Avaya Basic Phone Guide
If you have any issues with your new phone and/or voicemail, please submit a Technology Request (Help Desk ticket) through FMX.
The District uses FMX for both Technology and Maintenance requests.
FMX can be accessed from the PawPass Home page or directly using this link: https://iavalley.gofmx.com
Message Light – A red light will indicate new messages in your voicemail box, if it is flashing it indicates a ringing call.
Display – shows call information and details on the Line and Soft keys.
Line Keys – Press left or right arrows on the Navigation wheel to see additional screens. Selects specific areas pending display zone.
On the left side of the Home display (1st screen), you will see the following:
Call A, B, & C.
These allow you to handle multiple calls – each letter is a line.
Can be used to make or receive calls by pressing the associated line key.
On the right side of the Home display, you will see the following:
Call Fwd - forwards all calls to the associated extension or VM.
Call Twin – NOT SETUP – Will be covered in the advanced guide.
DND – Do not disturb – activate to send directly to voicemail
Soft Keys – Labels will appear on display to indicate what each button below is associated with. Ex: Redial and Features on home display, select a specific item, back to the previous menu, etc.
Navigation Wheel – Move through menus via the display.
Phone Key – Used to exit any menu and return to the home display.
OK Button – Confirms choices on display.
Main Menu – Access options and settings.
Contacts – Access Directory, left and right navigations change groups – ex: personal, external, all, etc. Can create personal contacts here.
Recents/Call History – Call log – switch between categories with the navigation wheel. Illuminates red when you have a missed call. When you have a missed call – the number of calls will appear in the top right of your display.
Visual Voicemail – Access the voicemail system – will illuminate when you have a message.
Headset – Switches call from Handset to Headset – Not available.
Speaker – Used to make or receive calls without lifting the handset. Illuminated red when active.
Volume Bar – Controls Ringer, Speaker, and Incoming Voice Levels.
Mute – Turns microphone on or off. Illuminated when active.
First Time Plugin
Step 1 - Determine how many Ethernet cables you have in the back of your phone. It may look like Image 1 or Image 2.
Step 2 - Look at the ethernet jacks on your New Avaya Phone.
If your old phone has two ethernet jacks (image 2), your new phone will not have the rubber plug shown in image 3.
Step 3 – Take your old phone’s ethernet cables/s and plug them into your new phone.
If you have one ethernet cable – your cable will go into the only open ethernet port. It should look like Image 4 when plugged in.
If you have two ethernet cables – like in image 5, you will insert them in like image 6. Match them as shown.
Step 4 – If placed correctly, the red light on the top right of the phone will light up red and the phone will begin booting (Image 7).
If this does not light up, double-check your cables are matching either image 4 or image 6. The light will only be red for a short amount of time.
You will need to set up your voicemail passcode so you will be found in the directory and can access your voicemail. THIS IS MANDATORY.
Hit your voicemail button.
If necessary, Navigate down to passcode and hit the OK button. Use your navigation wheel to do this.
Create your VM passcode. The passcode must be at least 6 digits, and they cannot be sequential.
Once entered, select Done via the associated Soft Key.
Hit the phone button to return to the home display.
You will be asked to enter your extension.
You will be asked to enter your passcode.
It will ask you to speak your first and last name. You have to do this. Press 1, speak, and press 1 when done.
You can now access your voicemail by using the VM button on your device. You can record your personalized greeting and listen to messages there. Make sure to set up your greeting.
Incoming and Outgoing Calls
Incoming
To answer, lift the handset, press the speaker key, or press Answer soft key.
To quiet a ringing call, press Ignore soft key.
To send a ringing call to voicemail, press TOVM soft key.
Outbound
Lift the handset or press the speaker key.
Internal: Enter the extension number of the person you're trying to reach
External: Enter 9, area code, and the phone number
Speaker
Press the speaker button to make or answer any call without lifting the headset.
To switch to speaker from handset, press the speaker key and replace the handset in dock.
To switch to handset from speaker, pick up the handset.
To hang up, press the speaker key or the Drop soft key.
Mute
Press the Mute button to turn off the microphone. It will light up blue when activated. Press again to unmute.
Hold
To hold a call, press the Hold softkey.
To return to the call, press Flashing Call Appearance key.
Automatic Hold
When you use certain features, the line you are speaking on will be placed on hold automatically. Ex: Selecting another line key.
Transfer
Press the transfer softkey when connected with another user. The call is automatically placed on hold.
Dial transfer extension number
Blind Transfer: Press the COMPLETE softkey once dialed.
Warm Transfer: Wait for the party to answer, speak privately, press the COMPLETE softkey.
Once COMPLETE key is pressed, call is connected, and you may hang up.
If you need to return to the held call, press the CANCEL softkey which will disconnect you from the transfer and return you to the caller.
To Transfer directly to voicemail
While on the line, press the voicemail key.
It will pop up with Visual Voice: Transfer on the display
Enter the extension number and press select to confirm.
Call Conferencing
When on a call with someone, press the Conf softkey.
Call the number you would like to add. When the person answers, press the Conf softkey again to combine the lines into a conference call.
The display should now change and show you the number of connected Parties. The softkeys will change to Hold, Conf, Transfer, and Details.
If you need to add another extension, hit the Details softkey.
The menu will show the current party. Press the Add softkey and enter or find the extension needed.
Note: The call will come in as a specific Conf ID vs. the caller's extension.
Step 1 - You will need to press the Call Fwd line key; it will light up green as in image 1.
Press the Status softkey.
Press the Details softkey.
Press the Edit softkey to set an extension. If you want it to go straight to voicemail, press the To VM softkey (in blue).
Set the forwarding extension number by typing in the extension to forward to or use the provided directory softkey. Ex - 5563 or hit Dir and search by first or last name.
Once selected, you will confirm your selection by pressing the Select softkey.
If the information looks correct, press the Save softkey.
If everything looks correct, press Exit to take you to the Home menu. When Call Fwd is activated, the status softkey should look like this screen. If changes need to be made, hit Details and start over from Step 3.
