Handling calls, Introduction to handling calls | Avaya 16-603463

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

Contents

Issue 1.09 January 1408/1416 User Guide January Introduction Multiple conference Private User Mobility 109 Introduction Overview of phone buttons and features Description Name Overview of phone buttons and features Function key LEDs About LEDs Icon Description Icons in the telephone displayPartner key LEDs Related topics About this manual Calling an external call number Making callsIntroduction to making calls Calling an internal call number Press the Phone book / Contacts button Calling with a destination keyCalling a person from the call log Calling a person from the phone book entry Calling a person from a central phone book entry Calling using the speakerphone Requesting automatic redialing Requesting automatic callback Joining 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 call Muting 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 off Select Divert call Call diversionIntroduction to call diversion Diverting calls Defining automatic call diversion Automatic call diversion Select 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 telephone Switching off follow-me on another telephone Switching off follow-me on your own telephone Talking with one participant in a conference call Three-party conferenceIntroduction to three-party conference calls Making a conference call Ending the conference call Connecting conference participants with each other Introduction to multiple conference calls Multiple conference Adding a participant by referring back Adding a participant to a multiple conference call Answering 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 controller 1408/1416 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 log Introduction 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 voicemail Select Delete all messages Deleting all messages Partners Setting up partner namesIntroduction to partners Select Long name Calling partnersAnswering a call for a partner Assigning partners to another key Select Change Partner position Hiding partner keysSelect Hide/show partner keys Select Set partner beep Activating partner beep Diverting 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 phone Select Partnerdiv. from/to others Diverting calls from one partner to anotherSelect Set partner division Select CFF partner diversion key Diverting partner calls to partners, extended Adding 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 group Select Restrict signaling Off Restricting partner signalingReserving a line as executive line Filtering Setting up a connection for a partner Dealing the filtering function as a secretary Dealing the filtering function as an executive Partners 58 1408/1416 User Guide January Logging on to the telephone Select PasswordPrivate User Mobility Private User Mobility Logging off the telephone Select Display/Acoustics Displaying the favorite screen in the idle modeFavorite screen Introduction to favorite screen Select Set function keys Entering a function into the favorite screenEntering a destination into the favorite screen Select Favorite screen active Off Select 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 telephone Select Set acoustics Changing the acoustic signaling Select 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 operation Displaying your name and call number on your telephone Setting key beep tones to on or off Select Time zones Displaying time zonesSaving emergency numbers Select Key beep off Emergency destin. SOS Function and Destination keysFunction and destination keys Select Set emergency numbers Assigning 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 destination Set 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 data Select Save centrally Saving data centrallyAllowing/barring central data saving Select Save data centrally Select Set VIP partner VIP functionsPreparing VIP functions Select Send VIP functions Select sent to user Setting up the secretary telephone Select 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 Applications Select Answer Call Select Csta Answer Call Turning Csta Answer Call on or off Turning 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 charges Select Delete single counter Switching the charge display to unitsViewing the charge display Deleting call charges Recording 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 locked Select Appointments Managing appointmentsAppointments reminders Entering a new appointment Viewing appointments Acknowledging an appointmentDeleting an appointment 96 1408/1416 User Guide January One menu level lower MenusMenu overview Menu item in basic Appointments Charges Lock Menu item in setting Menu settings overview All 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 system Appendix Remote features Introduction to auxiliary devices Auxiliary devicesButton module BM32 Using the button module BM32 About operating cordless headsets Using a headset 108 1408/1416 User Guide January Logging into the Contact Center Appendix Contact Center Requesting help of the supervisor Contact Center buttons Cancel Wrap-up time Supervisor Assistance CTI ELC MOD MSN PIN PUM TCM Tapi USB VIP Abbreviations Abbreviations 114 1408/1416 User Guide January Index Editing Partner Index VIP ringing tone