Telephone Service - Avaya Single Line Black Phone

Last Updated: 04/03/2014

Overview

The information below will help you use and understand the many features available on your single line campus phone.

Avaya Single Line Phone

  1. Handset Volume Control - To raise or lower the volume on the handset, press the up arrow button to raise the volume and the down arrow button to lower the volume.
  2. Message waiting lamp - Will flash when a new message is in your mailbox.
  3. Mute - Press and hold down MUTE to turn off the handset microphone.
  4. Flash - Press FLASH instead of pressing the switch hook for features such as transfer, conference, etc.
  5. Redial - Press REDIAL to automatically redial the last number you dialed.
  6. Hold (with indicator light) - To place a call on hold, press the HOLD button and hang up. To return the call, lift the handset from the cradle.
  7. Hold indicator light
  8. Ringer Volume (electronic ringer)
  9. Can be set to LOW, HIGH or OFF positions.

Avaya Single Line Black Telephone - Desk Style
Equipment Code: 2500B

Avaya Single Line Black Telephone - Wall Mounted
Equipment Code: 2554B

The Single Line telephone is designed to take one call at a time and is not equiped with programmable buttons. The Single Line telephone can be ordered in either wall mounted or desk styles and comes equiped with a message waiting lamp. While this telephone set has no programmable buttons, a wide rage of telephone system features can be accessed through the use of simple codes.

The Single Line telephone is appropriate for those individuals who answer only their own calls and have no need for programmable buttons.

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Phone Features

Descriptions of your programmed phone features, as well as all the standard features that come with Faculty/Staff telephones can be found below.

Key to Symbols:

Abbreviated Dialing

Speed dial the programmed extension. 

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Abbreviated Dialing (Speed Dialing)

Abbreviated Dialing lets you store frequently called numbers in a Personal List and dial them later quickly and easily. The Personal List you create is for your exclusive use, and cannot be viewed or changed by Telecommunication Services.

To Program or Reprogram an Abbreviated Dialing:

  • Lift handset from cradle; listen for dial tone.
  • Dial#0
  • Dial 2
  • Press appropriate Speed Dial Index Number (1-10); listen for dial tone.
  • Press the same Abbreviated Dialing - Storage button; listen for confirmation tone.
  • Dial number to be stored.
  • Dial # (pound); listen for confirmation.

To Initiate Abbreviated Dialing:

  • Lift handset from cradle; listen for dial tone.
  • Dial 2
  • Press appropriate Speed Dial Index Number (1-10); listen for destination ring.

Tip:

Use abbreviated dialing for local ten-digit dialing or to store any number up to 20 digits.

 

Automatic Callback

Tell the system to notify you when a busy or non-answering on-campus extension can take your call. 

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Automatic Callback

Automatic Callback helps connect you with an on-campus extension that is consistently busy or is not answering. This feature tells the system to "watch" the busy extension and notify you when it is available with a Three-Burst Alerting Ring. Answer the alerting ring and you will be connected with the extension.

To Activate Automatic Callback:

Once you've dialed a campus extension and heard a busy tone or received no answer:

  • Depress switchhook one full second; listen for the dial tone.
  • Dial *5. The line will go silent.
  • Dial the five-digit on-campus extension; listen for a confirmation tone.
  • Hang up.

To Deactivate Automatic Callback:

  • Lift the handset; listen for a dial tone.
  • Dial #5.

Tip:

Automatic callback will deactivate after 40 minutes of "watching" an extension, or if you don't answer the Three-Burst Alerting Ring.

 

Call Forwarding - All Calls

Forward all of your calls to another on-campus extension or off-campus number.

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Call Forwarding - All Calls

Call Forwarding - All Calls redirects all of your calls to a specified on-campus extension or local off-campus number without ringing your telephone. However, while Call Forwarding - All Calls is activated, your telephone will alert you with a short reminder ring each time a call is redirected.

To Forward All Calls:

  • Lift the handset; listen for a dial tone.
  • Dial *2; Listen for a dial tone.
  • Dial the 5-digit on-campus extension or 8+ 10-digit local number where you want to forward your calls. You should hear a confirmation tone.

To Deactivate Call Forwarding For All Calls:

  • Lift the handset; listen for a dial tone.
  • Dial #2.
  • Listen for a confirmation tone.

Tip:

You can forward every call to another on- or off-campus number. Remember, for off-campus local calls, you must dial "8" and all ten digits of the telephone number.

 

Call Forward - Busy/Don't Answer

Forward all of your calls to another on-campus extension or an off-campus number only when you are busy or don't answer.

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Call Forwarding - Busy / Don't Answer

Call Forwarding - Busy / Don't Answer redirects all of your calls to another on-campus extension or an off-campus number after ringing your telephone set three times without an answer, or if your extension is busy.

To Forward Calls When Your Line Is Busy Or You Don't Answer:

  • Lift the handset; listen for a dial tone.
  • Dial *4; Listen for a dial tone.
  • Dial the 5-digit extension or 8 + the local off-campus number where you want to forward calls.

To Deactivate Call Forwarding:

  • Lift the handset; listen for a dial tone.
  • Dial #2. Listen for a confirmation tone.
 

Call Pickup

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Call Pick-Up

You can "pick up" a call ringing on another telephone in your office with Call Pick-Up. To use Call Pick-Up you must be able to hear the nearby telephone ringing and both telephones must be in the same Call Pick-Up Group.

Your Call Pick-Up Group is established by Telecommunication Services. If you need to change your Call Pick-Up Group, contact your telephone liaison.

To initiate Call Pick-Up:

  • Lift handset from cradle; listen for dial tone.
  • Dial *0.
  • Speak to the caller.

To Hold An Original Call And Pick Up A Second Call:

  • Depress switchhook one full second; listen for confirmation tone.
  • Dial *9; listen for dial tone.
  • Dial *0; listen for the caller.

To Alternate Between A Picked-Up Call And An Original Call:

  • Depress switchhook one full second; listen for confirmation tone.
  • Dial *9; listen for the first caller.
 

Conference Calling - Three Way

Place a conference call with up to three people by adding on- or off-campus participants to an established call. For parties larger than three callers, please go to conferencing services. Additional charges may apply. 

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Conference Calling - Three Way

Conference Calling - Three Way lets you establish a conference call with up to six participants without the assistance of the on-campus Operator. While the conference call must be initiated from an on-campus telephone, other participants may be on- or off-campus.

To Make A Three-Way Conference Call:

  • Lift the handset; listen for a dial tone.
  • Dial the on-campus extension or off-campus number of the first participant.
  • Announce the conference; ask the first participant to hold.
  • Press Conference button; listen for a dial tone.
  • Dial the campus extension or off-campus number of the next participant.
  • Announce the conference.
  • Press Conference button to conenct the new participant to the conference call.
  • Repeat steps 4-7 for each additional particpant.

If you encounter a busy signal or a participant is not available, press the fluttering Call Appearance button to return to a participant who is on hold.

Tip:

You can include on-and off-campus participants in your conference call. However, if you drop off a conference and a long distance conversation continues without you, you will pay for their long distance charges.

 

Hold

Put a call on hold by pressing the Hold button, then hang up. To return to the original call, lift the handset from the cradle.

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Hold

You can put a call on hold to keep a conversation private, or to avoid disconnecting the caller if you need to leave your phone.

To Put A Call On Hold:

  • Press the Hold button and hang up.

To Return To The Original Call:

  • Lift handset from the cradle.

Tip:

Even though a single line phone is designed to handle one call at a time, Hold lets you alternate between two calls.

 

Last Number Dialed

Redial the last number you dialed by pressing the redial button or by pressing #4.

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Last Number Dialed

You can use this feature from an on-campus phone to redial the most recently dialed on-campus extension or local off-campus number

To Redial The Last Number Dialed:

  • Lift the handset; listen for a dial tone.
  • Dial #4.
  • If you hear a busy tone, try again.
  • OR to redial, you can also press the Redial button.

Tip:

Last Number Dialed can be used with long distance numbers, but it will not redial your authorization code.

 

Leave Word Calling

Leave a busy extension a message consisting of your name and number only. 

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Leave Word Calling

If you are calling from an on-campus extension, you can use Leave Word Calling to leave your name and number at another on-campus extension. The message is stored in the system and can only be accessed if the recipient has an appropriately programmed multiline phone with a display or is a Voice Mail subscriber.

To Leave A Message With Your Name And Number:

  • Once you have dialed an extension and your call is not answered or you hear a busy tone:
  • Depress switchhook one full second; listen for confirmation tone.
  • Dial *6.
  • Dial the 5-digit on-campus extension you were trying to call; listen for confirmation tone.
  • Return handset to cradle.

If you hear an error tone, the extension you have dialed is not equipped to accept Leave Word Calling messages.

To Cancel A Message That Has Not Been Retrieved:

  • Lift handset from cradle; listen for dial tone.
  • Dial #6.
  • Dial appropriate 5-digit on-campus extension; listen for confirmation tone.
  • Return handset to cradle.
 

Mute

To mute a call, press and hold down the Mute button. To turn handset microphone back on, release the Mute button.

Priority Calling

Notify a busy on-campus extension that an urgent call is waiting.

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Priority Calling

Priority Calling sends a busy, on-campus extension a three-burst Priority Alerting Ring or Priority Call Waiting Tone. It is reserved for use in emergency situations and is available on only a few campus telephones.

To Initiate Priority Calling:

  • Depress switchhook one full second; listen for dial tone:
  • Dial *8; listen for dial tone.
  • Redial on-campus extension.

If you hear a Call Waiting Destination Ring the called extension is busy but is being notified with a priority call waiting tone.

To Answer A Priority Call:

  • When you are on the phone and hear a Priority Alerting Ring:
  • Depress switchhook one full second.
  • Dial #7; speak to the caller.
 

Transfer

Transfer a call to another on-campus extension.

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Transfer

Use Transfer to send a call from your extension to another on-campus extension. You can stay on the line to announce the call, or transfer the call without announcing it.

If you are unable to transfer the call, you can return to the caller by depressing the switch hook again.

To Transfer A Call:

  • Depress switchhook one full second and listen for the confirmation tone.
  • Dial the 5-digit on-campus extension where you want to transfer the call.
  • If the party called answers the phone, announce that you are transferring a call and then hang up.

Or if you need to return to the caller, depress switchhook one full second.

Tip:

Using the switchhook is easy. Depress the switchhook for one full second to hear the confirmation tone that tells you the system is ready to transfer a call. The system will not disconnect the caller unless you hold down the switchhook for more than three seconds.

 

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Voice Mail

Common Commands:

Main Menu:

Create a Message

Create, address, and select delivery options for messages. To get started, press 1

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Create A Message

Create, address, and select delivery options for messages.

Approve Message:

  • Press #(pound)

Edit Message:

  • Press 1

Address Message:

-By Extension - Enter the 5-digit extension(s). After each extension, you will be asked to press the pound button (#).

-By Name or Personal Directory Alias - Enter * A and the user's last name or personal directory alias through the keypad of the telephone. Note: Q and Z are not on many keypads. For Q press 7; for Z press 9.

-By Mailing List - After entering * L, be prepared to enter the 5-digit extension of the owner of this list. To create a mailing list, see Subscriber Options.

  • By Extension - Enter Extension + #(pound)
  • By Name or Personal Directory Alias - Press *A + Enter Last Name + #(pound)
  • By Mailing List - Press *L + Enter List ID + #

Approve Address And/OR Send Message:

  • Press #(pound)

Select Delivery Options:

-Once you have pressed 0, you can then press 1 to make the message private, press 2 to make it a priority message, press 3 to schedule the delivery of your message, or press 4 to save a copy of your message in your Outgoing Mailbox.

  • Press 0
 
 
Scan Incoming Mailbox

Listen to, respond to, and delete messages. Press 2

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Scan Incoming Mailbox

Listen to, respond to, and delete messages.

Skip To Next Message:

  • Press #(pound)

Skip To Next Category:

  • Press * # (star and pound)

Listen To Message:

  • Press 0

Respond To or Forward Message:

  • Press 1

Delete Message:

  • Press * D (star and D)

Incoming Messages Will Be Retrieved In The Following Category Order:

  • Old - Messages whose headers and bodies have been listened to will be retained for 15 days.
  • Unopened - Messages whose headers but not bodies have been listened to will be retained for 15 days.
  • New - Messages which have not yet been listened to will be retained for 30 days.
 
 
Personal Greetings

Create, change, and activate personal greetings. Press 3

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Personal Greetings

Create, change, and activate personal greetings.

Listen To Personal Greetings:

  • Press 0

Create Or Change Greeting:

  • Press 1

-Approve Greeting - Press # (pound)

-Edit Greeting - Press 1

Scan Personal Greetings:

  • Press 2

-Listen to Greeting - Press 0

-Skip to Next Greeting - Press # (pound)

Activate Greeting:

  • Press 3

-Activate System Greeting - Press 0

-Activate Personal Greeting - Enter Greeting Number (1-9)

Administer Call Types:

  • Press 4

-Use "Origin of Call" Criteria (Internal/External) - Press 1

-Use "Condition of Phone" Criteria (Busy/No Answer) - Press 2

-Use "Out-of-Hours" Criteria - Press 3

-Remove "Out-of-Hours" Criteria - Press 4

-Use Same Greeting for All Call Types - Press 5

Can I Have More Than One Greeting Active At A Time?

  • Yes, as many as three greetings can be active simultaneously. First, use the Administer Call Types selection (press 4) to make your mailbox sensitive to either the origin of the call (internal or external) or the condition of your phone (busy/no answer). Second, choose whether to also make your mailbox sensitive to out-of-hours situations (Fall/Spring after 5:00 p.m.; Summer after 4:30 p.m.). Third, create your greetings (press 1) and activate each as appropriate.
  • Note: In order to be sensitive to busy conditions, your call must be redirected to Voice Mail through Call Coverage when busy.
 
 
Scan Outgoing Mailbox

Determine the status of and listen to messages you have previously created. Press 4

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Scan Outgoing Mailbox

Determine the status of and listen to messages you have previously created.

Skip To Next Message:

  • Press # (pound)

Skip To Next Category:

  • Press * # (star and pound)

Listen To Message:

  • Press 0

Modify And/Or Re-send Message:

  • Press 1

Delete Message:

  • Press * D (star and D)

Outgoing Messages Are Retrieved In The Following Order:

  • Delivered Messages - Successfully delivered messages with a retention time of 5 days
  • Accessed Messages - Successfully delivered and already accessed by addressee with a retention time of 5 days
  • Undelivered Messages - Not yet successfully delivered
  • Undeliverable Messages - Cannot be delivered with a retention time of 5 days
  • File Cabinet Messages - Filed in the creation process with a retention time of 20 days
 
 
Subscriber Options

Administer mailing lists and personal directory, change your log-in password, and re-record your subscriber name. Press 5

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Subscriber Options

Administer mailing lists and personal directory, change your log-in password, and re-record your subscriber name.

Administer Mailing Lists:

  • Press 1

-Create a Mailing List - Press 1

-Scan Mailing Lists - Press 2

-Review and Modify a Mailing List - Press 3

Administer Personal Directory:

  • Press 2

-Add Entries - Press 1

-Review All Entries - Press 2

-Review Specific Entries - Press 3

Change Password:

  • Press 4

-Approve Password - Press #

Record Name:

  • Press 5

-Stop Recording - Press 1

-Approve Recording - Press #

Fax:

  • Press 3

Multimedia Options:

  • Press 8

New Password Requirements:

  • New and reset subscriber mail boxes have their passwords set to "1" followed by #
  • All new and reset passwords will require that customers set their own password.
  • ITS cannot idetify existing passwords for customers.

What Is A Mailing list?

  • A mailing list is a list of Voice Mail Subscribers' extensions to which you would like an identical message delivered. A list can be created as private or public and can contain as many as 250 recipients. You can create up to 10 mailing lists with a total number of recipients of 500. You will identify each list with a name between 1 and 6 digits in length.

What Is A Personal Directory?

  • Your personal directory is a list of up to 25 subscribers for whom you can create an easy to remember alias to be used with the * A function when identifying a subscriber. Each alias can be up to 6 digits in length.
 
 
Outcalling - Know When You Have Messages

Select if, when, and where the Voice Mail System will call you when new messages are delivered to your mailbox. Press 6

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Outcalling - Know When You Have Messages

Select if, when, and where the Voice Mail System will call you when new messages are delivered to your mailbox.

To Hear Outcalling Options:

  • Press 0

Change Outcalling Number:

  • Press 1

Change Outcalling Schedule:

  • Press 2

-Call Anytime - Press 1

-Call Between 8:00am And 5:00pm - Press 2

-Create Custom Schedule - Press 3

-Listen To Scheduling Restrictions - Press 4

Listen to Detailed Instructions about Changing Your Outcalling Phone Number:

  • Press 3

Turn Outcalling On:

  • Press 9

-For All Messages - Press 1

-For Priority Messages Only - Press 2

Turn Outcalling Off:

  • Press 6

Did You Know...

  • The outcalling feature will begin to call you 15 minutes after the delivery of a new message and will repeat the call every 15 minutes thereafter until you retrieve the message or acknowledge the notification by dialing * #.
  • Your outcalling number can be up to 29 digits in length. A 1.5 second pause can be included by inserting a start (*). A pause is considered to be a digit.
 
 
Auto-Scan Incoming Mailboxes

Scan all of the messages in your mailbox one after the other without further intervention from you. Press 7

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Auto-Scan Incoming Mailboxes

Scan all of the messages in your mailbox one after the other without further intervention from you.

Scan Headers and Messages:

  • Press 1

Scan Message Headers Only:

  • Press 2

Scan Message Only:

  • Press 3

-Skip to Next Message - Press #

-Skip to Next Category - Press *#

-Listen to Message - Press 0

-Respond to or Forward Message - Press 1 (Respond to Sender Call: Press 0 - Respond to Sender by Voice Mail: Press 1 - Forward with Comment at Beginning: Press 2 - Forward with Comment at End: Press 3 - Create New Message: Press 4)

-Delete Message - Press *D

Does the Auto-Scan feature also automatically delete my messages too?

  • No. While the hands-free nature of this feature makes it a very attractive option for retrieving messages, the cost of not deleting messages could be a full mailbox. Notice that you have all of the same deleting, listening, and forwarding options as you do when retrieving messages through the Scan Incoming Mailbox feature (Main Menu choice 2). The only difference is that this option does not require you to do something between each message.
 
 

Dialing Instructions

Long Distance Calls within the United States or Canada 

Find information here

International Calls (except Canada)

  1. 8+011+Country Code+(City Code)+Telephone Number+#
  2. Wait for Confirmation Dial Tone
  3. Enter Authorization Code

For more specific country dialing instructions, go to www.howtocallabroad.com

On-Campus Dialing

When dialing any on-campus telephone set, the dialing sequence should be abbreviated to five digits:

    Examples:
    492-6798 should be dialed as 2-6798
    786-4394 should be dialed as 6-4394
    735-2330 should be dialed as 5-2330

    Off-Campus Local Call

    Dial 8+Area Code+7-Digit Number

    On Campus Directory Assistance

    Dial 0

    Directory Assistance

    1. Dial 8+1+Area Code+555-1212
    2. Wait for Confirmation Dial Tone
    3. Enter Authorization Code

      Calling Card Call

        Please refer to the dialing concerns to your specific long distance vendor.

        Restrictions
        (The following restrictions apply to the entire Boulder campus.)

        1. Do not accept collect calls. A surcharge up to $100.00 will be charged each time you accept a collect call.
           
        2. Do not use your campus phone number as the billing station for a third-party call. (A third-party call is a call made from one telephone but billed to another telephone number.) A surcharge up to $100 will be charged each time a third-party call is made with your campus phone number as the billing station.
           
        3. Calls to numbers in the 900 area code or to a telephone number with a local 976 prefix from the Boulder campus are blocked by the University switchboard and cannot be dialed.

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