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Votacall-Avaya 1416 IP Office Basic Edition Training Video

welcome to the photo call Avaya 1416 and

user training video our hope here is to

show you just how simple using a new

phone can be we believe with some basic

training and a little practice this

phone will be part of the best phone

experience you've ever had let's start

with the basic shall be when your phone

was rolled out to you you should have

received two documents the Avaya quick

user guide for your phone and the

voicemail user guide if you don't have

them they can always be found at

downloads vertical comm let's focus on

the user guide for a moment each guide

has a picture of the phone and a

breakdown of the keys as well as a

step-by-step guide to put things like

transfer conference voicemail setup and

other day-to-day functions of using your

phone this covers all the basics for

answering and moving our call around the

office these are also the things that if

not practice can have an effect on your

customer and client experience when

calling you so let's practice together

but first let's get our mailbox set up

the steps for doing this are highlighted

on the vota call basic voicemail guide

the first time you log in we ask that

you dial intercom 777 instead of using

the messages button this will set up

your mailbox

welcome to Avaya IP Office for help at

any time press star H please enter

extension and poundcake and to your

extension number followed by the pound

sign enter password and pound key your

default password is pound please Center

new password and poundcake your new

password needs to be between 4 and 15

digits we enter a password and pound key

changed as you use Avaya IP Office your

name will be included in system

announcements that you and other people

will hear press 1 and epitone please

speak your name

after speaking your name first one again

demo phone demo followed to rerecord

your name press one to approve press

pound demo phone no new messages

to get messages press two to administer

personal greetings press three for all

intents and purposes your mailbox is now

set up and callers will hear your call

has been answered by Avaya IP office

demo phone is not available to leave a

message wait for the tone should you

want to record a personalized greeting

then continue on to the steps in your

guide and press three for all calls this

system greeting active to listen to

greeting press zero to create change or

delete a greeting press one respond

greeting not recorded when finished

recording press pound to approve or one

to edit your message recorded the tone

demo phone demo phone to rerecord your

name press one to approve press pound

should you want to record a personalized

greeting please continue on to the

additional steps in your guide by

pressing three your mailbox is now setup

and you're ready to make your first call

first we'll try an internal call to

place an internal call press either of

your - intercom buttons and then dial

the extension number or you may page the

person by pressing either of the

intercom buttons hitting star and then

dialing the extension number first we'll

call extension 11

they answer and we're having a

conversation with them the next thing

that we'll do is we'll page over to that

person that opens up a direct channel so

that you can begin a conversation with

them to make an external call simply

start dialing the number or choose the

line from one of your available lines

that you wish to make the call on you do

not need to dial a nine in order to make

a phone call to answer an incoming call

either lift the handset press the

speakerphone or press the button that

the calls coming in on when you're on a

call and a second call comes in you will

hear a chirp you'll also see the line

flashing that the calls on place the

first call on hold and answer the second

call to return to the first call you

would place this call on hold or turn to

the first call and tell them that you'll

need to call them back you need to take

this call hang up and retrieve your

first call when you're on a call you can

either hang up the speakerphone place

down the handset or press drop to end

the call to place a call on hold press

the hold button to retrieve that call

you can either pick up or press the call

again drop to it now I'll practice

transferring your call first a call and

you answer that call to transfer you'll

press the transfer key and then Dow the

extension number of the person you're

trying to transfer the call to

I'm now speaking with that person to

complete the transfer I can either hang

up place down my handset or press

complete you'll see the call has now

gone from your phone and the other two

parties are now talking we answer the

first call press transfer now the

extension of the person we wish to

transfer the call to once they answer

the call

we either hang up the handset disconnect

the speakerphone or press complete now

we'll do what's called an assistant

transfer to do an assisted transfer the

call comes in and we answer it we're now

going to announce the call to the person

so same process press transfer now the

extension number when they answer the

phone we announce who the call is for I

have so-and-so on the line for you would

you like to take the call if they choose

not to take the call you can hit cancel

and start speaking to the original party

again if they choose to take the call

again press complete and that will send

the call through let's assume they've

decided that they didn't want to take

this call so we hit cancel we're now

talking to the person that we were

talking to originally and now we could

offer them voicemail to transfer a call

to somebody's voicemail you press your

messages key and then it asks you what

extension you would like Douw the

extension number and hit select and

we've now transferred that call to

voicemail now let's try a conference

call you can have two internal parties

besides yourself on a call as well as

two external parties once you have the

first party on the line you'll be able

to press the conference key and it will

place the first call on hold and allow

you to make another call the first call

comes in we answer that call we press

our conference key by default were given

intercom dial tone if we'd like to dial

an external party choose the line which

we want to make the call on and then

dial the phone number once we have that

person on the line we press conference

again and bring the parties together now

we'll add another call

press conference and we'll bring the

extension 11 into the call we get them

on the line as well and then we press

the conference key again you'll now see

that these calls are on conference now

that we have all the users on the call

we can press the details information and

see who's on the conference call we can

actually scroll through these

individuals and either drop someone from

the call or mute them if they're making

too much noise on the far end in this

particular case will drop Paul and we're

still on the call I can also drop myself

from the phone call as long as there's

someone else from the organization still

on the phone call you'll see that call

is now gone and I can see that they are

still participating let's talk about the

buttons on your phone you have your

messages button which when you press it

gives you something called visual

voicemail when you set up your mailbox

we ask you to dial into comm 777 and

that was because that walks you through

the process of setting up your voicemail

box when you press your visual voicemail

button it gives you the option to listen

to any messages and shows you new old

and saved you can scroll down and press

the messages key and that allows you to

record a message for somebody else you

can also adjust your greeting as well as

record your name reset your password and

turn your voicemail on and off we

recommend that you don't turn your

voicemail off unless require it so by

your administrator to the right of that

is your dial pad this will allow you to

navigate through some of the other

features in the system that you'll see

in just a moment here you have your

phone or exit button from any screen

that I'm on I can press my phone exit

button to return to my default screen I

also have a menu button my menu allows

me to adjust things like my screen and

sound call settings applications and

some more advanced features below that

are my contacts this gives me my

directories you'll see the arrows

pointing right and left that allows me

to use this to scroll right and left

I had an all directory

directory and external directory and a

user's directory users are the users in

the system itself your external are

numbers stored inside the system that

everyone has access to your personal our

speed-dials that you put in there

yourself and all gives you all in order

to go through that you can hit the down

arrow key and that will begin to give

you information I can hit their phone

exit to return to the main screen below

that is my call log and you'll notice

that this light is red right now that

means that I have new calls in my call

log that I haven't looked at I press my

call log I can scroll through all the

calls that have called me recently I can

get details on those calls what time

they came in what the duration was so on

and so forth I could also add them as a

contact if I choose to add them as a

contact it asks what name I want to

store what my number is in the directory

below that is my readout if I hit the

redial key I get to choose between a lot

of the people that I've called recently

and if I want to call one of them back I

just take call phone exit to return

speakerphone turns the speakerphone on

it off my hold button puts calls on hold

conference we've been over transfer

we've been through and the drop key as

we've shown you hangs up a call or

remove somebody from a conference here

you have your mute button your headset

button and your volume buttons your

volume button will adjust the volume of

your ringer it will also adjust the

volume of your speakerphone if you're on

speakerphone and the volume of your

headset if you're on a headset the

buttons to the side are your

programmable buttons the bottom tool

will always be your intercom buttons

followed by your outside lines the

remaining buttons can be programmed by

your administrator here we have

extensions 11 12 and 13 programs for

intercom this will show if those phones

are on the phone will also allow us

OneTouch access to those individuals we

also have a Do Not Disturb button that

we can turn on and off above that on

occasion we'll program a voicemail

button this can be used instead of

visual voicemail to get you into your

mailbox and there's a shortcut to


and 7/7 voicemail transfer button if

you'd like to use that instead of your

messages button and your page button

which pages all the phones if you were

to press that you would hear a beep and

your voice would come out through all

the phones in the office just up to the

right of that is your message waiting

indicator should you have a message that

will be indicated right there with a

flashing red light that concludes your

vota call Avaya end user training we

hope that you've enjoyed and we thank

you for watching if you need anything

else you can reach us at support vota

call com