphone.  
Answering a call ringing at another phone (pick-up)  
You hear another telephone ringing.  
1. Press the Avaya Menu button.  
2. Select Call Pickup.  
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Handling calls  
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. You can  
pick up that call and answer as deputy.  
1. Press the Partner key and wait until the call reaches your own telephone.  
2. Lift the handset.  
Forwarding calls to forwarding stations  
You receive an external call and wish to divert the call to the call forwarding stations.  
Note:  
The call forwarding stations must have been set up in the telephone system.  
1. Select Forward call.  
2. Press the OK button.  
The call is forwarded to the call forwarding stations.  
Related topics:  
Putting a call on hold  
To place your current call on hold:  
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Muting a call  
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. Press the Hold button.  
Your first talking partner is waiting and cannot hear what you say.  
2. Enter the call number you wish to refer back to.  
Carry out refer-back call.  
3. Press the Hold button again.  
The refer-back call is ended and you can speak to the first talking partner again.  
Switching between two calls (brokering)  
You want to switch back to a first talking partner who has been put on hold.  
1. Select Return to … .  
2. Press the OK button.  
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Handling calls  
You can now talk to the first talking partner. The second partner is put on hold.  
Transferring a call  
1. Press the Hold button.  
Your first call is put on hold.  
2. Dial the appropriate call number.  
You do not need to wait until the call is accepted.  
3. Press the Transfer button or hang up.  
Answering an additional call (second call)  
The feature Second call is activated on your telephone.  
Use this procedure to answer an incoming call while on another call.  
1. While on a call, select the number or name of the second call in the display.  
2. Press the OK button.  
You are connected to the second call and the first call is put on hold.  
Note:  
To end the first call instead, press the Drop button first.  
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Chapter 4: Call diversion  
Introduction call diversion  
You can divert incoming calls to another extension. You can set this up both for your own and  
other telephones. You can also divert calls to your telephone. In all these variants, you can  
choose  
• whether this should always take place,  
• only if the telephone is busy  
• or only if the telephone is not answered within a specified time period.  
You can arrange to have incoming calls signalled on both your own phone and another, external  
phone, e.g. your GSM mobile. This is called twinning.  
You can also set up and change all call diverts from outside the telephone system.  
Related topics:  
Changing call diversion remotely *  
Diverting calls for your telephone  
1. Press the Avaya Menu button.  
2. Select Call diversion.  
3. Press the OK button.  
4. Select Divert to.  
5. Enter the call number to which you would like calls to be diverted. You must add an  
additional line code (usually “0”) in front of an external number.  
You can also press an appropriate destination or partner key instead of entering the  
number.  
If dial-in authorized call numbers are registered for you for Managed Mobility Access  
(MMA) they are shown. You can select these destinations directly.  
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Call diversion  
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".  
8. To deactivate call diversion:  
a. Select the appropriate status information.  
b. Press the OK button.  
c. Press the Delete softkey.  
Caution:  
You can set up call numbers for which your telephone rings even when you have  
activated "Call diversion to, immediately"  
Related topics:  
Using call filter on page 91  
Diverting calls to your telephone  
1. Press the Avaya Menu button.  
2. Select Call diversion.  
3. Press the OK button.  
4. Select Divert from.  
5. Enter the internal call number of the telephone for whom you want to set up call  
diversion to your own telephone.  
You can also press an appropriate destination or partner key instead of entering the  
number.  
6. Select one of the following:  
• immediately  
• after time  
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Diverting calls for another telephone*  
• 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. To deactivate call diversion:  
a. Select the appropriate status information.  
b. Press the OK button.  
c. Press the Delete softkey.  
Result  
When you receive a diverted call, you will also be shown the number that the caller has dialled.  
Diverting calls for another telephone*  
1. Press the Avaya Menu button.  
2. Select Call diversion.  
3. Press the OK button.  
4. Select Divert for.  
5. Enter the internal call number of the telephone for whom you want to set up call  
diversion.  
You can also press an appropriate destination or partner key instead of entering the  
number.  
If a call diversion has already been set up, it is displayed. To delete an existing call  
diversion, press Delete softkey.  
The old one is automatically deleted if it is not possible to have both call diversions in  
parallel.  
6. Press the New softkey.  
7. Enter the internal or external call number of the telephone to whom the calls are  
to be diverted. You must add an additional line code (usually “0”) in front of an  
external number.  
If dial-in authorized call numbers are registered for you for Managed Mobility Access  
(MMA) they are shown. You can select these destinations directly.  
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Call diversion  
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".  
Related topics:  
Introduction MMA on page 53  
Signaling calls on two telephones (twinning)  
Twinning and call diversion ”after time” to your voicemail can be set simultaneously.  
1. Press the Avaya Menu button.  
2. Select Call diversion.  
3. Press the OK button.  
4. Select Divert to.  
5. Enter the external line code (usually "0") and external number of the telephone you  
want to ring when a call is received.  
6. Select twinning.  
7. Press the OK button.  
The status information twinning …- appears in the display.  
8. To deactivate twinning:  
a. Select the appropriate status information.  
b. Press the OK button.  
c. Press the Delete softkey.  
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Diverting bundles*  
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. The call units for the diversion are not  
logged in your telephone system.  
1. Press the Avaya Menu button.  
2. Select Call diversion.  
3. Press the OK button.  
4. Select Bundle 1 (2, 3, …).  
5. Press the OK button.  
6. Enter the external call number to which all calls via this bundle are to be diverted.  
7. Press the OK button.  
8. Press the OK button.  
The status information Bundle 1 … appears in the display.  
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Call diversion  
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Chapter 5: Three-party conference call  
Introduction to three-party conference calls  
You can use a three-party conference call to speak with two people at different locations on  
the same call.  
A conference between a call waiting (second call) and the first talking party is not possible.  
Making a conference call  
1. While active on a call, press the Conference button.  
2. Enter the call number for the additional participant or use phone book/  
destination key.  
When the additional participant answers, press the Conference button again to  
start the conference.  
3. If the additional participant does not answer, press the Drop button to return to the  
first call.  
Note:  
If you use the Hold button to put the first call on hold instead and then call the  
additional participant, you can first talk to the participant privately while the first  
caller is on hold. Then select the Conference with … menu item to connect all  
participants.  
Expanding conference with another participant  
Conferences can be expanded to up to 9 participants. Conferences with external participants  
are always limited to three participants.  
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Three-party conference call  
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.  
2. Enter the call number of the new participant.  
When you are connected to the number, all the parties can talk to each other.  
Connecting conference participants with each other  
If you are on a three-party conference call and want to connect the other participants to each  
other, press the Transfer button or replace the handset.  
Ending the conference call  
Press the Drop button.  
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Chapter 6: Conference bridge  
Introduction conference bridge  
Your 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.  
• There are access PINs to secure dialing into the conference bridge, or the "Standard PIN"  
can also be used (during non-reserved times).  
• Reservations can only be made in a preset 15 minute pattern. There must be a gap of at  
least 15 minutes between two reservations.  
• A moderator is not required. But if so the moderator is able to mute participants and select  
one participant as single and only speaker.  
Dialing into conference bridge  
You can dial into the conference bridge from any internal or external telephone. The conference  
bridge must normally be reserved in advance for the duration of the conference.  
You can use a non-reserved conference bridge at any time using the "Standard PIN" if this has  
been enabled by your system administrator.  
1. Dial the phone number of the conference room from an internal or external  
telephone. Wait for a dial tone.  
2. Enter your access PIN number.  
All conference subscribers hear a brief alert tone. You are now part of the  
conference.  
If you are alone in the conference bridge, you will hear on-hold music.  
3. To leave the conference: Replace the handset.  
Note:  
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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.  
Managing conference bridge calls  
The inviting participant has specific managing rights in a conference bridge (moderator). He  
can activate a lecture mode (only one participant has speaking rights, all others are muted)  
and drop participants selectively out of the conference. In a conference without the inviting  
participant, all participants have the rights of a moderator.  
Their displays are showing all participants currently in the conference. Each participant is  
marked with  
M when muted or being listener in lecture mode  
S when being the speaker in lecture mode  
1. To start the lecture mode select the designated speaker.  
2. Press the OK button.  
3. Select Speaker.  
4. Press the OK button.  
The new speaker appears on the top of the displayed conference participants,  
marked with a s. All other participants are muted.  
5. To change the speaker, select the new designated participant and proceed just like  
for the first speaker.  
6. To return from the lecture mode, select the current speaker.  
7. Press the OK button.  
8. Select End lecture mode.  
9. Press the OK button.  
All participants can talk to each other again.  
10. To disconnect one conference participant specifically, first select the desired one.  
11. Press the OK button.  
12. Select Clear connection.  
13. Press the OK button.  
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Reserving conference bridge (one-time appointment)  
The selected participant is dropped from the conference.  
Reserving conference bridge (one-time appointment)  
You must have permission to reserve a conference room. The default access PIN must be  
activated or amended.  
1. Press the Avaya Menu button.  
2. Select Conference bridge.  
3. Press the OK button.  
4. Select My conference.  
5. Press the OK button.  
6. Press the New softkey.  
A list of the next 90 days appears.  
7. Select the desired date.  
8. Press the OK button.  
9. Select the desired start time.  
Appointments which are already reserved are marked with a cross. They cannot be  
reserved.  
10. Press the OK button.  
A line appears next to the start time to show it is selected.  
11. Select the desired end time.  
12. Press the OK button.  
Date and time of your reservation is shown.  
13. Press the OK button.  
The conference appointment is reserved.  
Next steps  
Now let all the conference subscribers know the date, the number of the conference bridge  
and your access PIN.  
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Conference bridge  
Reserving conference bridge (recurring appointment)  
You 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 Avaya Menu button.  
2. Select Conference bridge.  
3. Press the OK button.  
4. Select My conference.  
5. Press the OK button.  
6. Press the New softkey.  
7. Press the Series softkey.  
8. Select the desired weekday.  
9. Press the OK button.  
10. Select the desired start time.  
Appointments which are already reserved are marked with a cross. They cannot be  
reserved.  
11. Press the OK button.  
A line appears next to the start time to show it is selected.  
12. Select the desired end time.  
13. Press the OK button.  
Date and time of your reservation is shown.  
14. Press the OK button.  
The conference appointment is reserved.  
Next steps  
Now let all the conference subscribers know the date, the number of the conference bridge  
and your access PIN.  
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Reserving a conference bridge for others  
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 Avaya Menu button.  
2. Select Conference bridge.  
3. Press the OK button.  
4. Select Conference for others.  
5. Press the OK button.  
6. Enter the call number of the subscriber for whom you want to reserve the conference  
bridge.  
7. Press the OK button.  
8. Press the New softkey.  
Checking and deleting reservations  
Own reservations can be checked and deleted at any time.  
1. Press the Avaya Menu button.  
2. Select Conference bridge.  
3. Select My conference.  
A list of all reservations calls is shown. Each entry shows the time period reserved  
and for whom the reservation was made for.  
4. Select the reservation to be deleted from the list.  
5. If applicable, press the Delete softkey to delete the reservation.  
6. To confirm, press the Delete softkey again.  
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Conference bridge  
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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. You can also have other entries made in the call log, e.g.  
internal calls or conversations with external callers.  
The most recent entry is at the top of each list.  
You can selectively retrieve individual numbers and, if necessary, dial them. You can easily  
transfer a call number from the call log into your phone book.  
You can set entries to be deleted after a predefined time.  
Related topics:  
Symbols in the call log  
Symbol  
Meaning  
!
New  
Missed call  
Answered call  
#
Call answered by voicemail  
Message waiting in voice mailbox  
Diverted call, showing calling number and originally called number  
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Managing the call log  
Viewing 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. Use the following procedure to delete entries selectively.  
1. Press the Call Log button.  
2. Select the desired call number.  
3. Press the Delete softkey.  
4. Press one of the following softkeys:  
Entry, to delete the shown entry.  
All, to delete all entries in the list.  
Deleting call log entries automatically  
You can set call log entries to be deleted automatically after a certain time. You can protect  
individual entries from being deleted.  
You can select the following intervals: 10 minutes, 1 hour, 1 day, 1 week, 1 month or "off".  
Note:  
The new setting is only valid for new call log entries and has no effect on existing entries.  
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Adding an entry from the call log to the phone book  
1. Press the Avaya 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.  
9. Press the Modify softkey several times if necessary until the desired time is  
displayed.  
10. Press the Back softkey.  
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 OK button.  
4. Press the +Contact softkey.  
5. Press one of the following softkeys:  
Pers. for an entry in your personal phone book  
Common for an entry in the common phone book  
6. Enter a name if required.  
7. Press the Save softkey.  
8. Press the OK button.  
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Managing the call log  
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  
You can set additional entries to be made in the call log.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Call list.  
7. Press the OK button.  
8. Change the following settings if applicable:  
Int. call list (on) to show missed internal calls  
Call list (on) to show conversations you have had with external callers  
Call list diversion (A+B, A, B) to manage whose call list will show a call having  
been diverted:  
- (A) the call list of the called participant  
- (B) the call list of the participant the call was diverted to  
- (A+B) in both of these call lists  
9. Select Back.  
10. Change Call display A→ B (on) to show the number that the caller dialed.  
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Chapter 8: Managing the phone book  
Introduction to the phone book  
Your telephone has a personal phone book. You can store up to 100 individual numbers with  
names which will only be available on your telephone.  
You can then dial phone book numbers quickly and easily. You can modify the individual phone  
book entries yourself.  
Up to 800 numbers and names can be stored in the central phone book; these are available  
to all users. You can also enter and change these entries if you have appropriate access rights.  
Related topics:  
Creating a new entry in the phone book  
1. Press the Phone book / Contacts button.  
2. Press the New softkey.  
3. Press one of the following softkeys:  
Note:  
The shown options depend on your rights and on the number of entries already  
in the respective phone book.  
Pers., for an entry in your personal phone book  
Common, for an entry in the general phone book  
4. Enter call number.  
It may be necessary to enter an external line code and a dial pause before an  
external number. You can obtain more information from your telephone system  
administrator.  
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Managing the phone book  
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.  
Code dialing destinations 900 to 904 can also easily be dialed by Managed Mobility Access  
(MMA).  
Related topics:  
Assigning function keys specifically (changing code dialing destinations)  
Editing an entry in the phone book  
1. Press the Phone book / Contacts button.  
2. Select the entry you want to edit.  
Note:  
To reach the entry more quickly, you can enter one or more of the first letters of  
the name. Call numbers you have stored in the phone book without a name can  
be found there under the name " " (space).  
3. Press the Edit softkey.  
4. Edit the entry.  
5. Press the OK button.  
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Deleting an entry  
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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Managing the phone book  
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Chapter 9: Messages  
Introduction messages  
You 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.  
Text messages can only be received by phones with displays. A maximum of 10 messages  
can be accepted.  
Viewing and deleting received text messages  
An alert tone sounds when a message arrives.  
1. Select the received text message, e.g. Miller: Coffee.  
You will be shown the sender and the message text.  
2. Press the Delete softkey.  
Writing and sending own text messages  
1. Press the Avaya Menu button  
2. Select Message.  
3. Enter the desired text.  
4. Press the OK button.  
5. Enter internal call number.  
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Messages  
The text message will be sent immediately.  
Sending a standard text  
To be able to select from standard texts, these must first have been entered into the system.  
1. Press the Avaya Menu button.  
2. Select Message.  
3. Press the Message button.  
4. Select the desired standard text.  
5. Press the OK button.  
6. Change or add to the message, e.g. to include a name or time.  
7. Press the OK button.  
8. Do one of the following:  
• Enter internal call number you want to send the message to.  
• Select Message to all to send the message to all subscribers.  
The text message will be sent immediately.  
Sending a text message for an internal caller  
1. Press the Avaya Menu button.  
2. Select Message.  
3. Press the Message button.  
4. Select the desired standard text.  
5. Press the OK button.  
6. Change or add to the message, e.g. to include a name or time.  
7. Press the OK button.  
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Sending a text message for an internal caller  
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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Messages  
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Chapter 10:Mobile System Subscribers  
(Managed Mobility Access)  
Introduction MMA  
You 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.  
If you use "Callback" your system automatically calls back after you dial in. This is a non-  
chargeable service for you.  
If you make calls through the system, the person called cannot tell whether you are calling  
from the office or using an external telephone. The display always shows your internal number.  
Registered numbers can easily be set up as twinning / diversion destinations or be changed.  
This can be done from your company telephone or remotely.  
Related topics:  
Dialing into your system  
Ask your system administrator for the dial-in number of your system.  
1. Dial the dial-in number for your system from a registered external telephone.  
2. The Integral 5 picks up the call. Wait for a dial tone.  
You can now make calls as if you were an internal subscriber.  
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Mobile System Subscribers (Managed Mobility Access)  
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.  
Wait for a ringback tone. After a short time, the Integral 5 disconnects. You will hear  
the busy tone.  
2. Replace the handset.  
Your system will ring you back after about 10 seconds.  
3. Answer the Callback.  
You will hear the dial tone and you can now make calls as if you were an internal  
subscriber. Any call charges incurred are charged to your system.  
Calling using your system  
Placing a call  
You have established a connection to your system from a registered telephone. You hear the  
dial tone.  
Note:  
The first five entries recorded in your personal phone book can easily be accessed as code  
dialing destinations by pressing #1...#5 (relates to entries 900 to 904).  
1. Enter the call number.  
2. Carry out the call.  
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Calling using your system  
Referring back  
You 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.  
Starting a conference call  
You are in a conversation.  
1. Press * 5 keys.  
The first talking partner is waiting and cannot hear what you say.  
2. Enter the number of the second conference partner. Wait until he has accepted the  
call.  
3. Press * 5 keys again.  
The three of you can now speak with each other.  
Ending a call  
Press * 8 keys.  
The current call is ended. You hear the dial tone and can now place a new call across  
the system.  
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Mobile System Subscribers (Managed Mobility Access)  
Modifying the twinning/call diversion number  
You have established a connection to your system from a registered telephone.The telephone  
from which you are calling must have caller display activated.  
You hear the dial tone.  
1. Press the # key.  
2. Press the * key.  
Twinning/Call diversion is now activated to the telephone you are currently calling.  
Whether you switched on twinning or call diversion is defined in the settings for each  
number registered.  
Deactivating call diversion / twinning  
You have established a connection to your system from a registered telephone.The telephone  
from which you are calling must have caller display activated.  
You hear the dial tone.  
1. Press the # key.  
2. Press the 0 key.  
Twinning/Call diversion is switched off. Whether you switched off twinning or call  
diversion is defined in the settings for each number registered.  
Calling code dialing destinations  
Note:  
You can note your code dialing destinations on a card which you can keep with you at all  
times.  
You have established a connection to your system from a registered telephone. You hear the  
dial tone.  
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Calling code dialing destinations  
1. Press the # key followed by the code number of the code dialing destination you  
want to call, e.g. 2for ”902”.  
The code dialing destinations correspond to the first entries in your personal phone  
book.  
Assigning code dialing destinations to the codes: Code dialing destination 900 ->  
Code number 1, Code dialing destination 901 -> Code number 2, … Code dialing  
destination 904 -> Code number 5.  
2. Carry out the call.  
Related topics:  
Assigning function keys specifically (changing code dialing destinations)  
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Mobile System Subscribers (Managed Mobility Access)  
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Chapter 11: Using the Avaya Menu  
Call charges  
Introduction to call charges  
During a call, you can view the current charges.  
You can view the charges for your last call.  
All call charges incurred since the last reset are stored and totaled in your telephone system.  
You can check the charges for each subscriber and each line separately.  
Furthermore, your system also record and account for the call charges for single projects or  
private calls separately.  
Viewing the charge display  
1. Press the Avaya Menu button.  
2. Select Charges.  
3. Press the OK button.  
The charges for the last call are selected.  
4. To view the total charges, select Total.  
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Using the Avaya Menu  
Viewing charges for lines / subscribers  
1. Press the Avaya Menu button.  
2. Select Charges.  
3. Press the OK button.  
4. Select one of the following:  
Total subs., for showing the charges for a specific subscriber,  
Total line, for showing the charges for a specific line.  
5. Enter the extension or line number, e.g. 01for line 1.  
Instead of entering a line number, you can simply press the corresponding line key.  
Deleting call charges  
1. Press the Avaya Menu button.  
2. Select Charges.  
3. Press the OK button.  
4. Select the charge display you want to clear.  
Note:  
If you want to clear the totals for all calls, you must have this function enabled by  
your system administrator.  
5. Press the OK button.  
6. Press the Delete softkey.  
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Locking the telephone  
Locking the telephone  
Telephone lock  
Locking your telephone prevents unauthorized use during an absence. To unlock your  
telephone, a Personal Identification Number (PIN) is required.  
The following functions are still available when the telephone is locked:  
• Answering calls,  
• Dialing internal call numbers,  
Changing the PIN  
You need a PIN (Personal Identification Number) to lock your telephone against unauthorized  
users and to unlock it again.  
The default setting for the PIN is "0000".  
In case you have forgotten your PIN please contact your system administrator.  
1. Press the Avaya Menu button.  
2. Press the Lock function key.  
3. Press the PIN softkey.  
4. Enter the current PIN (default setting: 0000).  
If you make a mistake when entering your PIN: press the Back softkey and start  
again from the beginning.  
5. Press the OK button.  
6. Enter the new one.  
Locking the telephone  
Use this procedure to lock your telephone.  
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Using the Avaya Menu  
1. Press the Avaya 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)  
You can set your telephone to remind you of important appointments. You can be reminded of  
up to three appointments. You can specify whether you wish to be reminded once, on several  
days or every day.  
When the time of the appointment arrives, a signal tone sounds and the message you have  
entered for the appointment appears in the display.  
You can selectively delete appointments you have entered.  
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Managing appointments  
Entering an appointment for today  
1. Press the Avaya 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.  
5. Press the Today softkey.  
6. Enter the time in the form "hours minutes", e.g. 1050for 10:50 hrs.  
7. Select a standard text if required.  
To be able to select from standard texts, these must first have been entered into the  
system.  
8. Enter or add any text.  
9. Press the OK button.  
Result  
At the specified time, a signal tone sounds and the text you have entered is displayed.  
Entering a one-time appointment  
1. Press the Avaya 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.  
5. Enter the date and time in the form "day month hours minutes", e.g. 04081150for 4  
August at 11:50 hrs.  
6. Select a standard text if required.  
To be able to select from standard texts, these must first have been entered into the  
system.  
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Using the Avaya Menu  
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 Avaya 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.  
5. Press the Series softkey.  
You are shown all the days of the week in abbreviated form for which the recurring  
appointment applies. Appointment reminders are enabled for Monday to Friday by  
default.  
6. Select day of week if required to change standard setting.  
7. Press the Modify softkey.  
The setting for this day is changed and the initial letter of the corresponding day  
appears or disappears.  
8. Enter the date and time in the form "hours minutes", e.g. 1150for 11:50 hrs.  
9. Select a standard text if required.  
To be able to select from standard texts, these must first have been entered into the  
system.  
10. Enter or add any text.  
11. Press the OK button.  
Acknowledging an appointment  
Use this procedure to acknowledge an appointment. When the specified time is reached, a  
signal tone sounds and the entered appointment messageappears on the display.  
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Managing appointments  
Press the OK button.  
The signal tone stops and the appointment reminder will be deleted in the display.  
Deleting an appointment  
1. Press the Avaya Menu button.  
2. Select Appointments, and if necessary select Own appointm.  
3. Select the desired appointment.  
4. Press the OK button.  
5. Press the Delete menu item.  
Setting appointments for others  
1. Press the Avaya Menu button.  
2. Select Appointments.  
3. Press the OK button.  
4. Select Appointment for other.  
5. Press the OK button.  
All existing appointments for this subscriber will be displayed.  
6. Now enter the new appointment just as you would set your own appointments.  
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Using the Avaya Menu  
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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:  
You can change the individual settings during a call by pressing + or - on the Volume button.  
You can also change any setting by pressing the numeric key of the desired setting or by  
pressing the right or left navigation arrows.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Display/Acoustics.  
5. Press the OK button.  
6. Select Acoustics / Contrast.  
7. Press the OK button.  
8. Select one of the following:  
Ringing tone  
Monitor  
Handset  
Headset  
9. Increase or reduce the volume by pressing the right or left navigation button.  
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Customizing your telephone  
The new setting sounds immediately to be checked.  
10. Press the Back softkey.  
Setting the ringing tone melody  
You can assign different melodies to each call type:  
• Internal call: Call from inside your telecommunications system  
• External call: Call from outside your telecommunications system  
• Message call: When a message is received  
• VIP ringtone: Call from an entry in the call filter list  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Display/Acoustics.  
5. Press the OK button.  
6. Select Acoustics / Contrast.  
7. Press the OK button.  
8. Select the call type you want to change.  
9. Change the setting with the right or left navigation button.  
New ring settings are sounded immediately in order to be checked.  
10. Press the Back softkey.  
Applying ring tone melodies  
Your system administrators can make special ring tones for all numbers on your system. This  
means that calls for "Service", "Head office" or "Workshop" can easily be recognized from the  
ring tones. You can apply these ring tones to your telephone.  
The setting only affects external calls and VIP calls.  
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Setting parameters for your telephone  
1. Press the Avaya 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).  
9. Press the Back softkey.  
Setting the contrast  
1. Press the Avaya Menu button.  
You can access the acoustics and contrast menu directly from your telephone’s idle  
status using the Volume button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Display/Acoustics.  
5. Press the OK button.  
6. Select Acoustics/Contrast.  
Note:  
If you want to reset the acoustic and contrast settings to the as-supplied status,  
select Default setting and confirm with the OK button.  
7. Press the OK button.  
8. Increase or reduce the contrast with the right or left navigation button.  
9. Press the Back softkey.  
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Setting the language  
1. Press the Avaya 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.  
9. Press the OK button.  
Your telephone will reset itself. All display texts will now be in the selected language.  
Adjusting the setting for handsfree operation  
You can adjust the handsfree settings for the conditions prevailing in your office and  
surroundings.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Display/Acoustics.  
5. Press the OK button.  
6. Select Acoustics/Contrast.  
7. Press the OK button.  
8. Select Handsfree.  
9. Change the setting with the right or left navigation button.  
1: Normal connection (medium volume)  
2: Quiet or long-distance connection  
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Deactivating ringing tone temporarily (Do not disturb)  
3: Loud connection purely digital or internal connection. This is normally the  
best setting if you are using your telephone's build-in-loudspeaker.  
4: When you have connected an additional loudspeaker.  
10. Press the Back softkey.  
Deactivating ringing tone temporarily (Do not disturb)  
If you do not wish to be disturbed, you can temporarily deactivate the ringing tone.  
You can still make internal and external calls yourself without any restrictions even when you  
have activated "Do not disturb".  
Caution:  
You can set up call numbers for which your telephone rings even when you have activated  
"Do not disturb" (Call filter).  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Display/Acoustics.  
5. Press the OK button.  
6. Select Do not disturb.  
7. Press the OK button to switch on and off.  
The caller hears the busy tone or an announcement if you have switched on "Do  
not disturb".  
Related topics:  
Using call filter on page 91  
Activating night service  
You can activate a desired night service at any time.  
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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 Avaya Menu button.  
2. Select Night service.  
3. Press the OK button.  
4. Select Night service 1 (or 2, 3, autom. Night service).  
5. Press the Modify softkey.  
The night service is activated immediately ("autom. Night service" only at the  
programmed times).  
Only the last activated night service becomes effective in each case. All night  
services that were previously activated are deactivated.  
Related topics:  
Activating automatic handsfree after dialing  
When you call an external subscriber: Use this procedure to set your telephone to switch  
automatically to handsfree.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Autom. handsfree (off).  
7. Press the Modify softkey.  
8. Press the Back softkey.  
The new setting is saved.  
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Seizing exchange line automatically  
Seizing exchange line automatically  
You can automatically seize an exchange line every time you dial with the handset on hook.  
You then never have to dial the external line code.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select LN on dialing (off).  
7. Press the Modify softkey.  
8. Press the Back softkey.  
The new setting is saved.  
Result  
If you have switched on "LN on dialing", you must first press the Hold button to make an internal  
call.  
Related topics:  
Seizing external line automatically when going off-hook  
You can automatically seize an external line whenever you lift the handset. You then never  
have to dial the external line code.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
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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 the number of redials  
When you activate automatic redial: Use this procedure to set how often the dialing is to be  
repeated automatically.  
You can choose between 0, 3, 5 or 10 redials.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Number of redials.  
7. Press the Modify softkey several times until the desired number of redials is shown.  
If the setting is 0, the Auto. redial menu item will not be shown while calling external  
numbers.  
8. Press the Back softkey.  
The new setting is saved.  
Related topics:  
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Setting redial interval  
Setting redial interval  
When you activate automatic redial: Use this procedure to set the time that elapses between  
two automatic redials.  
You can select times of 15, 30, 60, 90 or 120 seconds.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Redial every … s.  
7. Press the Modify softkey several times until the desired time interval is shown.  
8. Press the Back softkey.  
The new setting is saved.  
Setting the number send to external subscribers  
For external calls, you can specify whether a number is passed to the subscriber. You can also  
specify whether this is your internal extension number or only the company telephone number.  
This feature must be supported by your network provider.  
Note:  
You can also suppress number display for the next call only (Anonymous calling)  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Remote no. disp.  
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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.g. 7505-0).  
8. Press the Back softkey.  
The new setting is saved.  
Result  
If enabled in your system, you will be offered those numbers with which you can present  
yourself when dialing.  
Accepting calls automatically (Handsfree answer back)  
You 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. This means that you can speak to the caller right away.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Handsfree AB...  
7. Press the OK button.  
8. Press the Back softkey.  
The new setting is saved.  
Result  
The status information Handsfree answer back appears on the display.  
Next steps  
Note:  
If you want to switch “Handsfree answer back” off again, switch the function to Handsfree  
answer back (on) again.  
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Turning direct dialing on or off  
Turning 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.  
You can turn this setting off. Then you can type in a whole call number first and then dial it as a  
block. You can then check the call number again and correct it if necessary.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Direct dial (on).  
7. Press the OK button.  
8. Press the Back softkey.  
The new setting is saved.  
9. To reactivate direct dialing turn the function to Direct dial (On) again.  
Related topics:  
Deactivating second call  
If you do not want to answer an additional call (second call) during a call, you can deactivate  
second call.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
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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. This enables the call to be  
assigned to a project or client number.  
The code number can also be called up during an external call.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Code:.  
If already set up, the current code number is displayed.  
7. Press the OK button.  
8. If applicable do one of the following:  
To change code, enter new code number,  
To deactivate code, press OK button,  
To delete code, select Delete and press OK button.  
9. Press the Back softkey.  
The new setting is saved.  
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Extending call display  
Extending call display  
You 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 Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Call display A->B (off).  
7. Press the Modify softkey.  
8. Press the Back softkey.  
The new setting is saved.  
Deactivating VIP call signaling (pager) *  
If a VIP call (pager) has been set up for your telephone: Use this procedure to temporarily  
remove calls from the VIP call signalling. Calls are no longer signaled, e.g. on a pager or  
logged.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select VIP call (on).  
7. Press the Modify softkey.  
8. Press the Back softkey.  
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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 Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Hunt group (on).  
7. Press the Modify softkey.  
8. Press the Back softkey.  
The new setting is saved.  
Removing telephone from general call  
An incoming external call will be signalled on all the telephones in your system if you have not  
set up an answering station (general call). You can set up your telephone so that it does not  
ring in the case of a general call.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select General call (on).  
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Activating remote headset  
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 Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Remote headset (off).  
7. Press the Modify softkey.  
8. Press the Back softkey.  
The new setting is saved.  
Function, destination, line and partner keys  
Introduction function keys  
Functions, call numbers, partners or lines which you use frequently can be assigned to freely  
programmable function keys. You can then execute the functions, seize the line or dial the call  
numbers simply by pressing the key.  
A partner can be any internal subscriber to your telephone system. If you place a partner on  
the function key then the LED informs you as to the telephone status of the partner.  
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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.  
Related topics:  
Assigning functions to keys  
Functions which you use frequently can be assigned to programmable function keys. You can  
then execute these functions simply by pressing the appropriate keys.  
1. Press the Avaya 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.  
7. Press the OK button.  
8. Select function you want to assign to the key.  
9. Press the OK button.  
10. Press the OK button.  
Assigning destinations to keys  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Function keys.  
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Function, destination, line and partner 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.  
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.  
10. Select the destination you want to assign to this key.  
11. Press the OK button.  
12. Press the OK button.  
You can now call the destination with this key.  
Assigning lines to keys  
1. Press the Avaya 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.  
7. Press the OK button.  
8. Select Line.  
9. Press the OK button.  
10. Select the line you want to assign to this key, e.g. Line 2.  
11. Press the OK button.  
12. Press the OK button.  
You can now seize Line 2 with this key.  
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Assigning partners to keys  
1. Press the Avaya 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.  
7. Press the OK button.  
8. Select Partner.  
9. Press the OK button.  
All internal subscribers are displayed.  
10. Select the subscriber you want to assign to this key.  
11. Press the OK button.  
12. Press the OK button.  
The subscriber is now set up as a partner and is accessible directly via this key. The  
key's LED informs you as to the partner's telephone status.  
Related topics:  
About LEDs on page 12  
Deleting key assignments  
1. Press the Avaya 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. Press the key whose assignment you want to delete.  
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You 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. Each of these  
subscribers can change the access PIN themselves.  
A standard PIN can also be set up for a conference bridge. This means that anyone can dial  
into the conference bridge providing it is not reserved.  
Setup reservation permissions  
You can give individual subscribers the option of reserving the conference bridge.  
You must have the right to set up reservation permissions.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Conference bridge.  
7. Press the OK button.  
8. Select Permission for ….  
9. Enter the number of the subscriber for whom you want to enable reservation  
permissions.  
You are shown the access PIN and whether the subscriber can reserve the  
conference bridge, e.g. PIN: 0000 Not active.  
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10. Select Activate.  
11. Press the OK button.  
The subscriber can now reserve the conference bridge using the access PIN set.  
Changing access PIN  
You 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.  
If you have permission, you can also change the access PIN for other subscribers.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Conference bridge.  
7. Press the OK button.  
8. Select PIN: 0000.  
9. Press the OK button.  
10. Enter the new access 4-digit PIN.  
Different conferences can have the same access PIN.  
You have changed the access PIN.  
Setup standard access *  
With a standard PIN, the conference bridge can be used at times at which it is not reserved.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
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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.  
You are shown that the standard PIN cannot be used, e.g. PIN: 0000 Not active.  
10. Select Activate.  
11. Press the OK button.  
12. Press the Back softkey.  
You can now access the conference room using the standard PIN.  
13. To block accessing the conference bridge with the standard PIN again: Enter the  
Standard PIN menu, select Deactivate and confirm with the OK button.  
The standard PIN is marked Not active again.  
Changing standard PIN *  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
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.  
10. Select PIN: 0000 Not active  
11. Press the OK button.  
12. Enter the new standard 4-digit PIN.  
13. Press the Back softkey.  
The default PIN has been changed and can be used.  
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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.  
The internal subscriber can be given the option of using callback and editing his numbers.  
By default, a normal call diversion can be activated to telephones with registered numbers.  
For each registered number, you can configure that twinning is activated instead of call  
diversion.  
Related topics:  
Introduction MMA on page 53  
Adding dial-in authorized numbers *  
If you have permission, you can register for any internal subscribers new numbers which are  
authorized to dial in.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Mobility.  
7. Press the OK button.  
8. Enter the call number of the internal subscriber for whom you want to register a new  
number.  
A list of all the external numbers already registered appears.  
9. Press the New softkey.  
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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. For example, you could simply call your  
extension using the mobile whose number you want to register. The number  
appears in your call log and you can easily add it as a registered number.  
11. If necessary, press the Options softkey and select and modify one or several of the  
following settings:  
Callback (off): To allow callback option, change setting to (on).  
Editable (off): To allow editing option, change setting to (on).  
Twinning (off): To set twinning instead of call diversion, change setting to (on).  
12. If necessary, press the Back softkey to quit the Options menu.  
13. Press the OK button.  
The number is registered and now appears in the list of registered numbers.  
Result  
All registered numbers appear in the Call diversion > Divert to menu as twinning or call  
diversion destinations.  
Related topics:  
Changing dial-in authorized numbers *  
If you have permission, you can change the telephones (registered numbers) which can dial  
into your telephone system.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Mobility.  
7. Press the OK button.  
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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.  
11. If necessary, press the Options softkey and select and modify one or several of the  
following settings:  
Callback (off): To allow callback option, change setting to (on).  
Editable (off): To allow editing option, change setting to (on).  
Twinning (off): To set twinning instead of call diversion, change setting to (on).  
12. If necessary, press the Back softkey to quit the Options menu.  
13. Press the OK button.  
The amended number has been registered.  
Deleting dial-in authorized numbers *  
You can delete registered numbers again.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Mobility.  
7. Press the OK button.  
8. Enter the phone number of the internal subscriber for whom you want to delete a  
registered number.  
A list of all the external numbers registered appears.  
9. Select the number you want to delete.  
10. Press the Delete softkey.  
11. Press one of the following softkeys:  
Entry, to delete the shown entry.  
All, to delete all entries in the list.  
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Using call filter  
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.  
You can set up a special ringtone for calls from numbers on the call filter list (VIP ringtone).  
Caution:  
You can also use the call filter to prevent call diversion for selected numbers. If in addition  
to "Call divert to, immediate" you also set up "Do not disturb", only your telephone will ring  
when a call is received from entries in the call filter list. All other calls are diverted immediately  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications.  
5. Press the OK button.  
6. Select Call filter.  
7. Press the OK button.  
8. Press the New softkey.  
A list is shown of all entries in the general directory and your personal directory.  
9. Enter one or more initial letters of the name until the desired subscriber is shown.  
Instead of entering initial letters you can scroll through the phone book to the desired  
entry.  
10. Press the OK button.  
The subscriber is added to the call filter list.  
11. Press the Back softkey.  
Related topics:  
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Deleting entries from the call filter  
1. Press the Avaya 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.  
8. Press the Delete softkey.  
9. Press one of the following softkeys:  
Entry, to delete the shown entry.  
All, to delete all entries in the list.  
10. Press the Back softkey.  
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Chapter 13:Settings for your telephone  
system  
Introduction  
You 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. For each  
of these numbers you can define which phones should ring. These telephones are  
referred to as the operator for this number.  
You can set these up for normal daytime operation (day service), three different night  
variations (night service 1 to 3) and as call forwarding after a time delay.  
• If you want to operate several operators alone, you can issue a "busy" signal to every  
new caller as soon as you are in a call. This is called second call barring.  
You can change the date and time globally for the whole system.  
You can determine a customer password so that you can e.g. manage your telephone  
system with the ICT tool.  
You can query statistical information for your telephone (traffic statistics).  
Assigning operators for day service *  
You can assign an operator for each external line. The operator can consist of up to 5  
telephones.  
An operator is not absolutely essential. If no operator is allocated to the number, a general call  
takes place.  
All exchange lines can be assigned to one telephone as the sole operator.  
1. Press the Avaya Menu button.  
2. Select Settings.  
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Settings for your telephone system  
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.  
You 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.  
10. Press the OK button.  
11. Enter the internal number of the telephone which is to be set up as an operator, e.g.  
13.  
12. If necessary enter four further internal numbers of telephones which are also to be  
set up as operators.  
13. If necessary select Next line and set up operators for this line.  
14. Press the Back softkey.  
The new setting is saved.  
15. To change answering stations you have already set up simply enter the new  
operators.  
Assigning operators for night service *  
There is often a need for a telephone system to handle calls differently at night than during the  
day. Here, you can set up specific operators for night service. Three different night service  
options are possible.  
Different classes of service during night service must be specifically programmed (see Integral  
manual). You can program times when the system automatically activates a night service (see  
Integral manual).  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select System functions.  
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Assigning call forwarding destinations *  
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.  
You 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.  
10. Press the OK button.  
11. Enter the internal number of the telephone which is to be set up as an operator, e.g.  
13.  
12. If necessary enter four further internal numbers of telephones which are also to be  
set up as operators for this night service.  
13. If necessary select Next line and set up operators for this line.  
14. Press the Back softkey.  
The new setting is saved.  
15. To change operators you have already set up simply enter the new operators.  
Next steps  
Switching on night service: See Night service menu.  
Related topics:  
Assigning call forwarding destinations *  
Up to five call forwarding destinations can be set up for each exchange line. Call forwarding  
takes place after a set time when a operator is called via the exchange line. The time before  
the call is forwarded can be set globally for the system between 0 and 300 seconds.  
If call forwarding is set up for the operator but no forwarding destination has been specified,  
the call is forwarded as a general call.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select System functions.  
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Settings for your telephone system  
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.  
You 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.  
10. Press the OK button.  
11. Enter the internal number of the telephone which is to be set up as an call forwarding  
destination, e.g. 13.  
12. If necessary enter four further internal numbers of telephones to which the call  
should be forwarded.  
13. If necessary select Next line and set up operators for this line.  
14. Press the Back softkey.  
The new setting is saved.  
15. To change operators you have already set up simply enter the new operators.  
Related topics:  
Setting second call barring *  
You must have authorization to set up second call barring. Numbers must be approved for  
setting up second call barring.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select System functions.  
5. Press the OK button.  
6. Select Second call barring.  
7. Press the OK button.  
A list of numbers for which second call barring is to be set up is displayed.  
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Setting date and time  
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.  
11. If necessary press the OK button.  
12. Press the Phone/Exit button.  
The new setting is saved.  
Result  
If you are in a call a further external caller would get a busy tone, even if other phones in the  
call distribution are free.  
Setting date and time  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select System functions.  
5. Press the OK button.  
6. Select Date / time.  
7. Press the OK button.  
8. Enter the date: day month year, e.g. 050110for January 5th 2010.  
9. Enter time: hours minutes, e.g. 1051for 10:51 am.  
The day of the week is set automatically.  
10. Press the Back softkey.  
The new setting is saved.  
Setting customer password *  
You can determine a customer password so that you can e.g. manage your telephone system  
with the ICT tool. The password can consist of letters and digits.  
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Settings for your telephone system  
1. Press the Avaya 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.  
10. Press the Back softkey.  
The new setting is saved.  
Showing traffic statistics *  
You can retrieve statistical information for your telephone.  
1. Press the Avaya Menu button.  
2. Select Traffic statistics.  
3. Press the OK button.  
Information about calls since data was last deleted will be shown.  
4. To reset the counter, select Delete.  
The data will now be recorded again from the current date.  
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Chapter 14:Auxiliary devices  
Button module DBM32  
A DBM32 button module provides 32 buttons. You can connect one or two DBM32 to your  
Avaya 1416 telephone. No button module can be connected to the Avaya 1408 telephone.  
Your system administrator can assign the buttons according to your preferences. The following  
options are available to you:  
• Call numbers of your partners  
• Individual destinations (frequently used call numbers)  
• Functions, e.g. door opener, call diversion or hotel functions, etc.  
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Auxiliary devices  
1
2
Buttons with LEDs  
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.  
Table 4: LED indications  
LED  
Connection  
Partner receives an external call.  
Blinking red fast  
Blinking red  
Steady red  
Partner receives an internal call.  
Partner is on a call.  
Using a headset  
You 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. Therefore, always reduce  
the volume during loud conversations to a pleasant level (use the — Volume button).  
Answering calls:  
Press the Headset button.  
Continuing a headset call with the handset:  
Lift the handset and continue the conversation as normal.  
Continuing a handset call with the headset:  
Press the Headset button. You will be speaking to the other party via the headset. The button's  
LED lights up.  
Continuing a handset call with the headset:  
Press the Headset button. You will be speaking to the other party via the headset. The button's  
LED lights up.  
Ending a headset call and disconnecting:  
Press the Headset button and replace the handset if necessary.  
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Using a headset  
Starting a call:  
Enter the call number and press the Headset button.  
Switching on monitoring:  
You can switch on monitoring on the telephone while you are on a call with the headset. Press  
the Speaker button. The button's LED lights up.  
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Auxiliary devices  
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Chapter 15:Hotel functions  
Introduction  
You can use the hotel functions in small to medium-sized hotels and guest houses. Your system  
administrator can connect up to three DBM32 modules to the Avaya 1416 telephone for  
executing these functions.  
Available functions include checking guests in and out, viewing guest charges, disabling direct  
inward dial to rooms, waking up guests, etc.  
You can also hook up a printer to the telephone system for printing out charge reports and  
wake-up requests.  
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Hotel functions  
Layout of the hotel functions on the DBM32 button module *  
No.  
Name  
Description  
For checking guests in and out.  
1
2
Check-in / Check-  
out  
DDD (Disable Direct An external caller cannot directly dial the guest’s room, but  
Dial)  
must be connected via the switchboard.  
3
4
Message  
The switchboard can send a message to a room telephone.  
Disable guest-to-  
guest  
Others guests cannot use their room telephones to call this  
guest directly, but must be connected via the switchboard.  
5
6
Charge limit  
The guest can only incur charges up to the amount  
specified in the telephone system.  
Exit  
For ending an operating procedure. The DBM32 module  
returns to displaying the calling status of the room  
telephones.  
7
Other keys  
Destination keys for guests.  
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Checking in *  
Checking in *  
1. Press the Check-in button.  
2. Press the button for the desired room.  
3. Select the desired language.  
You can choose between several languages for the menu displays on the guest  
telephone.  
4. Press the OK button.  
The guest is checked in. The button lights up.  
Result  
The menu displays on the guest telephone and the voice announcements of a voice mail box (if  
any) will be in the selected language. The guest acquires the full, non-restricted class of service  
upon check-in. The charges memory for the previous guest is erased.  
Checking out *  
1. Press the Check-in button.  
2. Press the button for the desired room.  
If the key light goes off: No charges have been incurred and all messages on  
the guest’s voice mail box have been listened to.  
Check-out is complete.  
If the button LED flashes: Charges have been incurred or there are messages  
on the guest’s voice mail box that have not been listened to.  
You can query the charges and you can ask the guest to listen to the messages.  
3. Press the Exit button.  
The DBM32 module returns to displaying the calling status of the room telephones.  
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Hotel functions  
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.  
Querying call charges *  
1. Press the Avaya Menu button.  
2. Select Charges.  
3. Press the OK button.  
4. Press the button for the room again.  
The charges are displayed.  
5. Select one of the following:  
Printout, for sum of charges,  
Total printout, for details of individual calls.  
6. Press the OK button.  
The charges for this guest will be printed out.  
7. Select Reset charge meter.  
8. Press the OK button.  
The charges for this guest are deleted.  
9. Press the Back softkey.  
10. Press the button for the room again.  
The guest is checked out or a message is displayed that there are still messages  
that have not been listened to.  
Listening to messages *  
A menu item shows how many messages on the guest’s voice mail box have not been listened  
to.  
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Messaging to guest: message at reception *  
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). There, the customer can listen to the messages on his voice mail  
box on pressing the * key.  
5. Press the button for the room again.  
The guest is now checked out. All messages that have not been listened to are  
deleted.  
Messaging to guest: message at reception *  
1. Press the Message button.  
2. Press the button for the desired room.  
3. Press the Exit button.  
The DBM32 module returns to displaying the calling status of the room telephones.  
"Message" appears on the display of the room telephone. If the room telephone  
does not have a display, the LED for signaling a call will light up.  
If the guest rings back, the "Message" indication will be canceled or the LED will go  
out.  
4. To delete the message: Press the key for the desired room again.  
Setting direct dial to rooms *  
If direct inward dial to a room is disabled, an external caller cannot reach this guest directly  
but must be connected via the switchboard.  
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Hotel functions  
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. Press the Exit button.  
The DBM32 module returns to displaying the calling status of the room telephones.  
Setting guest-to-guest connection *  
If a guest-to-guest connection is disabled, this guest cannot be called directly by other guests,  
who must instead be connected via the switchboard.  
1. Press the Disable guest-to-guest button.  
The button LEDs of all rooms which cannot be called directly from other room  
telephones light up.  
2. Press the button for the desired room.  
The button LED lights up or goes out, depending of the new guest-to-guest  
connection status of the room.  
3. Press the Exit button.  
The DBM32 module returns to displaying the calling status of the room telephones.  
Determining the charge limit *  
When the charge limit for a room is activated, this guest can only incur charges up to the  
specified limit. As soon as a guest reaches the charge limit, they hear a signal tone. They can  
still finish the present call, but cannot make any more external calls. A message that the guest  
has exceeded the charge limit appears on the reception telephone. The charge limit is the  
same for all guests.  
1. Press the Charge limit button.  
The button LEDs of all rooms which an activated charge limit light up.  
2. Press the button for the desired room.  
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Waking guests *  
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.  
Waking guests *  
With the wake-up call, you can send your own text or one prepared by your system  
administrator. You can change that text or compose one yourself.  
If the guest does not react to the wake-up call, a message to that effect appears on the  
reception telephone.  
Using the printer, a log is kept of when the wake-up call was entered, when it was made, and  
when it was acknowledged (or not, after a certain time).  
Wake-up times can also be entered by the guest himself at the guest telephone. Voice-  
controlled operation is described in the manual for the voice mail box.  
1. Press the Avaya Menu button.  
2. Select Appointments.  
3. Press the OK button.  
4. Select Appointments for others.  
5. Press the OK button.  
6. Press the button for the desired room.  
7. Press the OK button.  
All existing appointments for that room will be displayed.  
8. Now enter the desired time for the wake-up call just as you would for your own  
appointments.  
9. To delete one of the shown appointments: Just select it and press the Delete softkey.  
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Hotel functions  
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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. Deviations from the menu  
overview shown here may arise due to the features used and the accessories in use. Remarks  
and notes are shown in italic font.  
Menu item in basic menu  
One menu level lower  
One menu level lower  
Call pickup  
Call diversion  
Divert to  
Divert from  
Divert for  
Bundle [x]  
Appointments  
Call charges  
Own appointment  
Appointment for others  
Last call  
Total  
Total subs.  
Total line  
Total call charges  
Lock telephone  
Lock  
Message  
Night service  
Night service 1  
Night service 2  
Night service 3  
autom. Night service  
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Menus  
Menu item in basic menu  
One menu level lower  
One menu level lower  
Conference bridge  
Own conference  
Conference for others  
Display/Acoustics  
Settings  
Acoustics/Contrast  
Partner beep  
Do not disturb  
MSN call type  
Language  
Function keys  
Dial settings  
Autom. Handsfree  
LN on dialling  
Line / off-hook  
Number of redials [0]  
Redial every [ s]  
Answ.Back  
Second call  
Remote no. disp.  
Direct dial  
Code [0000]  
Applications  
Call log  
Call filter  
Mobility  
Conference bridge  
Remote Headset  
General call  
Hunt group  
VIP call  
Self-assignment  
Call display A->B  
Serial Call  
System functions  
Individual destinations  
General speed dial  
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Menu overview  
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 … *)  
Traffic statistics  
*) Further menu options will be displayed if the Service department has enabled you to program  
the corresponding functions: subscriber names, substitute terms, classes of service, system  
times, call bar groups, call bar numbers, software lock, auto. Night service, forwarding variants,  
gate stations, assignment control, call charge functions, paper format, call charge display, call  
charge threshold, call charge factor, second call barring.  
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Menus  
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Appendix A: Remote features  
Changing call diversion remotely *  
You 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. In many cases, you can use only  
certain pre-set telephones for this feature. Your system administrator will inform you.  
"Changing call diversion remotely" must be enabled by your system administrator. Your system  
administrator will tell you the remote control access number and PIN and also the codes for  
activating and deactivating call diversion.  
1. Dial the remote control access number from the external telephone.  
2. Enter your internal number.  
3. Enter your PIN.  
4. Enter the Codes for Activate Call diversion.  
5. Enter the Diversion target number.  
6. To deactivate the diversion enter the appropriate code.  
7. To set up or to change the call diversion, enter the codes for Activate follow-me,  
beginning with as asterisk.  
8. Enter the system’s external line code and the new destination to which you want to  
divert the calls.  
As confirmation, an acknowledgement tone sounds after a short time.  
9. To deactivate the call diversion, enter the code for Deactivate follow-me.  
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Index  
symbols ................................................................41  
A
call log entries automatically ......................................42  
call log lists .................................................................16  
call numbers  
presenting different ..............................................75  
presenting specified .............................................20  
callback  
acknowledging  
appointment .........................................................64  
adjusting  
handsfree operation .............................................70  
announcement  
replying ................................................................21  
anonymous calling ......................................................21  
answered calls ............................................................16  
answering  
calls ......................................................................23  
on hold .................................................................24  
partners ................................................................24  
pick-up .................................................................23  
second call ...........................................................26  
answering stations ................................................93, 94  
appointment ..........................................................6265  
delete ...................................................................65  
for today ...............................................................63  
one-time ...............................................................63  
automatic handsfree  
automatic .............................................................18  
calling ..............................................................1517, 21  
anonymous ..........................................................21  
external ................................................................15  
internal .................................................................15  
partners ................................................................17  
phone book entry .................................................17  
speakerphone ......................................................17  
with a destination key ...........................................16  
charge limitl  
hotel ...................................................................108  
charges ..........................................................59, 60, 106  
last calls ...............................................................59  
lines ......................................................................60  
subscribers ...........................................................60  
total ......................................................................59  
Checking in ...............................................................105  
Checking out .............................................................105  
code dialing  
after dialing ..........................................................72  
B
MMA .....................................................................56  
Code number ..............................................................78  
conference  
brightness ...................................................................69  
brokering ....................................................................25  
bundles .......................................................................31  
button module .............................................................99  
buttons .........................................................................9  
expanding ............................................................33  
conference bridge ......................................3538, 8587  
access PIN ...........................................................86  
changing standard PIN ........................................87  
dial into .................................................................35  
managing calls .....................................................36  
releasing reservation permission .........................85  
releasing standard access ...................................86  
reserving one-time ...............................................37  
reserving recurring ...............................................38  
set up ...................................................................85  
conference call ......................................................33, 34  
three-party ............................................................33  
conference room ........................................................35  
consultation call ..........................................................25  
contrast .......................................................................69  
customer password ....................................................97  
cut-in ...........................................................................19  
C
call charges ................................................................59  
call display  
extending .............................................................79  
call diversion .......................................................27, 115  
changing remotly ................................................115  
call filter .................................................................91, 92  
deleting entries .....................................................92  
call forwarding  
destinations ..........................................................95  
call log ...................................................................4144  
additional entries ..................................................44  
entry in phone book .............................................43  
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hotel ...................................................................108  
D
date ............................................................................97  
day service .................................................................93  
DBM32 ................................................................99, 104  
hotel functions ....................................................104  
deleting .................................................................42, 65  
appointment .........................................................65  
destination key  
H
handling  
calls ......................................................................23  
handsfree ...................................................................17  
handsfree answer back ..............................................76  
handsfree operation  
LEDs ....................................................................12  
destination keys ..........................................................82  
destinations  
setting ..................................................................70  
handsfreeautomatic after dialing ................................72  
headset  
assigning keys .....................................................82  
on keys .................................................................82  
direct dial  
activating ..............................................................81  
remote headset ....................................................81  
hotel ..................................................................105109  
call charges ........................................................106  
charge limit .........................................................108  
checking in .........................................................105  
checking out .......................................................105  
direct dial ............................................................107  
guest-to-guest connection ..................................108  
messages ...........................................................106  
waking guests ....................................................109  
hotel functions ...................................................103, 104  
DBM32 ...............................................................104  
hotel reception ..........................................................107  
hunt groups ................................................................80  
hotel rooms ........................................................107  
direct dialing ...............................................................77  
discrimination code ...................................................115  
diverting ...........................................................2729, 31  
after time ........................................................2729  
bundles ................................................................31  
for another telephone ...........................................29  
from ......................................................................28  
on busy ...........................................................2729  
to ..........................................................................27  
unconditional ..................................................2729  
Do not disturb .............................................................71  
double call ..................................................................27  
DTMF suffix dialling ..................................................115  
J
joining  
E
another call ..........................................................19  
editing  
phone book entry .................................................46  
ending .........................................................................34  
external line  
K
keys ........................................................................9, 82  
assigning functions ..............................................82  
assigning numbers ...............................................82  
seizing when off-hook ..........................................73  
F
L
follow-me ..................................................................115  
forwarding calls ..........................................................24  
function key  
language .....................................................................70  
lecture mode ...............................................................36  
LEDs  
on keys .................................................................12  
legal notices .................................................................2  
line keys .....................................................................83  
lines  
assigning keys .....................................................82  
on keys .................................................................83  
LN on dialing ..............................................................73  
LEDs ....................................................................12  
functions  
assigning keys .....................................................82  
G
general call .................................................................80  
guest-to-guest connectionl  
118 1408/1416 at Integral 5 - User Guide  
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lock .............................................................................61 participant ...................................................................34  
locking ........................................................................61 partner  
telephone .............................................................61  
assigning keys .....................................................82  
partner key  
M
LEDs ....................................................................12  
partner keys ................................................................84  
partners  
answering .............................................................24  
calling ...................................................................17  
on keys .................................................................84  
pick-up .................................................................24  
permission  
making a call .........................................................15, 16  
Managed Mobility Access .....................................53, 88  
settings .................................................................88  
menu  
overview .............................................................111  
message  
deleting ................................................................49  
own ......................................................................49  
sending standard texts .........................................50  
to caller ................................................................50  
viewing .................................................................49  
writing ...................................................................49  
messages ....................................................49, 106, 107  
missed calls ..........................................................16, 42  
MMA ..........................................................5356, 8890  
call diversion ........................................................56  
callback ................................................................54  
change registered numbers .................................89  
code dialing destinations ......................................56  
conference call .....................................................55  
deleting registered numbers ................................90  
dial system ...........................................................53  
end call .................................................................55  
modify call diversion number ...............................56  
modify twinning number .......................................56  
place call ..............................................................54  
refer-back call ......................................................55  
register numbers ..................................................88  
settings .................................................................88  
monitoring ...................................................................17  
muting .........................................................................25  
conference bridge reservation .............................85  
phone book ................................................17, 43, 4547  
calling entry ..........................................................17  
deleting entry .......................................................47  
editing entry .........................................................46  
new entry .............................................................45  
pick-up ..................................................................23, 24  
partners ................................................................24  
PIN ..................................................................61, 86, 87  
conference bridge ...........................................86, 87  
R
reception  
messages ...........................................................107  
redial  
interval .................................................................75  
repetition time ......................................................75  
redial list .....................................................................43  
redialing ................................................................18, 19  
automatic .............................................................19  
redials  
number of .............................................................74  
referring back .............................................................25  
reminder .....................................................................62  
remote  
N
changing call diversion .......................................115  
night service ..........................................................71, 94 removing .....................................................................42  
activating ..............................................................71 replying  
announcement .....................................................21  
O
requesting  
automatic callback ...............................................18  
automatic redialing ...............................................19  
ring tone  
melodies ...............................................................68  
on hold  
putting ..................................................................24  
outgoing calls .............................................................16  
overview .......................................................................9  
S
P
pager ..........................................................................79 second call  
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May 2010 119  
deactivating ..........................................................77 transferring  
second call barring .....................................................96  
settings  
call ........................................................................26  
on hold .................................................................26  
telephone system .................................................93 twinning ......................................................................30  
signaling calls  
on two telephones ................................................30  
source discrimination code .......................................115  
speakerphone .............................................................17  
switching  
between calls .......................................................25  
symbols  
U
unlocking  
telephone .............................................................62  
call log ..................................................................41  
V
T
VIP call .......................................................................79  
telephone system  
settings .................................................................93 W  
time .............................................................................97  
traffic statistics ............................................................98 waking guests ...........................................................109  
120 1408/1416 at Integral 5 - User Guide  
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