Avaya 9408 IP Office Telephone Quick Start Guide

Avaya 9408 IP Office Telephone

Your 9408 Telephone

The IP Office supports the 9408 telephone.

The phone supports 24 programmable call appearance/feature buttons. The labels for these are displayed in the main display and can be controlled by the adjacent buttons. Functions can be assigned to the phone’s call appearance/feature buttons by your system administrator or by yourself using self-administration. However, you cannot replace call appearance buttons set by your system maintainer. There are features that the system maintainer can set that are not available to you to assign.

More Information

Go to www.avaya.com/support for the latest support information, including a user guide, installation and maintenance guide, interactive document, and software downloads.

Forward Unconditional

1. Press “Features.”
2. Use the up/down keys to highlight “Forward” and press “Select.”
3. Use the up/down keys to highlight “Forward Unconditional” and press “Select.”
   • To Switch On/Off:
   • Highlight “Fwd Unconditional.”
   • Press “On” or “Off.”
   • If no destination is set, the display jumps to the destination field.
   • To Select Which Calls:
   • Highlight “Call Type.”
   • Press “Change,” and when the required option is displayed, press “Save.”
   • Options are “External Only,” “External and Group,” “Non-Group Calls,” and “All Calls.”
   • To Set the Destination:
   • Highlight “Destination.”
   • Press “Edit” and enter the number required or press “To VM” to forward to voicemail.

Follow Me

1. Press “Features.”
2. Use the up/down keys to highlight “Forward” and press “Select.”
3. Use the up/down keys to highlight “Follow me To” and press “Select.”
4. Dial the number of another user or press “Dir” to select from the directory.
5. Press “Save.”

Contacts

Adding a New Contact

So long as the telephone system capacity has not been reached, you can add up to 100 personal directory contacts.

1. Press the CONTACTS key. Use the left/right keys to select your Personal directory.
2. To add a contact, press New. To edit a contact, highlight it and press Edit.
   • Use the up/down keys to switch between number and name entry.
   • When the name and number have been entered as required, press Save.

Add a Contact from Your Call History

You can add a name and number shown in your call history to your personal contacts.

1. Press the HISTORY button. Use the left/right keys to select which calls are shown: All, Missed, Incoming or Outgoing.
2. Use the up/down keys to scroll through the records.
3.  Press More and then press +Contact.
4. Use the up/down keys to switch between the name and numb

Voicemail

Both the MESSAGES button and the lamp (top-right) on your phone are used to indicate when you have new messages in your voicemail mailbox. They remain lit until you have played each of the new messages.

Checking Messages

1. Press the “MESSAGES” button. Enter your voicemail password if requested and press “Done.”
2. The numbers shown next to “Listen” indicate the number of new, old, and saved messages.
3. Highlight “Listen” and press “Select.”
4. Use the up and down arrow keys to highlight which messages (New, Old, or Saved) that you want to listen to and press “Select.” The details of the first message of that type are displayed.
5. You can use the up and down arrow keys to scroll through the messages.
6. Use the soft keys to control the playback actions for the current message.

Voicemail On/Off

1. Press the “MESSAGES” button. Enter your voicemail password if requested and press “Done.”
2. Use the up and down arrow keys to highlight “Voicemail.”
3. Press the “Change” to switch between “On” or “Off.”
4. Press “Save” to save the change.

Making Calls

If you are not already on a call, just dial the number. The first available appearance button is used for the call. Alternatively, press a specific appearance button in order to make a call using that button.

Set a Callback

If the call is to an internal user and they do not answer, you can pressing CallBack and end the call attempt. When the user ends their current or next call, the system will call you and, when you answer, automatically make another call attempt to the user.

• Calling a Person from the Contacts List

1. Press the “ CONTACTS” key. The directory menu is displayed.
2. Use the left/right keys to select the type of directory entries you want displayed; External, Users, Groups, Personal (Your own personal directory contacts) or All.
3. Use the up/down keys to scroll through the list or start dialing the name you want to find to display matching entries. If you dial a name, to return to the full list, press “Clear.”
4. To view more details of the highlighted name, press “Details.” To return to the directory, press “List.”
5. When the required entry is highlighted, press “Call” or press the button next to the name.

• Redialling a Previous Number

1. Press “Redial.” Use the up/down arrow keys to scroll through your 10 most recent outgoing calls.
2. Press “Call” to call the number displayed in the call record.

Answering Calls

• A slow flashing appearance button indicates an alerting call, possibly accompanied by ringing and a flashing message lamp. If you are not on a call:
  • To silence the ringing, press “Ignore.” The call will continue to alert visually.
  • To redirect the call to your mailbox, press “To VM” if shown.
  • To answer the call using the handset, lift the handset.
  • To answer the call hands-free, press the “SPEAKER ” key.
  • To answer the call on a headset, press the “HEADSET ” key.
• After answering the call, you can switch between different talk modes:
  • To switch to using the handset, simply lift the handset.
  • To switch to hands-free, press the “SPEAKER ” key. If you were using the handset, you can now replace it.
  • To switch to headset mode, press the “HEADSET ” key. If you were using the handset, you can now replace it.
  • Pressing the call’s appearance key or any other appearance key will put the call on hold.

Answering Another Call

• If you are already on a call, answering a new call automatically puts the existing call on hold.
  • To answer the call, press the appearance button. Your existing call is put on hold.
  • Alternatively, using the up/down keys , scroll the display to highlight the waiting call and select the action you want to apply: Answer, To VM, Ignore, or Drop.

Divert a Call to Voicemail

• You can transfer a call targeted at you directly to your voicemail mailbox.
  1. If the call is not the currently highlighted call on the display, use the up/down keys to highlight it.
  2. Press “To VM.” The call is redirected to your mailbox.

Quiet a Ringing Call

• You can silence the ringer of a currently alerting call. The call will continue to alert visually but with no audible ring.
  1. If the call is not the currently highlighted call on the display, use the up/down keys to highlight it.
  2. Press “Ignore.”

Call Handling

• Adjust the Call Volume
  • While talking, you can adjust the volume of the incoming call separately for the device (handset, headset, or speaker) you are currently using.
  1. With the call connected, press the “VOLUME ” key.
  2. Use the “+” plus and “-” minus keys to adjust the volume.
• Muting a Call
  • Muting a call stops the caller from hearing you, but you can still hear them. The mute setting remains active even if you switch between calls using hold or appearance buttons. If you change how you are listening to the call, such as switching from the handset to the speaker, the mute setting is canceled.
  1. To activate the mute, press the “MUTE ” key. The button will be lit while mute is active.
  2. To switch the mute off, press the key again.
• Ending a Call
  • The “Drop” option can be used to end the currently highlighted call.
  • If the call is on the phone’s speaker, the “SPEAKER ” key is lit. Pressing the key again will end the call.
  • If the call is on the phone’s headset, the “HEADSET ” key is lit. Pressing the key again will end the call.
  • If the call is on the phone’s handset, replacing the handset will end the call.

Starting a Conference

If you are on a connected call and have any held calls, pressing “Conf” will start a conference with all those calls.

Otherwise, to start a conference or add another party to a conference:

1. Press “Conf.” Your current call is automatically put on hold.
2. Dial the party you want to add to the conference.
3. If they answer and want to join the call, press “Conf” again.
4. If they do not want to join or do not answer, press “Drop,” and then press the appearance key of the held call.

Dropping/Muting Parties

1. While in the conference, press the “Details” key. Scroll through the list of callers in the conference and:

• To drop a caller from the conference, highlight them and press “Drop.”
• To mute a caller, highlight them and press “Mute .” Repeat this to unmute them.
• To return to the call display, press “Back.”

Transferring Calls

• To transfer a call, your phone must have an available call appearance button. If all your call appearance buttons are in use, end or park one of your existing calls.
  1. Press “Transfer.” The current call is automatically put on hold.
  2. Dial the number for the transfer. Alternatively, press “Dir” to select a destination from the directory.
  • To complete the transfer, press “Complete” while the call is still ringing or after being answered.
  • If the transfer destination does not answer or does not want to accept the call, press “Cancel.”

Transfer to Voicemail

• You can use the “Message” key to transfer a call to another user or group’s voicemail mailbox.
  1. With a call connected, press the “Message” key. You can still continue talking.
  2. Dial the extension number of the user or group and press “Select.”

Redirecting Calls

• Do Not Disturb
  • When you select ‘do not disturb,’ your calls are redirected to voicemail if available, or you hear a busy tone if not. Calls to any group of which you are a member are not presented to you. You can still use the phone to make outgoing calls. When you go off-hook, you will hear a broken dial tone.
  1. Press “Features.” Use the up/down keys to highlight “Call Settings.” Press “Select.”
  2. Press “Change” to change the setting.
  3. Press “Save” to save the setting.

FAQs

What is the Avaya 9408 IP Office Telephone?

The Avaya 9408 IP Office Telephone is a communication device that supports various features for making and managing calls.

How many programmable call appearance/feature buttons does the Avaya 9408 phone support?

The Avaya 9408 phone supports 24 programmable call appearance/feature buttons.

Can I customize the functions of the programmable buttons on the Avaya 9408 phone?

Yes, you can assign functions to the programmable buttons either through your system administrator or by self-administration. However, some buttons may be set by your system maintainer and cannot be replaced.

How do I check my voicemail messages on the Avaya 9408 phone?

To check voicemail messages, press the MESSAGES button, enter your voicemail password if requested, and follow the prompts.

How do I turn voicemail on or off on the Avaya 9408 phone?

To manage voicemail settings, press the MESSAGES button, use the up/down keys to highlight Voicemail and press Change to toggle between On and Off.

How do I make a call on the Avaya 9408 phone?

To make a call, dial the number directly or press a specific appearance button for making a call.

How do I call someone from my Contacts list on the Avaya 9408 phone?

Press the CONTACTS key, select the desired directory, and use the up/down keys to scroll or dial the name to initiate a call.

Can I redial a previous number on the Avaya 9408 phone?

Yes, you can redial a previous number by pressing the Redial button and selecting from your call history.

What happens if I receive another call while already on one?

If you're on a call and receive another, the existing call is automatically put on hold. You can choose to answer the new call or take other actions.

How do I start a conference call on the Avaya 9408 phone?

You can start a conference call by pressing Conf and then adding other parties to the call.

How do I transfer calls to another number on the Avaya 9408 phone?

To transfer a call, press Transfer enter the transfer number, and complete the transfer.

Can I customize the labels for the programmable call appearance/feature buttons on the Avaya 9408 phone?

The labels for programmable buttons are displayed on the main screen and can be controlled by adjacent buttons, but customization options may be limited. Consult your system administrator for label changes.

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