Avaya 9620 Operation & User’s Manual

For Avaya IP Phone Models: 9620 9630 9640 9640G For Technical Support contact: 202-715-3733 For Customer Care contact: 202-715-3801 DC-Net Citywide Information Network Office of the Chief Technology Officer Government of the District of Columbia v 1.3 11/17/10 2010 9620 9630 9640 and 9640G

Set up a New Voice Mail Box 1. From your office phone, press the envelope button. At the prompt, enter “1000” (your temporary password) and then press #. 2. At the prompt, press 1. Enter your new password and then press #. (Passwords must be at least four digits, have no con- secutive or repeated numbers, must not begin with zero, and must not be your phone number.) 3. At the following prompt, re-enter the pass- word. Then press # again. 4. Record your name. At the prompt, press 1 and speak your first and last name and then press #. You will hear your recorded name. You can accept or re-record it. 5. Record a personal greeting. Press 1 and record your greeting (this must comply with your agency’s and the District’s stan- dards). Press # when you are finished. The recording plays back. You can accept or re- record your greeting. After completing setup, the Main Menu of your mailbox is displayed. Accessing Avaya Voicemail 1. Dial 202-478-1000 or 202-478-1400 or press the Message button on your Avaya phone. 2. Enter your passcode (temp passcode 1000) and press #. Accessing Voicemail Remotely 1. Call your 10 digit office telephone number. 2. When the greeting comes on press * (star) and press * again. 3. At the prompt, enter your password. Accessing Audix Voicemail (DYRS Only) 1. Dial 202-299-3349. 2. Enter your passcode (temp passcode 1000) and press #. Accessing Unified Messaging Voicemail Dial 202-730-1518. Passcode resets: In MS Office 2007 Outlook, click Tools > Options > VM Tab > Reset PIN. Non-Office 2007: Click DC Gov Mail > Tools > Op- tions > VM Tab > Reset PIN. Keys to Using Your DC-Net Phone Always dial seven digits for network calls. Always dial 9 before placing an out-of- network call. Always dial 9 1 before placing a long distance call. Where to Get Help 202-715-3733 Trouble Tickets Remedy/Trouble Tickets Voicemail Password Resets Caller ID Name Changes Ticket Status 202-715-3801 Customer Care RTS Order Processing Pricing Service Verification Expedites/Escalations Assistance Issuing RTS Orders For an online tutorial, visit our website www.dcnet.in.dc.gov 3

A navigation icon appears in the phone display to indicate that you can scroll to more options or information. On the 9620—Use the up and down navigation arrows to scroll through lists and select a line. On other 9600 series phones—Use the line but- tons or the navigation arrows to select a line. When you scroll to a line on the display, that line is highlighted in black with white letters. Softkey labels will change according to the op- tions available for the highlighted line. The OK button is a shortcut for the default action. When you select an entry in your Contacts list, press OK to place a call. Use the right and left navigation arrows to go to other screens when the paging icon (left- and right-facing arrows) displays on the Title Line or to move the cursor right or left when entering text. Avaya Menu Use the Avaya Menu to adjust and customize options and settings for your telephone, access additional Web-based applications, get infor- mation about your phone and network settings, and log out. Answering and Making a Call Answering a Call Answer an incoming call in one of the following ways: If you are not on another call, lift the hand- set, or press the line button next to the in- coming call, or press Speaker to answer using the speakerphone, or press Headset to answer using the headset. If you are on another call and the telephone does not automatically display the incoming call, from the Phone screen scroll to the line with the in- coming call and press Answer or OK. If you are on another call and the telephone does automati- cally display the incoming call, you can press Ans Hold to automatically put the first call on Hold when you answer the new call. Alternately, you can press Ans Drop to automatically drop the first call when you answer the new call. Making a Call 1. Lift the handset, or press Speaker or Headset (if applicable) or a line button for an available line. 2. Dial the number you want to call. Using Voice Dialing 1. Press Contacts. 2. If Voice dialing is enabled, a Voice softkey dis- plays. If no tone is generated or if no check mark appears next to the Voice softkey, press Voice. 3. Within a few seconds or as soon as you hear the tone, say the name of the person you want to call. Making a Call Using Edit Dialing Edit dialing works just like making a call on your cell phone - just start entering the number without hear- ing a dial tone. Using the Bksp softkey, you can back- space to "edit" the number before actually dialing it. Putting a Call on Hold 1. Press Phone to view the main Phone screen, if necessary. 2. If you are not active on the line you want to put on hold, select that line. 3. Press Hold. 4. Press Resume or the line button of the held call to retrieve the call. Transferring a Call 1. From the Phone screen, select the line you want to transfer. 2. Press Transfer or OK. 3. Dial the telephone number, or call the person from the Contacts list, or call the person from the Call Log list. 4. If unattended transfers have been adminis- tered, you can hang up now if you do not want to announce the call. Otherwise, press Complete or OK to transfer the call. Conference Calls Setting up a Conference Call 1. From the Phone screen, select your active call. 2. Press Conf. 3. Dial the telephone number, or call the person from the Contacts list, or call the person from the Call Log list. 4. When the person answers, press Join or OK to add the person to the existing call. 5. Press Add and repeat these steps to add an- other person to the conference call. 6. Press Drop at any time to drop the last per- son added to the conference call. Adding a Person on Hold to a Conference call 1. From the Phone screen, select your active call. 2. Press Conf, or Add if you are already in a con- ference. 3. Select the call on hold that you want to add to the conference. 4

5. Press Join to add the person to the confer- ence call. Dropping a Person from a Conference Call 1. From the Phone screen, select your active call. 2. Press More then Details. 3. Select the person you want to drop. 4. Press Drop. Features For more information about what features and options are available for your extension, con- tact your system administrator. Accessing the Features Menu From the Phone screen, scroll right to access the Features menu. Send all Calls 1. Press Forward to access the main For- warding menu. 2. Select SendAllCalls. 3. Press Select or OK to turn Send All Calls on or off. Contacts You can save up to 250 names and up to 3 telephone numbers per name. You can call a contact by speaking the contact name. You can also import or export a Contact list using a USB device. Searching for a Contact 1. Press Contacts. 2. Using the dialpad, start typing the name for which you want to search. Note: a Contacts search is case-sensitive. 3. Press Call to call the person or press More then Edit to edit contact information. Calling a Person from the Contacts List 1. Press the Contacts button. 2. Select the person or primary number you want to call. To call a non-primary number, select the person, press Details, then select the desired number. 3. Press Call or OK. Adding a New Contact 1. Press Contacts. 2. Press New if this is your first contact list entry, or press More then New if you already have entries in your contact list. 3. Enter the name using the dialpad. 4. Select the next field. 5. Enter the telephone number and press Primary if applicable. The primary number is the one that will always display without having to go into con- tact details. 6. Select the next field. 7. Select the type of number entered (general, work, mobile, home). 8. If you have another number for this contact, scroll down and repeat Steps 5 - 7. You can add up to two additional numbers for this contact, but you can designate only one number as pri- mary. 9. Press Save or OK. Editing a Contact 1. Press Contacts. 2. Search for and select the contact you want to edit. 3. Press More > Edit. 4. Choose the field you want to edit. 5. Use the dialpad and softkeys to make changes to the contact information. 6. Press Save or OK. Call Log Calling a Person from the Call Log 1. Press the Call Log button. 2. Select the person or number you want to call. 3. Press the Call softkey or the OK button. De- pending on administration, returning a Missed Call may result in that Call Log entry being deleted when the calls goes through. Adding an Entry from the Call Log to your Contacts List 1. Press Call Log. 2. Select the number you want to add to your Contacts list. 3. Press +Contact. 4. Edit the name and telephone number, if nec- essary. 5. Press Save. 5 5