The Avaya IP Office 9508 Desk Phone is a robust communication device designed for business environments, offering a comprehensive suite of features for efficient call handling and user customization. This user manual outlines its various functions, usage features, and some maintenance aspects, ensuring users can maximize its capabilities.
Function Description
At its core, the Avaya IP Office 9508 Desk Phone serves as a primary tool for making and receiving internal and external calls. It integrates with a voicemail system, indicated by a message lamp that illuminates for new messages and flashes for incoming calls. The phone's display provides crucial call information, details on system features, and call appearance keys, allowing users to manage multiple conversations simultaneously.
The device features 24 programmable keys, which can serve four distinct roles: Call Appearance Keys, Feature Keys, Hunt Group Keys, and User Keys. Call Appearance Keys are fundamental for handling multiple calls, enabling users to make or receive both internal and external communications. Feature Keys provide access to various system features and menus, streamlining common tasks. Hunt Group Keys are designed for group calls, such as departmental or main numbers, indicating ringing or flashing for these specific call types. User Keys allow users to monitor the status of other extensions, with visual indicators like a slow flash for ringing calls, a fast flash for active calls, and a solid red light for "Do Not Disturb" (DND) status.
The phone also includes a STATUS Softkey that appears on the display, indicating the current status of the phone, such as DND, Forwarded, or if it's part of a system conference call (CONF 100). It also shows if the extension is not logged on (NO USER) or if hunt groups are in out-of-hours mode (OUT OF SERVICE).
Usage Features
The Avaya IP Office 9508 Desk Phone is equipped with intuitive navigation keys, including Up/Down Arrow Keys for scrolling through call appearances, feature keys, menus, call logs, and speed dial lists, and Left/Right arrows for navigating between screens. The OK Key confirms menu choices. A dedicated PHONE Key allows users to exit any menu and return to the main display.
Key functions are easily accessible:
- MESSAGE: Accesses the voicemail system, illuminating when new messages are available.
- CONTACTS: Provides access to personal and shared directories.
- MAIN MENU/HOME: Offers a list of options and settings for phone customization.
- RECENTS (CALL LOG/HISTORY): Displays a record of recent answered, missed, and outgoing calls, illuminating when new missed calls are present.
- HEADSET: Switches calls between handset and headset, with the key illuminating when the headset is active.
- SPEAKER: Enables hands-free calling, illuminating when active.
- VOLUME: Controls ringer, speaker, and incoming voice levels for both handset and headset.
- MUTE: Turns the microphone off or on during a call, with the lamp lit when active, ensuring privacy.
Softkey Labels and Functions:
Softkey labels appear on the display, corresponding to the keys directly below them. These functions are dynamic, changing based on the phone's current state (idle, ringing, active call).
Idle State Softkeys:
- REDIAL: Displays a list of outgoing numbers from the call log for easy redialing.
- FEATURES: Shows a scrollable list of available features and user settings.
Ringing State Softkeys:
- ANSWER: Answers a ringing call hands-free or converts a page call into a two-way conversation.
- TO VM: Sends a ringing call directly to voicemail.
- IGNORE: Quiets the ringer for the current ringing call; the call continues to flash until answered or sent to voicemail.
- DROP: Sends the caller directly to voicemail.
Placing an Extension Call Softkeys:
- CALLBACK: Sets an automatic callback on the called user's phone.
- DROP: Disconnects the user when dialing.
Connected to a Call Softkeys:
- HOLD: Places the current call on an exclusive hold.
- CONFERENCE: Puts the current call on hold and provides a dial tone to add another party.
- TRANSFER: Puts the current call on hold and provides a dial tone to transfer the call to another extension.
- DROP: Disconnects the user from the call.
Call Processing:
Answering and Placing Calls:
- Incoming Call: Lift handset, press SPEAKER, or ANSWER Softkey.
- Quiet Ringing Call: Press IGNORE Softkey.
- Send to Voicemail: Press TOVM Softkey.
- Answer Second Call: Press the Call Appearance Key of the new call; the first call automatically holds.
- Place a Call: Lift handset or press SPEAKER, then enter the extension number (internal) or dialing prefix and number (external).
- Place Second Call: Press an available Appearance Key, then enter the number.
- Switch to Speaker from Headset/Handset: Press SPEAKER Key, then replace the handset.
- Resume Privacy: Lift handset or press HEADSET Key.
- End Speakerphone Call: Press SPEAKER Key or DROP Softkey.
Mute Functionality:
- To Use: Press MUTE Key (key lights up), speak privately.
- Resume Conversation: Press MUTE Key again.
Hold Functionality:
- To Hold a Call: Press HOLD Softkey (indicator lamp flashes fast).
- To Return to Caller: Press the Flashing Call Appearance Key.
- Automatic Hold: Selecting another Call Appearance Key or using certain features automatically places the current call on hold.
Transfer Functionality:
- Blind Transfer: Press TRANSFER Softkey, enter the extension number, then press COMPLETE Softkey.
- Announced Transfer: Press TRANSFER Softkey, enter the extension number, wait for the party to answer, speak privately, then press COMPLETE Softkey.
- To Complete Transfer: Press COMPLETE Softkey, then hang up.
- To Return to Held Call: Press CANCEL Softkey.
- To Drop a Call Party: Press DROP Softkey.
- To Conference All Parties: Press CONFERENCE Softkey.
- Transfer to Voicemail: Press TRANSFER Softkey, enter # and extension number, then press COMPLETE Softkey.
Adhoc Conference:
- To Add Parties: Press CONFERENCE Softkey, enter the second number, wait for an answer, announce the conference, then press CONFERENCE Softkey again.
- To Add Additional Parties: Repeat the above procedure.
- To Drop Yourself: Hang up.
- To Drop Another Member: Press DETAILS Softkey, use arrow keys to scroll, then press DROP Softkey.
- To Mute Another Member: Press MUTE Softkey.
- To Mute Yourself: Press MUTE fixed key.
- If Called Party Doesn't Answer/Busy: Press CANCEL Softkey or the CALL APPEARANCE key of the held line.
Additional Features:
Call Park:
- To Park: With the caller on the line, press an available CALL PARK Key (key lights green on your phone, red on others), then advise the Call Park Slot Number.
- To Retrieve: Lift handset or press SPEAKER Key, press the applicable CALL PARK Key, then press CONNECT Softkey.
- Notes: If a parked call is not retrieved, it will "Callback" to the phone it was parked from.
Paging:
- To Use: Lift handset, press PAGE Key or *631, wait for a tone, make an announcement, then press DROP Key or hang up.
Do Not Disturb (DND):
- To Program: Press DND Key (STATUS Softkey appears, N appears in display, light next to DND lights).
- To Cancel: Press DND Key (STATUS Softkey disappears, N disappears, light goes out).
- Note: A "stutter" dial tone indicates active features like DND or Call Forward.
Redial:
- To Use: Press REDIAL Softkey, use UP/DOWN Arrow Keys to highlight the number, then press CALL Softkey.
View Call Details:
- To Use: Press DETAILS Softkey, use UP/DOWN Arrow Keys to scroll through details.
User Programming:
Call Forward:
- To Program: Press CALL FWD Key, enter the extension number, then press SAVE Softkey (CALL FWD Key lights, D appears).
- To Cancel: Press CALL FWD Key (key goes out, D disappears).
- Note: Missed calls return to voicemail.
Group Pick Up:
- To Use: Hear another phone ringing in your preprogrammed group, then press PICK UP Key.
Directed Pick Up:
- To Use: Hear another phone ringing not in your preprogrammed group, press DIRECTED PICK UP Key, then enter the extension number.
- Contains four preprogrammed directories (ALL, EXTERNAL, GROUPS, USERS) and one 100-number personal directory.
- To Program Personal Directory: Leave handset in place, press CONTACTS Key, press NEW Softkey, enter Name & Number (including dialing prefix if required), then press SAVE Softkey. To exit without changes, press CANCEL Softkey.
- To Use: Press CONTACTS Key, begin spelling the name on the dial pad, then lift handset or press CALL, SPEAKER, HEADSET, or OK Key to call.
- Note: When searching, press a key once per letter.
History/Call Log:
- Accesses a list of recent calls (last 10 incoming, missed, and outgoing).
- To Use: Press CALL LOG Key. If new missed calls, the key illuminates. Use LEFT/RIGHT Arrow Keys to scroll.
- To Dial: Press CALL Softkey or OK.
- To Save a Number as a Contact: Press CALL LOG Key, scroll to the desired record, press DETAILS Softkey, press MORE Softkey, then +CONTACT Softkey. Edit name and number, then press SAVE Softkey.
- Missed Call Indication: Number of missed calls displayed in the upper left.
- To Clear: Press CALL LOG Key, scroll to MISSED CALLS, press MORE Softkey, then DELETE ALL Softkey.
Hot Desking:
- Allows logging in/out of an extension on another internal phone.
- To Log Out: At the phone you are moving to, press HOT DESK Key or *36.
- To Log In: Press LOGIN Softkey, enter EXTENSION Number and PASSWORD, then press DONE Softkey.
- Notes: Logging in logs you out of your original phone. Logging out returns both phones to their original extension. 911 calls display the "home" location address.
Menu/Home Options (User Options and Settings):
Call Settings:
- Display Call Timer: Adjusts whether ring/call time is displayed.
- Visual Alerting: Controls light flashes for new incoming calls.
- Audio Path: Toggles between Headset and Speaker.
Screen and Sound Options:
- Brightness: Adjusts display brightness.
- Contrast: Adjusts display contrast.
- Personalized Ringing: Selects different ring tones.
- Language: Selects the language for phone menus.
- Button Click: Turns phone menu key click on/off.
- Error Tones: Turns phone menu error tones on/off.
Rings and Indicators:
Select Ring Type:
- Choose from 8 different ringtones. Leave handset in place, press MENU/HOME Key, SELECT Softkey, SELECT Softkey, use UP/DOWN Arrow Keys to locate Personalized Ringing, press SELECT or CHANGE Softkey, use UP/DOWN Arrow Keys to listen, press SAVE Softkey, then EXIT or PHONE Key.
Ring Types for Different Calls:
- External: Two short rings, repeated.
- Internal: Single ring, repeated.
- Ringback: Single ring, followed by two short rings, repeated.
Adjust Ring Volume:
- Leave handset in place. Adjust volume while phone is ringing or idle by pressing PLUS/MINUS VOLUME CONTROL Key.
Maintenance Features
While the manual primarily focuses on usage, some aspects touch upon maintenance or system administration:
- System Administrator: Many features, such as programming keys, are dependent on or managed by a System Administrator. This implies that complex configurations or troubleshooting might require administrative intervention.
- Dial Tone Provider: The number of external callers in an ad-hoc conference is dependent on the type of service from the dial tone provider, suggesting that service-related issues or limitations are external to the phone itself.
- Logging In/Out: The hot desking feature, which involves logging in and out of extensions, ensures that user profiles and settings are correctly associated with the physical phone being used. This helps maintain personalized settings across different devices.
- Firmware/Software Updates: Although not explicitly mentioned as a user-level maintenance task, the "IP Office" designation implies that the phone operates within a larger system that may undergo software updates, which would be managed by system administrators to ensure optimal performance and feature availability.
In summary, the Avaya IP Office 9508 Desk Phone is a feature-rich communication tool designed for efficiency and flexibility in a professional setting. Its comprehensive set of keys, softkeys, and programmable options empower users to manage calls, access directories, and customize settings with ease, while its integration into a larger IP Office system ensures robust and reliable communication.
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