Avaya 9608/9611G SIP Deskphone instructions provide a comprehensive guide for users, detailing features like the message waiting indicator and voicemail access.
This manual assists beginners in understanding operating instructions, ensuring optimal use of the Avaya 9608G and its various telephone keys and features.
Overview of the Avaya 9608
The Avaya 9608 is a SIP-based deskphone designed for businesses utilizing IP telephony systems, offering a reliable and feature-rich communication solution. It’s part of the Avaya IP Office platform, known for its scalability and integration capabilities. This phone delivers clear audio quality and a user-friendly interface, enhancing productivity for daily tasks.
Key components include a display screen for call information, a keypad for dialing, and navigation buttons for accessing features. The 9608 supports essential functionalities like call hold, transfer, and conference calling. Its message waiting indicator promptly alerts users to new voicemails. It’s a robust device intended for streamlined business communications, offering a balance of functionality and ease of use.
Key Features and Benefits
The Avaya 9608 boasts several key features, including a clear display screen for easy call management and a user-friendly interface simplifying navigation. Benefits include enhanced call control with functions like hold, transfer, and conference calling, boosting workplace efficiency. The integrated message waiting indicator ensures users never miss important voicemails.
Its SIP-based design allows for seamless integration with existing IP telephony infrastructure. The phone’s robust build quality ensures reliability, while its intuitive layout minimizes training time. Accessing voicemail is straightforward, and features like speed dial further streamline communication. Ultimately, the Avaya 9608 delivers a cost-effective and productive communication experience.
Package Contents
Upon opening your Avaya 9608 package, you should find the following items. Firstly, the Avaya 9608 SIP Deskphone itself, the core component of your communication system. Secondly, a handset with a coiled cord, ensuring comfortable conversations. A telephone network cable (RJ-45) is included for connecting the phone to your network.
Additionally, a power supply is provided to power the device. You will also receive a quick start guide, offering basic setup instructions. Finally, safety instructions and warranty information are included for your reference. Please verify all components are present and undamaged before proceeding with installation. Contact support if anything is missing or appears faulty.
Setting Up Your Avaya 9608
Proper setup involves connecting the phone to the network, powering on the device, and completing the initial configuration process for optimal functionality.
Connecting the Telephone
Establishing a reliable connection is crucial for your Avaya 9608’s performance. Begin by locating the appropriate ports on the rear of the telephone. Typically, you’ll need to connect an Ethernet cable from your network switch or wall jack to the designated network port on the phone.
Ensure the cable is securely fastened at both ends to prevent intermittent connectivity issues. For Power over Ethernet (PoE) setups, a single cable handles both data and power. If your phone requires a separate power adapter, connect it to a standard electrical outlet.
Verify that the network connection is active before proceeding to the next setup step. A stable connection ensures successful registration with the Avaya system and access to all features.
Powering On the Device
Once the telephone is properly connected to a power source – either via Power over Ethernet (PoE) or a dedicated power adapter – powering on the Avaya 9608 is straightforward. Simply press the power button, typically located on the front or side of the device.
Observe the display screen; it should illuminate, initiating the boot-up sequence. Allow a few moments for the phone to fully load its operating system and establish a network connection. During this process, you may see a startup logo or progress indicators.
Successful power-on is indicated by a stable display showing the phone’s status and potentially a login prompt or initial configuration screen.
Initial Configuration
Upon the first power-on, or after a factory reset, the Avaya 9608 will likely require initial configuration. This often involves network settings, user credentials, and potentially, server address information. The phone may automatically attempt to obtain an IP address via DHCP.
You might be prompted to enter your extension number and password directly on the phone’s keypad or through the display screen interface. Ensure accurate input to establish a connection with the Avaya communication system.
Follow any on-screen prompts carefully. Successful configuration is indicated by a fully functional phone displaying your extension and ready to make or receive calls.
Understanding the Telephone Interface
The Avaya 9608 features a display screen, keypad, and navigation buttons, providing access to call control and features like voicemail access and settings.
Display Screen Layout
The Avaya 9608’s display screen is central to its operation, providing crucial information at a glance. Typically, the top line displays softkey functions, dynamically changing based on the current call state or menu selection. Below this, you’ll find information regarding the current call – caller ID, call duration, or connected party details.
A dedicated area indicates the status of voicemail, illuminating when new messages are present. Further down, the screen often shows the date and time. The layout is designed for intuitive navigation, with clear icons and text. Understanding these elements allows for efficient call management and feature access. The screen’s brightness is adjustable for optimal viewing in various lighting conditions.
Keypad Functions
The Avaya 9608 keypad extends beyond simple number dialing. Numeric keys initiate calls and are used for entering mailbox numbers when accessing voicemail. The ‘Speaker’ key activates the hands-free mode, enabling convenient call handling. The ‘Headset’ key toggles between the handset and headset audio.
Dedicated keys provide quick access to frequently used features like ‘Redial’ and ‘Phone Book’. The ‘Transfer’ key facilitates call transfers to colleagues. Importantly, dialing *#06# using the keypad reveals the phone’s IMEI code, useful for identification and support. Softkeys, located below the display, dynamically change function based on the current context, offering streamlined access to various settings and options.
Navigation Buttons
The Avaya 9608 features intuitive navigation buttons for effortless menu access and control. The four-way directional arrow keys – Up, Down, Left, and Right – allow users to scroll through menus, lists, and options displayed on the screen. The ‘Select’ key confirms selections and actions within the interface.
The ‘Back’ or ‘Cancel’ key returns to the previous menu or cancels the current operation. These buttons, combined with the display screen, provide a user-friendly experience for customizing settings, managing the phone book, and accessing advanced features. Mastering these navigation tools is crucial for maximizing the phone’s functionality and efficiently utilizing its capabilities.
Making and Receiving Calls
The Avaya 9608 allows for seamless call placement and answering, alongside features like call hold, retrieval, and efficient call transferring capabilities.
Placing a Call
To initiate a call with your Avaya 9608, simply lift the handset or press the speakerphone button. Then, dial the desired phone number using the keypad. The display screen will clearly show the number you are dialing. For internal calls within your organization, you may only need to dial an extension number.
The system supports various dialing methods, including direct dialing and speed dial (explained in a separate section). Ensure the dialed number is correct before pressing the send or dial key. The phone will then attempt to establish a connection. If the call connects, you will hear a ringback tone, followed by the called party’s response. Remember to consult your system administrator for any specific dialing instructions or restrictions.
Answering an Incoming Call
When receiving a call on your Avaya 9608, the phone will ring, and the display screen will illuminate with caller ID information, if available. To answer the call, simply lift the handset from the cradle or press the speakerphone button. The call will immediately connect, and you can begin your conversation;
The display will show the call duration. You can also answer the call using a headset if one is connected. Ensure your headset is properly connected before pressing the answer button. If you wish to ignore the call, simply allow it to ring unanswered, or press the ‘reject’ button if available on your system configuration. Consult your system administrator for specific call handling options.
Call Hold and Retrieve
To place a call on hold during a conversation, press the ‘Hold’ button located on your Avaya 9608 telephone. The display will indicate that the call is on hold, and you will hear hold music (if enabled by your system administrator). To retrieve the call from hold, simply press the ‘Hold’ button again. This will resume the conversation with the original caller.
If you receive a new incoming call while another call is already on hold, the incoming call will typically interrupt the hold. You can then alternate between the calls. Some systems may offer features like ‘flash’ to toggle between calls. Refer to your system’s specific documentation for detailed instructions on hold and retrieve functionality.
Transferring Calls
The Avaya 9608 allows for seamless call transferring. To transfer a call, first place the current call on hold by pressing the ‘Hold’ button. Then, dial the extension number of the person to whom you wish to transfer the call. Once you’ve connected to the intended recipient, explain the call and then press the ‘Transfer’ button to complete the transfer.
Some systems may support ‘warm transfer’ where the recipient answers before the caller is connected, or ‘blind transfer’ where the call is transferred immediately. Consult your system administrator for specific transfer options available. Ensure the recipient is available before initiating a transfer to avoid dropped calls or unanswered connections.
Advanced Call Features
The Avaya 9608 supports features like conference calling, call forwarding, Do Not Disturb (DND), and call waiting, enhancing communication flexibility and control.
Conference Calling
The Avaya 9608 allows you to easily establish conference calls, enabling multi-party conversations. To initiate a conference, first place a call to the first participant. Once connected, press the “Conf” or “Conference” softkey. Then, dial the number of the next participant.
Upon connection of the second party, the call automatically enters conference mode. You can add additional participants by repeating the dialing and “Conf” key process. During the conference, you have control options such as muting individual participants or holding the entire conference. To end the conference, simply disconnect your line, which will terminate the call for all parties. Ensure all participants are aware of conference procedures for a smooth experience.
Call Forwarding
The Avaya 9608 supports call forwarding, allowing you to redirect incoming calls to another extension or external phone number. Access the call forwarding feature through the phone’s menu, typically activated via a softkey or by dialing a specific feature code. You’ll be prompted to enter the destination number where you want calls to be forwarded.
Call forwarding options often include “Always Forward,” “Busy Forward,” and “No Answer Forward.” “Always Forward” sends all calls, while “Busy Forward” activates when your line is in use, and “No Answer Forward” activates if you don’t answer within a set timeframe. Remember to deactivate call forwarding when no longer needed to resume normal call routing.
Do Not Disturb (DND)
The Do Not Disturb (DND) feature on the Avaya 9608 silences incoming call alerts, providing uninterrupted time. Activation is usually achieved through a dedicated softkey on the phone’s interface or by dialing a specific feature code. When DND is enabled, incoming calls will typically go directly to voicemail, or, depending on system configuration, may be routed elsewhere.
A DND indicator light on the phone visually confirms the feature is active. Remember to deactivate DND when you are available to receive calls. Some systems allow exceptions for specific numbers, permitting calls from designated contacts even when DND is enabled. Check your system administrator’s settings for customization options.
Call Waiting
The Call Waiting feature on your Avaya 9608 alerts you to incoming calls while you are already engaged in a call. This is typically indicated by a distinctive audible tone or a flashing indicator light on the phone’s display. To answer the waiting call, you’ll usually need to press a designated softkey – often labeled “Call Waiting” or similar – or briefly flash the receiver.
This will place your current call on hold, allowing you to converse with the waiting caller. You can then switch between calls using the appropriate softkey or flash the receiver again. Call Waiting is often a system-wide setting, but some configurations may allow individual users to enable or disable it. Contact your system administrator for details.
Voice Mail Access
Access your voicemail by using the telephone keys, and logging in to retrieve messages; the message lamp illuminates when new voicemails arrive.
Accessing Your Voice Mailbox
To access your Avaya voicemail, utilize the dedicated telephone keys on your 9608 device. The process typically involves a simple login procedure, often requiring a personalized PIN or password for security. Refer to your system administrator for initial setup details if you haven’t already configured these credentials.
Once logged in, you’ll be presented with a menu-driven system allowing you to listen to new messages, review older voicemails, delete unwanted recordings, and manage your greeting. The system provides clear prompts guiding you through each option. Familiarize yourself with these prompts to efficiently manage your messages.
Remember to note any specific instructions provided by your organization regarding voicemail access, as configurations can vary.
Voice Mail Indicator
The Avaya 9608 features a dedicated message waiting indicator light, providing a quick visual cue regarding new voicemails. When illuminated, this light signifies that one or more messages are present in your voicemail inbox. This allows for immediate awareness of important communications even without actively checking the system.
The indicator’s behavior can sometimes be customized by your system administrator. Some systems may display a flashing light for new messages, while others might maintain a steady illumination. Understanding your specific system’s configuration is crucial for accurate interpretation.
Clearing the indicator typically occurs automatically upon accessing and reviewing your voicemail messages, ensuring it accurately reflects your inbox status.
Managing Voice Mail Messages
Accessing your Avaya voicemail allows you to listen to, delete, and manage received messages efficiently. Typically, this is achieved by pressing a dedicated voicemail access key on the 9608 phone, followed by entering your PIN. Once logged in, a voice menu guides you through available options;
Common functions include playing messages, skipping to the next message, deleting unwanted messages, and saving important ones. Many systems also offer the ability to forward messages to other extensions or email addresses.
Familiarize yourself with the specific voice prompts and commands for your system to maximize voicemail management capabilities and ensure no important communication is missed.
Using Special Features
The Avaya 9608 offers convenient features like speed dial, redial, and a phone book for quick access to frequently called numbers, enhancing user efficiency.
Speed Dial
The Avaya 9608’s speed dial functionality streamlines your calling process, allowing for quick connections to frequently contacted individuals or departments. This feature significantly reduces call setup time by eliminating the need to manually enter phone numbers each time. Users can typically program speed dial entries directly through the telephone’s interface or via the Avaya system administrator.
To utilize speed dial, consult your system’s specific configuration. Often, designated keys on the phone are pre-programmed with common extensions. Alternatively, you may assign numbers to specific contacts within the phone’s directory. Remember to verify the programmed numbers with your administrator to ensure accuracy and efficient communication. Speed dial is a valuable tool for boosting productivity and simplifying daily call tasks.
Redial
The redial function on the Avaya 9608 provides a convenient way to quickly reconnect with the last number you dialed. This feature is particularly useful if a call was accidentally disconnected or if you need to reach the same party immediately after a previous conversation. Accessing the redial function is typically straightforward, often involving a dedicated redial button on the telephone’s keypad.
Pressing the redial button will automatically display the most recently dialed number on the phone’s screen. From there, you can review the number and initiate the call with a single press of the talk button. Note that the redial list usually stores only the last number dialed, so it’s best used for immediate re-connections. This simple feature enhances usability and saves valuable time.
Phone Book
The Avaya 9608 telephone offers a phone book feature, allowing users to store frequently dialed numbers for quick and easy access. This eliminates the need to manually enter long numbers each time you need to make a call, streamlining your communication process. The phone book typically allows you to store names alongside the numbers, making identification even simpler.
Adding contacts to the phone book usually involves navigating through the telephone’s menu system. You can input names and numbers using the keypad, and then save them to a designated memory location. Retrieving contacts is equally straightforward, often involving a search function or alphabetical scrolling. Utilizing the phone book significantly improves call efficiency and organization.
Troubleshooting Common Issues
Common problems like no dial tone, poor audio, or display issues can often be resolved with simple checks, ensuring optimal Avaya 9608 performance.
No Dial Tone
Experiencing no dial tone with your Avaya 9608 can be frustrating, but several troubleshooting steps can quickly resolve the issue. First, verify the telephone line cord is securely connected to both the phone and the wall jack. Ensure the power adapter is firmly plugged into a working electrical outlet and the phone itself.
If the connections are secure, try a different phone cord to rule out a faulty cable. Confirm that your service provider isn’t experiencing an outage in your area. A reboot of the phone – by disconnecting and reconnecting the power – can often restore functionality. If the problem persists, consult your system administrator or Avaya support for further assistance, potentially involving network configuration checks.
Poor Audio Quality
If you’re experiencing poor audio quality with your Avaya 9608, begin by checking the handset or headset connection. Ensure it’s firmly seated. Verify the volume control isn’t set too low and adjust accordingly. Interference from nearby electronic devices can sometimes cause static or distortion; try moving the phone away from potential sources.
Network congestion can also impact audio clarity. If using VoIP, check your internet connection speed and stability. A reboot of the phone and your network equipment (router, modem) can often resolve temporary issues. If the problem continues, contact your IT support team to investigate potential network-related problems or codec settings affecting audio transmission.
Display Problems
If your Avaya 9608 display is blank or exhibiting issues, first ensure the phone is properly powered on and the screen brightness isn’t set to its lowest level. Try adjusting the contrast settings if available within the phone’s menu. A temporary glitch can sometimes be resolved by simply restarting the telephone – power it off, wait a few seconds, and then power it back on.
If the display remains problematic, check the cable connections to ensure they are secure. In rare cases, a firmware issue might be the cause; consult your IT administrator about potential firmware updates. If none of these steps resolve the issue, it may indicate a hardware malfunction requiring professional repair or replacement.
IMEI Code Access (Using *#06#)
IMEI Code Access (Using #06#)
While traditionally associated with mobile phones, accessing an IMEI-like identifier on the Avaya 9608 can be useful for tracking and support purposes. To view your phone’s unique identifier, dial #06# using the keypad. This will display a 15-digit code on the screen, functioning similarly to an IMEI for cellular devices.
This code is crucial for identifying your specific Avaya 9608 model during troubleshooting or when contacting technical support. Keep this number readily available. Note that this function may be disabled by your system administrator depending on your organization’s security policies. If the code doesn’t appear, contact your IT department for assistance.