Avaya 16 603463 User Manual
Avaya 1408 and 1416 Telephones -  
connected to Integral Enterprise - User  
Guide  
16-603463  
Issue 1.09  
January 2010  
Contents  
Chapter 1: Introduction............................................................................................................7  
Introduction to the 1400 ISDN Telephone Introduction to the 1400 Series Digital Deskphones......................7  
Overview of phone buttons and features..........................................................................................................7  
About LEDs....................................................................................................................................................10  
Icons in the telephone display........................................................................................................................11  
About this manual..........................................................................................................................................12  
Chapter 2: Making calls..........................................................................................................13  
Introduction to making calls............................................................................................................................13  
Calling an internal call number........................................................................................................................13  
Calling an external call number......................................................................................................................13  
Calling with a destination key..........................................................................................................................14  
Calling a person from the call log....................................................................................................................14  
Calling a person from the phone book entry..................................................................................................14  
Calling a person from a central phone book entry *........................................................................................15  
Calling using the speakerphone......................................................................................................................15  
Requesting automatic callback......................................................................................................................16  
Requesting automatic redialing......................................................................................................................16  
Joining another call (cut-in)*............................................................................................................................17  
Chapter 3: Handling calls......................................................................................................19  
Introduction to handling calls..........................................................................................................................19  
Answering a call..............................................................................................................................................19  
Answering a call ringing at another phone (pick-up)......................................................................................19  
Putting a call on hold......................................................................................................................................20  
Muting a call....................................................................................................................................................20  
Deactivating your telephone display..............................................................................................................20  
Transferring a call............................................................................................................................................21  
Answering an additional call (second call)......................................................................................................21  
Turning second incoming call on or off............................................................................................................22  
Referring back during a call (consultation call)..............................................................................................22  
Chapter 4: Call diversion........................................................................................................23  
Introduction to call diversion............................................................................................................................23  
Diverting calls..................................................................................................................................................23  
Automatic call diversion *................................................................................................................................24  
Defining automatic call diversion *..................................................................................................................24  
Diverting calls automatically *........................................................................................................................25  
Chapter 5: Follow-me..............................................................................................................27  
Introduction to follow-me *..............................................................................................................................27  
Preparing follow-me on your own telephone..................................................................................................27  
Activating follow-me on another telephone....................................................................................................27  
Switching off follow-me on your own telephone..............................................................................................28  
Switching off follow-me on another telephone................................................................................................28  
Chapter 6: Three-party conference........................................................................................29  
Introduction to three-party conference calls....................................................................................................29  
Making a conference call................................................................................................................................29  
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Contents  
Talking with one participant in a conference call............................................................................................29  
Connecting conference participants with each other......................................................................................30  
Ending the conference call..............................................................................................................................30  
Chapter 7: Multiple conference *............................................................................................31  
Introduction to multiple conference calls........................................................................................................31  
Adding a participant to a multiple conference call..........................................................................................32  
Adding a participant by referring back............................................................................................................32  
Adding a waiting participant to a multiple conference....................................................................................33  
Answering a call in a multiple conference......................................................................................................33  
Transferring a multiple conference call as controller......................................................................................33  
Ending the multiple conference call as controller............................................................................................34  
Referring back as passive participant on a multiple conference call..............................................................34  
Disconnecting from a multiple conference call as passive participant............................................................35  
Chapter 8: Managing the call log..........................................................................................37  
Call log............................................................................................................................................................37  
Viewing the call log..........................................................................................................................................37  
Removing an entry from the call log................................................................................................................38  
Adding an entry from the call log to the phone book......................................................................................38  
Chapter 9: Managing the phone book..................................................................................39  
Introduction to the phone book........................................................................................................................39  
Creating a new entry in the phone book........................................................................................................39  
Adding an entry from the call log to the phone book......................................................................................40  
Editing an entry in the phone book..................................................................................................................40  
Deleting an entry............................................................................................................................................41  
Chapter 10: Voicemail System................................................................................................43  
Introduction to voicemail................................................................................................................................43  
Diverting calls to voicemail..............................................................................................................................43  
Managing voice messages *..........................................................................................................................43  
Deleting all messages....................................................................................................................................44  
Chapter 11: Partners..............................................................................................................45  
Introduction to partners..................................................................................................................................45  
Setting up partner names................................................................................................................................45  
Calling partners..............................................................................................................................................46  
Answering a call for a partner........................................................................................................................46  
Assigning partners to another key..................................................................................................................46  
Hiding partner keys........................................................................................................................................47  
Activating partner beep..................................................................................................................................48  
Assigning partners on the button module*......................................................................................................49  
Diverting your calls to a partner......................................................................................................................49  
Diverting partner calls to your telephone........................................................................................................50  
Diverting calls from one partner to another *..................................................................................................51  
Diverting partner calls to partners, extended *................................................................................................52  
Setting the deputy key *..................................................................................................................................53  
Adding a partner to a partner group *..............................................................................................................53  
Removing a partner from a partner group *....................................................................................................54  
Restricting partner signaling *........................................................................................................................55  
Reserving a line as executive line..................................................................................................................55  
Setting up a connection for a partner..............................................................................................................56  
Filtering *........................................................................................................................................................56  
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Dealing the filtering function as an executive *......................................................................................57  
Dealing the filtering function as a secretary *........................................................................................57  
Chapter 12: Private User Mobility..........................................................................................59  
Private User Mobility *....................................................................................................................................59  
Logging on to the telephone............................................................................................................................59  
Logging off the telephone................................................................................................................................60  
Chapter 13: Favorite screen..................................................................................................61  
Introduction to favorite screen........................................................................................................................61  
Toggling between the favorite screen and the telephone status....................................................................61  
Displaying the favorite screen in the idle mode..............................................................................................61  
Entering a function into the favorite screen....................................................................................................62  
Entering a destination into the favorite screen................................................................................................62  
Deleting a function or a destination from the favorite screen..........................................................................63  
Chapter 14: Customizing your telephone............................................................................65  
Introduction to customizing your telephone....................................................................................................65  
Setting parameters for your telephone............................................................................................................65  
Turning acoustic signaling on or off........................................................................................................65  
Changing the acoustic signaling............................................................................................................66  
Setting the ringing tone melody..............................................................................................................67  
Setting the contrast and the brightness..................................................................................................68  
Setting the language..............................................................................................................................68  
Adjusting the setting for handsfree operation........................................................................................68  
Displaying your name and call number on your telephone....................................................................69  
Setting key beep tones to on or off........................................................................................................69  
Displaying time zones *..........................................................................................................................70  
Saving emergency numbers..................................................................................................................70  
Function and Destination keys........................................................................................................................71  
Function and destination keys................................................................................................................71  
Assigning functions to keys....................................................................................................................72  
Creating a destination key......................................................................................................................73  
Assigning a destination from the phone book to a key..........................................................................73  
Changing an existing destination............................................................................................................74  
Deleting key assignments......................................................................................................................75  
Setting up a macro (diversion and pick-up)............................................................................................76  
Relocating the telephone................................................................................................................................77  
Saving personal data......................................................................................................................................77  
Saving personal data..............................................................................................................................77  
Saving data locally..................................................................................................................................78  
Saving data locally automatically............................................................................................................78  
Saving data centrally..............................................................................................................................79  
Allowing/barring central data saving......................................................................................................79  
VIP functions..................................................................................................................................................80  
Preparing VIP functions..........................................................................................................................80  
1. Using the executive telephone as a two-way intercom system to the secretary................................80  
Setting up the executive telephone........................................................................................................80  
Setting up the secretary telephone........................................................................................................81  
2. Making announcements from the executive telephone......................................................................82  
Setting up the executive telephone........................................................................................................82  
Setting up the secretary telephone........................................................................................................83  
Using the VIP functions..........................................................................................................................83  
Making anonymous calls................................................................................................................................84  
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Contents  
Accepting calls automatically (Handsfree answer back)................................................................................85  
Turning direct dialing on or off........................................................................................................................85  
Turning CSTA Answer Call on or off *............................................................................................................86  
Chapter 15: Using the Avaya Menu........................................................................................89  
Introduction to the Avaya menu......................................................................................................................89  
Managing call charges....................................................................................................................................89  
Introduction to call charges....................................................................................................................89  
Displaying charges during a call............................................................................................................89  
Viewing the charge display....................................................................................................................90  
Deleting call charges..............................................................................................................................90  
Switching the charge display to units....................................................................................................90  
Recording charges for private calls and projects *................................................................................91  
Locking the telephone....................................................................................................................................91  
Telephone lock........................................................................................................................................91  
Changing the PIN..................................................................................................................................92  
Locking the telephone............................................................................................................................92  
Unlocking the telephone........................................................................................................................93  
Setting automatic locking *....................................................................................................................93  
Managing appointments..................................................................................................................................94  
Appointments (reminders)......................................................................................................................94  
Entering a new appointment..................................................................................................................94  
Acknowledging an appointment..............................................................................................................95  
Viewing appointments............................................................................................................................95  
Deleting an appointment........................................................................................................................95  
Chapter 16: Menus..................................................................................................................97  
Menu overview................................................................................................................................................97  
Menu settings overview..................................................................................................................................99  
Chapter 17: Appendix Remote features..............................................................................103  
Introduction to remote features....................................................................................................................103  
Calling remote using the system *................................................................................................................103  
Changing call diversion remotely *................................................................................................................103  
Chapter 18: Auxiliary devices..............................................................................................105  
Introduction to auxiliary devices....................................................................................................................105  
Button module BM32....................................................................................................................................105  
Using the button module BM32....................................................................................................................106  
Using a headset............................................................................................................................................107  
About operating cordless headsets..............................................................................................................107  
Chapter 19: Appendix Contact Center................................................................................ 109  
Contact Center buttons..................................................................................................................................110  
Chapter 20: Abbreviations....................................................................................................113  
Index.......................................................................................................................................115  
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Chapter 1: Introduction  
Introduction to the 1400 ISDN Telephone Introduction to the  
1400 Series Digital Deskphones  
The Avaya 1400 Series telephones are ISDN telephones for use with the Integral Enterprise  
call processing system. The 1400 Series Digital Deskphones are for use with the Avaya Aura™  
Communication Manager call processing system. 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. They  
put convenient features and capabilities at your fingertips, including a display to view and  
manage your calls, a Call Log, a personal as well as a central phone book, 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.The descriptions of such  
optional features are marked with an asterisk in the title.  
Overview of phone buttons and features  
Avaya 1408 Telephone  
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Introduction  
Avaya 1416 Telephone  
No.  
Name  
Description  
1
Call/Message  
Waiting Indicator  
This light flashes when you receive an incoming call.  
Additionally it indicates you have voicemail  
messages waiting.  
2
Phone Display  
There are 3 (1408) or 4 (1416) lines in the phone  
display. The phone display presents calling or called  
party identification, user options, and other  
information relevant to using the phone.  
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Overview of phone buttons and features  
No.  
Name  
Description  
When the phone is idle, the top line shows the  
number of missed calls. The top line also shows the  
phone number and name you set and the date and  
time.  
The middle line (1408) or two lines (1416) display  
status information.  
The bottom line displays the softkey labels.  
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  
Function keys /  
Press the Phone/Exit button to return back to the idle  
display from a menu.  
There are 8 (1408) or 16 (1416) keys that can be  
Destination keys / programmed as either function keys or destination  
Partner keys  
keys. Press a labeled function key to enable or  
disable that function. The function keys provide the  
same functions that are available in the menu. When  
a call number is programmed on the key press the  
key to dial the destination. (Partners are special  
destinations, see chapter Partners for more  
information)  
7
Hold  
Press the Hold button (R button) to put the active call  
on hold or to toggle between an active call and a call  
on hold.  
8
9
Conference  
Transfer  
Drop  
Press the Conference button to add another party to  
an existing call.  
Press the Transfer button to transfer a call to another  
number.  
10  
Press the Drop button to drop the active call. While  
on a conference call, press the Drop button to drop  
the call party which is marked in the display from the  
conference call.  
11  
12  
Headset  
Volume  
Press the Headset button to use the headset if it is  
connected. Only HIS headset cords are compatible  
with your phone.  
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.  
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9
Introduction  
No.  
13  
Name  
Description  
Mute  
Press the Mute button to mute a call in progress. To  
take a call off mute, press Mute again.  
14  
15  
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  
outgoing, incoming, and 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.  
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 red  
Description  
Function is active, e. g. the ringing tone is silenced.  
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Icons in the telephone display  
LED  
Description  
Off  
Function is not active.  
Table 2: Partner key LEDs  
LED  
Description  
Steady green  
Partner has set partner diversion.  
Blinking red very fast  
Partner receives two calls in parallel (50 ms on, 50 ms  
off).  
Blinking red fast  
Partner receives a call, either in idle state or while on a  
call (200 ms on, 50 ms off)  
Steady red  
Partner is on a call.  
Related topics:  
Introduction to partners on page 45  
Icons in the telephone display  
Icons are provided in the phone display to indicate the state of a call and navigation choices.  
The icons that appear in the phone display are described in the following table.  
Icon  
Description  
#X  
Number of calls missed, where #represents the number.  
Call forward, Send All Calls, or EC500 is active. (These  
features are available if they have been administered for your  
telephone.)  
Incoming call is ringing.  
Call is active.  
Call is on hold.  
Call is on soft hold (when using Conference or Transfer  
feature).  
Conference is active.  
Conference is on hold.  
Scroll left for other options.  
Scroll right for other options.  
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Introduction  
Icon  
Description  
Scroll up or down for other options.  
About this manual  
Descriptions of optional features are marked with an asterisk in the title. For more information  
about the optional features, see your system administrator.  
All the descriptions in this user guide assume a standard assignment of the function keys. If  
you re-assign the function keys, the procedures may change from those provided in this guide.  
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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.  
2. Lift the handset.  
Calling an external call number  
1. Enter the external line code, for example 0.  
2. Enter the desired call number.  
3. Lift the handset.  
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Making calls  
Calling with a destination key  
1. Press the destination key for the desired subscriber.  
2. Lift the handset.  
Related topics:  
Assigning functions or call numbers to keys  
Calling a person from the call log  
1. Press the Call Log or the Redial button.  
2. Press the left/right arrow button, to select the appropriate list.  
3. Select the desired call number.  
4. Lift the handset.  
Related topics:  
Call log on page 37  
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.  
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Calling a person from a central phone book entry *  
You can also search for a name or call number by using an asterisk “*” as a wild  
card (as you can on your PC). For example, if you input *mobile, all entries  
which include the string “mobile” will be displayed.  
3. Lift the handset.  
Related topics:  
Introduction to the phone book on page 39  
Calling a person from a central phone book entry *  
1. Press the Phone book / Contacts button.  
2. Press the Main softkey.  
3. Enter one or more of the first letters of the name.  
4. Select the entry you want to dial.  
5. Lift the handset.  
Related topics:  
Introduction to the phone book on page 39  
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.  
3. To adjust the volume, press + or - on the Volume button.  
4. Do one of the following:  
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Making calls  
a. To continue the call using the handset, lift the handset. To return to the  
speakerphone, 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.  
1. Select the Automatic Callback menu item or Callback function key.  
2. Press the OK button.  
3. Replace the handset.  
Your telephone system calls you back as soon as the called number is free or free  
again.  
4. Lift the handset  
Your telephone system calls the dialled call number again.  
5. To delete the automatic callback again:  
a. Press the Callback softkey  
b. Select the desired callback request.  
c. Press the Details softkey.  
d. Press the Delete softkey.  
Requesting automatic redialing  
If the call number you dialed is busy, you can select Automatic redialto dial the busy  
number every 30 seconds.  
1. Select the Automatic redial menu item.  
2. Press the OK button.  
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Joining another call (cut-in)*  
The status information Redial repeat every 30 s is shown.  
3. Replace the handset, if you have lifted it.  
Automatic redial is stopped if you press any button or lift the handset. After you have finished  
you will be asked Continue redial ?  
Joining another call (cut-in)*  
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 the Cut-in menu item.  
Each person on the call will hear a cut-in tone.  
2. To disconnect from the call, select Cut-in again, press the Drop button, or replace  
the handset.  
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Making calls  
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Chapter 3: Handling calls  
Introduction to handling calls  
When you receive an incoming call your telephone rings, the Incoming Call LED flashes and  
the call is indicated in the display.  
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 and external calls have different ringing tones.  
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)  
1. Enter the number of the ringing telephone with your handset on-hook.  
The status message Pick-up is shown in the display.  
2. Select Pick-up .  
3. Press the OK button and wait until the call is signalled at your phone.  
4. Lift the handset.  
If you want to pick up calls for a particular telephone, you can set up a macro. So you can press  
a single key to answer calls ringing at that telephone. See chapter Setting up a macro (diversion  
and pick-up) for more information.  
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Handling calls  
You can also pick up calls by entering a code, if your telephone system is administered for the  
pick-up function. See your system administrator for more information.  
Related topics:  
Setting up a macro (diversion and pick-up) on page 76  
Putting a call on hold  
You can put an active call on hold or an incoming call that you have not yet answered. When  
you put an incoming call on hold, the ringing tone is turned off, and the call LED continues to  
flash. Putting an incoming call on hold is useful when you are performing another task, such  
as editing a phone book entry, that you want to complete before you answer the call.  
1. Press Hold button, the active call will be keep on hold and you get a possibility to  
call another subscriber.  
2. Press Drop key to return back to the call or select the call on hold and press OK.  
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.  
Deactivating your telephone display  
Use this procedure to deactivate the call number of caller in the display. An example of when  
you might want to do this is if you do not want the name or number of the person with whom  
you are talking to appear in your telephone display.  
1. Press the Display softkey.  
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Transferring a call  
The display is deactivated and the call number is not stored in all the call log lists.  
2. To reactive the display, press the Display softkey again.  
Note:  
When you deactivate your telephone display, the call number is not stored in the call log.  
Transferring a call  
1. Select new call to ....  
2. Press the OK button.  
Your first call is put on hold.  
3. Dial the appropriate call number.  
4. When the party answers, announce the call.  
If the party does not answer, press the Drop button to return to the call on hold.  
5. 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.  
To end the first call instead, press the Drop button.  
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Handling calls  
Turning second incoming call on or off  
If you do not want to answer an additional call (second call) during a call, you can deactivate  
the second call.  
1. Select Second call in the display.  
2. Press the OK button.  
3. Press the On/Off softkey.  
4. Press the Done softkey.  
5. To activate the second call again from the Avaya Menu select Settings > Display/  
Acoustics > Second call and change the setting with the On/Off softkey.  
Referring back during a call (consultation call)  
Use this procedure to make a consultation call while on a call.  
1. Select new call to ....  
2. Press the OK button.  
Then your first call is on hold.  
3. Enter the call number of the person whom you want to consult.  
4. If the second call is not answered, you can return to the first by pressing Drop.  
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Chapter 4: Call diversion  
Introduction to call diversion  
You can divert your calls to someone else.  
Different kinds of call diversion are possible:  
• to: first destination unconditional  
• to: alternative destination unconditional  
• on busy: destination only when you are busy  
• Ex.aft.time : destination for delayed call diversion (after time) only for external calls *.  
• Int.aft.time: destination for delayed call diversion (after time) only for internal calls *.  
• Double call: you set up your telephone so that another telephone rings together with  
it at the same time *.  
* You need a special authorization to use this kinds of the feature. Please refer to your system  
administrator  
If you have activated delayed call diversion, you may decide from case to case to answer a  
call yourself or to divert it after a certain time.  
A particularly convenient way to set up a call diversion is to use a macro. You can then enable or  
disable this call diversion by pressing a single key.  
Related topics:  
Setting up a macro (diversion and pick-up) on page 76  
Diverting calls  
You want to divert your calls to someone else.  
1. Press the Avaya Menu button.  
2. Select Divert call .  
3. Press the OK button.  
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Call diversion  
4. Select the appropriate kind of diversion.  
5. Enter the desired call number.  
6. Press the OK button.  
The status information DIV to call number appears in the display and the LED lights  
up.  
7. To withdraw the diversion, select the appropriate status information and press the  
OK button .  
Related topics:  
Diverting calls to voicemail on page 43  
Automatic call diversion *  
Call diversion can be set in advance for a certain time slot. It is controlled by times and  
weekdays.  
You need an appropriate authorization for this feature. Please ask your system administrator.  
Two alternative destination numbers with different time slots can be programmed.  
Automatic call diversion can override a call diversion that was set up manually. Once the  
automatic call diversion has finished, the manual call diversion becomes active again.  
Call diversion on busy, Delayed call diversion and Double Call cannot be controlled using time  
slots.  
First you have to define the time slot by Start time, Stop time and weekday. Afterwards you  
can activate or deactivate it.  
Defining automatic call diversion *  
Use this procedure to define the call number, time slot and weekdays, when you want all your  
calls diverted automatically.  
1. Press the Avaya Menu button.  
2. Select Divert call .  
3. Press the OK button.  
4. Set automatic  
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Diverting calls automatically *  
5. Press the OK button.  
6. Enter the desired call number.  
7. Select Start time.  
8. Enter the time with hour and minutes.  
9. Select Stop time.  
10. Enter the time with hour and minutes.  
11. Select weekday.  
12. Press the OK button.  
13. Select the appropriate pattern, for instance Mo-Fr.  
If you scroll down you can also set the properties for the second automatic call  
diversion.  
Diverting calls automatically *  
Use this procedure to automatically divert your incoming calls according to the time slot,  
weekday, and call number you have defined.  
1. Press the Avaya Menu button.  
2. Select Divert call .  
3. Press the OK button.  
4. Select Automatic 1 or alternative Automatic 2.  
5. Press the OK button.  
The status message DIV to call number appears in the display and the LED lights  
up.  
6. To withdraw the diversion, select the appropriate status information and press the  
OK button .  
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Call diversion  
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Chapter 5: Follow-me  
Introduction to follow-me *  
When you are going to visit several colleagues one after the other and don't want to miss any  
call arriving meanwhile, you use the follow-me function.  
This function allows you to use other telephones to set up or change the call diversion on your  
telephone.  
You need to prepare this function on your own telephone first.  
The follow-me function is prepared, activated and switched off by means of particular codes.  
The first one is used on your own telephone, the second on other telephones. Please ask your  
system administrator for the appropriate codes.  
Preparing follow-me on your own telephone  
1. Lift the handset.  
2. Press the asterisk * .  
3. Enter the first code.  
4. Replace the handset.  
Activating follow-me on another telephone  
When you arrive at the other telephone, you activate the prepared follow-me function, to divert  
your incoming calls to this other telephone.  
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Follow-me  
1. Lift the handset.  
2. Press asterisk * .  
3. Enter the second code.  
4. Dial your own call number.  
5. Replace the handset.  
Switching off follow-me on your own telephone  
When you are back at your own telephone, you switch off the follow-me function.  
1. Lift the handset.  
2. Press hash # .  
3. Enter the first code.  
4. Replace the handset.  
Switching off follow-me on another telephone  
If you don't want to return to your own telephone, you can switch off the follow me function on  
another telephone.  
1. Lift the handset.  
2. Press hash # .  
3. Enter the second code.  
4. Dial your own call number.  
5. Replace the handset.  
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Chapter 6: Three-party conference  
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. If the Multiple Conference feature has been enabled in your telephone system,  
up to seven people can be included in the conference call.  
A conference between a call waiting (second call) and the first talking party is not possible.  
Related topics:  
Introduction to multiple conference calls on page 31  
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, you are in a three-party conference.  
3. If the additional participant does not answer, press the Drop button to return to the  
first call.  
If you use the new call to … menu item to call the additional participant, you can first talk to  
the participant privately while the first caller is on hold. Then use the Conference button to  
connect all participants.  
Talking with one participant in a conference call  
Use this procedure if you are on a three-party conference call and want to talk privately with  
one participant.  
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Three-party conference  
1. Select the call number menu item of the participant with whom you want to talk  
privately.  
2. Press the OK button.  
You can talk privately with the desired participant, while the other call is on hold.  
3. To return to the conference press the Conference button or select conference with  
from the menu.  
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 7: Multiple conference *  
Introduction to multiple conference calls  
If the Multiple conference feature has been enabled in your telephone system for your  
extension, you can include up to seven people in a conference call. (Otherwise you can use  
the three party conference.) The person who is responsible for initiating the conference is the  
controller. The others are passive participants.  
Controller  
The controller manages the conference and controls all participants and their status by means  
of the List of all conf. users. When the third participant is added in the conference, the List  
of all confer. users menu item appears. It shows the number of conference participants as  
well as name, call number and status of each. There are three possible status values:  
• No details: the participant is taking part in the conference.  
• X : the participant is on hold, when he has initiated a refer-back for example.  
• ! : the participant is taking part in the conference on behalf of another previous  
participant.  
If there are only three participants in the multiple conference, the display is almost identical to  
the display of a three-party conference. Instead of the List of all confer. users menu item the  
conference participants are shown in the status information.  
During a multiple conference, the controller can neither transfer calls nor cut in on calls.  
The controller can usually have one connection on hold or eight connections on hold if Hold/  
Retrieve is enabled.  
Passive participants  
Passive conference participants are added to the multiple conference by the conference  
controller. Their displays indicate the status information Conference.  
Passive participants cannot set up another conference, but they can ...  
• ... enter their connection in another conference.  
• ... enter their connection in the queue by refer-back and then switch back to the  
conference.  
• ... transfer their conference connection to another subscriber by refer-back.  
• ... end their participation in the conference.  
Related topics:  
Introduction to three-party conference calls on page 29  
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Multiple conference *  
Adding a participant to a multiple conference call  
1. While active on a call, press the Conference button.  
The multiple conference is put on hold.  
2. Enter the call number for the additional participant.  
When the additional participant answers, the multiple conference is reactivated  
including the new one. When the third participant is added in the conference, the  
List of all confer. users menu item appears.  
3. If the additional participant does not answer, press the Drop button to reactivate the  
multiple conference.  
If you use the new call to … menu item instead to call the additional participant, you can first  
talk to this participant privately while the conference call is on hold. Then use the Conference  
button to reactivate it including the new participant.  
Adding a participant by referring back  
Use this procedure to add a participant to your multiple conference call via a consultation call.  
If you select the new call to .... menu item to call the additional participant, you can first talk  
privately while the others are waiting and afterwards build the conference with the Conference  
button.  
1. Select new call to ....  
2. Press the OK button.  
The multiple conference is put on hold.  
3. Enter the call number for the additional participant.  
When the additional participant answers you can talk privately, while the conference  
call is on hold. If the additional participant doesn't answer press the Drop button to  
return to the multiple conference call.  
4. Press the Conference button  
The multiple conference is reactivated including the new participant. When the third  
participant is added, the List of all confer. users menu item appears.  
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Adding a waiting participant to a multiple conference  
Adding a waiting participant to a multiple conference  
You are controller of a multiple conference having several waiting participants. That is, there  
are several refer-backs waiting. You can switch from one to another.  
1. Select the appropriate refer-back back to ....  
2. Press the OK button.  
You are now reconnected with the waiting participant. The multiple conference is  
put on hold.  
3. Press the Conference button  
The waiting participant is added to the conference and the multiple conference is  
reactivated.  
To disconnect this connection instead, press the Drop button.  
To switch back to the waiting conference call, select Back to conference .  
Answering a call in a multiple conference  
Use this procedure to answer an additional call while you are controller of a multiple  
conference.  
1. Select the appropriate status information call number of the calling person.  
2. Press the OK button.  
You are now connected with the new calling person. The multiple conference is put  
on hold.  
3. Press the Conference button, if Hold/Retr is activated.  
The new caller is added to the multiple conference and the multiple conference is  
reactivated.  
Transferring a multiple conference call as controller  
Use this procedure to leave a multiple conference as controller without ending it.  
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Multiple conference *  
1. Select Transfer conference ....  
2. Press the OK button.  
The multiple conference continues without a controller, but at the original controller’s  
responsibility.  
When you are in the state Hold/Retrieve locked/disabled, you can alternatively replace the  
handset.  
Ending the multiple conference call as controller  
To end a multiple conference call as controller, replace the handset or press the Drop button.  
Referring back as passive participant on a multiple  
conference call  
Use this procedure to make a consultation call while on a multiple conference call as passive  
participant.  
1. Select new call to ....  
2. Press the OK button.  
The controller is made aware of this in the List of all confer. users.  
3. Enter the call number of the new conference participant.  
4. Once you are connected to this person, you can replace the handset to transfer the  
conference connection.  
The controller is made aware of this in the List of all confer. users.  
5. To return to the multiple conference, if the called person does not answer, press the  
Drop button.  
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Disconnecting from a multiple conference call as passive participant  
Disconnecting from a multiple conference call as passive  
participant  
To disconnect from a multiple conference call as passive participant, replace the handset or  
press the Drop button.  
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Multiple conference *  
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Chapter 8: Managing the call log  
Call log  
You can use the call log to view a list of your recent calls or view separate lists of your outgoing,  
answered, or missed calls. Icons indicate the history of the calls:  
Icon  
>>  
call log list  
All calls  
max. number of entries  
Missed calls (call list)  
Answered calls  
maximal 30 calls  
maximal 10 calls  
>>  
Outgoing calls (redial list) maximal 10 calls  
The most recent entry is at the top of each list. If you select one entry and press the Details  
softkey, you get a detailed display, including the time of the selected call.  
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.  
Related topics:  
Calling a person from the call log on page 14  
Viewing the call log  
You can view a separate list of all, answered, outgoing, or missed calls.  
1. Press the Call Log button.  
2. Press the left/right arrow button, to select the appropriate list.  
3. Select the appropriate entry.  
4. Press the Detailed softkey or the ok button.  
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Managing the call log  
The detailed display of the appropriate entry is shown.  
Removing an entry from the call log  
1. Press the Call Log or the Redial button.  
2. Press the left/right arrow button, to select the appropriate list.  
3. Select the desired call number.  
4. Press the OK button.  
5. Press the Delete softkey.  
The entry is deleted immediately without confirmation prompt.  
Adding an entry from the call log to the phone book  
1. Press the Call Log or the Redial button.  
2. Select the desired call number.  
3. Press the Details softkey.  
4. Press the Down navigation button  
5. Press the More button  
6. Press the +Contact softkey.  
7. Enter a name if required.  
8. Press the Save softkey.  
If an entry with the same call number already exists in the phone book, the status information  
Number already existsis displayed.  
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Chapter 9: Managing the phone book  
Introduction to the phone book  
Your telephone has a personal phone book. There you can store up to 268 phone numbers  
with their associated names, which are available only on your telephone.  
You can then dial phone book numbers quickly and easily. You can modify the individual phone  
book entries yourself.  
If you have authorization to access the main phone book, you can also find and dial entries  
there.  
Entries from the redial list, call list and call log can be quickly and easily saved in the phone  
book. You can easily assign a phone book entry to a destination key.  
Related topics:  
Calling a person from the phone book entry on page 14  
Calling a person from a central phone book entry * on page 15  
Creating a new entry in the phone book  
The number of free slots in your local phone book are displayed in the phone book status line.  
Note:  
You can add a caller's phone number to the phone book while you are talking to them: Press  
the +Contact softkey.  
1. Press the Phone book / Contacts button.  
2. Press the New softkey.  
3. Enter name and call number.  
Additionally you can enter a remark in the input field Rem. (max. 12 letters).  
4. Press the OK button.  
5. Press the Save softkey.  
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Managing the phone book  
Adding an entry from the call log to the phone book  
1. Press the Call Log or the Redial button.  
2. Select the desired call number.  
3. Press the Details softkey.  
4. Press the Down navigation button  
5. Press the More button  
6. Press the +Contact softkey.  
7. Enter a name if required.  
8. Press the Save softkey.  
If an entry with the same call number already exists in the phone book, the status information  
Number already existsis displayed.  
Editing an entry in the phone book  
1. Press the Phone book / Contacts button.  
2. Select the entry you want to edit.  
3. Press the OK button.  
4. Edit the entry.  
5. Press the Save softkey.  
Note:  
To reach the entry more quickly, you can also enter one or more of the first letters of the  
name.  
You can also search for a name or phone number by using an asterisk "*" as a wild card (as  
you can on your PC). For example, if you input "*mobile", all entries which include the string  
"mobile" will be displayed.  
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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 More softkey.  
4. Press the Delete softkey.  
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Managing the phone book  
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Chapter 10:Voicemail System  
Introduction to voicemail  
Callers can leave messages for you similar to an answering machine, if a voicemail system is  
connected to your telephone system. You can call to retrieve these voice messages. Further  
more you can receive conventional text messages from a server.  
The light at the right upper corner of your telephone indicates that you have voicemail  
messages waiting.  
Diverting calls to voicemail  
Use the procedure Diverting calls and enter the call number of your voicemail system as  
destination.  
To withdraw the diversion, select the appropriate status information and press the OK button.  
Related topics:  
Diverting calls on page 23  
Managing voice messages *  
The light at the right upper corner of your telephone indicates that you have voicemail  
messages waiting.  
1. Press the Message button.  
2. Select to the desired entry.  
3. Press the OK button.  
Your telephone switches to handsfree and dials the call number of the voicemail  
system. Then you are guided through the operations of the voicemail system.  
4. To listen the voice message, follow the advice of your voicemail system.  
5. To delete the voice message, press the Clear softkey.  
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Voicemail System  
The appropriate entry flashes. Press the Clear button once more or the OK button to  
confirm.  
Deleting all messages  
The light at the right upper corner of your telephone indicates that you have voicemail  
messages waiting.  
1. Press the Message button.  
2. Select Delete all messages.  
3. Press the OK button.  
The selected menu item starts flashing.  
4. Press the OK button to confirm.  
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Chapter 11: Partners  
Introduction to partners  
Your system administrator can link together up to 16 telephones in your telephone system to  
create a partner group. You can set up your telephone so that you hear a short tone when  
one of your partners is called (partner beep). You can also set up and, if required, delete several  
partner diversions by pressing a few keys. To do this, the Deputy key function key must be  
set up.  
By default, all partners are assigned to function keys, also referred to as partner keys. The  
LEDs of the partner keys provide information about your partners' activities.  
Related topics:  
About LEDs on page 10  
Assigning functions to keys on page 72  
Creating a destination key on page 73  
Setting up partner names  
You can allocate a long and a short name to each partner call number.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt my partners….  
9. Press the OK button.  
10. Select Set partner name.  
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Partners  
11. Press the OK button.  
12. Select the call number of the desired partner.  
13. Press the OK button.  
14. Select Long name.  
15. Enter the appropriate name.  
16. Select Short name.  
17. Enter the appropriate name.  
18. Press the Done softkey.  
Calling partners  
1. Press the appropriate partner key.  
2. Talk using the speakerphone, or lift the handset to talk using 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.  
Assigning partners to another key  
By default, all partners are assigned to the function keys. Use this procedure to assign a partner  
to a different key.  
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Hiding partner keys  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt my partners….  
9. Press the OK button.  
10. Select Change Partner position.  
11. Press the OK button.  
12. Select the desired partner.  
13. Press the OK button.  
14. Press the partner or function key that you want to assign.  
The previous key assignment is displayed.  
15. Press the Save softkey.  
The partner is now assigned to the new key.  
Hiding partner keys  
Use this procedure to hide the partner signaling for one of your partners.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt my partners….  
9. Press the OK button.  
10. Select Hide/show partner keys .  
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Partners  
11. Select the partner key whose partner signalling you don't want to get any longer.  
12. Press the Change softkey.  
13. Press the Done softkey.  
Activating partner beep  
Use this procedure if you want to hear a short tone (beep) every time your partner is called.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt my partners….  
9. Press the OK button.  
10. Select Set partner beep....  
11. Press the OK button.  
12. Select the partner for whom you want to activate the partner beep.  
13. Press the OK button.  
14. Select Audio.  
15. Press the Change softkey several times to select one of the following:  
• Beep  
• Ringing tone  
• off  
16. Press the Done softkey.  
If you set Ringing tone instead of Beep, the normal ringing tone sounds on your  
telephone when your partner is called.  
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Assigning partners on the button module*  
Assigning partners on the button module*  
Use this procedure to transfer all your partners from your telephone's keys to the keys of a  
button module.  
Note:  
The button module is not supplied as standard with your telephone.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt my partners….  
9. Press the OK button.  
10. Select Assign partner to DSS module.  
The partners are transferred to the LEDs of the button module in their current order.  
The previous key assignments on the buttons are overwritten.  
11. Select Assign partner to telephone in order to transfer the partners back to the  
telephone. The former key assignments of the button module are re-established.  
Diverting your calls to a partner  
Use this procedure to divert your calls from outside the partner group to one of your partners.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
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Partners  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Set/delete partner div ….  
9. Press the OK button.  
10. Select Partn. div. from my phone....  
11. Press the OK button.  
12. Select the partner to whom you want to divert calls, displayed with off  
13. Press the OK button.  
14. Select on  
15. Press the OK button.  
The partner diversion is now activated, displayed in the status information.  
Related topics:  
Setting up a macro (diversion and pick-up) on page 76  
Diverting partner calls to your telephone  
You want to answer calls on behalf of your partners. Use this procedure to divert their calls to  
your own telephone.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Set/delete partner div ….  
9. Press the OK button.  
10. Select Partner div. to my phone....  
11. Press the OK button.  
12. Select the partner, whose calls you want to divert to your telephone, displayed with  
off  
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Diverting calls from one partner to another *  
13. Press the OK button.  
14. Select on .  
15. Press the OK button.  
Partner diversion is now activated. The appropriate LED flashes.  
Related topics:  
Setting up a macro (diversion and pick-up) on page 76  
Diverting calls from one partner to another *  
If you have the appropriate authorization, you can set up a partner diversion from any partner to  
another.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Set/delete partner div ….  
9. Press the OK button.  
10. Select Partnerdiv. from/to others.  
11. Press the OK button.  
12. Select Set partner division.  
13. Press the OK button.  
All partner are displayed.  
14. Select one of the partners as source for the diversion.  
All possible combinations with this source partner are displayed.  
15. Select the combination with the target partner to whom you wish to divert calls.  
16. Press the OK button.  
The selected combination is displayed with off.  
17. Press the Change softkey.  
The selected combination is displayed with on  
18. Press the Done softkey.  
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Partners  
Partner diversion is now activated.  
Diverting partner calls to partners, extended *  
If you have the appropriate authorization, you can divert any call of a partner group to any call  
number for another partner. This means that call diversion can be activated to a partner's  
mobile or home call number.  
A maximum of five status displays for extended partner diversion can be displayed. Partner  
names are replaced by the number in extended partner diversion.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Set/delete partner div ….  
9. Press the OK button.  
10. Select CFF partner diversion key 1..5.  
11. Press the OK button.  
12. Press the Enter softkey.  
13. Select the partner whose calls shall be diverted.  
14. Press the OK button.  
15. Enter the call number.  
16. Press the OK button.  
17. The function key is allocated.  
Related topics:  
Setting up a macro (diversion and pick-up) on page 76  
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Setting the deputy key *  
Setting the deputy key *  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Set/delete partner div ….  
9. Press the OK button.  
10. Select Set deputy key.  
11. Press the OK button.  
12. Press Deputy to select the partner, from whom you want to divert .  
13. Press the OK button.  
14. Select partner and select all partners you want to define as your deputies and turn  
them to on.  
15. Press the OK button.  
16. Now the deputies are selected, you need to program the function key “deputy key” to  
activate/deactivate of defined deputy diversion.  
Related topics:  
Setting up a macro (diversion and pick-up) on page 76  
Function and destination keys on page 71  
Adding a partner to a partner group *  
Use this procedure to add a new partner to your partner group.  
The phone numbers of the subscribers in the partner groups must be set up by your system  
administrator.  
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Partners  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt partner group size.  
9. Press the OK button.  
10. Select Expand partner group.  
11. Press the OK button.  
12. Enter the call number of the partner you want to add to your partner group.  
13. Press the key to which you want to assign the new partner.  
Removing a partner from a partner group *  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt partner group size.  
9. Press the OK button.  
10. Select Reduce partner group.  
11. Press the OK button.  
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Restricting partner signaling *  
12. Select the partner who you want to remove.  
13. Press the Delete softkey.  
Restricting partner signaling *  
Use this procedure if you don't want the partners displays to show whether you are on a call,  
whether you are being called, whether a call diversion exists for you, etc.  
The "Restrict partner signaling" function must be enabled by your system administrator.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications/Partner.  
5. Press the OK button.  
6. Select Partner …  
7. Press the OK button.  
8. Select Adapt partner group size.  
9. Press the OK button.  
10. Select Restrict signaling Off.  
11. Press the Change softkey.  
The display switches to On.  
12. Press the Save softkey.  
13. To enable partner signaling again select Restrict signaling On.  
Reserving a line as executive line  
You can reserve an external line for another partner (executive) using your telephone. In this  
way, for example, a secretary can reserve a line for the boss.  
The Executive function key must be set up on the secretary's telephone by the administrator.  
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Partners  
1. Press the Executive key.  
2. Press the partner key of the partner for whom you want to reserve a line.  
3. Press the OKbutton.  
The status message Line busyappears in the display of the partner telephone.  
The partner can continue to dial as usual.  
Related topics:  
Assigning functions to keys on page 72  
Setting up a connection for a partner  
Your partner (executive) asked you to set up a connection substitutionally.  
1. Make a call to the appropriate call number.  
2. Select New call to...  
3. Press the OK button.  
4. Press the partner key.  
5. Replace the handset.  
The partner is connected to the other party. Your own telephone is free again. This  
procedure is like Transferring a call with the help of the partner key, further more  
you don't need to wait for the other person answering.  
Filtering *  
Filtering is a function for executives and their secretaries or receptionists. Filtering groups are  
formed with several executives and several secretaries for this purpose. An incoming call for  
an executive is initially signaled at the secretary's telephones. If required, it can subsequently  
be transferred to the executive. The filtering function is a special partner diversion.  
The executives activate the filtering function for external or internal or for all calls. In general,  
the secretaries can switch on or off to control their readiness to receive a call. When filtering  
is active, a filtered call is signaled at all active secretary's telephones in the filtering group. The  
connection is established to the receptionist who accepts the call first.  
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Filtering *  
The system administrator initializes the filtering function and sets up the filtering groups.  
Filtering can be activated for one executive to several receptionists. One receptionist can deal  
filtering for several executives.  
You as a member can assign the function keys for filtering, only if the filtering function has been  
initialized by your administrator. You can set up the names and a partner beep. But you cannot  
alter the filtering group.  
Related topics:  
Assigning functions to keys on page 72  
Dealing the filtering function as an executive *  
Your telephone has two toggle function keys INT and EXT with LEDs. The display shows you:  
• < which receptionists are ready to get your incoming calls.  
• > which other executives have diverted their incoming calls.  
1. To activate the filtering function for incoming external or internal calls or all calls,  
press the Ext or the Int function key or both of them.  
2. To withdraw the filtering function, press the appropriate key once more.  
Dealing the filtering function as a secretary *  
Your telephone has a FILTER function key. The according LED as well as the status display  
remain active as long as filtering is active for at least one executive. Furthermore the display  
shows you  
• > which executives have diverted their incoming calls.  
• < which other receptionists are also active for filtering.  
1. To activate the filtering function, press the Filter function key.  
2. To accept a signaled call, lift the handset or press the Speaker button.  
3. To transfer an accepted call to the executive, press the appropriate partner key and  
the Transfer button or replace the handset.  
4. To deactivate the filtering function, press the Filter function key again.  
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Partners  
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Chapter 12:Private User Mobility  
Private User Mobility *  
The Private User Mobility feature allows you to log on to any telephone inside the telephone  
system and have access to your personal settings (call list, redial, call diversion, and callbacks).  
Callers will reach you on this telephone when they dial your call number. Charging units  
incurred are allocated to your call number.  
To use the PUM function, it must be enabled in the telephone system. Furthermore two function  
keys must have the functions Log on and Log off assigned to them (look at the UsersGuide).  
This function is protected by the same PIN as the locking function. To use PUM, this PIN have  
exact six digits.  
Related topics:  
Assigning functions to keys on page 72  
Changing the PIN on page 92  
Logging on to the telephone  
1. Press the Log in user function key.  
2. Enter your personal call number.  
3. Select Password:.  
4. Enter your PIN.  
The PIN is displayed by asterisks *.  
5. Select Log in user.  
6. Press the OK button.  
A status message appears in the display. You are now logged in to this telephone  
and you can use it exactly like your own set.  
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Private User Mobility  
Logging off the telephone  
Press the Log out user function key.  
Your personal settings (call list, redial, call diversion, callbacks entered) are cleared.  
Note:  
You are logged off automatically if another subscriber logs on to this telephone.  
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Chapter 13:Favorite screen  
Introduction to favorite screen  
In the favorite screen you can gather functions and destinations that you use frequently. A  
maximum of twelve entries are possible. Then you can reach these functions or destinations  
very easily.  
In addition to providing another way of accessing the features, you can use the favorite screen  
to confirm the features programmed on the feature buttons if, for example, a feature button  
label is missing or labeled incorrectly.  
Toggling between the favorite screen and the telephone  
status  
Press the left/right arrow button.  
Displaying the favorite screen in the idle mode  
You can set your telephone to show the favorite screen in the idle mode instead of the telephone  
status.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Display/Acoustics.  
5. Press the OK button.  
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Favorite screen  
6. Select Favorite screen active Off.  
7. Select On/Off softkey.  
8. Press the Save softkey.  
Entering a function into the favorite screen  
You can add your favorite functions into the favorite screen for easy access.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Keys.  
5. Press the OK button.  
6. Select Set function keys.  
7. Press the OK button.  
8. Select the favorite function, which you want to add.  
9. Press the OK button.  
10. Select Add to Favorite Screen.  
11. Press the OK button.  
Related topics:  
Assigning functions to keys on page 72  
Entering a destination into the favorite screen  
You can add a destination into the favorite screen.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
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Deleting a function or a destination from the favorite screen  
4. Select Keys.  
5. Press the OK button.  
6. Select Set destination keys ....  
7. Press the OK button.  
8. Select Edit destination key ....  
9. Press the OK button.  
10. Select Press destination key.  
11. Press the OK button.  
12. Press the appropriate destination key.  
13. Select Add to Favorite Screen.  
14. Press the OK button.  
Related topics:  
Assigning a destination from the phone book to a key on page 73  
Deleting a function or a destination from the favorite screen  
You can remove seldom used functions or destinations from the favorite screen.  
1. Press the left/right arrow button, to select the favorite screen.  
2. Select the function or the destination that you wish to delete.  
3. Press the Delete softkey.  
Caution: The entry is deleted without confirmation.  
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Favorite screen  
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Chapter 14:Customizing your telephone  
Introduction to customizing your telephone  
This section provides procedures to set parameters for your telephone, such as the ring tone  
melody and language. It also provides procedures to manage your function and destination  
keys, save personal data, manage VIP functions, make anonymous calls, and turn direct  
dialing on or off. These procedures are performed using options provided in the Avaya menu.  
Setting parameters for your telephone  
Turning acoustic signaling on or off  
You can set the signal tone, ringing tone, and VIP ringing tone to on or off. When for instance the  
ringing tone is turned off, you will hear only a short beep when you are called.  
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.  
8. Select one of the following:  
• Signal tone  
• Ringing tone  
• VIP ringing tone  
9. Press the On/Off softkey.  
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Customizing your telephone  
10. Press the Done softkey.  
11. To reactivate one of these tones, scroll to the relevant menu item and press On/  
Off softkey again.  
Changing the acoustic signaling  
Use this procedure to change the volume of several tones. You can change the individual  
settings during a call by pressing + or - on the Volume button.  
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 Set acoustics.  
7. Press the OK button.  
8. Select the tone you want to change.  
• Handset  
• Loudspeaker  
• Ringing tone  
• Alerting Tone  
• Signal Tone  
• Headset volume  
9. Increase or reduce the volume by pressing + or - on the Volume button  
The new setting sounds immediately to be checked.  
10. Press the Save softkey.  
Note:  
You can also change any setting by pressing the numeric key of the desired setting, the right  
or left Navigation arrows, or the + or - on the Volume button.  
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Setting parameters for your telephone  
Setting the ringing tone melody  
You can assign different melodies to incoming calls (internal, external, VIP and partner / line).  
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 Set acoustics.  
7. Press the OK button.  
8. Select Select ringer melody.  
9. Press the OK button.  
10. Select the call type you want to change.  
• Internal calls  
• External calls  
• VIP calls  
• Partner/Line  
11. Press the OK button.  
12. Select the melody you want.  
13. Press the OK button.  
The new ringing melody is played.  
Note:  
You can change the melody’s playback speed under Set melody.  
Related topics:  
Introduction to handling calls on page 19  
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Customizing your telephone  
Setting the contrast and the brightness  
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 Set contrast or Set brightness.  
7. Increase or reduce the contrast or brightness with the right or left navigation button.  
8. Press the Done softkey.  
If you want to reset the acoustic and contrast settings to the as-supplied status, select Default  
setting and confirm with the OK button.  
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 Switch language .  
7. Press the OK button.  
8. Select the language you want to use for display texts.  
9. Press Select softkey.  
Adjusting the setting for handsfree operation  
You can adjust the handsfree settings for the conditions prevailing in your office and  
surroundings.  
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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 Set handsfree.  
7. Press the Change softkey to select one of the following.  
• echo  
• normal  
• muffled  
8. Press the Done softkey.  
9. Select Handsfree.  
Displaying your name and call number on your telephone  
You can save your name and call number to have it shown on the display.  
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 Set own call number.  
7. Press the OK button.  
8. Enter your telephone's name and call number.  
9. Press the Save softkey.  
Setting key beep tones to on or off  
You can have every press of a key signaled by a beep (key beep).  
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Customizing your telephone  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Keys.  
5. Press the OK button.  
6. Select Key beep (off).  
7. Press the OK button.  
8. Press the On/Off softkey.  
9. Press the Done softkey.  
10. To turn the key tone off again, switch the function to Key beep (Off) again.  
Displaying time zones *  
You can set the time zone so that the current date and time of one of 26 cities from around the  
world appears in your telephone display.  
The time that your telephone shows for a city can differ from the actual time in that city due to  
differences in summer and winter times in the various countries.  
1. Press the Avaya Menu button.  
2. Select Time zones....  
3. Press the OK button.  
4. Select the appropriate city.  
5. Press the OK button.  
Saving emergency numbers  
You can save ten call numbers that you can dial even if your telephone is locked.  
Caution:  
The emergency numbers must also be set up in your telephone system, otherwise they  
cannot be selected when the telephone is locked!  
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Function and Destination keys  
Note:  
When using the central lock in your telephone system, the emergency numbers are those  
defined in your telephone system, not the emergency numbers you saved on your telephone.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Security.  
5. Press the OK button.  
6. Select Set emergency numbers.  
7. Press the OK button.  
8. Select one of the following:  
• Emergency destin. SOS 1  
• .....  
• Emergency destin. SOS 10  
9. Press the OK button.  
10. Enter name and call number.  
11. Press theAssign softkey.  
12. Press the function key to which you want to assign the emergency number. You can  
now see which function or call number was previously assigned to the key.  
13. Press the Save softkey.  
If you press the function key to which the emergency number is assigned, your telephone will  
automatically switch to handsfree operation and dial the saved emergency number.  
Function and Destination keys  
Function and destination keys  
Use the buttons as function keys or as destination keys. Partner keys are special destination  
keys.  
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Customizing your telephone  
Related topics:  
Setting the deputy key * on page 53  
Using the button module BM32 on page 106  
Assigning functions to keys  
Functions which you use frequently can be assigned to programmable function keys. 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 Keys.  
5. Press the OK button.  
6. Select Set function keys.  
7. Press the OK button.  
8. Select function you want to assign to the key.  
9. Press the OK button.  
10. Press the key to which you want to assign the new function. You can now see the  
function or call number previously assigned to the key.  
11. Press the Save softkey.  
Note:  
A partner key can not be simply overwritten. If the key you want is previously set  
as partner key, this assignment must be cleared, before you can assign a different  
destination or a function.  
Related topics:  
Entering a function into the favorite screen on page 62  
Reserving a line as executive line on page 55  
Introduction to partners on page 45  
Filtering * on page 56  
Private User Mobility * on page 59  
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Function and Destination keys  
Creating a destination key  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Keys.  
5. Press the OK button.  
6. Select Set destination keys.  
7. Press the OK button.  
8. Confirm Set new destination with OK button.  
9. Enter name and call number.  
10. Press the Assign softkey.  
11. Press the key to which you want to assign the new destination. You can now see  
the function or call number previously assigned to the key.  
12. Press Save softkey.  
Note:  
A partner key can not be simply overwritten. If the key you want is previously set  
as partner key, this assignment must be cleared, before you can assign a different  
destination or a function.  
Note:  
To create a destination key, you can also press an unassigned key in idle mode,  
and then enter the call number you want to assign to that key  
Related topics:  
Introduction to partners on page 45  
Assigning a destination from the phone book to a key  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
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Customizing your telephone  
4. Select Keys.  
5. Press the OK button.  
6. Select Set destination keys.  
7. Press the OK button.  
8. Confirm Set new destination with the OK button.  
Note:  
You can also directly press an unassigned key in idle mode to open this menu  
item.  
9. Select Copy phone book entry.  
10. Press the OK button.  
11. Select the entry you want to assign to the key.  
Note:  
To go to the desired entry more quickly, you can also enter one or more of the first  
letters of the name.  
12. Press the OK button. The name and call number are displayed and can be edited  
as required.  
13. Press the Assign softkey.  
14. Press the key to which you want to assign a new destination. You can now see the  
function or call number previously assigned to the key.  
15. Press the Save softkey.  
Related topics:  
Entering a destination into the favorite screen on page 62  
Changing an existing destination  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Keys.  
5. Press the OK button.  
6. Select Set destination keys.  
7. Press the OK button.  
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Function and Destination keys  
8. Select Edit destination key.  
9. Press the OK button.  
10. Press the key that you want to edit. You can now change the name and the call  
number.  
11. Press Save softkey.  
Note:  
A partner key can not be simply overwritten. If the key you want is previously set  
as partner key, this assignment must be cleared, before you can assign a different  
destination or a function.  
Note:  
You can also change the existing destination by pressing the associated function  
key and select the Edit destination key menu item.  
Deleting key assignments  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Keys.  
5. Press the OK button.  
6. Select one of the following:  
• Set destination keys  
• Set function keys  
7. Press the OK button.  
8. Select one of the following:  
• Delete destination key  
• Delete entry  
9. Press the OK button.  
10. Press the key whose assignment you want to delete.  
You can now see the function or call number previously assigned to the key.  
11. Press Delete softkey.  
The key is now free again.  
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Customizing your telephone  
Setting up a macro (diversion and pick-up)  
You can assign multi-step macro functions to your telephone’s function keys, the multi-step  
macro functions are applicable to the Avaya 1416 Telephone. This means that you can, for  
example, activate and deactivate a fixed call diversion by pressing a single key. If you assign  
a partner diversion to a function key, you can activate a partner diversion or switch between  
two fixed diversion destinations by pressing a single key.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Keys.  
5. Press the OK button.  
6. Select Set macro function.  
7. Press the OK button.  
8. Select the macro function you want to assign to the key.  
• Call diversion 1 or  
• Call diversion 2 or  
• Call pick-up 1 or  
• Call pick-up 2  
9. Press the OK button.  
10. Enter the phone number, to which you want to divert calls (call diversion) or from  
which you want to pick-up calls on your telephone (pick-up).  
11. Press the Assign softkey.  
12. Press the key to which you want to assign the macro function. You can now see the  
function or call number previously assigned to the key.  
13. Press the Save softkey.  
Related topics:  
Answering a call ringing at another phone (pick-up) on page 19  
Introduction to call diversion on page 23  
Diverting partner calls to your telephone on page 50  
Diverting your calls to a partner on page 49  
Setting the deputy key * on page 53  
Diverting partner calls to partners, extended * on page 52  
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Relocating the telephone  
Relocating the telephone  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Security.  
5. Press the OK button.  
6. Select Relocate.  
7. Press the OK button.  
The data is saved locally in the telephone. The status message Relocation  
prepared appears.  
8. Plug the telephone in at the new location.  
The status message Relocation initiated appears on the idle telephone display.  
When the relocation is finished, Telephone relocated appears.  
9. To cancel the relocation, select Security > Relocate > OK.  
Saving personal data  
Saving personal data  
For security, you can save your personal telephone settings both locally in the telephone itself  
and - if enabled by your system administrator - centrally in your communication server. In the  
communication server, your data is protected with a password. Your system administrator can  
save or copy your personal telephone data from a central location. But you are able to block  
central data saving.  
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Customizing your telephone  
Saving data locally  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Security.  
5. Press the OK button.  
6. Select Save data.  
7. Press the OK button.  
8. Select Save data locally.  
9. Press the OK button.  
Saving data locally automatically  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Security.  
5. Press the OK button.  
6. Select Save data.  
7. Press the OK button.  
8. Select Save data at [00:00].  
9. Enter time at which you want the local data to be saved.  
10. Select Done.  
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Saving personal data  
Saving data centrally  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Security.  
5. Press the OK button.  
6. Select Save data.  
7. Press the OK button.  
8. Select Save data centrally.  
9. Enter your PIN.  
The PIN appears as asterisks "*" in the display.  
10. Press Done softkey.  
Allowing/barring central data saving  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Security.  
5. Press the OK button.  
6. Select Save data.  
7. Press the OK button.  
8. Select Save centrally.  
9. Press the OK button.  
10. Enter your PIN.  
11. Press Change softkey.  
12. Press Done softkey.  
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Customizing your telephone  
VIP functions  
Preparing VIP functions  
You can set up special functions between telephones of your system, provided you have made  
the appropriate preparations. To do this, certain pre-settings on both the sending and the  
receiving telephone have to be the same. Two typical applications of the VIP function are  
described:  
1. Using the executive telephone as a two-way intercom system to the secretary.  
2. Announcements from the executive telephone  
The sending telephone is called the executive telephoneand the receiving telephone the  
secretary telephone.  
1. Using the executive telephone as a two-way intercom system to  
the secretary  
Setting up the executive telephone  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select VIP.  
5. Press the OK button.  
6. Enter the current PIN.  
7. Press the OK button.  
8. Select Send VIP functions.  
9. Press the Change softkey several times, if necessary, until the setting Authorized  
is displayed.  
10. Select Set VIP partner.  
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VIP functions  
11. Select one of the following:  
• Entry from phone book  
• Entry from key assignment  
• Ind.emerg.call  
• Partner  
12. Press the OK button.  
13. Select the entry for the secretary telephone.  
14. Press the OK button.  
15. Select sent to user.  
16. Press the Change softkey several times, if necessary, until the setting Ann.&Ackn.  
is displayed.  
Note:  
If you select on instead of Ann.&Ackn. only the VIP ring tone will be heard on  
the secretary phone when the secretary phone is called by the executive phone.  
Several settings have to be made on the secretary phone for this purpose.  
17. Press the Done softkey.  
Setting up the secretary telephone  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select VIP.  
5. Press the OK button.  
6. Enter the current PIN.  
7. Press the OK button.  
8. Select Recv.VIP.  
9. Press the Change softkey several times, if necessary, until the setting you want is  
displayed.  
• all callers if you want VIP functions to be possible for all subscribers  
• Authorized if you want VIP functions to only be available to subscribers  
you specify or have already specified in the Set VIP partner menu.  
10. Select Set VIP partner.  
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Customizing your telephone  
11. Select one of the following:  
• Entry from phone book  
• Entry from key assignment  
• Ind.emerg.call  
• Partner  
12. Press the OK button.  
13. Select the entry for the executive telephone.  
14. Press the OK button.  
15. Select receive from user (off).  
16. Press the Change softkey.  
17. Press the Done softkey.  
2. Making announcements from the executive telephone  
Setting up the executive telephone  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select VIP.  
5. Press the OK button.  
6. Enter the current PIN.  
7. Press the OK button.  
8. Select Send VIP functions.  
9. Press the Change softkey several times, if necessary, until the setting Authorized  
is displayed.  
10. Select Set VIP partner.  
11. Select one of the following:  
• Entry from phone book  
• Entry from key assignment  
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VIP functions  
• Ind.emerg.call  
• Partner  
12. Press the OK button.  
13. Select the entry for the secretary telephone.  
14. Press the OK button.  
15. Select sent to user.  
16. Press the Change softkey several times, if necessary, until the setting announcem.  
is displayed.  
Note:  
If you select on instead of announcem. only the VIP ring tone will be heard on  
the secretary phone when the secretary phone is called by the executive phone.  
Several settings have to be made on the secretary phone for this purpose.  
17. Press theDone softkey.  
Setting up the secretary telephone  
The secretary telephone is set up exactly like the secretary telephone in an Intercom  
configuration described above.  
Using the VIP functions  
After having made one of the preparations  
1. Using the executive telephone as a two-way intercom system to the secretary  
2. Making announcements from the executive telephone  
you can use the VIP functions:  
1. Press the relevant destination key for the secretary telephone or select the phone  
book entry.  
2. Press the Speaker button or lift the handset.  
“Intercom”: "Handsfree" is automatically activated on the secretary telephone. The  
two parties can now speak to each other.  
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Customizing your telephone  
"Announcement": The loudspeaker is activated on the secretary telephone. You can  
make an announcement.  
Note:  
You can program an “Announcement" function key. This considerably shortens the process  
of configuring VIP announcement with reply. Press this function key and enter the call  
number or press a destination key. If the called subscriber has activated "Receive VIP", the  
call leads to "announcement with reply". Both the calling and called subscriber receive a  
conversation window.  
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.  
Making anonymous calls  
You can determine whether your phone number is to be shown to the other parties. This  
function must be enabled in the communication server.  
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 Anonymous (Off).  
7. Press the OK button.  
8. Press the On/Off softkey.  
9. Press the Done softkey.  
Anonymous call appears in the status display.  
Note:  
If you want the other parties to be able to see your phone number again, switch the function to  
Anonymous (Off) again.  
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Accepting calls automatically (Handsfree answer back)  
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 Applications.  
5. Press the OK button.  
6. Select Answer Call.  
7. Press the OK button.  
8. Select Handsfree AB...  
9. Press the left/right arrow button, to toggle the option.  
10. Press the On/Off softkey.  
11. Press the Save softkey.  
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.  
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.  
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Customizing your telephone  
3. Press the OK button.  
4. Select Dial settings.  
5. Press the OK button.  
6. Select Direct dial. You can set the following parameters:  
• Direct destination dial  
• Direct digital dial  
• Refer-Back destination  
• Headset  
7. Press the OK button.  
8. Press the On/Off softkey.  
9. Press the Done softkey.  
10. To reactivate direct dialing turn the function to Direct dial (On) again.  
Turning CSTA Answer Call on or off *  
The Computer Service Telephone Application (CSTA) links your telephone network and your  
PC network together.  
When the CSTA Answer Call function is activated in your telephone system a CSTA Answer  
Call icon appears on your PC monitor screen. You can select this icon to answer an incoming  
call on your telephone in handsfree mode.  
1. Press the Avaya Menu button.  
2. Select Settings.  
3. Press the OK button.  
4. Select Applications .  
5. Press the OK button.  
6. Select Answer Call....  
a. Select CSTA Answer Call.  
b. Press OK.  
7. Press the OK button.  
8. Enter your PIN.  
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Turning CSTA Answer Call on or off *  
9. Select one of the following: On or Off.  
10. Select the Done softkey.  
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Customizing your telephone  
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Chapter 15:Using the Avaya Menu  
Introduction to the Avaya menu  
This chapter provides the procedures to manage call charges, lock your telephone, manage  
your appointments, and customize your telephone. These procedures are performed using  
options provided in the Avaya menu.  
Managing call charges  
Introduction to call charges  
All call charges incurred since the last reset are stored and totaled in your telephone system.  
You can view the charges for your last four calls and delete the charges shown in the display.  
You can also have the current charges displayed during a call in units or in currency.  
Furthermore, your system also record and account for the call charges for single projects or  
private calls separately.  
Displaying charges during a call  
1. Press the Avaya Menu button.  
2. Select Charges.  
3. Press the OK button.  
4. Select Charges (off).  
5. Press the Change softkey.  
The charges will appear in the top line of the display while on a call.  
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Using the Avaya Menu  
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 charges for one of the last four calls, select the appropriate line.  
5. To view the total charges, select Total call charg.  
Deleting call charges  
1. Press the Avaya Menu button.  
2. Select Charges.  
3. Press the OK button.  
4. Select Delete single counter.  
5. Press the OK button.  
Note:  
If you want to clear the totals for all calls, you must have this function enabled by your system  
administrator.  
Switching the charge display to units  
1. Press the Avaya Menu button.  
2. Select Charges.  
3. Press the OK button.  
4. Select Charge displ. (amount).  
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Locking the telephone  
5. Press the Change softkey.  
6. Press the Done softkey.  
Recording charges for private calls and projects *  
You want to dial a number with a project PIN or private PIN.  
1. Enter the external line code that is set up in your telephone system for dialing with a  
project or private code, e.g. 1.  
This external line code may have 1 to 5 digits.  
2. Enter the code that is set up in your telephone system for private calls or the relevant  
project, e.g. 3433.  
This code may have 1 to 12 digits.  
3. Enter the desired call number.  
4. Lift the handset.  
The charges for this call are now recorded and accounted in the system with the appropriate  
project or private code.  
Note:  
For security reasons, the code is not shown in the display or in the redial or call list. The  
number with the code cannot be transferred to the phone book. If you would like to call back a  
call number from the redial or call list with a project code, you have to manually enter the  
external line code and project code in the redial or call list display.  
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,  
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Using the Avaya Menu  
• Dialing emergency call numbers,  
• Activating and deactivating call diversions.  
Changing the PIN  
A PIN is required to unlock your telephone. Before you lock your telephone for the first time,  
you must change the PIN from the default setting. Your PIN must be four to six digits; the first  
digit cannot be 0 or 1; and it must not be identical to your call number. After you change your  
PIN from the default setting, you can change it again at any time. If you forget your PIN, see  
your system administrator.  
If central locking is enabled in the system, the default PIN is "00000" (if five-digit) or "000000" (if  
six-digit). Contact your system administrator for more information.  
1. Press the Avaya Menu button.  
2. Select Lock .  
3. Press the OK button.  
4. Select Change PIN.  
5. Press the OK button.  
6. Select Old PIN and enter the current PIN.  
7. Select New PIN and enter the new one.  
8. Press the Save softkey.  
Related topics:  
Private User Mobility * on page 59  
Locking the telephone  
Before you perform this procedure, you must change the PIN from it's default setting.  
1. Press the Avaya Menu button.  
2. Select Lock.  
3. Press the OK button.  
4. Press the OK button once more.  
The status information Telephone locked is shown.  
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Locking the telephone  
Unlocking the telephone  
1. Select Telephone locked.  
2. Press the OK button.  
3. Enter the current PIN.  
4. Press the Done softkey.  
The status information is cleared.  
Setting automatic locking *  
If Automatic locking has been activated, the telephone will be locked every day at the same  
time.  
1. Press the Avaya Menu button.  
2. Select Lock.  
3. Press the OK button.  
4. Select Automatic locking.  
5. Press the OK button.  
6. Scroll to the desired setting.  
7. Press the OK button.  
Note:  
This lock function is only put into effect after the phone has returned to idle (where  
applicable).  
Automatic locking is not applied if the telephone has already been locked.  
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Using the Avaya Menu  
Managing appointments  
Appointments (reminders)  
You can set your telephone to remind you of important appointments. You can be reminded of  
up to 10 appointments. You can specify whether you wish to be reminded once 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.  
Appointment message  
At the specified time, the signal tone sounds and the appointment message appears in the  
display.  
If you specified a call number when entering the appointment, it is shown in the display after  
acknowledgement of the appointment signal. You then only need to lift the handset or press  
the Speaker button to call the desired call number.  
The Appointment expiredmessage remains in the display until you have scrolled through  
all the expired entries (marked with "!") in the Appointments menu.  
Entering a new appointment  
1. Press the Avaya Menu button.  
2. Select Appointments.  
3. Press the OK button.  
4. Select the New softkey.  
5. Select Time and enter the time.  
6. Optionally select Date and enter the date (default is today).  
7. Optionally select Text and enter the appointment message, to be displayed at the  
specified time.  
8. Optionally select Call no. and enter a call number, if you want to call someone at  
the specified time.  
9. Select Appointment.  
10. Select the Change softkey.  
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Managing appointments  
11. Press the right/left button, to choose one of the following:  
• off  
• one-time appointment  
• daily appointment  
12. Press the OK button.  
The new appointment is indicated as status information.  
Acknowledging an appointment  
Use this procedure to acknowledge an appointment. When the specified time is reached, a  
signal tone sounds and the entered appointment messageappears on the display.  
1. Press the ok softkey to turn off the signal tone.  
The status information Appointment expiredappears in the display.  
If you specified a call number when entering the appointment, it is displayed now.  
2. Lift the handset or press the Speaker button to dial the desired call number.  
Viewing appointments  
1. Press the Avaya Menu button.  
2. Select Appointments.  
3. Press the OK button.  
The list of all entered appointments is shown, including the expired appointments.  
Deleting an appointment  
1. Press the Avaya Menu button.  
2. Select Appointments.  
3. Press the OK button.  
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Using the Avaya Menu  
4. Select the desired appointment.  
5. Press the OK button.  
6. Press the Delete menu item.  
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Chapter 16:Menus  
Menu overview  
The following table contains an overview of the menu structure of the Avaya 1400 Series  
telephones. The first three menu levels are shown. The menu structure shown here may differ  
from the actual menu structure on your telephone. Deviations from the menu overview shown  
here may arise due to the features used, the accessories in use and the assignment of the  
function keys. Remarks and notes are shown in italic font.  
Menu item in basic  
menu  
One menu level lower  
One menu level lower  
Call diversion  
to  
to  
on busy  
Ex. aft. time  
Int. after time  
Double call  
Automatic 1  
Automatic 2  
Set automatic  
to  
StartTime 1  
StopTime 1  
Weekday 1  
to  
StartTime 2  
StopTime 2  
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Menus  
Menu item in basic  
menu  
One menu level lower  
One menu level lower  
Weekday 2  
Number:  
Call diversion key 1  
Call diversion key 2  
Partner diversion  
Number:  
Partner diversion from my  
Phone  
Partner diversion to my  
Phone  
Partner diversion from/to  
others  
Set deputy key  
Set/delete Partner  
diversion  
Partner diversion key 1  
Partner diversion key 2  
Appointments  
Appointment data (only if  
appointment entered)  
Enter new appointment  
On NDL phones only as  
soft key available  
Time 00:00  
Date XX.XX.XX  
Text  
Call no.  
Appointments  
Charges  
Charge display for last  
call  
... for next-to-last call  
... for third-last call  
... for fourth-last call  
Total call charg  
Charges  
Charge displ.  
Delete single counter  
Lock telephone  
Lock  
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Menu settings overview  
Menu item in basic  
menu  
One menu level lower  
One menu level lower  
Change PIN  
Old PIN  
New PIN  
Re-enter PIN  
Save PIN  
Automatic locking  
Lock at 00:00  
Time zones  
Settings  
Current time zones  
The complete settings  
menu is shown in the  
following separate table.  
Menu settings overview  
The following table contains an overview of the settings menu structure of the Avaya 1400  
Series telephones. Three menu levels are shown starting with the appropriate settings  
submenu.  
Menu item in setting  
menu  
One menu level lower  
One menu level lower  
Display/Acoustics  
Second call  
Do not disturb  
Ringing tone  
Signal tone  
VIP ringing tone  
Handset  
Set acoustics  
Loudspeaker  
Ringing tone  
Alerting tone  
Signal tone  
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Menus  
Menu item in setting  
menu  
One menu level lower  
One menu level lower  
Headset volume  
Select Ringer melody…  
Set contrast  
Set brightness  
Switch language  
Number and variety of  
languages depends on  
the software image  
loaded in the telephone  
Set handsfree  
Set own call number  
Name  
Call no.  
Display date/time  
Request time / partner /  
DSS  
Recogn. partial nos.  
Favorite Screen active  
Set destination keys  
Keys  
Set new destination  
Edit destination key  
Delete destination key  
Set functions keys  
All possible functions are  
listed  
Set macro function (only Call diversion 1  
1416)  
Call diversion 2  
Call pick-up 1  
Call pick-up 2  
Going  
Coming  
Display key assignement  
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Menu settings overview  
Menu item in setting  
menu  
One menu level lower  
One menu level lower  
Key beep  
Dial settings  
Anonymous call  
DTMF duration  
Direct dial  
Direct dest. dial  
Direct digit dial  
Refer-back dest  
Applications  
Part of group line  
Partner  
Adapt my partners  
Set/delete partner  
diversion  
Adopt partner group size  
CC user function  
Answer call  
CSTA answer call  
Handsfree AB  
Handset On/Off  
DSS direct call  
Save data  
Set DSS direct call dest  
Ed. DSS direct call dest  
Del. DSS direct call dest.  
Save data at:  
Security  
Save data locally  
Save data centrally  
Save centrally  
Set emergency numbers Emergency destin. SOS  
1
…
Emergency destin. SOS  
8 (1408) or 10 (1416)  
Relocate telephone  
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Menus  
Menu item in setting  
menu  
One menu level lower  
One menu level lower  
Info/Service  
Info  
HW type, Refer. no,  
Bootstrap, Software,  
Load date, Protocol,  
Serial no.  
Tone ringing  
Display  
sounding  
test procedure  
Set contrast  
Set brightness  
Test LED  
all LED's are switched on  
Press key  
Keypad  
Speech path  
Handset  
Monitoring  
Test memory  
PIN  
Result is shown  
Send VIP functions  
Recv. VIP  
VIP  
Set VIP partner  
Remote Headset  
Display call list  
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Chapter 17:Appendix Remote features  
Introduction to remote features  
Use these procedures at different locations (for instance at home) being connected to your  
telephone system via a public network. You can make external calls using the telephone  
system or you can divert incoming calls from your telephone to another destination.  
Calling remote using the system *  
You can call your telephone system from outside, e.g. to make expensive overseas calls via  
the system. The charges are then incurred by the system.  
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.  
"Calling remote using the system" must be enabled by your system administrator. Your system  
administrator will also tell you the source discrimination code and whether a PIN is required.  
1. Dial the call number of your telephone system from the external telephone.  
2. Enter the source discrimination code for your telephone system.  
You will hear a dial tone as confirmation.  
3. If necessary, enter your PIN.  
4. Enter the system’s external line code and the call number you want to call via the  
telephone system.  
This number is dialled immediately.  
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.  
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Appendix Remote features  
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 also tell you the source discrimination code and whether a PIN is required.  
1. Dial the call number of your telephone system from the external telephone.  
2. Enter the source discrimination code for your system.  
You will hear a dial tone as confirmation.  
3. Enter the call number of the person for whom you want to change the call diversion.  
4. If necessary, enter your PIN.  
5. To set up or to change the call diversion, enter the codes for Activate follow-me,  
beginning with as asterisk.  
6. 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.  
7. To deactivate the call diversion, enter the code for Deactivate follow-me.  
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Chapter 18:Auxiliary devices  
Introduction to auxiliary devices  
Use the procedures provided in this chapter, if you have a headset or a button module  
connected to your telephone.  
Button module BM32  
A BM32 button module provides 32 buttons. You can connect one or two BM32 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  
Use the BM32 buttons just like the destination or partner keys located directly on your  
telephone: Lift the handset and then press the button for the desired subscriber.  
Using the button module BM32  
Use the BM32 buttons like the destination or function keys located on your telephone.  
To make a call, press the button for the desired person.  
Related topics:  
Function and destination keys on page 71  
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Using a headset  
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).  
1. To make a call, enter the call number and press the Headset button.  
2. To answer a call, press the Headset button.  
3. If you are on a headset call and somebody shall overhear it, he or she can lift the  
handset.  
Using the handset somebody can listen, but not talk.  
4. To continue a headset call using the handset, lift the handset and press the Headset  
button.  
You continue the conversation with the handset as usual.  
5. To continue a handset call using the headset, take the headset and press the  
Headset button.  
You now talk via the headset. The button's LED lights up.  
6. If you are on a handset call and somebody shall overhear it, take the headset and  
press the Headset button, give him or her the handset.  
7. To end a headset call and disconnect, press the Headset button and replace the  
handset if necessary.  
8. To switch on monitoring, press the Speaker button.  
The button's LED lights up.  
Note:  
Even if you have activated "direct dialling" or "answer call" via headset this will  
not be supported with usual wireless headsets. Please ask your administrator.  
About operating cordless headsets  
Operating a cordless headset is different from operating a corded one:  
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January 2010 107  
       
Auxiliary devices  
• Instead of pressing the HEADSET key on the telephone, you have to press the Talk  
button on the headset itself. Do not press the HEADSET key on the telephone.  
Otherwise you will not be able to answer or to end calls as usual.  
• Second calls are not signaled in the headset.  
• The ringing tone on the telephone may not be set to Off. Otherwise calls will not be  
signaled in your headset.  
• When Automatic line seizure has been set (IntelliStand): You immediately dial when  
you lift the headset from the cradle. Replace the headset in the cradle to automatically  
disconnect the call.  
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Chapter 19:Appendix Contact Center  
If you are agent of a Contact Center and want to know what functions and buttons does your  
telephone provide for this purpose, look it up. Refer to your system administrator or your  
supervisor, if you need more information.  
The system administrator is in charge of your telephone system, to set the Auto answer  
mode for instance or to control the usability of certain features. Your supervisor is in charge  
of the Contact Center, to organize the agent groups or define the job codes for instance as  
well as to cut-in your calls, if you request help.  
Logging into the Contact Center  
You can log into the Contact Center using your personal call number and your personal  
password. After logging in, you will receive Contact Center calls and furthermore your own  
calls with your personal call number.  
Pausing  
You can switch temporarily out of the Contact Center. You need your personal password to  
switch in again. Meanwhile the status information User pause enabled ... is shown in the  
display.  
Accepting in Auto answer mode  
You can accept Contact Center calls automatically on your headset. At the end of the  
conversation, the call is automatically disconnected and you can immediately get the next  
Contact Center call. The status information Auto answer on ... is shown in the display. Either  
you may activate or deactivate this mode during the Login dialogor it is set by your system  
administrator.  
Signing on to an agent group / Signing off from an agent group  
Up to five agent groups can be assigned to your telephone at any time. You can sign on and  
off each of these agent groups individually.  
Changing your password  
You can change your personal password at any time, if you have the necessary authority.  
Lengthening and Canceling wrap-up time  
After each Contact Center call you have a certain amount of time, called wrap-up time, to  
complete on-screen data entry for instance. You can lengthen it manually (if you have the  
authority) or cancel it prematurely. During this time either the status information Wrap-up time  
automatic ... or Wrap-up time manually ... is shown in the display.  
Entering the job code  
According to how your system is set up, you can or must enter a job code for each Contact  
Center call for statistical purpose. Please ask your supervisor about the defined job codes,  
their length and their meaning.  
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Appendix Contact Center  
You are prompted by Enter job code in the display. Enter the appropriate job code and press  
the Send softkey. If you don't enter a correct job code in a certain time, you are reminded by  
Job code missing or by Invalid job code (if your input is wrong).  
Requesting help of the supervisor  
If you need help during a Contact Center call, there are two steps for requesting supervisor  
support: either silent monitoring (called Supervisor Assistance) or intervention moreover  
(called Supervisor Emergency). The supervisor can listen to your call or even cut into your  
call at any time.  
Contact Center buttons  
If you are an agent in a contact center, you have eight buttons and some function keys or  
softkeys to control its features. All buttons have two LEDs red and green as well as a paper  
label indicating their meanings.  
CC function  
Pressing this function key you open the Login dialogto enter your password for the Contact  
Center and to set the Auto answermode (if you have the authority).  
Sign on / Sign off  
This button controls Sign on and Sign off to the selected agent group (toggle button). The  
according LED informs, when all the agent groups are signed off, or when the telephone system  
enforced a Sign off.  
The involved agent softkeys are displayed as Sign on or Sign off simultaneously.  
Red LED  
off  
Green LED Description  
on  
off  
off  
when the agent is signed on all selected agent groups  
blinking  
blinking  
when all agent groups are signed off  
when the telephone system carried out forced Sign  
off  
blinking  
off  
when the Pausestate is activated, because all agent  
groups are signed off.  
Job Code  
If a job code is designed it can be optional or mandatory. This button controls its input. It is  
activated only when a job code is designed. Press this button to open the input dialog for an  
optional job code in the display.  
Red LED  
Green LED Description  
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January 2010  
   
Contact Center buttons  
off  
on  
on  
The job code is designed, you can optionally enter a  
job code.  
blinking  
The job code is mandatory, you have to enter a job  
code.  
Cancel Wrap-up time  
Pressing this button you can finish the Wrap-up time. It is activated either automatically by  
the system or manually by pressing the Wrap-up time manual button (no toggle function).  
The LED as well as the display inform you about the Wrap-up timestate.  
Red LED  
off  
Green LED Description  
on when the Wrap-up timeis activated — either  
automatically or manually —, you can finish it.  
Wrap-up time manual  
This button activates the special state Wrap-up time manual(to lengthen the automatic  
wrap-up time, if you have the authority). You can deactivate it by pressing the Cancel Wrap-  
up time button (no toggle function).  
The red LED as well as the display inform you about the special state Wrap-up time  
manual.  
Red LED  
on  
Green LED Description  
off The special state Wrap-up time manualis  
activated.  
Pause  
This button activates the Pausestate. When you press this button next time, an input dialog  
opens in the display to input the password for the end of the Pausestate.  
The LED as well as the display inform you whether the Pausestate is activated or not.  
Red LED  
blinking  
Green LED Description  
off when the Pausestate is activated.  
Programming of Agent groups  
This button controls the programming of five agent groups. They are identified by numbers  
from 001until 250. Ask your supervisor for which agent groups you shall sign on and which  
priority you shall specify. To open a dialog for programming in the display during runtime (if you  
have the authority), press this button, and enter three digits for the appropriate number,  
followed in the next line by the according priority.  
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Appendix Contact Center  
The LEDs are off.  
Supervisor Assistance  
This toggle button controls your request for silent Supervisor Assistance. To withdraw your  
request press it once more.  
Red LED  
blinking  
Green LED Description  
off  
when you have requested silent Supervisor  
Assistance.  
off  
on  
when the supervisor is listening via Silent Monitoring /  
Coaching .  
Supervisor Emergency  
This toggle button controls your request for intervention, called Supervisor Emergency. To  
withdraw your request press it once more.  
Red LED  
blinking  
Green LED Description  
off  
when you have requested intervention, called  
Supervisor Emergency.  
off  
on  
when the supervisor has cut-in via Cut-In .  
Select Agent group  
This softkey controls the selection of at most five agent groups, for which the agent wants to  
sign on or sign off. If the agent has signed on one agent group at least, this softkey manages  
Sign onor Sign offfor additional agent groups, you don't have to use the Sign on / off  
button.  
Icon  
X
Description  
you have selected this agent group, but you don't have signed on  
so far.  
you are signed on this agent group  
1,2,..,5  
xx  
index for this agent group at your telephone  
number of calls in the waiting filed (at most 99)  
urgent information first level, alternating with the number of calls in  
the waiting filed  
blinking  
urgent information second level, alternating with the number of calls  
in the waiting filed  
blinking  
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Chapter 20:Abbreviations  
Abbreviation  
CTI  
Description  
Computer Telephony Integration  
External Line Code  
ELC  
MOD  
MSN  
PIN  
Button module socket  
Manufacturer Serial Number  
Personal Identification Number  
Private User Mobility  
PUM  
TCM  
Terminal Configuration Manager  
TAPI  
Telephony Application Programming  
Interface  
USB  
VIP  
Universal Serial Bus  
Very important person  
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Abbreviations  
114 1408/1416 User Guide  
January 2010  
Index  
calling .................................................13–15, 46, 84, 103  
A
anonymous ..........................................................84  
central phone book entry .....................................15  
external ................................................................13  
internal .................................................................13  
partners ................................................................46  
phone book entry .................................................14  
remote using the system ....................................103  
speakerphone ......................................................15  
with a destination key ...........................................14  
charges .................................................................89–91  
display during a call .............................................89  
last calls ...............................................................90  
private calls ..........................................................91  
projects ................................................................91  
total ......................................................................90  
units amount ........................................................90  
coaching ...................................................................110  
conference call ......................................................29–31  
multiple .................................................................31  
three-party ............................................................29  
consultation call ....................................................22, 32  
Contact Center ..................................................109, 110  
contrast .......................................................................68  
CSTA  
acknowledging  
appointment .........................................................95  
acoustic signaling  
turning off .............................................................65  
activating ...............................................................27, 86  
adding  
participant .......................................................32, 33  
partner to partner group .......................................53  
adjusting  
handsfree operation .............................................68  
agent groups .............................................................110  
anonymous calling ......................................................84  
answered calls ......................................................14, 37  
answering  
call ........................................................................33  
calls ......................................................................19  
on hold .................................................................20  
partners ................................................................46  
pick-up .................................................................19  
second call ...........................................................21  
somewhere else ...................................................27  
appointment ..........................................................94, 95  
delete ...................................................................95  
automatic  
answer call ...........................................................86  
cut-in ...........................................................................17  
diversion ...............................................................24  
Avaya menu ...............................................................89  
D
B
data saving ...........................................................77, 79  
central ..................................................................79  
deactivating  
call number display ..............................................20  
deleting  
beep ...........................................................................48  
BM32 ........................................................................105  
brightness ...................................................................68  
button module .....................................................49, 105  
buttons .........................................................................7  
appointment .........................................................95  
from the favorite screen .......................................63  
voice messages ...................................................44  
C
call charges ................................................................89 deputy key ..................................................................53  
call diversion .......................................................23, 103 destination key ................................................10, 71, 73  
changing remotly ................................................103  
call list .............................................................37, 38, 40  
LEDs ....................................................................10  
phone book ..........................................................73  
entry in phone book ........................................38, 40 direct dialing ...............................................................85  
call log ........................................................................37 disconnecting .............................................................35  
call log lists ................................................14, 37, 38, 40 discrimination code ...................................................103  
call number  
on display .............................................................69  
callback  
automatic .............................................................16  
displaying  
call number ..........................................................69  
favorite screen .....................................................61  
name ....................................................................69  
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Index  
time zones ............................................................70 idle mode ....................................................................61  
diverting ...............................................23–25, 43, 49, 50  
after time ..............................................................23  
automatic .............................................................24  
automatically ..................................................24, 25  
on busy ................................................................23  
partner calls .........................................................50  
to partners ............................................................49  
unconditional ........................................................23  
do not disturb ..............................................................65  
double call ..................................................................23  
DTMF suffix dialling ..................................................103  
J
job code ....................................................................110  
joining  
another call ..........................................................17  
K
key beep .....................................................................69  
key tone ......................................................................69  
keys ...................................................................7, 45, 46  
assigning partners ................................................46  
partner ..................................................................45  
E
editing  
phone book entry .................................................40  
ending ...................................................................30, 34  
entering  
L
appointment .........................................................94  
destination into the favorite screen ......................62  
function in the favorite screen ..............................62  
executive ...............................................................56, 57  
executive line  
language .....................................................................68  
LEDs  
on keys .................................................................10  
legal notices .................................................................2  
locking ...................................................................91–93  
telephone .............................................................92  
partners ................................................................55  
F
M
favorite screen ............................................................61  
filtering ..................................................................56, 57  
follow-me .......................................................27, 28, 103  
function key .....................................................10, 71, 76  
diversion ...............................................................76  
LEDs ....................................................................10  
macro ...................................................................76  
pick-up .................................................................76  
macro .........................................................................76  
making a call .................................................13, 14, 103  
remote using the system ....................................103  
managing  
voice messages ...................................................43  
menu  
overview ...............................................................97  
overview settings .................................................99  
messages ...................................................................43  
missed calls ..........................................................14, 37  
monitoring ...................................................................15  
multiple conference call ........................................32–35  
referring back .......................................................34  
muting .........................................................................20  
H
handling  
calls ......................................................................19  
handsfree ...................................................................15  
handsfree answer back ..............................................85  
handsfree operation  
setting ..................................................................68  
headset .............................................................106, 107  
headsets  
cordless ..............................................................107  
hiding  
N
name  
on display .............................................................69  
partner keys .........................................................47  
O
I
on hold  
icons in telephone display  
putting ..................................................................20  
about ....................................................................11 outgoing calls ........................................................14, 37  
116 1408/1416 User Guide  
January 2010  
Index  
overview .......................................................................7 removing ...............................................................38, 54  
partner from partner group ...................................54  
requesting  
P
automatic callback ...............................................16  
parameters .................................................................65  
automatic redialing ...............................................16  
participant .............................................................29, 30 ringing tone .................................................................65  
partner  
setting up a connection ........................................56  
partner group ........................................................53–55  
S
partner key ............................................................10, 71  
saving  
LEDs ....................................................................10  
personal data .......................................................77  
partners .................................................................45–55  
second call .................................................................22  
activating beep .....................................................48  
secretary ...............................................................56, 57  
adding ..................................................................53  
setting  
answering .............................................................46  
automatic locking .................................................93  
assigning button module ......................................49  
setting up a connection  
calling ...................................................................46  
partner ..................................................................56  
diverting ..........................................................49–53  
settings menu .............................................................65  
executive line .......................................................55  
sign on/off .................................................................110  
hiding keys ...........................................................47  
signal tone ..................................................................65  
keys ......................................................................46  
silent monitoring ........................................................110  
pick-up .................................................................46  
source discrimination code .......................................103  
removing ..............................................................54  
speakerphone .............................................................15  
setting up .............................................................45  
supervisor  
signaling ...............................................................55  
assistance ..........................................................110  
pause ........................................................................110  
emergency ..........................................................110  
personal data ..............................................................77  
switching  
phone book ................................................14, 15, 38–41  
favorite screen .....................................................61  
calling entry ..........................................................14  
telephone status ...................................................61  
central ..................................................................15  
switching off ................................................................28  
deleting entry .......................................................41  
editing entry .........................................................40  
T
new entry .............................................................39  
pick-up ..................................................................19, 46  
partners ................................................................46  
PIN ..................................................................59, 91, 92  
preparing ....................................................................27  
private user mobility ...................................................59  
PUM ......................................................................59, 60  
logging off ............................................................60  
telephone display icons ..............................................11  
telephone status .........................................................61  
time zones ..................................................................70  
transferring ............................................................21, 33  
call ........................................................................21  
on hold .................................................................21  
U
R
unlocking  
receptionist .................................................................56  
redial list ..........................................................37, 38, 40  
redialing  
telephone .............................................................93  
automatic .............................................................16  
referring back ........................................................22, 32  
relocating  
V
viewing  
telephone .............................................................77  
appointment .........................................................95  
reminder .....................................................................94 VIP ........................................................................80, 83  
remote  
calling .................................................................103  
executive telephone .............................................80  
secretary telephone .............................................80  
using ....................................................................83  
changing call diversion .......................................103  
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Index  
VIP ringing tone ..........................................................65  
voicemail ....................................................................43  
W
wrap-up time .............................................................110  
118 1408/1416 User Guide  
January 2010  

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