NORTHLAND COMMUNICATIONS Avaya IP Office J139 Deskphone User Manual

NORTHLAND COMMUNICATIONS Avaya IP Office J139 Deskphone

TELEPHONE KEYS AND FEATURES

1. MESSAGE LAMP /RINGING INDICATOR: ON: Indicates new messages in your voicemail box, flashing indicates a ringing call.
2. DISPLAY: Shows call information, details on system features and call appearance keys.
3. CALL APPEARANCE OR FEATURE KEYS (12): Press left/right arrow keys to see additional screens.

These Keys have four roles

1. CALL APPEARANCE KEYS: Allow you to handle multiple calls. Used to Make or Receive Internal and External Calls.
2. FEATURE KEYS: Features and menus are accessed by pressing these keys.
3. HUNT GROUP KEYS: Rings and/or flashes for “group” calls, ie: Departmental or main numbers.
4. USER KEYS: Show appearance of other users extensions and indicate status Slow Flash indicates ringing call Fast Flash indicates on a call Solid Red indicates DND

IDLE STATE: The following Softkeys appear when your phone is idle.

• REDIAL: Displays a list of outgoing numbers from your call log allowing you to dial from that list.
• FEATURES: displays a scrollable list of available features and user settings.

RINGING STATE: The following Softkeys appear when your phone is ringing.

• ANSWER: Answers ringing call on hands free or turns a page call into a two–way conversation.
• TO VM: Sends a ringing call to your voicemail.
• IGNORE: Quiets the ringer for current ringing call. Call will continue to flash until answered goes to voicemail.
• DROP: When your phone is ringing DROP will send the caller directly to voicemail.

PLACING AN EXTENSION CALL: The following Softkeys appear when you are placing a call to an internal extension.

• CALLBACK: Set an automatic Callback on the user set that you have called. When they next end a call, the telephone system will call you and when you answer, automatically make a call to the user.
• DROP : When you are dialing, DROP will disconnect you.

CONNECTED TO A CALL: The following Softkeys appear when you are connected to a call.

• HOLD: Places a call on an exclusive hold to your phone.
• CONFERENCE: Puts your current call on hold and presents dial tone to add another party to a conference.
• TRANSFER: Puts your current call on hold and presents dial tone so you can transfer the call to another extension.
• DROP: When you are connected to a call, DROP will disconnect you.

NOTE: as you complete the process of TRANSFER and CONFERENCE additional Softkeys appear as well as when you are in Menus and Lists on the display.

• 6 PHONE KEY: Used to exit any menu, or return display to phone screen.

• 8 MAIN MENU: Accesses a list of options and settings to customize your phone.

• 9 CONTACTS: Accesses personal and shared directories.

• 10 RECENTS (CALL LOG/HISTORY): displays a record of most recent answered, missed and outgoing calls. Illuminates when you have new missed calls.
  When you have new missed calls, the number of missed calls will appear in the top of your display.

• 11 MESSAGE: Accesses the voicemail system, illuminates when you have new messages.

• 12 HEADSET: Switches calls from handset to headset. Key is illuminated when headset is active.

• 13 SPEAKER: Used to make or answer any call without lifting Handset. illuminated when speaker is active.

• 14 VOLUME: Controls Ringer, Speaker, & Incoming Voice Levels over Handset/Headset.

• 15 MUTE: Turns the Microphone off or on when you are on a call. Lamp is lit when in use, caller cannot hear you.

CALL PROCESSING

ANSWERING AND PLACING CALLS

TO ANSWER INCOMING CALL: Phone rings-Indicator Flashes Slow. Lift Handset or Press SPEAKER Key or Press ANSWER Softkey.

NOTE: To quiet a ringing call, Press IGNORE Softkey. To send a ringing call to Voicemail, Press TOVM Softkey. TO ANSWER SECOND CALL: Press Call Appearance Key of new call, first call automatically holds. TO PLACE A CALL: Lift Handset or Press SPEAKER Key

• Internal: Enter EXTENSION Number.
• External: Enter dialing prefix (typically 8 or 9) 1 area code and number.

SPEAKER: Press to make or answer any call without lifting the Handset.

TO SWITCH TO SPEAKER FROM HEADSET/HANDSET: Press SPEAKER Key. Replace Handset in Cradle. TO RESUME PRIVACY: Lift Handset or Press HEADSET Key. TO END SPEAKERPHONE CALL: Press SPEAKER Key or DROP Softkey.

MUTE: Turns off your Microphone (Speaker, Handset and Headset) to allow you to speak privately. Caller cannot overhear office noise/conversation.

TO RESUME CONVERSATION: Press MUTE Key again. HOLD: Places active call on hold. This is an exclusive hold to your telephone. No one else can retrieve it.
TO HOLD A CALL: Press HOLD Softkey. Indicator lamp flashes fast. TO RETURN TO CALLER: Press Flashing Call Appearance Key. AUTOMATIC HOLD: When you select another Call Appearance Key, or use certain features, the line that you are already speaking on will be placed on hold automatically without pressing the HOLD Key.
TRANSFER: Allows you to connect your call to someone else (With call on line)

NOTE: If you do not know the extension number, after you press TRANSFER, you can search in the directory. TRANSFER TO VOICEMAIL: Sends a caller directly to voicemail without ringing the phone.

• Press TRANSFER Softkey, call automatically held.
• Enter # sign and extension number.
• Press OMPLETE Softkey immediately.

ADHOC CONFERENCE: Allows you to add multiple parties to a call (With call on line)

Press CONFERENCE Softkey, first call automatically holds, you hear dial tone. Enter Second Number (internal or external).
IMPORTANT: Wait for answer and announce conference.

Press ONFERENCE Softkey again. All parties are connected.

• To add additional parties, repeat above procedure.
• To drop yourself from the conference, Hang up.
• To Drop another member from the conference:
• Press DETAILS Softkey, display gives participant information.
• Press Up/Down Arrow Keys to scroll through participants.
• Press DROP Softkey to drop desired participant.
• To Mute another member, Press MUTE Softkey.
• To Mute yourself, Press MUTE fixed key..

IF CALLED PARTY DOESN’T ANSWER/BUSY: To return to original call Pr Cess ANCEL Softkey or CALL APPEARANCE key of the held line (fast green flash).
NOTE: The number of external callers you can bring into this type of conference is dependent upon the type of service from your dial tone provider. Check with your system administrator.

ADDITIONAL FEATURES

NOTE: You may need to scroll by pressing the right and left arrow keys to see additional features. CALL PARK: Allows you to place a call on hold in the system and assign it to a Call Park Slot. Call can be retrieved from any telephone in the system by pressing associated Call Park Slot Key.

• TO PARK: With caller on line Press Available CALL PARK Key, Key lights green on your phone, red on others. Advise person of Call Park Slot Number.
• TO RETRIEVE: Lift Handset or Press SPEAKER Key Press Applicable CALL PARK Key. Caller ID of held call is displayed. Pr Cess ONNECT Softkey. You are connected to call, begin speaking.

NOTES: If parked call is not retrieved within a predetermined number of seconds, call will “Callback” to the phone it was parked from.
PAGING: Accesses Telephone or Overhead Speakers to make an Announcement.

TO USE: Lift Handset Pr PAess GE Key or *631 and wait for tone. Make Announcement. Press DROP Key, Hang Up.

NOTE: When certain features are active such as Do Not Disturb and Call Forward, a “stutter” dial tone is heard when you lift your receiver or press handsfree. This does not affect outcalling, it is just another indication there is a feature activated. REDIAL: Displays the last 10 numbers dialed or Redials the last number dialed.

TO USE: Press REDIAL Softkey. Displays shows last 10 numbers dialed. Use UP/DOWN Arrow Keys to highlight number you want to redial. Pr Cess ALL Softkey.

USER PROGRAMMING

CALL FORWARD: Programs your phone to ring at another Extension.

• TO PROGRAM: Press CALL FWD Key. Enter EXTENSION Number of phone that you want calls forwarded to.
• TO CANCEL: Press CALL FWD Key, hear tone. CALL FWD Key light goes out, D disappears.

NOTE: A missed call will return to your voicemail as the call was originally intended for you. GROUP PICK UP: Allows you to pick up another call you hear ringing in your group. (You must be programmed in a group by a System Administrator).

TO USE: Hear another phone ringing in your preprogrammed group. Press PICK UP Key. Begin speaking, call is connected.

DIRECTED PICK UP: Allows you to pick up a “specific” extension you hear ringing

TO USE: Hear another phone ringing that is not in your preprogrammed group. Press DIRECTED PICK UP Key. Enter EXTENSION number you wish to pick up.

NOTE: All features may not be programmed on keys based on your Company’s special needs. Features such as Call Forward and Call Pick Up can also be activated by pressing the FEATURES Softkey.

CONTACTS: Contains four preprogrammed directories and one 100 number personal directory that you program.

TYPES OF DIRECTORIES:

• ALL: All directory entries (External, Personal, Users and Groups).
• EXTERNAL: Entries stored by the system administrator to be used by all users.
• GROUPS: Names and numbers of hunt groups on the telephone system.
• USERS: Names and numbers of all users on the telephone system.
• PERSONAL: Entries stored by you, to be used from your phone.

TO PROGRAM: Leave Handset In Place Pr Cess ONTACTS Ke Pr thess e NEW Softkey Enter Name & Number (include the dialing prefix (typically 8 or 9), 1 and area code If required) Pr SAess VE Softkey Information is automatically saved to your Personal directory. To exit without making changes, press CANCEL Softkey.

TO USE: Press CONTACTS Key Begin spelling name on dial pad (you can search by First or Last Name). Lift your handset or Press the CALL Softkey, SPEAKER Key, HEADSET Key or the OK Key to call.

NOTE: When searching for a name in the contacts, only press a key once for each letter. Example: when searching for Steven – Press 783836 (Not 7 four times to indicate S).HISTORY/ CALL LOG: Accesses a list of your recent calls last 10 incoming, last 10 missed and last 10 outgoing.

TO USE: Press CALL LOG Key. If you have new missed calls, the CALL LOG Key will be illuminated and LOG will open to missed calls. Use the LEFT/RIGHT Arrow Keys to scroll through MISSED, ANSWERED, OUTGOING or ALL
TO DIAL: Press CALL Softkey or OK to call the number shown in the display

TO SAVE A NUMBER AS A CONTACT

Press CALL LOG Key.
Use LEFT/RIGHT Arrow Keys to Scroll through ALL/MISSED/INCOMING/OUTGOING. Use the UP/DOWN Arrow Keys to scroll through records.
Press the DETAILS Softkey.
Press MORE Softkey then Press the +CONTACT Softkey. Use the UP/DOWN Arrow Keys to switch between and edit the name and number include dialing prefix (typically 8 or 9) if needed. Press SAVE Softkey, to cancel without saving press CANCEL Softkey.

NOTE: MISSED CALL INDICATION in upper left hand portion of display indicates the number of missed calls.ie: 4 [ X . Enter EXTENSION Number of phone you want moved. PEnter ASSWORD This is either the extension number or a number assigned by system admin. Press DONE Softkey.

NOTES: When you log in at another telephone, it logs you out of your telephone. When you log out of the phone you logged in to, it both phones should return to their original extension. When Hot Desking to a different physical building, 911 calls will display the address of the phones “home” location.

MENU/HOME OPTIONS

NOTE: Menu options may vary slightly and may be limited to system administrator status.

APPLICATIONS: This menu option is limited to system administrator status.
SETTINGS: This is the main menu for end users to customize telephone features and functions.

• Phone
  • Visual Alerting controls whether the light will flash for new incoming calls (Default is on)
•  Audio
  • Automatic Gain Control on/off adjusts the audio output level to achieve a constant and better quality audio. (Default is on)
  • Audio Path changes the default path for calls from speaker to headset. (Default is speaker)
  • Button Clicks turns the “beep” sound that keys make when pressed ON or OFF. (Default is on)
  •  Error Tones turns the “tone” on or off when you make an error. (Default is ON)
  • Headset Signaling enables the alert tone to a headset when a call is received. (Default is Disabled)
  • Handset Profile / Headset Profile changes the default incoming volume levels to the handset/headset to best suit user’s needs and eliminates the need for a separate “hearing aid compatible” handset. Options are:
  • Headset mic level adjusts the gain on the headset microphone
  • Personalized Ringing changes the ringtone. The system comes with 14 Primary ring tones: 8 classic business ringtones and 6 melodious ringtones
• Display customizes display settings including:
  •  Background
  •  Screen saver
  • Screen saver details (time out and clock)
  •  Backlight Timer
  • Brightness
  • Contrast
  • Language
  • Text Size
•  Network Information provides network information to system administrators to assist with trouble shooting.
• Administration provides system administration functionality.
•  About provides the IP phone version.

RINGS AND INDICATORS

SELECT RING TYPE Choose from 8 different ringtones to help distinguish your phone ringing from others

Leave handset in place
Press MAIN MENU Key Scroll to SETTINGS and Press SELECT Softkey display will show Phone/Audio/Display options Scroll to AUDIO and Press SELECT Softkey
Use UP/DOWN Arrow Keys to locate Personalized Ringing Press SELECT Softkey display will show Primary Press SELECT Softkey Use UP/DOWN Arrow Keys Pr PLess AY Softkey to listen to various selections Pr SAess VE Softkey to set desired ring Press EXIT or PHONE Key to return to the main screen

Your telephone rings differently for different types of calls

• EXTERNAL: Two Short rings Repeated (a new external call or a transferred external call)
• INTERNAL: Single ring Repeated
• RINGBACK: Single Ring followed by two short rings Repeated
• ADJUST RING VOLUME: Leave handset in place

You can adjust the volume while phone is ringing or idle Press PLUS/MINUS VOLUME CONTROL Key to adjust the volume.

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