Getting to Know Your AVAYA 9608 Desk Phone

Getting started

The goal of this learning tool is to help you become familiar with some of the basic features and functions available on the AVAYA 9608 Desk Phone.

Some of the topics covered in this tutorial include:

• Answer / Make Calls;
• Hold / Transfer / Call Forward;
• Conference capability;
• Voicemail;
• Manage Contacts (Add / Edit / Delete);
• Call History;
• Phone Settings (Application / Call Settings).

For further detailed information on your AVAYA 9608 phone, visit the iService website.

Phone Functions

Your Avaya 9608 IP desk phone brings voice and data to your desktop. The telephone connects directly to the Local Area Network (LAN) through the cable at your work station.

There are many functions available through your desk phone, including a phone screen to view and manage your calls, call History, a Contacts list, a menu of options and settings and access to your Voicemail.

Figure Phone Functions 1: Labelled Buttons and Controls

Line Buttons

The line buttons with integrated LEDs show which lines are in use and correspond to the lines on the LCD screen. Press the line button to select that line. When you have an incoming call, the green LED will blink.

The line buttons also indicate if a feature is enabled or disabled in the Feature view.

Softkeys

Softkeys are used to perform an action on objects displayed on the LCD screen. The softkey labels correspond with each key to show you the action that each key produces.

Message Button

You can connect directly to your voicemail system by clicking the Message button.

Both the Message button and the message light/ringing indicator on your phone (top-right) are used to indicate when you have new messages in your voicemail mailbox. They remain lit until you have played or deleted each of the new messages.

Phone Button

Press the Phone button to exit any menu you are in and return to the phone screen to view and manage your calls.

Contacts, Home and History

Press Contacts to view your contacts. You can save up to 250 names in your contact list and up to six numbers for each contact name.

Press the Home button to access a menu for phone options, settings and information.

Press the History button to view your outgoing, incoming, and missed calls.

OK Button and Navigation Arrows

Pressing the OK button allows you to perform a shortcut to an action. For example, when you select a contact, pressing the OK button will dial the number.

Use the up and down navigation arrows to move from one line to another on the phone screen. The right and left navigation arrows can be used to navigate between menus or to move the cursor while inputting text using the dial pad.

Headset Button

This button is used to answer and end calls using the headset, if there is a headset connected to the phone. The button will light up when the headset is activated. You can press Drop to disconnect the call, and provide you with a dial tone. To hang up the phone, deactivate the headset button.

Speaker Button

To use the speakerphone, press the Speaker button. To take a call off speakerphone, lift your handset.

Volume Control

Press the + plus or – minus on the Volume button to adjust the volume.

To adjust the volume on the handset, lift it and then press + plus or - minus until the desired volume is achieved.

To adjust the volume for the headset, or speaker, press the Speaker or Headset button and then press the + plus or – minus on the Volume button.

While you are not on an active call, pressing these buttons adjusts the ringer volume.

Mute Button

Press the Mute button to mute an active call. To return to the call, press the Mute button again to take this call off mute.

Muting a call stops the other participant from hearing you although you can still hear the person on the other end. If you change how you are listening to the call, for example switching from the handset to the speaker, the mute setting is no longer active and the person on the other end of the call will be able to hear you.

LCD Screen / Phone Display

The LCD screen displays the date, time, your phone number, caller ID, line call status, missed calls, and the prompt line.

Additional information is also provided such as when you can use the right or left navigation arrows to view alternate screens or menus.

Message Waiting Indicator

An illuminated red light in the upper-right corner of your phone indicates you have new voicemail message(s) waiting.

If Visual Alerting is enabled, this light will also flash when you receive an incoming call.

Make a Call

To place a call, either:

1. lift the handset;
2. press the Speaker or Headset button for the first available line;
3. or select an idle call appearance line button.

When you hear the dial tone, use the dial pad to dial the number for the person you would like to call.

Figure Make a Call 1: Handset

Figure Make a Call 3: Call Appearance Line Buttons

Figure Make a Call 2: Speaker and Headset Buttons

You can also call the person from the Contacts list, or from your call history list.

Figure Make a Call 4: Contacts and History Buttons

Answering a Call

Upon receiving an incoming call, you'll see a few indicators, if visual alerting is enabled.

A slow flashing call line appearance button indicates an incoming call. This may also be accompanied by ringing and by the message light flashing on the upper-right corner of your phone.

Figure Answering a Call 1: Message Light and Line Button

If you are not already on a call, answer the incoming call by either:

1. lifting the handset;
2. pressing the Headset or Speaker button;
3. or selecting the call appearance line button.

Figure Answering a Call 2: Handset

Figure Answering a Call 4: Call Appearance Line Buttons

Figure Answering a Call 3: Speaker and Headset Buttons

If you are already on a call, when you receive an incoming call, press the Ans Hold (Answer Hold) softkey to place the active call on hold before you answer the incoming call.

Press the Ans Drop (Answer Drop) softkey to drop your existing call to answer the incoming call. If you do not put the active call on hold first, you will hang up on the current caller when selecting another call.

Figure Answering a Call 5: Answer Hold Softkey

Figure Answering a Call 6: Answer Drop Softkey

To quiet the ringing, press the Ignore softkey. By pressing Ignore, all you are doing is turning your ringer off; the call will continue alerting visually.

To redirect the call to your voicemail mailbox, press the To VM (To Voicemail) softkey if shown on the LCD screen.

Press the Drop softkey to disconnect the call, and provide you with a dial tone.

Figure Answering a Call 7: To Voicemail and Ignore Softkeys

Figure Answering a Call 8: Drop Softkey

To hang up the phone, press the Speaker or Headset button if they were activated, or hang up the handset (refer to Figure Answering a Call 3: Speaker and Headset Buttons).

Phone Settings

Call Settings

To access Call Settings:

1. press the Home button;
2. select Options and Settings;
3. select Call Settings to access the call settings for the phone.

Figure Phone Settings 1: Select Options and Settings

Figure Phone Settings 2: Select Call Settings

If your phone is not currently configured to display the phone screen when you make or receive calls, you will have to press the Phone button to return to the phone screen. To manage your settings, select the option Go to Phone Screen on Calling", "Go to Phone Screen on Ringing", or "Go to Phone Screen on Answer" and set the option to Yes.

Press the down navigation arrow to scroll through the call settings for your phone.

Figure Phone Settings 3: Call Settings

Figure Phone Settings 4: Call Settings Continued

The Display Call Timers setting allows you to turn off call times.

The Redial setting of "One Number" will dial the last number dialled. To change this option, press the Change softkey to toggle to "List" to display the last few numbers dialled, allowing you to select which number to dial.

Call settings Continued

The Visual Alerting option enables or disables the red flashing indicator ligh on the top-right corner of the phone.

Figure Phone Settings 5: Call Settings Continued

Application Settings

Figure Phone Settings 6: Select Application Settings

If you have bridged call appearances on your phone, you can include calls to your bridged lines in your call log. Choose “Yes” to log the calls or “No” to turn it off, by pressing the Change softkey.

Press the Save softkey to complete your changes.

Figure Phone Settings 7: Log Bridged Calls

You have the option to change the labels that are displayed for your lines, features and abbreviated dial or your speed dial numbers.

To make changes:

1. select "Personalize Labels", by highlighting it on the phone screen;
2. press the Change softkey;
3. select the label you want to edit;
4. press the Edit softkey;
5. use the dial pad to make your changes;
6. press the Save softkey to complete your changes.

Figure Phone Settings 8: Personalize Labels

Figure Phone Settings 10: Save Softkey

Figure Phone Settings 9: Edit Softkey

Screen and Sound Options

To access the Screen and Sound Options:

Figure Phone Settings 11: Select Screen and Sound Options

Figure Phone Settings 12: Save and Change Softkeys

Contacts

Call a Contact

To call a contact:

1. press Contacts - you can search for a desired contact or use the navigation arrow to highlight the contact;
2. press the Call softkey or the OK button (you may have to press the More softkey to call the primary number).

Figure Contacts 1: Contacts Button

Figure Contacts 2: Call Softkey and OK button

To call an alternative number:

1. press the Details softkey to view all information for the contact;
2. press the navigation arrow to select an alternate number to dial;
3. press the Call softkey or the OK button (refer to Figure Contacts 2: Call Softkey and OK button).

Figure Contacts 3: Details Button

Add New Contact

To add a new contact:

1. press the Contacts button (refer to Figure Contacts 1: Contacts Button);
2. press the New softkey;
3. using the letters on the dial pad, enter the name, phone number, and then select the type of phone number (general, work, mobile, or home).

You can save up to 250 names in your contact list and up to six numbers for each name.

When you have finished adding the contact information, press Save or OK to save the contact details.

Figure Contacts 4: Contacts Button and New Softkey

Figure Contacts 5: OK Button and Save Softkey

Edit Contact

Figure Contacts 6: Navigation Arrows

Figure Contacts 7: Edit Softkey

Figure Contacts 8: Save Softkey

To make an alternate number the primary:

1. select the alternate number;
2. press the More softkey, followed by the Primary softkey (this change will set this number to be the main number for this contact);
3. press the More softkey;
4. press Save.

Figure Contacts 9: More Softkey

Figure Contacts 10: Primary Softkey

Delete Contact

To delete a contact:

1. select the contact you would like to delete;
2. press the Delete softkey;
3. press the Delete softkey again to confirm or press Cancel to cancel the deletion and return to the contact list.

Figure Contacts 11: Delete Softkey

Figure Contacts 12: Delete and Cancel Softkeys

Voicemail

Figure Voicemail 1: Highlighted Message Button

Figure Voicemail 2: External Voicemail

Call History

Figure View History 1: History Button

Figure View History 2: Call and Details Softkeys

To add an entry from the Call History to your contacts list:

1. press the "+ Contact" softkey;
2. make any necessary changes;
3. press the Save softkey.

Figure View History 3: +Contact Softkey

Figure View History 4: Save Softkey

Remove and Clear

To remove an entry from call history:

1. press the History button (refer to Figure View History 1: History Button);
2. select the entry;
3. press the Delete softkey (you may have to press the More softkey first in order to see the delete option);
4. press the Delete softkey again to confirm, or press Cancel to cancel the deletion.

Figure Remove and Clear 1: Delete Softkey

Figure Remove and Clear 2: Delete and Cancel Softkeys

To clear all entries from your Call History, or select a specific category you would like to clear, press the Clear All softkey to delete all of the entries in the list displayed. Press the Clear All softkey again to confirm.

Figure Remove and Clear 3: Clear All Softkey

Figure Remove and Clear 4: Clear All Softkey

Hold and Transfer

Place a call on hold

To place a call on hold:

1. select the line;
2. press the Hold softkey (a hold timer will display next to the held line).

To take the call off hold, press the Resume softkey, or the line button of the held line.

Figure Hold and Transfer 1: Hold Softkey

Figure Hold and Transfer 2: Resume Softkey

Transferring a Call

To transfer a call:

1. select the line you would like to transfer;
2. press the Transfer softkey (this will place the call on hold);
3. dial the telephone number of the transfer recipient;
4. press the Complete softkey to transfer the call as a blind transfer.

Figure Hold and Transfer 3: Transfer Softkey

Figure Hold and Transfer 4: Complete Softkey

Alternatively, you can stay on the line for the transfer recipient to answer the call and announce the call before pressing the Complete softkey to transfer the call as a consultation transfer.

Call Forwarding

To configure your phone to send all of your incoming calls to voicemail, press the Send All softkey to turn Send All Calls on. The softkey will be marked, with a checkmark, to let you know it has been activated.

Figure Hold and Transfer 5: Send All Softkey

Figure Hold and Transfer 6: Send All Softkey (activated)

To deactivate call forwarding, press the Send All softkey again and the checkmark will be removed.

Press the left or right navigation arrow buttons to access the Features menu to view and modify your Call Forwarding options.

Figure Hold and Transfer 7: Left and Right Navigation Arrows

Conferencing

To initiate a conference call while you are on a call:

1. press the Conference (Conf) softkey (this will action will place your call on hold);
2. dial the number of the individual you want to add to the conference;
3. press the Join softkey to add the person to the conference.

Figure Conferencing 1: Conference Softkey

Figure Conferencing 2: Join Softkey

To add an individual to the conference call, press the Add softkey.

You can add up to five people on a conference call for a total of six participants (including yourself).

If you press the Drop softkey, you will hang up on the last person added to the conference call.

Figure Conferencing 3: Add Softkey

Figure Conferencing 4: Drop Softkey

To create a conference by joining an existing call on a bridged line, select the bridged call in progress that you would like to join. Then press the Bridge softkey.

Figure Conferencing 5: Bridge Softkey

Appendix - 9608 IP Telephone Softkey/Feature Description

Soft keys related to making and receiving calls.