Using Avaya Telephones

How To Set The Time

1. Use extension 10 or 11.
2. Press the Feature Key and then 00.
3. Press the left Intercom button twice.
4. Dial #103.
5. Enter the time (in Military time).
6. Press the Feature Key again and 00.

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Avaya Partner Quick Reference

Transfer A Call To An Extension
Press Transfer. Dial the extension number. Hang up.

Transfer A Call To A Voice Mailbox
Press Feature 14. Dial the extension number. Hang up.

Make A Conference Call While Connected To The First Party
1. Press Conf.
2. Press an idle intercom or line button.
3. Call the next party.
4. Press Conf again. Calls are now conferenced.

Repeat to add up to 2 outside and 2 inside connections.

Use Your Voice Mailbox
To listen to your messages, press Intercom 777. To have voice mail answer your calls, press Do Not Disturb.

Program Unused Buttons For Features, Extensions And Numbers
1. Press Feature 00.
2. Press the appropriate button.
3. Dial the dial-code feature, phone number, or for an inside extension, press Intercom and dial the extension.
4. To program another button, go back to step 2, or exit by pressing Feature 00.

System Speed Dial
Press Feature then a 3-digit code. Codes are pre-set by your system administrator.

Avaya Sales & Technical Support During Normal Business Hours
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Palmer to Trapper Creek (907) 761-2699
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Avaya Technical Support After Hours
1 (800) 365-4433

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Avaya Partner Messaging

Getting Started

Logging In
1. If you are at an internal extension, go to Step 2. If you are at an external telephone, call in on a line answered by Partner Messaging Automated Attendant or Call Answer Service, and press * 7 when you hear the menu or greeting. Skip to Step 3.
2. Dial the Partner Messaging extension, 7 7 7, to access the Voice Messaging system.
3. If you are at your own extension, press #. If you are at another telephone, enter your extension number; then press #.
4. Enter your Password and then press #. The first time you log in, your Password is not set. Press # for Step 4; then follow the system prompts to record your name and to enter your new Password. The system announces the number of new and old messages in your mailbox.

When are logged in, choose any of the following:

Press...		To...
1		Record and send messages
2		Listen to messages
3		Change your name or Personal Greeting
4		Change your Personal Operator
5		Change your Password
6		Program Outcalling (if Outcalling permission is activated for your mailbox)
7		Program Personal Group Lists
8		Change Call Answer Mode

Hints: To transfer to another extension at any time, press * 8 and then the extension number followed by #. To transfer to another extension using the Directory, press * 8; then press * 2. To replay a Voice Messaging menu, press * 4. To go back to the previous Voice Messaging menu, press * #. To return to the Voice Messaging Activity Menu, press * 7.

While A Message Is Playing
Press 3 to pause the playback and 3 again to resume playback. Press 4 to raise the volume or 7 to lower it. Press 5 to rewind the message four seconds and play, or 6 to skip forward four seconds and play.

Dial Code/Button Features

To call Voice Mail, press Intercom 7 7 7 or programmed Voice Mail Auto Dial button.

To turn voice mail coverage on and off, press programmed VMS Cover button. VMS Coverage is on when the light is on.

To send calls to your mailbox without ringing your extension first, press programmed DND button to turn it on (and VMS Cover button if present). If no VMS Cover button is programmed, Automatic VMS must be on.

To transfer outside callers to another user’s mailbox, press Feature 1 4 or programmed Voice Mailbox Transfer (VMBox) button, and dial the extension.

To lock your telephone, press 2 1 or programmed Station Lock button, and then dial the four-digit code. Reenter the code.

To record an active call, press programmed Record-a-Call (RAC) button.

To listen to a caller leaving a message in your voice mailbox, press programmed Call Screening button before the call is answered by the Messaging System.

Note: In some countries, the Voice Mailbox Transfer code is Feature 1 5. Also, some systems allow you to use Voice Mailbox Transfer from a standard phone by pressing # 1 5 then the extension number. Check with your System Manager.

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Personalizing Your Mailbox

Recording Your Name
1. Log in to Voice Messaging.
2. Press 3 to change your name recording or greeting.
3. Press 2 to change your name recording.
4. Press 0 to listen to the current name or press 1 to record your name.
5. Record your name; then press 1.
6. Press * # to approve your name, or press 2 3 to play back your name, or press 2 1 to re-record your name.

Recording Or Deleting A Personal Greeting
You can have up to 6 different Personal Greetings. If the system is set for Bilingual Mode, you can record your Personal Greeting(s) in both languages. In your greeting, tell callers they can press * 1 to hear the alternate language.
1. Log in to Voice Messaging.
2. Press 3 to change your name recording or greeting.
3. Press 1 to change your greeting. The system announces the current setting(s).
4. Enter the greeting number [1-6].
5. If the system is set for Monolingual Mode, go to Step 6. If the system is set for Bilingual Mode, press 1 to record your greeting in the Primary Language, or press 2 to record your greeting in the Secondary Language. Go to Step 6.
6. Press 0 to listen to your greeting, or press 1 to record your greeting, or press * 3 to delete your greeting.
7. Record your greeting; then press 1.
8. Press * # to approve your greeting. Go to Step 6 of Activating a Personal Greeting; or press 2 3 to play back your greeting, or press 2 1 to re-record your greeting; or press * 3 to delete the greeting just recorded.
9. If greeting is not already active, go to Step 6 of Activating a Personal Greeting. If greeting is currently active, press * # to keep current activation setting, or Press 1 to change; then go to Step 6 of Activating a Personal Greeting.

Activating A Personal Greeting
You can record up to 6 Personal Greetings. Activate the Personal Greeting you want a caller to hear. You can activate up to 2 Personal Greetings. You can have 1 greeting for internal calls and 1 greeting for external calls, or you can use the same greeting for both internal and external calls.
1. Log in to Voice Messaging.
2. Press 3 to change your name or greeting.
3. Press 1 to change your greeting.
4. Press 9 to activate a greeting. If a greeting is not active, the system greeting is used.
5. Enter the number of the greeting to activate, or press 0 to activate the default greeting.
6. Press 0 to use this greeting for all calls, or press 1 to use this greeting for internal calls only, or press 2 to use this greeting for external calls only, or press * # if finished.

Changing Your Personal Operator
Your Personal Operator is the person who you want to handle your calls when the caller needs immediate assistance and you are not available. In your greeting, tell callers they can press 0 to reach your Personal Operator or the System Operator.
1. Log in to Voice Messaging.
2. Press 4 to change your Personal Operator.
3. Enter your Personal Operator’s extension; then press #; or press * 3 to delete your Personal Operator; or press * # if finished.

Changing Your Password
Log in to Voice Messaging. Press 5 to change your Password. Enter the new Password; then press #. Re-enter the new Password; then press #.

Choosing Call Answer Mode
Call Answer mode determines whether or not the system allows callers to leave a message after listening to your Personal Greeting. When your mailbox is in Record Mode, callers can leave a message; when it is in Answer-Only Mode, they cannot.
1. Log in to Voice Messaging.
2. Press 8 to change Call Answer Mode.
3. Press 1 for Record Mode, 2 for Answer-Only Mode, or * # if finished.

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Your Messages

About Message Categories
You can assign Priority, Private, and/or Return Receipt categories to messages you send. New Priority messages are heard first when listening to new messages. Private messages cannot be forwarded. Return Receipt messages notify you when the message is listened to by the recipient. You can assign one, two, or all three categories to a message.

Listening To Messages
1. Log in to Voice Messaging.
2. Press 2 to get messages. The system plays the message header.
3. Press 0 to listen to the message body, or press # to skip the message. The message will remain as “new” until you listen to the body. While the message plays, you can press 3 to pause and 3 again to resume, or press 5 to rewind four seconds and play, or press 6 to skip forward four seconds and play, or press 4 to increase volume or 7 to decrease volume.
4. After the message plays, press * 3 to delete the message, or press # to save (skip) the message, or press 0 to replay the message, or press 2 3 to replay the header only, or press 1 to respond to the message (see next section).

Responding To A Message
1. After the recorded message plays, press 1 to respond to the recorded message.
2. Press 1 to replay to the sender (in order to replay, the sender must have a mailbox in the system), or press 2 to forward the recorded message, or press 3 to return the call to an internal sender.
3. Record your message; then press 1 again.
4. Press * # to approve (if replying, skip to Step 7). or press 2 3 to play back your comments, or press 2 1 to re-record your comments, or press * 3 to cancel replying or forwarding.
5. If forwarding, enter the extension of an individual, then press #; or press * 5 and a Group List number, then press # (use Personal Group Lists 1-10 or System Group Lists 50-59); or press * 2 to use the Directory (see Using the Directory); or Press * 3 to delete the last entry. Repeat Step 5 to address the message to others.
6. Press * # when finished addressing.
7. Press 1 to make this a Private message, or press 2 to make this a Priority message, or press 3 to request a Return Receipt, or press 0 to cancel the category, or press # to send the recorded message. After you assign a category to a message, the system gives you the options to assign the other two categories.
8. Return to Step 4 of Listening to Messages.

Sending A Message
1. Log in to Voice Messaging.
2. Press 1 to record a message.
3. Record your message.
4. Press 1 when finished recording.
5. Press * # to approve the recorded message, go to Step 6; or Press 2 3 to play back the recorded message; or press 2 1 to re-record the message, go to Step 3; or press * 3 to delete the recorded message and return to the Voice Messaging Activity Menu.
6. Enter the extension of an individual, then press #; or press * 5 and a Group List number, then # (use Personal Group Lists 1-10 or System Group Lists 50-59); or press * 2 to use the Directory (see Using the Directory); or press * 3 to delete the last entry. Repeat Step 6 to address the recorded message to others.
7. Press * # when finished addressing.
8. Press 1 to make this a Private message; or press 2 to make this a Priority message press 3 to request a Return Receipt; or press 0 to cancel the category; or press # to send the recorded message. After you assign a category to a message, the system gives you the options to assign the other two categories.

Use The Directory To Transfer To An Extension
Press * 8 then * 2 to transfer to a user’s extension. Enter up to the first ten letters of the name, then # (ask your System Manager if users are listed by first or last name).

Use Directory To Address A Message Or Add To Group List
Press * 2 to access the Directory. Enter up to the first ten letters of the name, then #.

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Using Personal Group Lists

Creating Personal Group Lists
You can use Group Lists to address messages to sets of mailboxes without entering each extension individually. You can create up to 1 0 Personal Group Lists, each with up to 50 mailboxes in it.
1. Log in to Voice Messaging.
2. Press 7 to select Group Lists.
3. Press 1 to create a list.
4. Enter the Group List number [1-10], and then press #.
5. Enter the extension of the mailbox, then press #; or Press * 2 to use the Directory (see Using the Directory); or press * 3 to delete the last entry. Repeat Step 5 for each mailbox that you want to add.
6. Press * # when finished.

Reviewing Or Modifying Personal Group Lists
1. Log in to Voice Messaging.
2. Press 7 to select Group Lists.
3. Press 3 to review or modify Group Lists. The system announces the number of entries in the first Group List.
4. Press 1 to review or modify the list; or press * 3 to delete the list, press # to skip to the next list. Repeat step 4.
5. Press # to skip the extension, * 3 to delete the extension, or 1 to add an extension, then choose an option: Enter the extension of the mailbox, then press #; or press * 2 to use the Directory (see Using the Directory). Press * # if finished.

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Using Outcalling

About Outcalling
If you turn on Outcalling, Partner Messaging calls the numbers which you have programmed to signal that a new message has arrived in your mailbox. You can have Outcalling for all messages or just for Priority messages.

Hint: If you choose Outcalling for Priority messages only, give your callers instructions on how to leave a Priority message. Check with your System Manager to see if your mailbox has been assigned Outcalling privileges.

Outcalling Continues Until One Of The Following Happens
1. During the Outcalling message call, you press * # to cancel Outcalling until a new message arrives for you.
2. You log in to your mailbox and listen to the message.
3. The interval specified in your Outcalling Schedule expires.
4. Partner Messaging has called all numbers in your Outcalling List the number of times specified by the Outcalling Cycles option.

Turning Outcalling On Or Off
1. Log in to Voice Messaging.
2. Press 6 to select Outcalling.
3. Press 1, then choose an option: Press 1 to turn Outcalling On for all messages; or press 2 to turn Outcalling On for Priority messages only; or press 0 to turn Outcalling Off; or press * # to return to the Outcalling menu.

Setting Your Outcalling Numbers
1. Log in to Voice Messaging.
2. Press 6 to select Outcalling.
3. Press 4 to change your list of Outcalling Numbers.
4. Choose an entry number [1-5]. If an Outcalling Number is programmed, you hear the Outcalling entry information. If not programmed, you hear, “Entry x is not used.”
5. Press 1 to change or add an Outcalling Number (go to Step 6); * 3 to delete the Outcalling Number; or * # to keep the Outcalling Number and return to the menu.
6. Press 1 to enter a telephone Outcalling Number; 2 to enter a pager Outcalling Number; or * # to return to the Outcalling menu without making a change.
7. Enter the Outcalling Number and wait 5 seconds for the system confirmation. See Guidelines for further details and examples of how to set your Outcalling Numbers.
8. When prompted, press * # if you are finished entering the number. Listen to the Outcalling entry information and then go to Step 9. Or press 1 to enter more digits; then repeat Step 7.
9. Press 9 to confirm your entry, or press 6 to cancel your entry. Return to Step 4 to program more Outcalling Numbers.

Guidelines For Setting Outcalling Numbers
You may enter any combination of up to 60 digits including 0-9, * (for a 1.5 second pause), and # in an Outcalling Number. The outcalling number can consist of
9 * to access an outside line (this is required to reach an external number); the telephone number and/or paging system number (including area code, if necessary);
your paging system Personal Identification Number (PIN), if any; or a Callback Number, if Outcalling to a pager.

Example Your Outcalling Number is a paging system. To place the call, the Voice Messaging system must access an outside line, dial the number, wait several seconds for the paging system to answer, enter your PIN followed by #, and a Callback Number followed by #. The Outcalling Number you would enter is: 9 * 5 5 5 1 2 3 4 * * * * * * * 3 7 5 # 7 7 7 #.

To Enter Outcalling Number
1. Dial 9 * (* represents a pause) to allow the Voice Messaging system time to access an outside line.
2. Dial 5 5 5 1 2 3 4 to reach your paging system.
3. Dial * * * * * * * to allow several seconds for the paging system to answer.
4. Dial 3 7 5 followed by # as your PIN.
5. Dial 7 7 7 followed by # as your Callback Number.

Reviewing Your Outcalling Numbers
Log in to Voice Messaging. Press 6 to select Outcalling. Press 2 to review your Outcalling Numbers. The system announces your Outcalling Numbers.

Setting Your Outcalling Cycles
Your Outcalling Cycles setting determines the number of times the system will call your list of Outcalling Numbers. The default setting is 3 times. It is suggested that you use at least 2 cycles.
1. Log in to Voice Messaging.
2. Press 6 to select Outcalling.
3. Press 7 to change the number of Outcalling Cycles.
4. Enter the number of times [1-9] your Outcalling List should be called, then press #; or press * # to keep the current setting and return to the Outcalling menu.

Setting Your Outcalling Interval
Your Outcalling Interval is the minimum amount minutes the system will wait before calling the next number in your Outcalling List. The default is 15 minutes.
1. Log in to Voice Messaging.
2. Press 6 to select Outcalling.
3. Press 6 to change the Outcalling Interval.
4. Enter the number of minutes [5-99] for the Outcalling Interval, then press #; or press * # to keep the current setting and return to the Outcalling menu.

Setting Your Outcalling Schedule
You can set the time period during which the system will perform Outcalling for your mailbox. The default schedule is set to perform Outcalling 24 hours a day.
1. Log in to Voice Messaging.
2. Press 6 to select Outcalling.
3. Press 5 to change your Outcalling Schedule.
4. Press 1 to change starting time and/or ending time, or press * # to keep the current schedule and return to the Outcalling Menu.
5. Enter the starting time in 24-hour format in the form hhmm (hh=hour, mm=minute), or, to keep the current starting time, press #.
6. Enter the ending time in 24-hour hhmm format, or, to keep the ending current time, press #.
7. Press * # to approve your new schedule and return to the Outcalling menu, or press 1 to re-enter (return to Step 5).

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Record And Screen Calls

Using The Record-A-Call Feature
Record a conversation while you are active on a call at your extension. Note: The Record-a-Call feature is not available to all users on all systems. See your System Manager for feature availability. When on a call you want to record, do the following to begin recording:
1. Press the preprogrammed Record-a-Call (RAC) button. When the system answers, if there is space in your mailbox, the system will confirm that it will begin recording.
2. You and your party should begin speaking. Note: If the system detects silence for a period of 15 seconds after you have begun recording a conversation, the system automatically turns off the Record-a-Call feature. If this happens you can begin recording again by pressing the Record-a-Call button. When you resume recording, the system saves the new recording as a separate message.
3. To stop recording the conversation, do one of the following: Press the Record-a-Call button again. (You will still be connected to the other party.) Or hang up. (Recording stops and you are disconnected from your party.)

Using The Call Screening Feature
This feature allows you to listen to a caller leaving a message in your voice mailbox. Note: The Call Screening feature is not available on all systems. See your System Manager for feature availability. For more information about using this feature, see the instructions that came with your communications system.

You must have a Call Screening button programmed on your telephone in order to use this feature. This feature must be programmed by the System Manager. You must activate this feature before or while the incoming call is ringing at your telephone. (It cannot be activated after the call has been sent to the Voice Messaging system.) You cannot be active on another call while using this feature.

To Use Call Screening
Press the preprogrammed Call Screening button to have your telephone begin screening incoming calls automatically. If you want to speak to the calling party, pick up your phone’s handset and begin speaking. The Voice Messaging system will say goodbye. Press the preprogrammed Call Screening button to turn off this feature when you no longer want to screen calls.

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