About Your Telephone

Your 8403 is a multi-appearance digital telephone.

To familiarize yourself with the buttons and features on your telephone, refer to the figure below and then read the callout explanations for the buttons and features.

Call Appearance Buttons

These three buttons are devoted to handling incoming and outgoing calls and are labeled with an extension number. Each of these buttons has a red light to tell you that this is the line you are using or that this is the line you will get when you lift your handset. The green status light next to each call appearance button tells you that the line or feature is being used.

Conference Button

For setting up conference calls. This button is labeled <Conf>.

Dial Pad

The standard 12-button pad for dialing phone numbers and accessing features. The letters "Q" and "Z" have been added to the appropriate dial pad keys for directory access, and the "5" button on your dial pad has raised bars for visually impaired users.

Note: The dial pad can be used in two ways:

• Feature Selection Mode - When you press <Feature> (and the Feature light is on), the dial pad is used to access the features listed on F1 through F9, F*, F0, and F#.

• Normal Mode - When the Feature light is off, the dial pad can be used in the usual manner, that is, to dial phone numbers or feature access codes.

Drop Button

For disconnecting from a call or dropping the last party added to a conference call.

Feature Button

A blue button used with the dial pad keys for accessing the 12 features listed on the Feature Directory. (This button will be shown as <Feature> in the remainder of this guide.) When the Feature button is active, the red light next to the button is on. When this button is used with <Hold>, you can select a personalized ring for your telephone.

Feature Directory

A quick reference list of 12 voice features (F1 through F9, F*, F0, and F#) available on your telephone.

Handset

A handset is provided for placing and answering calls. This is sometimes called the "receiver". In most cases, you must lift the handset (go off-hook) before you can use a feature.

Handset Jack

Located on the back of your telephone, this jack is for connecting a handset to your telephone.

Hold/Ring Button

A red button for putting a call on hold. The button itself is labeled "Hold", and a notation or symbol below the button indicate the "Ring" function. When used with <Feature>, you can select a personalized ringing pattern for your telephone from eight possible ringing patterns.

Line Jack

This jack is used for connecting a line cord to your telephone. Located on the back of your telephone, this jack is labeled "LINE".

Message Light

A red light that goes on when a message has been left for you.

Mute Button

For turning off the microphone associated with the handset so the other person on the call cannot hear you.

Note: When you use the Speaker (listen-only) feature, the Mute feature is also activated and the light next to <Mute> is always on.

Speaker Button

For accessing the Speaker feature. This feature can be used for listening only. If you want to speak to the other person, the speaker must be off and you must use the handset.

Note: Check with your system manager to see if you can use this feature.

Speakerphone/Headset Adapter Jack (on back of telephone)

This jack is used for connecting an external speakerphone (such as an S101A or S201A Speakerphone) or a headset adapter (such as a 500A Headset Adapter) to your telephone.

Test Button

When the telephone is initially powered up, the green light next to <Test> flashes if the link with the switch is not (or not yet) operational. The light changes to steady green when the telephone is able to communicate with the switch, and then goes off after a short period of time. After the telephone is powered up, you can press <Test> to test the lights on your telephone.

Transfer Button

For transferring a call to another telephone.

Volume Control Button

For adjusting the volume of:

• The one-way speaker when a call is in progress using the speaker

• The handset while a call is in progress using the handset

• The ringer while the speaker is off, and either the handset is inactive or the ringer is active

Notes: 1) When the speaker is active, the ringer volume is automatically reduced to a low setting. The volume is restored when the speaker is turned off. 2) The Volume control button on your telephone does not control the volume level of adjunct equipment.

Conventions

Conventions Used in the Procedure Descriptions

Special Instructions

Use the following special instructions for operating your telephone.

• The first time you use these procedures, you will need to customize them for yourself by obtaining the following information from your system manager:

  -- Your system manager may assign features to your Feature Directory.

-- Any feature not listed on your Feature Directory can be activated or canceled by dialing a 1-, 2-, or 3-digit feature access code. Ask your system manager for the feature access codes for the features you need.

• To operate a feature, you must have the handset off-hook (removed from the cradle of the telephone) unless otherwise noted.

• If you receive an intercept tone (high-pitched, alternating high and low tone) while attempting to operate any feature, you have taken too much time to complete a procedural step or have made a dialing error. Hang up, get dial tone, and return to Step 1.

• You will often see the phrase dial entry number (or * or #) used in the procedures, such as: Press <Feature>, and then dial the entry number (or * or #). This entry number can be a number from 1 through 9 or 0, or you may need to enter the * key or the # key. This number or character (* or #) corresponds to the 12 entries on the Feature Directory (F1 through F9, F*, F0, or F#). Each of these numbers or the * or # key is dialed in conjunction with <Feature> to access an assigned feature.

Feature Finder

Abbreviated Dialing (AD)

Allows you to store selected phone numbers for quick and easy dialing. Each number can be a complete or partial phone number, an extension number, or a feature or trunk code. Abbreviated Dialing offers four possible types of lists: personal, group, system, and enhanced. You can have a total of three out of the four lists. Numbers on a personal list are programmable by you; numbers on group lists are programmable by the controller of the list; system lists are programmable only by the system manager. Use this feature as a timesaver for dialing frequently called, lengthy, or emergency numbers.

Note: Check with your system manager concerning what types of lists you have and how many of each list.

Automatic Callback

Sends you a special 3-burst ring indicating that a previously busy or unanswered extension is now available. Use to avoid constant redialing when you wish to speak to someone who is frequently busy on the phone, or is in and out of the office.

Note: You can use this feature only for extensions, not for outside numbers.

Call Forwarding All Calls

Temporarily forwards all your calls to another extension or to an outside number, depending on your system. Use when you will be away from your telephone and you want your calls to be forwarded to a phone number of your choice.

Call Park

Puts a call on hold at your telephone, for retrieval at any extension. Use when you need to go elsewhere to get information during a call, or whenever you wish to complete a call from a different location. Also, if the call received is for someone else, use it to hold the call until the called party can answer it from another telephone.

Conference

Allows you to conference up to six parties on a call (including yourself) so that you can conduct a 6-way discussion. Use to set up timesaving conferences, or to spontaneously include an additional party important to a conversation.

Hold

Puts a call on hold until you can return to it. While a call is on hold, you can place another call, activate another feature, answer a waiting call, or leave your telephone to do another task. Use when you have a call you don't want to drop, but have to interrupt briefly to do something else.

Last Number Dialed

Automatically redials the last extension or outside number you dialed. Use to save time in redialing a busy or unanswered number.

Message

Your Message light goes on when a caller has left a message for you. You can then follow your system manager's local message retrieval procedures to get your message.

Select Ring

Allows you to choose a personalized ringing pattern for your telephone from among eight available patterns. Use to help distinguish your incoming calls from those of other nearby telephones.

Send All Calls

Temporarily sends all your calls to the extension of a person designated by your system manager to answer them when you cannot (perhaps a secretary or receptionist). Use when you will be away from your desk for awhile, or when you do not wish to be interrupted by telephone calls.

Test

When the telephone is initially powered up, the green light next to <Test> flashes if the link with the switch is not (or not yet) operational. The light changes to steady green when the telephone is able to communicate with the switch, and then goes off after a short period of time. After the telephone is powered up, you can press <Test> to test the lights and display on your telephone.

Transfer

Transfers a call from your telephone to another extension or outside number. Use when your caller needs to speak further with someone else.

Note: In order to use this feature, your system manager must first assign Abbreviated Dialing buttons to your Feature Directory.

If you hear the intercept tone while programming, start over from the beginning.

To program or reprogram an AD button:

1. On a separate sheet of paper, write down the outside numbers, extensions, and/or feature access codes you want to store as AD entries.

Note: Each AD entry will hold one complete phone number or feature access code (up to 24 digits).

2. Press <Feature> while off-hook, then the entry number (or * or #) for the AD Program feature.

or, Dial the Program code *0 while off-hook.

{dial tone}

3. Press <Feature>, then the entry number (or * or #) for the AD entry you wish to program.

{dial tone}

For example, to call the number stored as AD entry F3, press <Feature>, then 3.

4. Dial the phone number, extension, or feature access code you want to store (up to 24 digits).

Note: If you are storing an outside number, be sure to include a trunk code, if applicable.

5. Press #.

{confirmation tone}

{dial tone}

6. Hang up.

Note: Be sure to write the name of the AD party (or feature) on your Feature Directory.

To place an AD call:

1. Press <Feature> while off-hook, then the entry number (or * or #) for the AD entry you wish to call.

{ringback tone}

For example, to call the number stored as AD entry F3, press <Feature>, then 3.

Note: Before you can use this feature, AD buttons must first be assigned by your system manager.

To program a number into a personal list:

1. On a separate sheet of paper, write down the outside numbers, extensions, and/or feature access codes you want to store.

Note: Each phone number or feature code is stored as a separate list item.

2. Dial the Program code *0 while off-hook.

{dial tone}

3. Dial the Personal List number (1, 2, or 3).

{dial tone}

4. Dial the list item (1, 2, 3...).

{dial tone}

5. Dial the phone number, extension, or feature access code you want to store (up to 24 digits).

6. Press #.

{confirmation tone}

{dial tone}

7. If you want to store additional items on the same list, repeat Steps 4 through 6. If you want to store items on another list, hang up and return to Step 1.

8. Hang up.

To place a call using an AD list:

1. Dial the appropriate Abbreviated Dialing List code:

List 1 #7

List 2 #8

List 3 #9

{dial tone}

or, Press <Feature>, then the appropriate entry number (or * or #) if you have a list access code programmed as a Feature Directory entry.

2. Dial the desired list item (1, 2, 3...).

{ringback tone}

• The call is automatically dialed.

Note: Keep a copy of your own personal lists; system, group, and enhanced lists are available from your system manager.

To automatically place another call to a busy or unanswered extension:

1. Press <Feature>, then the Automatic Callback entry number (or * or #) during the call attempt.

{confirmation tone}

2. Hang up.

• You hear a priority ring when the called extension is idle.

3. Lift the handset when you hear a priority ring.

• A call is automatically placed to the extension, which receives regular ringing.

Note: Automatic Callback is automatically canceled after 30 minutes or if the callback call is unanswered.

To cancel Automatic Callback:

1. Press <Feature> while off-hook, then the Automatic Callback entry number (or * or #) again.

{dial tone}

To temporarily redirect all calls:

1. Press <Feature> while off-hook, then the Call Forward entry number (or * or #).

or, Dial the Call Forward code *2 while off-hook.

{dial tone}

2. Dial the extension or phone number where calls are to be sent.

{confirmation tone}

Note: Some telephones have restrictions on where calls can be forwarded (see your system manager).

3. Hang up.

Note: You may hear a ring-ping tone from your telephone as each call is forwarded.

To cancel Call Forwarding:

1. Press <Feature> while off-hook, then the Call Forward entry number (or * or #).

{dial tone}

or, Dial the Call Forward Cancel code #2 while off-hook.

{confirmation tone}

• Your calls will now ring at your own telephone.

To park a call for retrieval from any extension:

1. Press <Transfer>.

{dial tone}

2. Dial the Call Park code *6.

{confirmation tone}

3. Press <Transfer> again.

• The call is parked at your extension.

4. Hang up.

To return to a call parked at your extension:

1. Dial the Answer Back code #6.

{dial tone}

2. Dial your own extension number.

{confirmation tone}

• You are reconnected to the call.

To retrieve a call parked at any extension:

1. Dial the Answer Back code #6.

{dial tone}

2. Dial the extension where the call is parked.

{confirmation tone}

• You are connected to the call.

Note: If you receive intercept tone, the parked call has been disconnected or retrieved by someone else.

To add another party to a call:

Note: Your conference call can include up to six parties, including yourself.

1. Press <Conf>.

{dial tone}

• The present call is put on hold.

• You are given a new call appearance button.

• All other parties remain connected to each other.

2. Dial the number of the new party and wait for an answer.

3. You can discuss the call privately with the new party at this time. If the line is busy or there is no answer, press the fluttering call appearance button to return to the call on hold.

4. Press <Conf> again.

• All parties are now connected.

5. Announce the call.

6. To establish additional conference connections, repeat Steps 1 through 5.

To add the call on hold to another call to which you are connected:

1. Press <Conf>.

{dial tone}

• The hold light continues to flutter.

• The current call light flutters.

• You are given a new call appearance button.

2. Press the call appearance button of the call on hold.

3. Press <Conf> again.

• All parties are now connected.

4. Announce the call.

To drop the last party added to a conference call:

1. Press <Drop>.

• The last party added to the conference call is dropped.

• You remain connected to the other parties.

Note: The parties other than the last one must disconnect to be released from the conference call.

To put a call on hold:

Note: The light beside <Shift> must be off.

1. Press <Hold>.

• The green light flutters.

• The call is put on hold.

Note: If you put a conference call on hold, the other parties remain connected.

To return to the call on hold:

1. Press the call appearance button of the call on hold.

• You are connected to the call on hold.

Note: If you are active on a call and press the call appearance button of the call on hold, the active call will be dropped.

To answer a new call while active on another:

1. Press <Hold>.

• The green light flutters.

• The current call is put on hold.

2. Press the call appearance button of the incoming call.

• You are connected to the incoming call.

To automatically redial the last number dialed:

1. Press <Feature> while off-hook, then the Last Number Dialed entry number (or * or #).

or, Dial the Last Number Dialed code *9.

Note: The redialed number can be an outside number (up to 24 digits), an extension, or a trunk or feature access code.

To retrieve a message:

1. See your system manager for instructions regarding your local message retrieval procedures.

To select a personalized ringing pattern:

1. Press <Feature> while on-hook, and then press <Hold>.

• The red light next to <Feature> blinks during the Select Ring process.

• Your telephone plays the current ringing pattern.

2. Press <Hold> again to hear the next ringing pattern.

Note: There are eight different patterns; the cycle repeats after the last pattern.

3. Press <Feature> when you hear the desired ringing pattern.

• Your new ringing pattern is set.

• The red light next to <Feature> goes off.

Note: If you receive a call, go off-hook, or lose power during the selection, the process is interrupted and you must start again.

To send all calls (except priority calls) to coverage:

1. Press <Feature> while on-hook, then the Send All Calls entry number (or * or #).

or, Dial the Send All Calls code *3 while off-hook.

{confirmation tone}

Note: When a call comes to your extension, the call activity light will flutter and you may hear a ring-ping tone indicating that the call has been sent to coverage.

To cancel Send All Calls:

1. Press <Feature> while on-hook, then the Send All Calls entry number (or * or #) again.

or, Dial the Send All Calls Cancel code #3 while off-hook.

{confirmation tone}

To test the lights and display:

1. Press and hold <Test> while on-hook or off-hook.

• The green light next to <Test> goes on.

Note: If the green light next to <Test> flashes rather than goes on steadily, it means the telephone is not communicating with the switch. In such a case, see your system manager.

• The lights go on steadily in four groups, and all the display segments fill in.

2. Release <Test> to end the test.

• The lights return to their pretest state.

• The green light next to <Test> goes off.

Note: If the display or the lights do not respond during the test, notify your system manager.

To send the present call to another number:

1. Press <Transfer>.

{dial tone}

• The present call is put on hold.

• The green light flutters.

• You are given a new call appearance button.

2. Dial the number to which the call is to be transferred.

{ringback tone}

3. Remain on the line and announce the call. If the line is busy or there is no answer, return to the call on hold by pressing its call appearance button.

4. Press <Transfer> again.

• The call is sent to the dialed number.

5. Hang up.

Tones and Their Meanings

Ringing tones are produced by an incoming call. Feedback tones are those which you hear through the handset or the speaker.

Ringing Tones

• 1 ring - A call from another extension.

• 2 rings - A call from outside or from the attendant.

• 3 rings - A priority call from another extension, or from an Automatic Callback call you placed.

• ring-ping (half ring) - A call redirected from your telephone to another because Send All Calls or Call Forwarding All Calls is active.

Feedback Tones

• busy signal - A low-pitched tone repeated 60 times a minute; indicates the number dialed is in use.

• call waiting tone - One, two, or three beeps of high-pitched tone, not repeated; indicates an incoming call is waiting to be answered. Number of beeps designates the source: 1 for an internal call, 2 for an outside or attendant call, 3 for a priority call.

• call waiting ringback tone - A ringback tone with a lower-pitched signal at the end; indicates that the extension called is busy, but the called party has been given a call waiting tone.

• confirmation tone - Three short bursts of tone; indicates a feature activation or cancellation has been accepted.

• coverage tone - One short burst of tone; indicates your call will be sent to another extension to be answered by a covering user.

• dial tone - A continuous tone; indicates dialing can begin.

• intercept/time-out tone - An alternating high and low tone; indicates a dialing error, a denial of the service requested, or a failure to dial within a preset interval (usually 10 seconds) after lifting the handset or dialing the previous digit.

• recall dial tone - Three short bursts of tone followed by a steady dial tone; indicates the feature request has been accepted and dialing can begin.

• reorder tone - A fast busy tone repeated 120 times a minute; indicates all trunks are busy.

• ringback tone - A low-pitched tone repeated 15 times a minute; indicates the telephone dialed is being rung.

Troubleshooting

Glossary

access code

See feature access code.

activate

To begin or turn on the operation of a feature.

attendant

The person who handles incoming and outgoing calls at the main console.

AUDIX

Audio Information Exchange, an optional voice mail and message service that provides coverage for calls to you by recording callers' messages and reporting Leave Word Calling messages.

coverage

Automatic redirection of calls from an unanswered phone to another phone. Redirection could be to the extension of a receptionist, secretary, co-worker, AUDIX, or message center. A person who provides coverage is a covering user.

DEFINITY Communications System Generic 1 and Generic 3

Both DEFINITY Communications System Generic 1 and 3 and System 75 are communications systems which transmit and receive voice and data signals for all communications equipment in a network.

dial pad

The 12 pushbuttons that you use to dial a number and access features.

enhanced list

One of the four types of Abbreviated Dialing lists; programmable only by the system manager (and available only with System 75 Version 3 and DEFINITY Communications System Generic 1 and Generic 3). Contains phone numbers useful to all system members, and stores each of those numbers as a 1-, 2-, or 3-digit list item.

entry

One of 12 spaces on the Feature Directory (F1 through F9, F*, F0, and F#). If these spaces are blank, your system manager may assign features to them.

entry number (or * or #)

A number from 1 through 9 and 0 or the * key or the # key corresponding to the 12 entries on the Feature Directory. Along with <Feature>, each number (or the * or # key) is dialed to access an assigned feature. Also see Feature Directory.

extension

A dialing number of 1 to 5 digits assigned to each telephone connected to your DEFINITY Communications System.

feature

A special function or service, such as Conference, Hold, Send All Calls, etc.

feature access code

A dial code of 1, 2, or 3 digits, which you use to activate or cancel the operation of a feature not listed on your Feature Directory. Check with your system manager for the feature access codes for your system.

Feature button

A blue button used with the dial pad keys for accessing the 12 features listed on the Feature Directory. When the Feature button is active, the red light next to the button is on. When this button is used with <Hold>, you can select a personalized ring for your telephone.

Feature Directory

The list of features on your telephone just above the 3 call appearance buttons and the dial pad. The features are assigned by your system manager. You can access these features by pressing <Feature> and then an entry number (1 through 9, 0, or the * or # key). The directory has a surface that you can write or type on so that you can write or type the features assigned to each Feature Directory position (F1 through F9, F*, F0, or F#).

group list

One of the four types of Abbreviated Dialing lists; programmable by the controller of the list or the system manager. Contains phone numbers useful to members of a specific group, and stores each of those numbers as a 2-digit list item.

handset

The handheld part of the telephone that you pick up, talk into, and listen from. This is sometimes called the "receiver".

party

A person who places or answers a call.

personal list

One of the four types of Abbreviated Dialing lists; programmable by the system manager or by you, the user. Contains phone numbers of your choice, and stores each of them as a single-digit list item.

personal list item

One of the 10 available slots on an Abbreviated Dialing personal list. The first nine personal list items are given digits 1 to 9, with 0 for the tenth item.

pickup group

A group of up to 25 telephone users who can answer calls for each other through the Call Pickup feature. Group members are determined by the system manager and are usually located in the same work area or perform similar job functions.

priority call

An important or urgent call that sends a special 3-burst ring.

program/reprogram

To use your dial pad to assign a phone number to an AD entry on your Feature Directory or to a personal list item for Abbreviated Dialing.

public network

The communications system that can be accessed by all telephone customers for local or long distance calling.

retrieve

To collect telephone messages with the Message or Voice Message Retrieval features. (Also, with Call Park, to resume a call from an extension other than the one where the call was first placed or received.)

ringer

The device that produces the electronic ringing sound in your telephone.

stored number

A phone number which has been programmed and stored as a 1-, 2-, or 3-digit list item for use with Abbreviated Dialing. It can be a complete or partial phone number, an extension number, or a feature or trunk code. Once programmed, a number can be accessed by first dialing the list, then the list item digit(s) under which it is stored. (Alternatively, if Abbreviated Dialing is on your Feature Directory, a number can be accessed by simply pressing <Feature>, and then dialing the appropriate entry number.)

switch

The device that makes connections for all voice and data calls for a network, and which contains software for features. Also known as a system, switching system, or ECS (Enterprise Communications Server). Your switch is either an Avaya DEFINITY Communications System Generic 1 or Generic 3 or System 75.

switchhook

The button under the handset in the cradle of the telephone.

system list

One of the four types of Abbreviated Dialing lists; programmable only by the system manager. Contains phone numbers helpful to all system users, and stores each of those numbers as a 2-digit list item.

system manager

The person responsible for specifying and managing the operation of features for all the voice and data equipment in your network.

System 75

Both System 75 and DEFINITY Communications System Generic 1 and Generic 3 are communications systems which transmit and receive voice and data signals for all communications equipment in a network.

trunk

A telecommunications channel between your switch and the public network. Trunks of the same kind connecting to the same end points are assigned to the same trunk group.

trunk code

A dial code of 1, 2, or 3 digits which you dial to access a trunk group to place an outside call.

Access Codes