Avaya 16-603463 manual Handling calls, Introduction to handling calls, Answering a call

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Chapter 3: Handling calls

Introduction to handling calls

When you receive an incoming call your telephone rings, the Incoming Call LED flashes and the call is indicated in the display.

You can lift the handset or use the Speaker button and talk with the handset on-hook. You are also able to answer an incoming call ringing at another telephone in your telephone system, or put an incoming call on hold until you are able to answer the call.

Internal and external calls have different ringing tones.

Answering a call

To answer a call, lift the handset or press the Speaker button to use the speakerphone.

Answering a call ringing at another phone (pick-up)

1.Enter the number of the ringing telephone with your handset on-hook. The status message Pick-upis shown in the display.

2.Select Pick-up .

3.Press the OK button and wait until the call is signalled at your phone.

4.Lift the handset.

If you want to pick up calls for a particular telephone, you can set up a macro. So you can press a single key to answer calls ringing at that telephone. See chapter Setting up a macro (diversion and pick-up)for more information.

1408/1416 User Guide

January 2010 19

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Contents Issue 1.09 January 1408/1416 User Guide January Introduction Multiple conference Private User Mobility 109 Introduction Overview of phone buttons and featuresDescription NameOverview of phone buttons and features Function key LEDs About LEDsIcon Description Icons in the telephone displayPartner key LEDs Related topicsAbout this manual Calling an external call number Making callsIntroduction to making calls Calling an internal call numberPress the Phone book / Contacts button Calling with a destination keyCalling a person from the call log Calling a person from the phone book entryCalling a person from a central phone book entry Calling using the speakerphoneRequesting automatic redialing Requesting automatic callbackJoining another call cut-in Making calls 18 1408/1416 User Guide January Answering a call ringing at another phone pick-up Handling callsIntroduction to handling calls Answering a callMuting a call Putting a call on holdDeactivating your telephone display Answering an additional call second call Transferring a callSelect new call to Referring back during a call consultation call Turning second incoming call on or offSelect Divert call Call diversionIntroduction to call diversion Diverting callsDefining automatic call diversion Automatic call diversionSelect Start time Diverting calls automaticallySelect Stop time Call diversion 26 1408/1416 User Guide January Activating follow-me on another telephone Follow-meIntroduction to follow-me Preparing follow-me on your own telephoneSwitching off follow-me on another telephone Switching off follow-me on your own telephoneTalking with one participant in a conference call Three-party conferenceIntroduction to three-party conference calls Making a conference callEnding the conference call Connecting conference participants with each otherIntroduction to multiple conference calls Multiple conferenceAdding a participant by referring back Adding a participant to a multiple conference callAnswering a call in a multiple conference Adding a waiting participant to a multiple conferenceTransferring a multiple conference call as controller Select Transfer conference Ending the multiple conference call as controller1408/1416 User Guide January 2010 Multiple conference 36 1408/1416 User Guide January Call log Managing the call logViewing the call log Adding an entry from the call log to the phone book Removing an entry from the call logIntroduction to the phone book Managing the phone bookCreating a new entry in the phone book Editing an entry in the phone book Deleting an entry Managing the phone book 42 1408/1416 User Guide January Managing voice messages Voicemail SystemIntroduction to voicemail Diverting calls to voicemailSelect Delete all messages Deleting all messagesPartners Setting up partner namesIntroduction to partners Select Long name Calling partnersAnswering a call for a partner Assigning partners to another keySelect Change Partner position Hiding partner keysSelect Hide/show partner keys Select Set partner beep Activating partner beepDiverting your calls to a partner Assigning partners on the button moduleSelect Assign partner to DSS module Select Partner div. to my phone Diverting partner calls to your telephoneSelect Set/delete partner div … Select Partn. div. from my phoneSelect Partnerdiv. from/to others Diverting calls from one partner to anotherSelect Set partner division Select CFF partner diversion key Diverting partner calls to partners, extendedAdding a partner to a partner group Setting the deputy keySelect Set deputy key Select Reduce partner group Removing a partner from a partner groupSelect Adapt partner group size Select Expand partner groupSelect Restrict signaling Off Restricting partner signalingReserving a line as executive line Filtering Setting up a connection for a partnerDealing the filtering function as a secretary Dealing the filtering function as an executivePartners 58 1408/1416 User Guide January Logging on to the telephone Select PasswordPrivate User Mobility Private User MobilityLogging off the telephone Select Display/Acoustics Displaying the favorite screen in the idle modeFavorite screen Introduction to favorite screenSelect Set function keys Entering a function into the favorite screenEntering a destination into the favorite screen Select Favorite screen active OffSelect Edit destination key Select Set destination keysSelect Press destination key Favorite screen 64 1408/1416 User Guide January Introduction to customizing your telephone Setting parameters for your telephoneTurning acoustic signaling on or off Customizing your telephoneSelect Set acoustics Changing the acoustic signalingSelect Select ringer melody Setting the ringing tone melodyInternal calls External calls VIP calls Partner/Line Select Switch language Setting the contrast and the brightnessSetting the language Adjusting the setting for handsfree operationDisplaying your name and call number on your telephone Setting key beep tones to on or offSelect Time zones Displaying time zonesSaving emergency numbers Select Key beep offEmergency destin. SOS Function and Destination keysFunction and destination keys Select Set emergency numbersAssigning functions to keys Assigning a destination from the phone book to a key Creating a destination keyConfirm Set new destination with OK button Select Copy phone book entry Changing an existing destinationSet destination keys Set function keys Deleting key assignmentsDelete destination key Delete entry Select Set macro function Setting up a macro diversion and pick-upCall diversion 1 or Call diversion 2 or Call pick-up 1 or Saving personal data Relocating the telephoneSaving personal data Select Save data locally Saving data locallySaving data locally automatically Select Save dataSelect Save centrally Saving data centrallyAllowing/barring central data saving Select Save data centrallySelect Set VIP partner VIP functionsPreparing VIP functions Select Send VIP functionsSelect sent to user Setting up the secretary telephoneSelect receive from user off Using the VIP functions Making anonymous calls Select Dial settingsSelect Anonymous Off Select Answer Call Accepting calls automatically Handsfree answer backTurning direct dialing on or off Select ApplicationsSelect Answer Call Select Csta Answer Call Turning Csta Answer Call on or offTurning Csta Answer Call on or off Customizing your telephone 88 1408/1416 User Guide January Introduction to call charges Using the Avaya MenuIntroduction to the Avaya menu Managing call chargesSelect Delete single counter Switching the charge display to unitsViewing the charge display Deleting call chargesRecording charges for private calls and projects Locking the telephoneTelephone lock Locking the telephone Changing the PINSelect Change PIN Select Automatic locking Setting automatic lockingUnlocking the telephone Select Telephone lockedSelect Appointments Managing appointmentsAppointments reminders Entering a new appointmentViewing appointments Acknowledging an appointmentDeleting an appointment 96 1408/1416 User Guide January One menu level lower MenusMenu overview Menu item in basicAppointments Charges Lock Menu item in setting Menu settings overviewAll possible functions are listed Dial settings Applications Security Sounding Test procedure All LEDs are switched on Changing call diversion remotely Appendix Remote featuresIntroduction to remote features Calling remote using the systemAppendix Remote features Introduction to auxiliary devices Auxiliary devicesButton module BM32 Using the button module BM32 About operating cordless headsets Using a headset108 1408/1416 User Guide January Logging into the Contact Center Appendix Contact CenterRequesting help of the supervisor Contact Center buttonsCancel Wrap-up time Supervisor Assistance CTI ELC MOD MSN PIN PUM TCM Tapi USB VIP AbbreviationsAbbreviations 114 1408/1416 User Guide January Index Editing Partner Index VIP ringing tone