Telephones & Voicemail

For answers to common support questions, download the guides and or view the support items below.

Guides

Telephone Support

Avaya telephone

General

Scrolling and Navigating

  • Use the up and down navigation arrows to scroll through lists. Use the right and left navigation arrows to scroll to other screens when indicated by the Prompt Line or to move the cursor right or left when entering text.
  • When you scroll to a line on the display, that line will be highlighted in black with white letters. The softkey labels will change according to the options available for the highlighted line. Press OK to choose the highlighted line.

Volume Button

  • The volume bar enables you to adjust the volume of the handset, speaker, headset, or ringer. Setting one does not affect the others.

Mute

  • Turns off the active Speakerphone, handset, or headset microphone, to prevent the other person from hearing you. The Mute button will light when activated and the other party (parties) can’t hear you. Press the Mute button again to deactivate.

Avaya Menu/Home button

You can use the Avaya Menu/Home button to adjust and customize options and settings for your telephone, access additional Web-based applications, get information about your phone and network settings, and log out. When you press the Avaya Menu/Home button, you see the following menus, depending on how your administrator has set up your system and on the applications available to you:

Options & Settings Menu

The Options & Settings Menu includes choices for:

Call Settings

  • Call Settings includes choices for automatically displaying the Phone screen when you get an incoming call or when you place a call, turning call timers on or off, controlling how Redial works, turning Visual Alerting on or off, and more.

Application Settings

  • Application Settings includes choices for personalizing button labels, turning call logging on or off and including bridged calls in your call log.

Screen & Sound Options

  • Screen & Sound Options includes choices for adjusting your phone's brightness and contrast, ring pattern, language selection, and button clicks and tones.

Advanced Options

  • Advanced Options includes choices for backing up and restoring your settings, options, and button labels. You can also set AGC for your handset, headset, and/or speaker audio.

Adjusting the Brightness or Contrast of the Display

  1. Press the Avaya Menu/Home button
  2. Scroll to Options and Settings and press OK
  3. Scroll to Screen & Sound Options and press OK
  4. Scroll to Brightness or Contrast and press OK
  5. Scroll to the specific option you would like to adjust and press OK
  6. Scroll to the right or left to adjust the brightness or contrast
  7. Press Save

Changing the Ring Pattern

  1. Press the Avaya Menu/Home button
  2. Scroll to Options and Settings and press OK
  3. Scroll to Screen & Sound Options and press OK
  4. Scroll to Personalized Ringing and press OK
  5. Scroll through the patterns to listen to the options available
  6. Press Save to make it your ring pattern

Call Settings

  • To reach the Call Settings menu, press the Avaya Menu button. Select Options and Settings then Call Settings. To change a menu option in this section, select that feature to toggle between the available choices.

Changing the Redial Options

  1. Press the Avaya Menu/Home button
  2. Scroll to Options and Settings and press OK
  3. Select Call Settings
  4. Select the Redial Option
  5. By selecting Change you can toggle between One Number and List. “List” will display the last three calls you placed, and you can choose which call to redial by selecting the corresponding number
  6. Press Save to keep the change

Setting contact names to display during calls

You can set your phone to show the contact's name rather than the calling party name for an incoming or answered call, a transferred call, or conference call when a calling or called party number matches a number on your Contacts list.

  1. Press the Avaya Menu/Home button
  2. Scroll to Options and Settings and press OK
  3. Select Call Settings
  4. Select Pair Contacts to Calls
  5. Press Change or OK to change the setting to On or Off
  6. Press Save

Answering and Making a Call, Putting a Call on Hold

Answering a Call

Answer an incoming call in one of the following ways:

  • If you are not on another call, lift the handset, or press Speaker to answer using the speakerphone, or press Headset to answer using the headset.
  • If you are on another call and the telephone does not automatically display the incoming call, from the Phone screen scroll to the line with the incoming call and press Answer or OK. If you are on another call and the telephone does automatically display the incoming call, you can press Ans Hold to automatically put the first call on Hold when you answer the new call. Alternately, you can press Ans Drop to automatically drop the first call when you answer the new call.

Placing a call

  1. Lift the handset
  2. Press the Headset button if you are using a headset
  3. Press the Speaker button if you are using the speakerphone
  4. for CCA extensions, dial the last 4 digits, or dial '8' for outside calls

Putting a Call on Hold

  1. Press Phone to view the main Phone screen, if necessary
  2. Select the line you want to put on hold, if necessary
  3. Press Hold
  4. Press Resume to retrieve the call

Transferring a Call

Transferring a Call to an Extension

  1. While on a call, press the Transfer softkey; the caller automatically goes on hold
  2. Dial the number where you want to send the call
  3. Press the Complete softkey to complete the transfer

Note: If you need to return to the caller, press the Cancel softkey or the call appearance button of the original call.

Tip: If you dialed an incorrect number after you pressed Transfer, press the Drop softkey to hear a new dial tone, and dial the correct number. You do not need to go back to the original call. Press Complete to complete the transfer.

Conference

Setting Up a Conference Call

  1. While in a call, press Confy
  2. Dial the telephone number or call the person for the Contacts or History list
  3. Press Join to add the person to the conference call
  4. To add additional parties, press the Add softkey and dial the next number
  5. Press Join to connect all parties. Repeat steps 4 and 5 as needed

Call Forwarding

This feature allows you to set a number to which your calls will be forwarded.

  1. From the Phone screen, scroll right to access the Features menu
  2. Select 'Call Forward'
  3. Press OK to turn call forwarding on. You will hear a tone prompting you to enter the forwarding number
  4. Enter the number you want to forward your calls. You will then hear a confirmation tone and the associated LED will light up
  5. To turn the call forwarding feature off, press Select or OK
  6. If you need the ability to forward your phone to an outside line, such as a cell phone, please call the Helpdesk

Voicemail

Retrieving Voicemail Messages

  1. The Message button will speed dial your voicemail access number and will also light if you have new messages.
  2. Your Message Waiting Indicator (top right side of your phone) will also light when you have new messages.
  3. To access voicemail from an off-campus phone, dial 510.594.3762 or 415.551.9393
    • As soon as you hear the greeting, press '#"
    • Enter your extension number (do not hit '#')
    • Enter your pin (do not hit '#')

Voicemail user guide

Voicemail decision tree

Contacts

You can save up to 250 names and up to 3 telephone numbers per name.

Searching for a contact

You can search for any name as described here, or you can jump to a certain group of letters in your Contacts list by pressing the associated dial pad button. For example, if you press 3, the Contacts list might display entries starting with D, E, F or 3 depending on how you set up your contacts and how many times you press 3 in succession.

  1. Press Contacts
  2. Using the dialpad, start typing the name for which you want to search. Keep in mind that a Contacts search is case-sensitive and how your Contact list is set up. If you set up your contacts as “Last Name, First Name” start typing the letters of the last name. If you have set up your contacts using a different scheme, type the most likely letter(s) that would match the contact you want to find.
  3. Press Call to call the person or press More then Edit to edit contact information

View Contact Details

  1. Press the Contacts button to display the Contacts screen
  2. Select the contact you want to view
  3. Press Details to see the information available for that contact. Selecting Details is the only way to dial a second or third number for a contact
  4. Press the appropriate softkey to call or edit this contact, delete this contact, or return to the Contacts screen

Adding a New Contact

You can add up to three numbers for a contact

  1. Press the Contacts button to display the Contacts screen
  2. Press the New softkey. If you do not see New, press More then New.
  3. Enter the name using the dialpad
    • Press the number key that corresponds to the letter or number you want to enter until the letter or number is displayed
    • Pause before entering the next character if the characters are on the same key
    • To enter a space, press 0
    • Enter remaining letters or numbers
    • Press Bksp to delete the last character

    Tip:If you want to remove a letter, number, space, or symbol that is in the middle of the text you entered, use the left and right navigation arrows to place your cursor after the character you want to remove. Once your cursor is in the correct position, press Bksp to remove the character to the left of the cursor
  4. Select the next field
  5. Enter the telephone number and press Primary if applicable
  6. The primary number is the one that will always display without having to go into contact details
  7. Select the next field
  8. Select the type of number entered (general,work, mobile, home).
  9. If you have another number for this contact, scroll down and repeat Steps 5 - 7. You can add up to two additional numbers for this contact, but you can designate only one number as primary
  10. Press Save or OK

Editing a Contact

  1. Press the Contacts button
  2. Select the contact entry you wish to edit
  3. Press the softkeys below More → Edit
  4. Choose the field you want to edit
  5. Use the dialpad and softkeys to make changes to the contact information
  6. Press the Save softkey

Deleting a Contact

  1. Press the Contacts button
  2. Select the contact entry you wish to delete
  3. Press the softkeys below More → Delete
  4. Press the softkey below Delete again to confirm

NOTE: If you press Cancel prior to pressing Delete, your contact information will not be removed

Call History

Calling a person from the call log

  1. Press History
  2. Select the person or number you want to call.
  3. Press Call or OK

Viewing the Call History

  1. Press History. You can go to the top of the list by pressing History again
  2. Scroll to the right or left to view separate lists of answered, outgoing, or missed calls
  3. Scroll up or down to view the entries on the list

Viewing Call Log Details

  1. Press History
  2. Select the number you want to view
  3. Press the Details softkey
  4. Press the Back softkey to return to the list view

Adding an Entry from the Call Log to your Contacts List

  1. Press History
  2. Select the Call Log entry you want to add to your Contacts list
  3. Press the +Contact button
  4. Edit name and telephone number, if necessary
  5. Press Save

Removing an Entry from the Call Log

  1. Press History
  2. Select the entry you wish to delete
  3. Press More > Delete
  4. Press Delete again to confirm, or Cancel if you wish to retain the entry

Skipping the voice message when calling others

To skip the recorded message and go right to the record tone, press # at anytime