AVAYA IP Office 9640 Telephone User Guide

: June 5, 2024
: Avaya

Table of Contents

AVAYA IP Office 9640 Telephone
Your 9640 Telephone
Contacts
Voicemail
Making Calls
Answering Calls
Call Handling
Starting a Conference
Transfer to Voicemail
Redirecting Calls
References
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AVAYA IP Office 9640 Telephone

Your 9640 Telephone

The IP Office supports the 9640 and 9640G versions of the 9640 telephone. The phone supports 24 programmable call appearance/feature buttons. The labels for 6 of these are displayed in the main display and can be controlled by the adjacent buttons to the right. You can use the up/down keys to scroll the display. You can also use the left/right keys to move through the button feature in pages of 6. 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. AVAYA IP Office 9640 Telephone
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More Information
Go to www.avaya.com/support for latest support information, including user guide, installation and maintenance guide, interactive document and software downloads.

Forward Unconditional

You may be able to change your forward unconditional settings using the Features menu.
Press Features. Use the up/down keys to highlight Forward. Press Select.
Use the up/down keys to highlight Forward Unconditional. Press Select.
To Switch On/Off: Highlight Fwd Unconditional. Press On or Off. If no destination is currently 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

You can redirect your calls temporarily to another extension.
Press Features. Use the up/down keys to highlight Forward. Press Select.
Use the up/down keys to highlight Follow me To. Press Select.
Dial the number of another user or press Dir to select from the directory. 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.
Press the CONTACTS key. Use the left/right keys to select your Personal directory.
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.
Press the HISTORY button. Use the left/right keys to select which calls are shown: All, Missed, Incoming or Outgoing.
Use the up/down keys to scroll through the records.
Press More and then press +Contact.
Use the up/down keys to switch between the name and number details for the new contact.
When the name and number are set as required, press Save.

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

Press the MESSAGES button. Enter your voicemail password if requested and press Done.
The numbers shown next to Listen indicate the number of new, old and saved messages.
Highlight Listen and press Select.
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.
You can use the up and down arrow keys to scroll through the messages.
Use the soft keys to control the playback actions for the current message. By default, messages are automatically deleted a set time after being played. The delay depends on the particular voicemail server (24 hours for embedded voicemail, 30 days for Voicemail Pro).

Voicemail On/Off

You can control whether voicemail is used for your unanswered calls. This does not switch off your mailbox; you can still play existing messages and use other functions.
Press the MESSAGES button. Enter your voicemail password if requested and press Done.
Use the up and down arrow keys to highlight Voicemail.
Press the Change to switch between On or Off.
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

You can use any directory contact to make a call. You can also use the directory in any function where Dir is displayed.
Press the CONTACTS key. The directory menu is displayed.
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.
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.
To view more details of the highlighted name, press Details. To return to the directory press List.
When the required entry is highlighted, press Call or press the button next to the name.

Redialling a Previous Number

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

Answering Calls

A slow flashing appearance button indicates an alerting call. This may also be accompanied by ringing and by the message lamp flashing. If you are currently not on a call:
To quiet the ringing, press Ignore. The call will still continue alerting 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 handsfree, press the SPEAKER key.
To answer the call on a headset, press the HEADSET key.
Once you have answered the call, you can switch between different talk modes:
To switch to using the handset, simply lift the handset.
To switch to handsfree, 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 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.

Quite a Ringing Call

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

Call Handling

Adjust the Call Volume
While talking, you can adjust the volume of the incoming call. The volume is separately adjusted for the device (handset, headset or speaker) you are currently using.

With the call connected, press the VOLUME key.
Use the + plus and – minus keys to adjust the volume.

Muting a Call
Muting a call stops the caller from hearing you. However you can still hear them. The mute setting remains active even if you switch between calls using hold and or appearance buttons. If you change how you are listening to the call, for example switching from the handset to the speaker, the mute setting is canceled.

To activate mute, press the MUTE key. The button will be lit while mute is active.
To switch 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 a connected call and any held calls, pressing Conf will start a conference with all those calls. Otherwise, to start a conference or to add another party to a conference:

Press Conf. Your current call is automatically put on hold.
Dial the party that you want to add to the conference.
If they answer and want to join the call, press Conf again.
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

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 Nuse, end or park one of your existing calls.

Press Transfer. The current call is automatically put on hold.
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.
With a call connected, press the Message key. You can still continue talking.
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 otherwise hear busy tone. 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 broken dial tone.