Desktop Telephones

Desktop telephones

All desktop telephones are either Avaya Voice over IP (VoIP) or analogue handsets.  The VoIP handsets will display the Avaya logo.  All other handsets will be analogue devices of various makes and models.  The model of the Avaya phone can be found under the receiver or under the handset itself depending on the model.

Avaya handset user guides and basic functions

Click the model number to download the user guide;

1603

1608

4602

4610

4620/4621/4625

9608 User guide to be added

9620

9630

9621/9641 User guide to be added.

Accessories

Any accessories or specialised equipment such as headsets, Teleconference units, loud sounding alarms, disability aids, etc that need to be connected to the P.A.B.X should be purchased via Voice Services by logging a request on the Service Desk.  We provide equipment that we know will work and can be connected to the telephone system.  We will not guarantee or support any equipment purchased that has not been approved by us.

Using your Avaya telephone

Dialing

  • For emergencies dial 0 then 000.  To call an external telephone number you should dial '0' then the number you require.  Click here for more information on how to call into the university.
  • To call the switchboard dial '9'
  • To call another extension click here for the prefix or tie line number

Call history

The Avaya telephone retains a list of telephone calls made to and from your handset.  You can access these calls by:

  1. Pressing the History or Log button on your telephone.

Placing a caller on hold

To put someone on hold:

  1. Press the hold button.

To take them off hold:

  1. Press the resume button.

Transferring a call

To transfer a call:

  1. Press the Transfer button; 
  2. Dial the number you want to transfer the call to; 
  3. When the other phone is ringing, you can replace the receiver. Alternatively, wait until the other person answers, announce the transfer and finalise the call.

If the person you are transferring to does not answer, or if for any reason you want the original caller back:

  1. Press the Cancel or Drop button depending on your Avaya telephone model.

Note: If the person you are transferring to has call forwarding to the voicemail system, you will be unable to use recall to retrieve the original caller once the voicemail system answers.

Storing a number

Frequently used numbers can be stored on your telephone. You should consult the user guide that came with telephone for the correct procedure on how to program your telephone. If you are unable to locate a user guide for your particular type of telephone contact the Service Desk.

Call forwarding

There are two types of call forwarding-all calls will transfer any incoming call immediately to a specified number, and busy-no answer will transfer incoming calls you do not answer within six rings or if your extension is in use.

To turn on all calls forwarding, press the call forward button, then dial the extension number all calls will be forwarded to. Once you hear the confirmation tone, replace the receiver. You will notice that the call forward displayed on the screen is highlighted indicating that the feature is active.  To turn off the feature, press the call forward button again.  The screen display returns to normal.

To turn on busy-no answer forwarding lift the receiver and press the CFBDA button, and then dial the number all calls will be forwarded to. Once you hear the confirmation tone, replace the receiver. You will notice that the CFBDA displayed on the screen is highlighted indicating that the feature is active.  To turn off the feature, press the CFBDA button again.  The screen display returns to normal.

Calls can be forwarded to any outside number including a mobile telephone.  Remember to include 0 before the number you want to forward your calls to.

Send All Calls

This facility is used when you use a more permanent diversion path such as voice mail. It is a system parameter and the answer point needs to be programmed into the voice system by the system administrator.

Once the diversion point has been programmed the facility is operational. If the answer point is voice mail the typical operation is that after six rings the call will be transferred to voice mail. This cannot be turned off. You can make the calls go immediately to the answer point by pressing the send all calls button and you will hear a confirmation tone. You will notice that the send all calls displayed on the screen is highlighted indicating that the feature is active.  To turn off the feature, press the send all calls button again.  The screen display returns to normal.

Automatic call back

When the person you are calling does not answer or is engaged, press the auto callback button wait for a confirmation tone then hang up. (You will not be able to place an automatic call back on an extension if it diverts to voicemail).

As soon as the person you were calling either hangs up the call they were on or comes back to the office and uses the telephone, Voice Services will set up a call from you to that person - both your phones will ring.

This feature saves you trying the same number, and saves you from forgetting to make an important call if the number was engaged the first time. To cancel an automatic call back, lift the receiver, press the auto callback button.

It is most important to cancel a callback if you are leaving the office, especially if you have call forwarding to the voice mail system.

Only internal numbers can have automatic call back set on them.

Call Conferencing

For instructions on setting up a teleconference with an analogue telephone click here.

For instruction on setting up a teleconference call with an Avaya telephone click here.

Group call pickup

There are two different types of group call pickup-call pickup and directed call pickup.

Call pickup

If you have requested that a group of extensions be placed in a group call pickup you can pick up a ringing extension in the group by pressing the call pickup button.

Abbreviated dialing

Several destinations have an abbreviated dialing system. To use an abbreviation, lift the receiver and dial the abbreviated number. Abbreviations may only be used if your telephone has STD permitted on it.  Click here to see the abbreviated dial list.

Analogue models;

There are many different makes and models of analogue handsets.  The basic functions are the same from model to model.  If you need assistance please log a request on the Service Desk.

Dialing an external number

To call an external telephone number you should dial '0' then the number you require.

Dialing the switchboard

To call the switchboard you should dial '9'.

Redial

To redial the number most recently dialed, lift the receiver and press the Redial button. The most recently dialed number will be retained indefinitely, changing each time you dial a new number.

Putting a caller on hold

To put someone on hold, press the recall button. To take them off hold, press the recall button again. While on hold, the caller cannot hear you speak, nor can you hear them.

Callers will only remain on hold for about 30 seconds. If neither you nor anyone else has got back to them in that time, the call will drop off.

Transferring a call

To transfer a call, press the recall button and dial the number you want to transfer the call to. When the other phone is ringing, you can hang up immediately. Alternatively, wait until the other person answers, announce the transfer, then hang up. Either way, the original caller will be connected to the other party's phone.

If the person you are transferring to does not answer, or if for any reason you want the original caller back, press recall again.

 

Note that if the person you are transferring to have call forwarding to the voice mail system, you will be unable to use recall to retrieve the original caller once the voice mail system answers.

Storing a number

Frequently used numbers can be stored on your telephone. You should consult the user guide that came with telephone for the correct procedure on how to program your telephone. If you are unable to locate a user guide for your particular type of telephone contact the Service Desk.

Call forwarding

There are two types of call forwarding-all calls will transfer any incoming call immediately to a specified number, and busy-no answer will transfer incoming calls you do not answer within six rings or if your extension is in use.

To turn on all calls forwarding, lift the receiver and press *, then 01, and then dial the number all calls will be forwarded to. Once you hear the confirmation tone, replace the receiver. To turn off the feature, press # then 01.

To turn on busy-no answer forwarding lift the receiver and press *, then 02, and then dial the number all calls will be forwarded to. Once you hear the confirmation tone, replace the receiver. To turn off the feature, press # then 01.

Calls can be forwarded to any outside number including a mobile telephone by adding 0 to the number to access an outside line.

 

 

Send All Calls

This facility is used when you use a more permanent diversion path such as voice mail. It is a system parameter and the answer point needs to be programmed into the voice system by logging a job on the Service Desk.

Once the diversion point has been programmed the facility is operational. If the answer point is voice mail the typical operation is that after six rings the call will be transferred to voice mail. This cannot be turned off. You can make the calls go immediately to the answer point by dialling * then 08 and you will hear a confirmation tone. To return to normal operation, dial # then 08. You will hear a conformation tone to indicate that the facility is off.

Automatic call back

When the person you are calling does not answer or is engaged, press * then 00, wait for a confirmation tone, then hang up. (You will not be able to place an automatic call back on an extension if it diverts to voicemail).

As soon as the person you were calling either hangs up the call they were on or comes back to the office and uses the telephone, Voice Services will set up a call from you to that person - both your phones will ring.

This feature saves you trying the same number, and saves you from forgetting to make an important call if the number was engaged the first time. To cancel an automatic call back, lift the receiver, press # then 00.

It is most important to cancel a callback if you are leaving the office, especially if you have call forwarding to the voice mail system.

Only internal numbers can have automatic call back set on them.

Call Conferencing

Call conferencing with an analogue telephone lets you connect up to three callers-including yourself-in a conference. The telephone conference can be any combination of internal and external numbers.

To set up a conference call, lift the receiver, dial the first number, explain the conference call, then press recall. Dial the second number, explain the conference call, and then press recall again.

If you have answered an incoming call and want to involve a third party, press recall, dial the third party, press recall again.

Any party in a conference can hang up at any time without affecting the conference call connection.

Note that call charges will be allocated to the extension setting up the conference. This rule applies even if the originator hangs up prior to the conference ending.

Group call pickup

There are two different types of group call pickup-call pickup and directed call pickup.

Call pickup

If you have requested that a group of extensions be placed in a group call pickup you can pick up a ringing extension in the group by dialing * then 04.

Directed call pickup

If an extension is ringing and you are not already in a pickup group, you can answer the call by dialing # then 04, followed by the number of the ringing extension.

Abbreviated dialing

Several destinations have an abbreviated dialing system. To use an abbreviation, lift the receiver and dial the abbreviated number. Abbreviations may only be used if your telephone has STD permitted on it.